HCSD March 9 2021 Board Meeting

001you got it okay i will call the meeting to order the regular session of the hillsborough city school district school board meeting on march 9th 2021 at 6 pm uh item 3.1 uh roll call trustee kim olaf president gilbert y here greg dennis president and chen here uh and don guetta's president luann carlimono superintendent president mr roll call thank you very much um 3.2 salutes the flag tracy could you begin the video and trustees could you please mute yourselves 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 liberty and justice for all you may take your seats uh

002now before we begin the regular meeting we will actually have a moment of silence uh a crocker student 8th grader dylan toma passed away last week tracy if you could share the photo of dylan tama i appreciate that and we will take a moment to honor his passing thank you tracy you can stop sharing uh dylan was a student at north and crocker and uh passed away after a long illness uh so we will move on to 3.3 approval of the agenda any trustees have a change to the agenda uh i move that we approve the agenda is there a second second uh second by ann chen uh we'll call vote kim olaf hi gilbert why aye craig dennis aye ayan chen hi and on gettys i agendas approved unanimously item 3.4 approval of the

003minutes do any trustees have any corrections to the minutes i move to approve the minutes is there a second second second by anjen chen volkovo kim olive aye gilbert why aye craig dennis aye and chen hi and don guettis aye the minutes are approved unanimously item four regular reports 4.1 hillsborough teachers association mary tavello um good evening everybody mary tarella for hta um so i was thinking about the last board meeting that we were all at about a year ago and um seeing all of you kim i missed your good food um i really do it it feels different not to be able to have those informal conversations with all of you so i do truly miss you um but i was thinking about what we didn't know about what we were getting into and

004um i'm sure at some point when i reflect a little more on this i might have more to say but right now i just i'm just in awe i am in awe of what we've done i think the lessons we've learned are are going to be with us for a lifetime the kids have been remarkable our students have been absolutely remarkable i know they talk a fair amount about teachers and educators in our district working hard but those kids they're bringing it every day um they are they come in um they with their masks on um they are respecting social distancing as much as any middle schoolers can once they enter the classroom they are totally following the rules they're just amazing and the thing that amazes me most is that they are so excited

005to be at school um it's just it's it's great um so i just one year we're almost at one year where nobody knew what was ahead of us and i think that sharing that learning experience with all of you and with our students it's just been an amazing ride um testing thank you again thank you thank you thank you parents thank you students for doing it um thank you for the funding to provide it leilani grace when um for updating and always watching i'm sure i'm forgetting forgetting someone but the testing has relieved us and then the vaccines so i went um i got my first one and then this saturday i'm getting my second and i just have to share from the teacher perspective and i think i speak for all of us in

006this um it was an amazing there was a sense of joy and a sense of um well i went to oakland coliseum and it was it was celebratory i mean they were they were amazing over there but the relief and the emotion in me of just literally crying out of relief that we were headed on a path of safety um and so for all of you who um made phone calls and wrote and just did everything you could to try to make those vaccines possible for us i cannot thank you enough and the teachers it's like it's like now we can go i'm not sure we're feeling all feeling totally safe but we can enter our classrooms um with with just this huge weight lifted off of us so thank you my last thing is

007to read um a letter and it's um from hillsborough teachers association it was written on february 26th um and it says dear luanne pursuant to the requirements of the educational employment relations act the hillsborough teachers association cta slash nea is providing the hillsborough city school district with public notice of its intention to open negotiations for the purpose of reaching a new collective bargaining agreement contract hta intends to address the following areas in this round of negotiations one hta will open article 11 compensation to propose improvements for bargaining unit members two hta will open one article of its choosing upon a survey of its membership as you know the parties are required to present their initial collective bargaining positions as an agenda item at a meeting of the school board that is open to the public

008prior to beginning negotiations please place hta's proposals on the agenda of the march school board meeting so that we may begin bargaining as soon as possible on behalf of the members of the hillsborough teachers association we look forward to an expeditious and successful round of negotiations sincerely whoops i must have hit the wrong button sincerely mary tyrell president those were our teachers association um yes thank you mary we we heard you we didn't get to see you as you i did was i off the whole time you were off while you were reading the letter that's right i'm so sorry i must have shifted positions that's right i think the law requires her to read it again i appreciate the legal advice that's so you greg thank you so much um my by the way

009my students would have got up mr ella miss trello mistrello okay thank you so much thank you for the letter yes uh thanks very much mary um 4.2 csea d mooring um maybe d yes i don't i don't see her on the on the panel maybe she's in the i don't see her in the participants attendees either okay we will uh we will skip 4.2 then i'll um trustee yes i will i will text her just to find out yes thank you okay yes craig i think someone should read the the letter just so the sun shining requirement is met if one luanne or you or somebody you need it okay okay thank you yes just give me a moment to open it here okay this letter is written to me as superintendent uh regarding

010initial bargaining proposal for the 21 22 reopener contract negotiations dear superintendent carla mano the california school employee associations and its chapter 465 csea is hereby submitting its initial bargaining proposal in accordance with section 3547 of the government code for the upcoming contract negotiations article 3 pay and allowances csea has an interest in making improvements to salaries and fringe benefits for unit members csea may make other proposals within the scope of this article sincerely california school employees association mark westerberg labor relations representative and a copy of this um was forwarded to our chapter president uh kim hover great thank you luanne uh four point three apg lynette caplus uh don i think you need to you've disabled my video so i think you need to turn it back on i'm getting a little ah here we

011go ah there we are hello hi everybody um glad to be here and yes i can't believe that we are in trimester three it's incredible to think of how much we have done and accomplished over the last two trimesters it's been incredible so i just want to say a huge um just acknowledgement to all of the parents who have continued i know i keep saying this but they have continued to keep the traditions and all the extracurricular events going at the school from the service learning projects to um the change for change and variety show in the steam fair it is really incredible to see and i'm just so grateful that our parents have just embraced this as well as all the teachers and all the kids have you know embraced the change and it's

012just it is incredible to see and um maureen it is a testament to see the kids how comfortable they are with all of their technology because they're producing these um slide shows and these videos and their comfort level even down to the kinders is just really impressive so um it's just been exciting to see so a huge shout out to all of the parents who are um you know chairing these events incredible um apg also um is acknowledging and thanking all of the hcsd carers team that's the covid testing team um we delivered um beautiful arrangements to all of the reps from the different um schools so that was really fun to just be able to say thank you to them and we're also looking forward to seeing how we can help or how we

013can gift and appreciate and acknowledge all of the helpers all of the people passing things out because there's so many i think the count is over 50 and i'm sure that could be very there could be a lot more that are helping so we want to think about how we can um just acknowledge them so that's something that we're thinking about and um again just really acknowledging even all of the um the the uh principles and the administration at each of the sites um doing all of the testing it's just they're doing so so much work so we're so grateful for that and um and yeah it's just we're going to continue apg is going to continue to support and work on dei the initiatives and we'll see what we're going to be pulling together

014for that but meetings are on the calendar for that we've got meetings on the calendar to be thinking about promotion uh what that's going to look like this year so yeah again we're we're we're rounding the bed to the home stretch it's kind of crazy but um but we're doing it so it's been great so that's all thank you thank you and thank you for uh celebrating the cares team that that uh you know we have all the usual volunteer roles and then we have a whole set of new ones for for this pandemic year uh absolutely really appreciate us all being together great uh four point four um hsf lee roslanski hi everyone like lynette and mary said um our community has just really rallied and i'm so proud to be a part of

015it i'm excited to say that we've raised so far 3.3 million and we've reached 70 percent participation district-wide we'd still like to see that number um increase to 3-6 that's our goal and we'd love to see participation get to 100 because every dollar raised this year is used this year and we see how much it's it's been utilized with all the things that the district has done um additionally normally we'd be getting ready to celebrate the dinner dance around this time um however we're not able to meet and gather in person in large groups um so we have our eyes set on making next year's event amazing and we're already starting to plan that uh but because there is no dinner dance this year there's also no fun to need and therefore we would encourage

016all families to consider increasing their donation and to just really celebrate what the district has accomplished this year it has been really extraordinary and lastly the fun run will be virtual and will take place may 22nd and 23rd and we really look forward to offering another virtual way for our community connect and i hope to see everybody starting to get out there and running and practicing and training so uh and again thank you everyone for all of your work thank you thank you lee uh 4.5 superintendent report luanne thank you trustee getting so i want to start by a little recognition for mary maher our director of student services who will be retiring we just got noticed from the county that the um the association of california school administrators will be recognizing mary in our

017region five as our special education educator of the year so um it's a big honor that will uh have a virtual event in april and so just super happy that mary will be recognized um as she is finishing out a long and successful career so more information um coming up as soon as we learned that from anjanette peltier our selfa director in the county so um a couple things uh plans for our 2021-22 school year so what we are looking at is a new normal and i shared this out at our last board meeting we know that because our students will not be vaccinated when we return to school at least that's highly likely we will be maintaining um face masks and we'll be maintaining some level of physical distancing i think there is a

018very high probability that that distancing will go down to four feet from six feet we've been maintaining six feet we follow the pandemic recovery framework um and so that's you know a new normal for us but four feet will make a substantial difference in um the students we have in class and just kind of the dynamics in the classroom we are expecting our specialists to return um our librarians reading specialists music pe teachers um to their specialties so we look forward to that and i also wanted to just do a shout out to our educators and our parents who participated in the virtual meetings with lynn wendell to talk about our thinking for next year and to really kind of um think differently about how we want the school year and how we want our

019work to look differently moving forward what has been working well and what challenges we still face um i'll be working with our trustees to find a date we will have a retreat with our leadership team and we'll go over the results um from those meetings they were very productive and super helpful um at least to me as superintendent i think um also the people who participated just listening to one another was very helpful um this next item tracy would you um share the picture of the crossing guards um from many years ago i'm gonna wait till she shares this photo actually as she's getting ready to share it i will um talk about my next item and she can find that and share it um so as mary tarello shared the vaccination update uh the

020vaccinations have been just incredible and i want to just give a shout out to nancy mcgee at the county level who has just been literally relentless in getting vaccinations to all of our educators and so i was on a call today with our superintendents throughout the county and she really has done a tremendous job and i just want to quickly do a shout out to folks because the conversations many districts are having are the conversations we were having in august and september and some of those really painful challenging hard meetings about how we were going to get kids back on our campus and what virtual offering we were going to have um a lot of that is is happening now in districts and it's hard work it's really hard work and so um i'm just

021thankful that we were able to provide those um vaccines and we're able to have a plan in place and um just moving the work forward it's it's been incredible and everybody in our district who wanted a vaccine was able to access a vaccine and we have new employees who come in we have contractors who work for us are some of our custodians and we are working to get them all vaccinated as well okay this photo so um in this photo uh it was shared last night at town council and i actually had seen it before um one of these people in the photo is a former trustee larry may so um you can take a look at this he was a crossing guard at north school and so i'm going to talk a little bit

022about crossing guards but i'm going to have you take a guess at which one is larry may so take a look at the photo and then let me tell you about crossing guards so i think you know we have been on a quest to get crossing guards at all of our school sites and the town of hillsborough um has generously um voted to partner with us on that and to pay half the cost so leilani bell our human resources director is out there again looking for um staff looking to hire someone and to pay for a crossing guard at each of our school sites so uh the town donated not donated is gonna pay for half the cost for the remainder of this year that's about eight thousand and we'll split the cost for with

023us next year which is about 27 000 for each of us so again we hope to get crossing guards in place as soon as possible we've just had a ton of challenges around this so i'm hopeful that um we will get someone so do i have anyone who might want to guess um which crossing guard is larry may in this photo no guesses okay he's the one in the back center with the white shirt on right in the middle of the photo that is larry may our uh former mayor and trustee of the hillsborough city school district um from north elementary school what year was that oh the year i was born 62. okay anyway um just for a little fun there so tracy could you now put up the assessed property values and i'll

024talk about those in one second um and um oh thanks that was quick so i also just want to give a shout out to our site principals um and to maureen and really our entire leadership team and of course maria and dave and bonnie at crocker for all of the placements with students who came back to campus our trimester started um on monday and we welcome back our students who many of them for the first time are back on our campuses so um thank you to everybody for being flexible um to our teachers for welcoming new kids into their class you know everybody there was a little bit of a jumble up right and mix but it's gone incredibly smoothly and i just want to thank our teachers for being flexible because it's it's challenging

025when you just have new students come in there's a new dynamic but they have done it with open arms and so i'm just very very grateful so in terms of our assessed property values um this chart was the latest as of today um so the data that we have on there shows our assessed property value at 3.78 and our cbo joy shin just texted me and said it today um the chart is from friday today uh our asses property value is 3.87 so um it's on an upward trend and that's good news for us um so i think that's it for now i will say that i will be communicating out to parents about our plans for um the week after spring break um so i will send information out on our thursday newsletter i

026will first send information to our teachers as i always do um so that they're aware kind of of my thinking on this and i think that's about it so um thank you trustee gettys ah thank you trustees any questions or comments on our regular reports tonight um members of the public are there any questions or comments on our regular reports tonight here free to raise your virtual hand i don't see any uh uh luanne just on you on the nice uh photo of uh larry may that you had there uh at the town council last night so larry was a former school board trustee and a current town council member and former mayor of hillsborough um he also mentioned in that photo are two sons of longtime mayors of hillsborough as well so that's uh

027quite a photo for for the history of hillsboro um okay uh see no questions oh i'm sorry there is a handout for julie and uh go ahead remember the public oh hi thank you so much luanne i am so thrilled i just heard that from paul wells today um as we are going over some bike signage um i also just wanted to let you all know that as parents we are trying to collaborate as well with the san mateo county to apply for a grant and essentially you think why would hillsboro need a grant but they actually are in fa they looking at our streets because it's so difficult to have sidewalks and to have pedestrian paths it is feasible um after talking to them that we should definitely apply for grant money as well

028to go towards crossing guard so what then now as a parent group we would need an advocate like luanne you have always been to then if if we were to get the grant who would sign off on it so i just wanted to put that out there as well that as a parent group we are really trying to apply for a grant to all then so then we have the district we have a grant and we have the town all working together to get a crossing guard that's great thank you very much for your comment all right uh we will move on to item 5 current business and 5.1 educational services update from matthew lindner hello everyone all right so it's the first of three reports for me just let me get my screen share

029but i need to have it enabled uh i can probably do that sure and while that's been being enabled for all of you that were wondering if my hair curls as it gets longer the answer is yes yes it does so i'm sporting a lot of that but you can't see it all with the uh background there we go beautiful all right you can see my screen yes yeah thank you so much all right so um i'm just going to go through a few different updates um on a number of topics that i've shared before and just want to keep keep the board apprised of what is going on in the ed services realm so again coming back to district priorities health safety and well-being of our community diversity equity and inclusion practices and instructional

030practices particularly focused around remote and in-person learning for this year so thinking about that those lenses as we move forward so our science our k-5 science instructional materials adoption this has come a number of times to the board because kovid disrupted it but we are resilient and we have uh continued to work through so we met with our science committee about a month ago or so there were a number of the committee members that did uh want to do some version of a pilot this spring without doing a full pilot and so we worked with stem scopes to be able to create what we're calling a soft pilot so some of the committee will practice what it's like to use um the material in a distance learning format or in sort of um a physically

031distance format so we do have some teachers on the committee that are virtual classroom teachers and then the other the majority of them are in person but we wanted to do a little bit of a soft pilot so some teachers are choosing to do that this spring to experience what it's like under the current conditions and then we'll come back in the fall around october after that first conference period and we'll begin then doing uh a more full pilot where the whole committee will uh will pilot and so um having that opportunity to see what it's like when we're more restrictive and then hopefully when we're less restrictive to get a really good a good understanding of how the materials can support us and so in some ways the pandemic has allowed us to make

032real use of some of the online tools that some of the programs have really touted and before that um maybe were not used as much and so our timing uh in in some ways maybe was perfect we do plan to bring a recommendation to the board in january or february of 2022. so that'll be after the pilot so we would plan to bring it there so we can get things started with uh materials ordering and so on next one so report card revision for k5 we're still in the process of that maureen linda hum my administrative assistant and i met with powerschool to discuss some of the parameters that we want to keep in mind as we continue to to redesign and get closer we are much closer now we've got a few sort of

033final pieces to um to get created before we can sort of create a mock-up that we'll then be able to share out and get some additional feedback on hopefully um with some teachers that might be interested in sort of trying them out to share um after the t2 conference or after the t2 report card so they will still do the t2 report cards as we are doing with our current one but some may choose to also try the new one out and see what that one was like to fill out and give that to parents as well as the current one to be able to get some additional feedback but once we get closer to having a better prototype to share we'll share that out and then look for some additional feedback there so that

034we can make sure that we're trying to create the best version that we can with giftedness all of our kinder and second grade students over the past couple of weeks so the last week of february and then the first week of march were given the olsat 8 as a screening tool to help identify a gifted status we also have a number of students in kinder and second that are in virtual classrooms so i gave the option to families we have a number of families about 10 10 to 12 in kinder and second that are going to actually bring their students after school to be able to take the assessment and so we're setting that up and working through the logistics of that we want to make sure that we're keeping all of the exact same

035protocols that we currently have in place doing it after school using a classroom space that isn't used during the day cleaning before and after so that we can make sure that all of our students regardless of in-person or virtual classroom have access to take the assessment those students that are not taking it will be deferring it to next year so we wanted to make sure that we had options that could meet families the best that we could and then the next steps with that we will be reviewing our giftedness plan that's sort of an on the horizon picture i think i brought up a few meetings back when we were talking about that again that we have a very um a very specific way of identifying who's gifted in our district and that is something

036that we do need to come back to and re-examine that so that we can make sure that we're doing the best by all students the california healthy kids survey um we are in the process right now trying to get back for third fourth fifth and sixth grade uh students to get the forms back to allow us or not um to provide the survey to students so third through sixth grade have to be um active consent which means you have to say yes um whereas seventh and eighth grade students it's passive consent so notification went out and parents can send back information to say um to say no i don't want my student to take that the survey so right now we're trying to get those back so that we actually can administer that to students

037um and then we also have a parent and a staff survey that we'll be able to share as well we want to finish the student one and then provide the parent and staff one to gather additional information um about our school climate and health and safety um to be used and that also uh is along with our um tobacco use prevention education grant that we have so we are obligated to do it every couple of years um and this is actually the third year covet allowed us to push it but we do we do need to give that so um we'll be we're still working on that getting further down uh casper administration so i know the thing that has been on a lot of people's minds so the state board of education is meeting

038again next week on the 17th and 18th and they intend to after information came out from the federal government they intend to ask for a waiver for specific parts of the assessment the one thing i will say right now there is the the department of education is not going to entertain waivers from testing period so they have made that clear that they're not allowing that to happen but there are some things that they are allowing flexibility on so the first one is decoupling the assessments from our dashboard metric so if uh those of you that have joined us many times think back a few years to when i would present on the california school dashboard or if you look that up ca school dashboard.org you can actually find our information and they create these color

039dials that are built off of how our students score in ela and mathematics over time they're going to remove that because we know that with giving casps under these circumstances we may not be able to use the information the same way so we're going to ask for that to be allowed to to separate those pieces there is a federal penalty if we don't have 95 of our students assessed we meet that threshold um every year but uh not everywhere does and so we are going to the state is going to ask to receive a waiver from that penalty if we don't hit the 95 threshold for students that take the assessment they're also going to ask to extend testing the window to july 30th of 2021 which means you could potentially have students come after

040school gets out or those that are extending a school year would be able to have more time to give their assessments and then they are also planning to ask to wave the cast that's the science test that was new not last year but the year before was the first real time kids took it so they've only taken it once and then we had covert and so they are asking for that to be waived the department of ed the department of education um said that uh english language arts and mathematics needed to be assessed so they didn't say anything about science so the cde does plan to ask for that at least as of the most recent information i've also linked in here for anyone who's interested the news release from the cde about what they're

041planning to do which i just went over and then the guidance from the department of education so if you want to see that guidance as well um you can see that the meeting is next week and after that so later next week we should know for sure that yes this was approved and they are asking for it and then it will just be the waiting game to see how quickly um there will be approvals and then um then we'll have a much more clear picture we're operating under the assumption that this will happen uh so our next steps i actually met with tracy maureen linda hum and myself we met today to start going through some of the logistics of planning there is an option for students to take it remotely so they've updated the

042testing platform so it has like a video conferencing feature in it students do need to practice using that so there's practice assessments that they can take and again we can absolutely give it in person but they've also upgraded it so that we can give it um remotely and with that they've actually cut out some of the items from the computer adaptive part for math and for ela to help restrict to not only to help make it shorter but also to restrict the number of items that would be spoiled from doing it remotely because you don't have it as much control over who's looking at what the items are and so they've done that for a couple of reasons so that information for families that are in distance or distance learning virtual classroom information and a

043questionnaire will go out to them uh soon uh once we know for sure from the cde that they are asking for for those waivers um so that we can do some better planning and determine the best ways to allow students to take that and show some of their learning another piece i want to say that i didn't write on here is that we will be getting some additional guidance on how scores are to be used and not to be used and so i'll share that out as well it is important to know that just given the situation and how they're adjusting the test in order to allow us to have some metric that we can't use it the exact same way that we may have in the past so we continue uh moving forward with

044our diversity equity and inclusion work um we did have a an all staff professional development last thursday and it was our part two of enhancing equity by challenging implicit bias and it was really focused on getting into uh going a little bit deeper and understanding how interference works and how how you can disrupt or become more aware of some of the biases that you may hold and then learning about some of the neutralizing routines so when you realize that you're at a critical decision point some of the ways that you can stop yourself or that you can think through or pause before you respond so it's about developing an awareness and and starting to sort of recognize that um we're also continuing to look at ways that we can provide meaningful professional learning in this

045area to staff um in in specific to roles that they're um that they have but also into the areas that they're interested in so there's a lot of those that go out either web modules or sometimes they're online like live online professional development the ways to equity playbook from the santa clara county office of education has become a very helpful tool so tony giacomosi and i have been working a little bit more with that that county off the santa clara county office had a grant to work with a couple of other county offices in the state to help develop this playbook and they the way to think about it are multiple on-ramps onto this highway of equity so they talk about a lot of different things that you might do to learn about your system

046about what it looks like in your district and then how you can start planning and building and then how you can start implementing it's not a prescriptive playbook it is a here are ways you could do this and here are case studies and examples so we've started to look at that and continue digging into that as an additional way for us to continue to build sort of how we're moving forward and our next steps so recent professional development so i shared about some of our dei work mary maher worked very closely with the county office to bring us the community resiliency model a couple of weeks ago that was an optional pd for staff to attend and it was really focused around your own personal wellness and so this the idea is that we all

047have a resilient zone and the goal is and when things happen in life you kind of move back and forth between sort of a place of being resilient and then sort of being kind of thrown off and the goal is to learn strategies and techniques to help you to widen that zone so that as as life happens and things are happening throughout the day you're you're maybe more able to sort of cope with the things that are happening particularly in this time too where there's added levels of stress so it was it was a great professional development it was really nice to have something that was just really focused on our own personal wellness and helping us to reflect and think as educators and humans and colleagues and learn how to help each other too

048so we actually got to practice doing a little bit of a little bit of cognitive coaching and a little bit of kind of helping each other through some of those challenges by just asking some some questions we also had a um a sort of jigsaw professional development a few weeks back too we had star renaissance renzuli and nearpod we had trainers from each of those three companies come star assessments our assessment platform that we're using uh renzuli learning is an enrichment platform that we have and then near pod is another um sort of like uh [Music] it's an online interactive way to go through presentations but it's meant for like lesson plans and so students or anyone who uses it might be coming to you in a couple of months uh will allow you to

049interact and to to allow the person who's built it like the teacher to be able to see in real time how students are answering things and and so on but those three platforms um and we had an opportunity for staff to attend one of them and then do some learning and then principles the following week shared or gave the opportunity for um for staff to share out about those so we've been continuing to do that learning but try to not do a one-size-fits-all but say here are some options choose one learn and then share with one another and then this afternoon actually we had a small vocabulary kickoff training for a number of our crocker teachers so that's a um an add-on with nearpod it stands alone but it also connects and it is um

050uh hip-hop videos to help teach content so i mean they have a ton of them and it was requested from some of the staff and we piloted it gave it a try for about 30 days and then maria brady and i worked together to add that on for the rest of our license premiere pod too so some of the additional things that we're continuing to learn about the lcap so the local control and accountability plan we've got an update coming for you so today i'm going to just tell you what's coming in that update and the things that we're looking at and then in april i'll present a draft uh update and then the sort of final update will come in may june so for the lcap so this is for um before covid we're

051doing an update on the measurable outcomes the actions and services and then we also account for what happened during covet in that so any disruptions or plans that we had in finishing our three-year lcap cycle we will be addressing what actually didn't get done or if we had allocated funding to a piece that didn't actually happen then what was done with that and really looking at what were the overall successes and challenges of that three-year lcap cycle and our goals there were focused around overall academics focused around parent engagement about the support for our english learners and their achievement in success and then achievement and success for our students that are receiving special services through special education so those are the four goals from that cycle so we're reflecting on that sort of giving an

052update and reflecting then along with that we're also taking the learning content or the um yes the learning continuity attendance plan i've left out the a for a little differentiation there and that is all about this year so we did at the beginning of the year a plan for how are we going to do things this year with distance learning with in-person learning technology supporting students any kind of learning loss or acceleration that we need to look at so it was our plan that we're going to look at that say here's what happens here's what happened or wasn't or didn't happen based on our plan what were the substantive differences between what we planned and what didn't and then what budget budgeting allocations happened and didn't happen and then successes and challenges of our implementation

053and then we use all of that and do a summary of all of that together and then use that to help us inform the next cycle of the lcap that is the 21 20 the 2021 to 2024 lcap so that sort of launches us into the lcap the focus for the lcap as a reminder is comprehensive strategic planning stakeholder engagement account and accountability and so there are some pieces in there so we have our eight state priorities these state indicators and local indicators that you see in the image those are on our dashboard but those also have to all be addressed in our lcap so when we're looking at our goals we need to be thinking about how we address all of those we do talk about our successes and our needs that becomes part

054of it so we're also putting that out up front and then our goals actions and services so it's very similar to before um and the kinds of goals though this time can be a little different they can be more broad they can be much more focused or we can do what we call maintenance goals so there will be more to come on that i plan to bring a draft of that in april and may another part to that that i didn't write down here is that one of the new things this time is really calling out how different stakeholder groups influence the development and creation of the lcap so there are prompts for us to answer for different areas how was this impacted by the information that you've gathered unfortunately we've already started doing a

055lot of that so surveys that have gone out the focus groups that dr color mono and linwendo have been facilitating with staff with parents and with students that will all have an impact and that will all be included and there will be additional opportunities and reach outs to have input into our planning for the next three-year cycle of the lcap and it looks like i'm done for now so i'm happy to answer any questions you might have can you stop the sharing with you i can't thank you very much trustees any questions or comments from matthew on the educational services update very educational matthew uh members of the public any questions or comments for matthew on the education services update uh doesn't look like thank you matthew you covered a lot of ground but we

056will see you for additional items so uh we can move on to 5.2 hcsd instructional coaches it's an action item uh luanne and i guess matthew okay i'll go ahead and start but matthew do you want to share your screen or do you want me to just share that okay sure all right um i'll go ahead and start and then um matthew will give uh additional information as we it's a very short uh presentation in terms of powerpoints um so we come to you we come to the trustees with this item asking for your approval um in moving forward with instructional coach positions in the district matthew will talk a little bit about the rationale and really our overall thinking about instructional coaches um i will just say that these would be positions that would

057span the entire district k-8 and that they would report to matthew they would report to the director of educational services um so if we look at those positions and we look at them in the context of our district priorities as matthew shared in the previous presentation we really have three priorities this year and i think the trustees are aware of this but i think it's worth repeating that we have five um goals in the district that are um three to five year goals and what we have is we also have priorities that we really spend our time and energy uh focusing on that given year and so our priorities for this year are focused on health safety and the well-being of our community you hear about that at every board meeting because that has been

058the driving force of what we needed to do to get kids back on campus um so you hear a lot about that diversity equity and inclusion practices matthew just shared about that again a very important item in our district that has been um addressed over multiple years but this year has really taken a priority within the work that we do and again when we talk about district priorities we're talking about um kind of initiatives and activities that are really focused during professional development during learning that happens throughout different opportunities that are presented to our staff and so these are the things that we're focused on and the third one which really comes into play for this board item is instructional practices for remote and in-person learning so when we talk about teaching and learning that

059is the job of the district that is that that is the most important thing we do is teaching and learning that's what organizations learning organizations do and so it's been very important for us as me as the lead learner um and the rest of the learners in the district to really have an opportunity to grow and learn from one another and i just think that's of critical importance because i know that in my own professional career learning from my colleagues is some of the best learning i've ever had and so that is kind of the foundation for the work that we're doing and the reason why we come to you asking for your approval um to move forward with two instructional coaches for this coming school year and the following school year um next slide

060and i'll let matthew talk a little bit about the rationale thank you so um just to go through the bullet points here so one of the things is that the instructional coaches would help support district goals and priorities with learner-centered coaching and so what that looks like is it's colleagues that are meeting together so as an instructional coach you're least from the classroom full-time so you don't have students that you're that you're directly teaching but you're working more with adults and so as learners we have goals um maureen had mentioned those about you know technology goals and we have goals just as you know lifelong learners as well and so the learner-centered coaching model is about having a coach who can come to you and work with you on the things that you've identified where

061you want to improve or where you maybe are seeing some challenge or where you're wondering like is this really getting the kind of outcome that i would hope like here's what i'm noticing what am i not noticing like help me with this as a colleague so really important to keep in mind that this isn't it's a non-evaluative role the members would be in hta members so it's really really clear and it's important to understand that that this is about helping each person in each educator grow they'd also be helping to provide that support that's consistent with academic standards and academic areas so as as standards i don't want to say change but as the frameworks change as additional curriculum comes in as well these coaches are able to have the time to be able to

062stay up to date with some of that additional learning and then to help support some of the implementation of new initiatives or new curriculum or new standards or frameworks so one example is that in a couple of years there will be a new mathematics framework it's actually being worked on right now so there's going to be some shifts there and so something an instructional coach might do is spend a little bit of time in that because they don't have to be they're not teaching students so they can spend some of that time digging into that and then really working with staff and again coming back to the primary areas focused around what it is that staff have identified themselves but also working on some of the work of the district to help us all continue

063growing and moving forward so we've also got here the example of initiatives so we've been working on our multi-tiered system of support and social emotional learning so something that instructional coaches would also do are some in those realms too helping to move those those kinds of initiatives forward and to do some of that work um that they're actually able to do and to really spend good amounts of time in that and then help support that in classrooms and at schools and then they would also be able to do some things such as conducting coordinating staff training to help all teachers and help all staff move forward so that would come from again from input from the staff from what they're seeing and that could be done very flexibly it could be done virtually it could

064be done in person it just really really depends um and i think the one of the things that i'll wrap up with on this slide and say is that you know coaching is one of those things that people get to help them keep moving forward and there's a quote out there and i'm going to not say it correctly but it's the idea that you know when you when you don't know how to do something you get training and how to do it when you know how to do it you get a coach to help you get better so we think about coaches help us all improve so that we can keep going it's not a like oh i got there i don't need you it's you're going to keep you're going to help me continue

065going you're going to ask me the questions that i need to be thinking about to help me keep going and to help me continue to make a difference so it's a it's not a thing that is a you have a coach so that they can help you continue to grow so a few of the components there's a lot of times questions around logistics of how that could work and coaching models can be very successful in a variety of different ways so i'll try to outline the vision for what we would plan to do now but to know that if you've heard of other visions or seen other ways that it can work it can work other ways there are ways that tend to be more successful some tend to be less i would say one

066key is the ability to adapt and to be flexible to changing needs so this is where sometimes if you get a content specific coach if it doesn't feel relevant at the time the content specific coach doesn't um get used as much if you will so they're maybe not going to be asked for the support because it's been like oh we're not focusing on this topic right now so coaches are able to sort of be able to adapt to what is needed and where the focus is having two instructional coaches instead of one allows them to have each other in the district it is absolutely possible to connect with coaches across the county and beyond many districts have instructional coaches some of them are called tosa teacher on special assignment so an instructional coach would sort

067of would fall under that technically but their focus is on coaching versus being like a science tosa for example there are districts um one of our neighbors is is looking at um a science tosa specifically a specific science tosa position right so like they're just doing that and there's very clear this is what you do so tosa doesn't is not the same thing all across you have to actually look at what the role is for that person coaches are tosas typically so they would be serving for two years and that's so that you can build capacity and also build momentum and build relationships when you're new to the work it's really important to be able to spend time building and um sort of building on the relationships you have and then building new relationships and

068what we have seen in the past or what i've experienced in the past is that if you do that for one year only it can be really hard to build that like this is a long-term thing because it's uh they're just here for a year so why should i why why invest the time sometimes that can be a challenge so knowing it's two years and part of the reason there is that we also don't want this to become like a lifetime position so seeing this as an opportunity for um for our educators to grow to take on additional leadership roles to get a chance to sort of step outside of a classroom and experience sort of the wider district experience but to know that you'll go back in and you're not necessarily going to have

069that for anything more than two years so there are times sometimes where tosas have been traditionally the same people for years and then you're waiting for them to leave before that leadership position can become open to others so two people for two years building relationships building capacity the idea also is that they would work with k8 there are models where you might do like a k4 and then a 5-8 that's something that we could explore i don't want to say that that's exactly how it's going to be right now because the most important thing is to get the right people and that would be people that know how to build relationships know how to work with adults are interested in learning are excited about working with their colleagues and helping people grow and then have

070that mindset to be able to do that kind of work and it's more important that you get someone who has that as their focus than a specific grade level of expertise or specific content area of expertise if you learn about cognitive coaching and you understand how that works it doesn't neces it doesn't matter what grade you're teaching or what specific subject it is if you know how to ask good questions and you know how to help people continue to learn then it then it doesn't matter so um we also have the ability to get that support for whoever we would hire as instructional coaches so you don't have to come in knowing you have to come in with the interest in the desire to learn and to want to do that that this should sound

071exciting to you this should sound interesting to you and then we can help you get coaching techniques there are organizations in the local area that we can get or that we can access and make sure that whoever we hired was able to learn the skills so again this is a growth opportunity it's an opportunity to learn you aren't expected to come in with everything to be able to do it um the right of return to the school so i do want to make sure i um that staff know that anyone who's interested knows that what we would work into this is the right for you to return should you want to at the end of your two years or if it's one year if we determine that you know um you'd rather go back that

072you'll be able to go back to your school site now you can't guarantee a grade or a department necessarily that's really up to the principle but what we could do is work out a way to make sure that it's clear that you can go back to that school site some may choose to some may not i've worked with coaches and tosas in the past that have chosen both paths some go back to a school site they were working at prior and others don't they sometimes go to they see other school sites and they get interested in going to another and broadening their experience too we do want to look for permanent status teachers in the district so just kind of putting that out there and then we do have the opportunity to learn from neighboring

073districts so i was fortunate enough to be able to connect with colleagues of mine in other districts and other counties to learn from them some of the some of their tips or ideas and some of the things that i've already shared such as not focusing too heavily on content but more on the ability to work with adults um the ability to adapt and be flexible and also having some that having each person that spend a little bit of time in specific areas so that you can sort of be a point person but it doesn't mean that you are the expert on it or that the other person couldn't work with you so there is a way to to be working together and learn from one another and then really just focusing on collaboration and the

074importance of adult learning and so this is a structure that can help us all to continue to to learn and grow what else would you like me to say um you know one thing i wanted to add um trustees is that of course we look at the budget for this and and how the finances um figure in and so um because of our declining enrollment we know that we will have um fewer classes at um a couple of our schools and our principals are aware of that so the number of fte we would have um this year would be the same as the fte we would have had this year prior to going into the pandemic so um the fte actually comes out the same um there's not an increase in fte it would again

075be the same as we would have had in the 2021 school year so i just wanted to be sure you were aware of the the financial component of that uh trustee um questions and comments um i guess i can actually have a couple questions uh uh luanne and matthew i saw you were clearly focusing on an internal hire for this these two positions um is it only internal or is there an opportunity for an external hire or is that not part of the picture um it would be possible to do that that is not the ideal um i would prefer that we do internal hires first partly because this is an opportunity for growth in our district so for staff that are current staff members it's an opportunity for them and i want to make

076sure that they have that opportunity first um and that there's also the power of having built relationships already um i have seen it work successfully both ways if you do external hires however it is highly recommended that you have internal people that are also in the same kind of role that are your colleagues there as well it's a lot harder if they're completely external and there's no internal sort of match okay thank you i have a quick second question as well um i saw in the job posting or maybe on the slides uh i assume this is a term of art but um learner-centered learner-centered coaching model can you just define that or give me a paragraph about it yeah absolutely so learner-centered coaching is really about having the per the learner right so your

077colleague who when you say so tell me about you know tell me what you're working on or what are you interested in or you know why you know tell me more about why you contacted me the focus is on you as the learner and me as a coach helping you with whatever it is that you've defined that you want to work on it's not hey you know some other person said you need help with this so i'm here how can i help you right that's not learner centered that's that's externally centered so this is you determining i want to work on this here's what i'm noticing can you please help me and so i'm going as a coach i'm going with where you're directing that you need that support i say it's applying to the

078teacher that's being coached not to the students that the teacher is teaching right or that somebody else told the coach that they need to go work with that person right so i want to be really clear that that's what it's it's not a you know someone said you need help so here i am kind of thing thing hey i want to talk to you thank you very much for the clarification um trustee greg dennis matthew thank you for the summary um two questions um we've we've experienced various kinds of tosa ish programs before um and based on that experience um have you thought forward in in two years if we approve this in two years when the first term is up um and the board is being asked to extend it what kind of metrics

079of success or not would would we be seeing or have you thought that far ahead yeah i can give some examples of ways that we could look at that i don't have specific like here's what will be different some of that some of that will come when we've actually got people hired and we've started to really sort of decide on that or to kind of know like okay here's really where the direction is so i think some ways you can do it is as um as the instructional coach when you're keeping track of the interactions that you're having you can keep that as a metric how many people are you able to meet with what kinds of interactions are you having um i experienced that as a as a coach myself where we developed a

080way because we wanted to know if we were being effective and so we created a way to help measure that and then we adjusted that in time you could also look at it depending on what the big work is so that if there's like a curriculum implementation or if there's student outcomes for example if you're working with someone who said you know like i just i want to work on this specific thing i would like these outcomes to change you have a baseline here's where the outcomes are did it improve and then you have those anecdotes as well in this instance this improved and unless you're able to get that you mentioned math and if that's part of the role out of the math curriculum that could be part of the metrics right it could

081be yeah and i would expect um you know similar to what maureen and tracy did tonight after the first year we'd get at least after the first year we'd get sort of a midterm report right yeah um my second question is is based on your experience and all the the across the county and state um networking you've done um what what are one or two of the biggest mistakes you've seen people make in these coaching programs one so one mistake that i would say that i've seen is if you are too specific and too narrow in your focus and you're not able to adapt so if i am the i only do literacy and that's not what we're working on right now you don't get called on as much you don't you you might not

082have your colleagues reaching out to you as much and so it's not that there aren't things to do because if you've looked at the job description there is more than enough that will happen but the coaching part in that area may not happen as much so i would say that that and then i guess i would say a second one is if you have people that are sort of lifetime in the role right it doesn't keep it fresh and it doesn't allow others to to grow find those roles thanks a lot trustee danis i just will add two on that briefly is that i found that it's important too to share out and matthew does an excellent job at this like what the coaches have been doing so to give staff updates um that we've

083been working on this so that people are aware of what the coaches are actually doing because then it will incentivize others to say oh i could use some assistance in this area so communication with staff i feel like is a really key part of having a successful instructional coach it would be i just thought of this when you said that sharing out it would be interesting to hear without you know violating anyone's confidentiality or requiring it it would be interesting to hear from employees who are being coached yeah yeah and i've had that model where um those who were being coached who had asked for that support then shared out at staff meetings at their own sites to say hey here's something i'm doing and that was a way that helped things you know continue

084moving and helped others say like oh i want to i want to do that too let's work on that right so when you have your colleagues saying here's what i'm doing with with so-and-so gilbert yeah two questions first question is when you think of instructional coaching in this uh approach do you envision it mostly one-on-one or some some combination of group or you know what is your what is your thinking about the model for delivering the coaching it could go any of those ways so it's open so it could be one-on-one i've seen that work really successfully it depends on who the people are right so um it might just be hey i have a need that's specific to me and i'd like and i have that trust with you and i'd like that support

085it could be hey as a grade level we want to work on this or as a team at the school site at this grade level like we're working on this so join for some collaboration time work on some things together and then when collab time's over right and the classroom teachers are going back kids are coming back into the rooms the coach has the opportunity they're able to leave or they can stay right and they could maybe they're going to begin or they're going to observe to say based on a conversation like i want to see so that i can get some thoughts or i can do some more research and come back and say okay so here's some of the stuff that i'm thinking and like let's try that out so it can go

086a variety of ways it can include co-teaching so you can co-plan things together that's a great opportunity if you're not used to the grade level it's a really brave opportunity as well to say help me learn how to do this like you do this let's plan it together and through that relationship you ask different questions and you can think about things differently that can help both of you actually grow so it's it's mutually beneficial second question is do you have a sense of whether the teachers who would benefit more will be those who are early in their role so may need a little bit more support or those who are maybe have a little bit more time in their role and are looking at just coaching for learning new things or exploring new things or

087being better at new things i think everyone can benefit from it regardless of who you are okay all right okay that's all thank you for sure any other trusty questions or comments any members of the public have any questions or comments on the instructional coach you can raise your hand at this time and i don't see any so we will close public comment uh this is an action item would anyone care to make a motion i move to approve the recommended action on the employment of two instructional coaches uh commencing with the 21-22 school year as presented for two years yeah is there a second all second second by gilbert uh motioned by greg dennis second by gilbert we'll call vote kim olaf hi gilbert why aye greg dennis aye and chen aye and don

088guettis aye motion passes unanimously thank you matthew thank you thank you matt look forward to seeing the instructional coaches at work and and hearing how it turns out uh we can move on we can move on to 5.3 the lcap addendum also matthew linder okay i need to uh need to reduce your screen size so i can get mine oh that's it too many presentations open okay um so here we go screen share all right um so i'm i'm bringing to the board uh this evening the federal addendum for the lcap and this sort of came really quickly about a month ago um we had an educator reach out to us about um to to me and then i brought it to joyce um with some questions about if there was a certain sort of

089funding that we're receiving and after review of that funding um we learned or we were reminded and learned that there are certain funding categorical funds that we have not actually been applying for and in order to get some of that funding um from some of these grants and that one particularly that i'm referring to is the s or two the very last line here um we have to have been approved for the others and we talked with the cde and they said you need to get this in quickly like before the march 31st deadline and in order to do that we had to um go into the consolidated application say that yes we plan to apply for that funding so on the consent agenda you'll also see that in there that i've updated that to

090say yes we would like to apply for that funding and then in doing so it opened up the federal addendum and then there's a number of other areas that we fill out and submit so a couple of years ago we did this for title two so this year um i'm asking for approval to be able to submit a federal addendum for title one title three and title four monies so title one money um is to support students um who aren't reaching academic standard so it's additional funds to help support students in in getting to standard title three is focused around english learners and immigrant students and then title four is on academic enrichment uh and so you can see here in the table so i've kind of outlined a little bit and this is again

091attached um you can see in the table our preliminary if we are approved and submit this uh title one funding would be thirty thousand this year for this current school year um and an estimate of 50 000 for the next school year for the 21 22 year title two we already get and that looks to stay the same title three is very small and because we get less than ten thousand i believe that's the number we had to join a consortium so we were allowed to join the la honda pescadero consortium they also are with bayshore so the three of us now uh pending approval would be a consortium and la honda pescadero would oversee the funds because it has to be at a certain amount and then they oversee it and so what we

092would do is we would um for correct or materials to help support our english learners then we would get reimbursed uh for our portion of that from la honda so um it's a it's a smaller piece there because we don't have a large number we don't get a lot um and then for title four um that we wouldn't get this year but there's an estimate of next year if we apply now that we would be rolled into getting 10 000 next year and then this year preliminarily there's um a grant of and joyce could speak about this more uh grant of um just over a hundred thousand that we would be able to to receive or apply for and that's connected to title one so we would have to um get we would have to

093be getting title one fund in order to be able to apply for that money um and joyce has gone in and looked more carefully into that so in order for this to happen we have to be able to submit the federal addendum the federal addendum uh is this document here that i also uploaded and it says lcat federal addendum system all these pieces are filled out and as i opened this to review it i realized that yes the reason that i stopped myself the first time and then thought oh no it works now is that it actually cuts this off so you can't actually see all of what i wrote so when you try to print the screen it only prints exactly what's there it doesn't actually print all of the sections so i have

094this document here that does go through our response to what we would do in these areas where it was a little bit longer so um for this section one for title one um it's describing what we would do to implement effective parent and family engagement and so i talked about a lot of the different things that we do included our focus groups that we're doing the ways that staff interact i know i don't know that i can actually increase the screen size while i'm sharing it and then it's really nothing is new in that it's things we're already doing and that was one of the what kind of came out as i was going through this was a lot of the questions were about things we already do in our system period so we're already

095doing it but the federal the federal addendum is because the lcap doesn't require it of us to say it so we have to say it but a lot of this already came from our lcap um the second section i don't remember if that's all in there this is about a targeted a targeted assistance program so some schools if you've heard the term a title one school it means the size there are enough students that are receiving title one funding or that are eligible to receive it that they do school-wide programs we don't have that um we would do targeted because we have smaller numbers of students um that are that we receive that funding for the way the funding is received is based on the count of students um that are um that are eligible

096um for social as socioeconomically um requiring additional support or allowed to receive that but it's not but it's to be used for students not reaching standard so the way so they use um socioeconomics as a sort of a proxy for academic achievement in how they allocate the funding and then i think the other sections were mostly able to be seen in there there's a part here we were talking about what are our plan how do we transition kids in from preschool we don't have district preschools we have hillsborough rec so this is explaining that and then the second part is about from middle school to high school so i talked all about what are we doing to help transition kids from middle school to high school how are we helping to provide support to parents

097for that as well um and then any other information that we would need to submit for them so i don't want to read it all out to you but that's what it is so asking for if you have questions but then um yeah approval hopefully uh thank you matthew can you stop sharing i can great trustees any questions or comments on matthew's presentation members of the public any questions or comments i guess comments you can raise your hand and i don't see any raised hands at this time so this is another item for action uh would somebody like to make a motion i will i move that we approve the filing of the revised consolidated application reporting system 2020 to 2021 application for funding is there a second a second second uh so a motion

098by gilbert why second by kim olaf we'll call vote kim olaf hi gilbert y aye greg dennis aye and chen hi and don guettas aye masters unanimously thank you matthew thank you always great to get more funding uh 5.4 um hillsborough recreation request for funding tony giacomosi trustee get us i'll i'll start a little bit here and then i'm going to have our director of hillsborough recreation tony um take over so um let me share a document with you just for some um context uh regarding this request so i'm gonna go ahead and share my screen here um okay all righty um so let me just give you a tiny bit of background and then tony will do a program overview and a budget analysis basically a budget perspective over the last 10 years or

099so um so many of you know i know the trustees know that um hillsborough recreation it's a joint powers agreement between the district and the town of hillsborough and it was originally founded in 1979 and really the programming has been amazing for many years and i know a couple of our trustees were on a call with the town council last night because part of um the work that is happening in hillsborough recreation is they they did ask we executive director carl amano um and director tony giacomos he did ask the town um of hillsborough to please um contribute 175 000 towards our deficit this year because it is well over 500 thousand dollars and tony will talk a little bit about the programming but i wanted you to see within our district what hillsboro recreation

100pays annually and so a big part of the budget for hillsborough recreation actually goes to pay for staff um in the district and that includes part of my salary our principals our assistant principal dave miller our business manager cbo joycen and um my executive assistant so um every year hreck pays a portion a small portion but a significant portion of the salaries another payment to the district is utilities and then also ground support rent as you know we have our summer school programs we have um programming at every one of our campuses and then um the use of our summer school facility and so um this year has been like none other as i know you are aware and we've really had to um we've had significant losses in hillsborough recreation and um in addition

101to tony we had about 1.2 fte fewer employees this year so there was some natural um natural cuts just because an employee was not able to be on campus and anyway it was about a 1.2 fte um but in addition you know we have not used the fields we have had to have cohort sizes that have been small and consistent with the district and so um it's it's been a challenge we've had to keep the the same number of staff so we could have those smaller cohorts um normally um hdrec would pay utilities because the gyms are being used and the campuses are being used but they're not this year um and the ground support same thing we we haven't really had it's coming back thank goodness and it's awesome like outdoor sports right that

102looks totally different than it ever has before and so um that is just the context for the payment that comes um to the district previously the town of hillsborough contributed about 130 000 and that has been for a long time and they just approved last night a 40 increase to that payment so they will be contributing 182 000 a year um to hillsboro recreation and that is substantial and the council was great last night they were incredibly supportive of tony and his programs and i'm just seeing that they needed to increase their contribution because they haven't done that in a long long time so i'm gonna stop sharing and um tony can do the rest of the presentation then of course um we're here to answer questions our request tonight is for our school district

103our board of trustees to approve a decreased payment of age wreck to the dis the district of 175 000 and you'll see um in this slide that i'm sharing with you and it's linked to the agenda here you'll see where we're proposing some reductions and instead of paying the 414 000 it would be about 239 000 the difference being 175 000. so i'm gonna stop sharing and tony let you take over thank you um good evening everyone and and it's nice to see you virtually i haven't seen you in a while um so as luanne's uh shared hillsborough recreation has continued to run programming basically since last year we continued our virtual preschool when covid hit we ran our stay connected page for all of our community to sort of stay engaged and we actually

104started running summer programs in june so we hit the ground running with limited information about how to do it well and i think we we did it with a plum so um if tracy can share um my uh presentation that i shared at the recreation commission meeting a couple weeks ago that'd be great so then i can just give you some context of what we've been up to and then i can share uh the other the slide show trace there you go um thank you so much so we share this at the rec commission meeting and again the recreation commission is is made up of two council members um from the town uh larry may and dr sophie cole as well as to school board members so uh ann chen and don gettis are on

105our uh commission as long as as well as an at-large member of the community michelle beauchart so they help define the work we do next slide please so we've been running our preschools since august so even when schools were not in session uh preschool was so we started back in august pretty much the first day of real school on the calendar that hillsborough city school district created we started with lower numbers and so one of the questions that we've received a lot is how have you cut staff and one of the things that we've sort of said is we couldn't um with the current cohorting numbers and the size of the groups we kept our staff full we did have some staff that we transitioned to our hive program so the child care program that

106we ran at the beginning of the year to support parents and students in the district as well as our teachers who needed child care while they were zoom teaching um and so we ran our hive program but this just shows we started with lower enrollment and we actually increased that number at west that says as of november um as of 2-5 it actually is now at 11. so we're accepting children even through the pandemic as we're getting closer to reopening full schools everywhere else and so people are more comfortable coming to our schools our staff is almost fully vaccinated so we are we are happy that we kept our staff because it is able to keep our programs running uh next slide tracing this is our enrollment for next year so we actually are increasing

107our current enrollment to 14 um in each program and again that is based on current cohorting guidelines for child care if that happens to change obviously we will adapt with it we actually have wait lists on some of these programs for next year so we hope that the cohort sizes increase for fall 2021. next slide please hive is our after school and summer program that we started last year with the help of brian serabian who we hired in november to sort of launch these things and then of course covet hit and he's been a game changer for us in terms of his knowledge of running these programs so we're super excited to have him um helping us create hive and it was allowed us to run summer programs which were sort of a test in

108how to run school so on a modified scale we were able to try out how to drive through where would bathrooms work how would pathways work how do we stagger yard time and that was something that we were able to do during the summer and give excellent feedback to our school district so that they could do it when they started in october we also ran hive as a child care full day zoom teaching during um the school year so when kids were home we actually took kids who needed a place to go either for parents who were work essential workers or even our teachers and staff and we continue to do stuff so we're still providing child care for about 20 students after school from 12 to 3 30. it's a mix of generally students

109specialist students teachers and essential workers and we basically do our themed units and it's actually fun being back in a classroom setting um you know as some of you know or most of you know i was a teacher at west and i get to go back to my curriculum roots by creating curriculum for our kids and um next slide actually tracy will show some of those things we've been doing so some fun activities that our kids at west have been creating um for uh the last couple months uh next slide sorry there you go uh we've also continued to run our virtual programs and one of the things that's been really difficult through covet is is your classrooms are your dedicated spaces for those cohorts and so we haven't been able to use your classrooms

110like we normally would in a given week we'd have 12 to 15 classes running at west school in a normal year obviously not normal we've kept all of our contractor classes off campuses so these are our virtual programs the only in person programs we were really running were our tennis classes we have now just started to get back to hillsborough recreation sports programs which i'll go into in the middle school part but volleyball flag football basketball things like that that are getting the kids outside again following all the state and health guidelines state and county health guidelines uh next slide tracy so we are running i i i apologize this again had a mistake that we we're not running cornhole um the county guidelines shifted and we tiered from purple to red and allowed us

111to actually run um outdoor basketball clinics so we chose that instead but we we have a full group every single class we've run since we started running our sports programs are full with wait lists again following those cohorting rules of 12 14 to 1 14 to 2 and not crossing over it's been challenging and again space always becomes an issue especially when we're dealing with um dedicated spaces for copen but again full happy kids that's what we want uh next slide please [Music] so our facilities again our facilities are your facilities and so um in a normal year typical year we probably raise around um sixty thousand dollars in facility rentals so um gym rentals npr spaces classrooms um and uh band room things like that that allow our our users and our community actually

112to access so whether it be parents renting for basketball class basketball programs in the weekends or aau basketball programs and volleyball programs running through the school year it allows our kids to extend sort of the recreational aspect for them this year we're not able to do any of that so it's been it's been more challenging obviously uh to generate revenue in that regard but i will say uh with the tiers shifting little league is out there i'm sure you've seen the cars there's more cars at 3 30 than normal uh and there's more kids on our facilities which is what we want um and so they followed our return to play to a t both in the fall and now in the spring and uh they actually start games this weekend since red tier allows

113for uh baseball to play so they will be following those health and safety guidelines and then as some of you know our tennis courts have been very full so um facilitron which is our reservation system has been um something we've been monitoring daily uh we probably get about five to six reservation requests per day um for our courts in the past just perspective we'd maybe get two a week and it was typical renters so it wasn't any new renters we're getting lots of new people renting our course which is great next slide tracy and then the last thing is our adult programs unfortunately our adult programs were um housed at town hall because of coveted we haven't been able to run those programs other than obviously tennis so our mahjong program our you know our

114bridge class and our yoga classes have been either virtual or non-existent due to our space limitations so again another revenue source that is not quite there for us i think and i think that's the last slide if you can try one more yeah i think that's it um so then i just wanted to share also a uh budget perspective over time and this is this is helpful for people who are not on the commission just to see how hillsboro recreation has been doing um so tracy you can share that other document thank you so much so 2010 is the year that i started so that's the i would say the last historical um knowledge i have of the budget so we've we can go into the the dungeon and find the old ones but 2010

115was when i started um we started with a budget of any reserve about a 1.16 million dollars at the height before covid we had raised it to 2.14 million dollars um and so again you can see our revenue and expenses jumping up commensurately over the last couple years with um our biggest jumps have been in elementary programming um and then this past year our summer so our 1011 summer budget was 104 000 um this past summer in the middle of covid was 445 000 so uh you can understand that that's a great boon for us and we were super happy for it and it's something that will hopefully continue um over the next couple years uh next forever for hillsboro recreation that's what we hope um but it was a great endeavor for us to

116show that our after school budget again in 10 11 was about 395 000 now it's about 668 000 so we've doubled it that was one of the things that when i came in as rec director parents wanted more programming and so we have definitely improved that so for those on the call who aren't sure aren't remembering the historical at west school i believe there was one program a day and that's the only thing you've got options for so now we have at least two or three or families to choose from one of the things that we also did in this during these times is we completed the northfield project which during coven was actually sort of a godsend for some of our families um because they could go out and run around the track they

117could go on the field during um in family families time uh where there wasn't full soccer full you know baseball programs going on and they could take advantage of that um we also have done multiple tennis court updates and projects um over the years to basically enhance our infrastructure and enhance our programming so it matches the look of our school district and what that facility looks like and as you can see uh over the last two years we've lost about 900 thousand dollars we are a fee based program we did not receive funds from the state we do not receive funds from um a city ordinance other than the town's donation of 130 000 that has been the same for 20 years so we're very thankful for them for increasing that but we do not

118receive anything else we cannot apply for ppp loans because we are a jpa so we do not qualify um so there are pieces in here that um we i guess we're calling for help and so i think that luanne has asked generously um for a reduction of our fees to the district of 175 thousand dollars and hopefully this explains a lot of reasons why i'm done you can stop sharing tracing thank you tony um time for trusty questions and comments maybe i'll just say a few things really quickly so i have been a commissioner on the recommendation since i got on the school board so that's uh 2013 i think um going on seven eight years uh and uh ann and i are both rec commissioners um right now and so uh the first thing

119is that the two of us have been through this topic uh quite a bit more than the rest of the school board so i i thought i should at least relate that um also as you know duane carl monroe is not only our superintendent but she's also the executive director of recreation and tony as he said used to be a teacher at west i just wanted to go on the record i'm enthusiastic support of this request for funds from the school district uh after all the study but um actually the biggest part was what happened last night at the town council because the council is not as involved in the rec commission even though they have two commissioners um as the school district is and it was a delight that they not only approved um

120adding some money for the deficit this year but also just increasing their regular annual contribution uh and in fact there was more that they that they didn't do um town council member larry may mentioned at the council meeting last night that when the north field was redone uh a year or two ago um he actually expected that because that is a community um that enhances the community that community members use northfield he actually expected that the town would have contributed financially to the um improvement in the north field and that actually wasn't asked for and didn't happen uh so um larry was actually surprised about that and thought uh the town didn't do anything about it but he mentioned explicitly that uh probably the right thing to have done in the past would have been

121for the town to contribute financially to the improvement of northfield so i thought that was a really great place for the town to be in relation to hillsborough recreation but anyway i just wanted to start with uh i'm an enthusiastic supporter of the district helping a trek at this time uh other questions and comments from trustees uh ann thanks tony that was a great presentation and um aatrek has done such a great job for our kids and i've just heard such great things about the hive program so um it's been amazing what you accomplished in these challenging times um but it looks like things are trending in in a better direction so as we move into the next tier and a little league is back but will anything change as we move into orange can

122you open up more opportunities then or more slots yeah so um we if if we go into orange um which i think we're i saw the metrics today we are there um we can open up our flag football and run our full flag football program um which allows for play um they actually changed it was volleyball as well but they changed volleyball into a yellow tier sport over this last round so really interesting so we were like kind of caught off guard but um we are you know you know it's one of those things where we've been really delicate and thoughtful about how we do all of this knowing that our kids are back on campus and so it's one of those things where teachers and schools as you've described have done such an amazing

123job of putting kids in cohorts and really keeping kids separated by grade level and we didn't want to just throw caution in the wind and say well sorry sports is back and so um we're going to do it smartly we're going to do it safely we're going to do it in a way that is uh respectful of the the work the district and the administrators have done um and i think little league has met that mantra as well i think they would they would say that they're doing the best they can to mitigate risk which is our goal great thanks tony keep up the good work thank you kim i also just wanted to comment and and thank you tony you and um hreck have been like a lifeboat for the parent community in um

124offering whether it's the virtual programming what you're doing um on the campuses and really to like take that metaphor of the lifeboat when some are planning to get back to school and if you think of hcsd as like this big barge this big yacht that we had to turn um hive hreck you were that little the dinghy in front that that chartered the waters because the way you um ran the summer programming was the model um so much learning and informed our decisions of how we got back to school so thank you and um i'll also say awesome work with summer programming um the crocker leap that brand new program which i signed joey up for um to help our fifth graders transition to crocker um because they haven't had those opportunities this year to

125get on campus so just a thank you and i'm also um very in much in favor of of this thank you i'll take being a little dingy as a compliment [Laughter] gilbert yes i i do want to say thank you to uh tony for his leadership of the hrec program i am you know encouraged by the numbers you're showing in terms of growth in the uh preschool program as things you know as people get more comfortable i think that's a good indicator and i especially uh value the um the sheet that we got about the rationale for the decrease payment has helped me understand what the baseline was what some of the variable expenses were and so that helps me feel much more comfortable with your request thank you any other questions or comments actually

126i'll follow really quickly to what uh ann said uh tony you mentioned the shift uh well so december and january the the county was in a terrible pandemic situation and i imagine if you were planning what you were going to do it's hard to imagine how you're getting kids together and then all of a sudden it plunged into red sort of unexpectedly and what a great um pivot that you did in a trek to change your plans as it went into red and as ann mentioned the numbers look great yet again this week so uh we'll probably go to orange next week and i don't know whether um it sounds like you're you're thinking ahead to do what might happen then that's great i already have it written up so parents who are on the

127call we already have them written up for the description of what's going on and how we're going to handle it yes it's ready to go that's great uh so public comment any members of the public have any questions or comments about the hrec request for funding lee does go ahead please um i just want to say tony thank you so much as a parent of an elementary and a middle schooler i have to say your programming has made such a huge impact in in our kids opportunities socialize in a year that's been so different and i'm truly personally grateful and i'm really happy that the board is supporting this so i just i want to say thank you thank you to the board and thank you to you thank you any other public questions or

128comments uh i don't see any so we can close public comment and this is an action item um i will move to approve hillsborough recreation's request for funding [Music] second by ann chen yes greg can you please clarify in your motion it's a one-time request um i don't actually have the uh recognition in front of me um tony what you want to help me out here it is a one-time request as opposed to what the town did is correct what greg's asking yes so it's uh i think luanne mentioned 175 um deferred income that that the hrec would ordinarily have paid for the district uh we're going to accept 175 000 less being paid to the district this one year so that's the motion um is that clarified enough right yes thank you and seconded

129by anne so now we'll do a roll call vote uh kemolo aye gilbert y aye craig danis aye and jen aye and don guettis aye motion practices lee thank you tony thank you loren thank you trustees thank you all right we will move on to um 5.5 which is 2021 second interim report joycen hi um can i share a screen yep down are you okay let's see okay yeah you can share your screen so that's good uh casey my screen not yet okay now yes okay uh i raised my hand because you imagine it's a defer uh deferred is very special accounting term because i'm familiar with that because when governor um what's that that the act one the terminator one um when he was he was in charge he gave a lot of deferrals

130say what's what i'm supposed to give you this year i'm gonna defer the august so i just don't want we and tony to misunderstand that this something is still owed to the district but defer to pay next year this is one time um just giving away right that's what it meant right so deferral is a very special very different term in budgeting so i just want to point that out thank you george for that clarification yes yeah okay see congratulations tony and so i realized this budget is already outdated in many ways but we'll move on and this is um the budget was finally finalized a week ago so and it's as for the actuals as of uh january 31st but i kept the revising budget as of the last tuesday so that's what it

131is here and this is also per ab 1200 uh requests so we do there's a second insurance revision and it goes to the county and the company reviews it and goes to the state so i'm going to talk about assumptions that this budget was built upon and summarized revisions from 2020 21 first interim budget and i'm not addressing the flexibility and routine restricted maintenance contributions that we are required to uh make and also general fund multiple projections and reserves i will add two slides um about some updates including the title funds and asset to fund that matthew already presented i'll just give a little more details and plus some other funds and after that i will talk about the other funds like fund seven funds um revision to like charter nutrition fund and develop a

132fee each searcher and then after that it will be all funds um budget at one glance and an attendance and that's first thousand percent cost to the employers so um assess the property values uh when this budget was revised as of last week or even a little earlier than that is 3.78 but as louie mentioned that today it's a 3.87 and we'll continue to hope that it's going to go up however it is a decrease from 4.03 from first interim so you will see a slightly decrease um actually it's not slightly it's about 53 000 degrees on property tax for the two future years because that's the domino effect and therefore if the rate decreases from this year go to next year and then the year out goes down two but as i said i

133hope that we at least will come back to 4.07 in the coming weeks and months or even higher than that um for the third year out we project the av increase to be two percent and to be conservative um stuffing level was at 1920. by that i meant that uh i have not changed the stuffing cost and already most of other costs um for the 2021 22 and 23 22 23 add to the adoption budget time and um well we have staffing change properly and but they're moving pieces and the board just approved the two fta instructional coaches and and then potentially there will be some attrition too some people leaving and maybe two ft's leaving so we don't know yet but uh all i can say at this point two years out stuffing was

134back to 1920 and does not include the additional ft we hired to reduce uh class sizes and then bring down cohorts more likely to build small cohorts neither do we include the long-term subs that we hired in the middle of the year and then to finish the year when the kids come back to school so just want to clarify that the revenue part you can see uh oh how do i minimize this the revenue side you could see that uh revenue goes up by forty eight thousand two hundred ninety dollars and uh uh expenditure is also up by thousand eight 262 thirty four dollars so the net is an increase of deficit by two hundred forty thousand five hundred uh forty four dollars and here are the details that uh leads to the increase of

135revenue it's not real um the uh education protection account epa actually went down again because of the um ada enrollment decreasing and the title ii it's a very minor change and this fund always fluctuates um and then um next one is the uh um sorry the next one is the lottery as a decrease and mental health 55 760 this actually used to be money that goes through sale part but now it's allocated to school districts so we spend it directly you will see a corresponding expenditure budget later on too and school aside the budget is eight 12 seventy four increase i just realized that it died to teach equality that we don't get that much money i have to uh go back to see um what the yeah but the the difference was from that

136that but it's a title to a loan does not have this uh 451 000 so there might be some change i need to make here and but here's the pie chart for order revenues um we are definitely still basically community-funded school district and without calstrs the 1.495 million dollars in it and then we get a 11.63 for hsf a huge help um so these are the revenues from like but expenditure side certificate salary just uh based on year-to-date expenditures reduced by 15 and the classified salary increased a little bit and benefit a slight increase and you will see the big player of expenditure increase is on the services and operating expenditures it's 255 809 and the details are those um it's um because of we have to hire four additional custodians contracted custodians one at

137each school site so that we can increase the frequency of cleaning to make the campuses safe for the students and staff and there's also an increase of sixty five thousand dollars for covet testing related services and that does not include the shipping cost which i'm getting invoices now and again the special ed mental health part is correspond to the revenue i mentioned earlier it used to uh money goes to selpa and we fire reimbursement or sell but directly pays for our mental health costs but now it's on our books because we receive the money direction and um rooted restricted maintenance we are required to contribute three percent of the total general fund expenditures plus transfers out into other funds like i'll transfer out into charter nutrition and then um into fund the 720 the 35

138000 and all that added together if it's a three percent and we need to make sure that the the budget we set up for routine maintenance that it's ron's budget should not be less than that and the amount that was supposed to budget for is the 880 dollars and the budget is 71.74 cents more it's i just say i have to go back and forth a little bit to make sure i'll comply uh it is over what we need at this point but uh we don't have a choice so we may end up have a carryover um as a restricted balance if carryover is allowed expenditure part here and again personnel cost is still the biggest part accounting for over 80 which is normal um general fund of reserves and multiple projections here and you

139will see that uh our deficit for the this year increased by 2014 000 compared with our first intro as for the reasons i just explained and it will also increased by 53 000 and 54 000 to future years because i reduced the av revenue because the rate changed from 4.03 to 3.78 and then i hope they will get that 53.54 file four thousand dollars back in next budget revision um here's here are the reserves so with general fund alone we are at 13.45 12.57 and 12 for all three years across and if we add fund 17 which is another reserve for the general fund is 15 the 14 and 13.83 and if we add a funded 20 because it's not a trusted fund our reserves level are ranged from 18 to uh 30. so here

140these this slide and the one after this are added um and so you have seen most of this from uh matt's presentation and we needed that to apply the uh federal addendum to make sure we get those funds and title one for this year and the next year and uh we get this funds because it's based on the census and the cde does not decide it the county does not decide it the census results determine if we're eligible or not but we must apply and that's what matthew just did and title 2 is ongoing we have been getting that money and typically it ranges from 16 000 to 18 000 uh so there's a slight increase this year and title three is a very small amount because it's based on the el student account and

141title four is based on title one application approval so that's why it's very important we have that application and the answer is the elementary and the secondary school emergency relief fund and this is um as there was the s of one and this is essa ii so one was part of the ks active fund and we did not get that um at that time because we didn't have title one and even if we did it we would have um to have crystal springs spend the money because it was allocated to them it would be they spend the money and come to get reimbursed through us so we do not get the money but so2 now we have this uh preliminary allocation we have not received the money but we got a promise and this is

142the new uh it's called chronovirus response and relief supplemental appropriations it's a mouthful um but also known as the case actor to the second round for cares act and the first part is reopening school grants an estimated 708 790 dollars and we expect to be distributed partly in may and probably in august so it will be split between the two this year and next year and then the other one is gear two gear two uh gear is the governor's emergency education relief fund and we received eighty thousand dollars and that at the first round of cares act at this second round we don't know how much we're going to get uh less uh slightly less than the gear one uh but at this point is still pending the governor's uh distribution how he's going to

143allocate the the fund um if it may happen even after the final state budget for 2122 is approved by legislature in june later june so what i want to point out is that the reopened school grants and the gear 2 grant and also this essa 2 grant all of them are one-time money and then all three of them are coveted related uh it should be for copyright related activities and we already have a 1.3 million dollar deficit so i may already mark the expenditures related to covet that was not covered by the first round of funds so once this money arrives we're going to apply them to these funds quickly and the other ones and the one title funds as they indicate here for future status is dependent census as long as the demographics of

144our community and have the percentage of students social economically eligible for those title funds we women we may continue to receive this money sorry this is a update to the general fund that uh was not in the original slides last week and for other funds funded 13 is the cafeteria fund or we call china nutrition and starting off the december um you know because the waiver issued by the government by the federal government we basically send the kids to cemetery union high the neighboring schools to get the meals and that includes the free reduced lunch students and but nobody really needs to be in the uh in the status of free and reduced lunch to uh receive the the meal and as long as the student is 18 or under they can go because of

145that and then it save us some supplemental money that uh we usually get a front general fund and to subsidize this now i just let this money sit and take it away from the expenditure budget funded 25 capital facilities fund is a developer fee fund i actually increased the revenue by 30 and but we also have some expenditures over 8 000 expenditures that was the appeal change from the network refresh project to the payment to dgi so i have to put the expenditure budget so the offset is a 21 and 5870 uh net increase to that fund 25 ending balance and 40 data reduction is a budget reduction for the interest for that fund we don't have that much money left that we have about 160 000 um left in there so it's adjustment for

146uh interest um revenue um so this slice is a snapshot of all the funds we have in our district just for everybody's information and ada on a consent agenda nicole prepared he will see the enrollment as of now is 1270 and based on our traditional ada rate i would say our idea is lower however we're not supposed to make any changes this year for funding purposes we did not even prepare a p1 attendance report we're not required to so we're just being funded at the 21 1920 level so that's why the ada for 2021 is still the same as 1920 p2 uh the remaining slides are reminded to us about the district commitment it's also like a burden keeps increasing for the stirs and the purse cost you will see that i want to point

147out on 20 20 20 21 which is this year in the 21 22 we get a little relief on the employer rate and they went down by 0.95 and then .013 in two years but and then it caught up on the third year just just let everybody know that it's out there and then um you know we're still paying 16.15 this year and in the 30 out it will go back all the way up to 18.40 the next one is the purse and the total would be this much um since you know this thing whole thing started um yeah i just the rest of time is for questions all comments i'll stop sharing thank you joyce uh a really quick question you mentioned the ada you didn't need to recalculate because of a change in

148the law for this year but what would it what would it have been what would it have been um our ada rate is not that high i can't do a quick calculation for you so one two seventy normally is uh it's like a 97 would be high times this it will give us a one two three one so it's another 20 uh 88 down you're fun thank you yes yeah no problem uh trustees any questions or comments for choice i don't see any uh members of the public and you raised hands to have questions or comments for joyce on second interim budget and i don't see that either so uh we'll close public comment and this is another action item would anyone care to make a motion i move that the board approved the 2020

149to 2021 second interim budget with a positive certification i'll i'll second that motion myself uh roll call vote kim olaf hi gilbert y hi greg dennis hi anne chen hi and don gettis aye motion passes unanimously second interim budget is positive certification thank you joyce and you can stick around for 5.6 the changes to funds in the second intro budget okay i'm going to share again um this is a resolution 2000 oh you know what i mean yeah it's for 2020 21 the resolution number is 2021 um dash 01 that's the very first resolution um it really summarized everything i just presented and so listen to all the four funds that i made the changes that impacted the ending balances and i take funnel 01 for example increase go up by 48 at 48 but

150expenditure also go up by 262 000 and then results a increase of deficit or decrease to the end in balance by 2014 000. likewise for all these four funds um i just recommend the board approve this resolution 2021-01 and once approved it actually goes to the county with this intern report unless you have any questions can you stop sharing sure thank you trustees any questions or comments on the changes to funds members of the public any comments on the changes to funds i don't see any raised hands close public comment uh i will move to approve resolution 2021-01 interim budget second interim budget changes to funds is there a second i'll second second by gilbert local vote kemola gilbert why aye craig dennis aye and chen hi and don guettas aye motion passes unanimously thank

151you joyce thank you that's second term budget that moves us on to item six public hearing for items not on the agenda do any members of the public have any items not on tonight's agenda that they would like to address to the board you can raise your hand at this time i don't see any so we will close that public hearing we're on to item seven the consent agenda uh i'll actually ask for public comment on this do any members of public have any comments on the consent agenda you can raise your hand at this time i don't see any hands raised so i'll close public comment on the consent agenda i do any trustees wish to pull any items from the consent agenda i don't see any pulling items so i will move uh

152the the board approve the consent agenda is there a second oh second uh move by don guettas second by gilbert y we'll call vote kim olaf hi gilbert y hi greg dennis aye and chen aye and don gettis i the consent agenda passes unanimously thank you trustees uh item eight communications and board item discussions do any trustees have any communications or board item discussions greg um this is just something i started musing about with with uh you know the trends and the vaccine um and i'm wondering whether we can start thinking about perhaps meeting in person for our board meeting for our boarding um i don't know i don't know that we could have the public meet with us yet in terms of the numbers and we would still you know we could still do

153what we're doing here um but i just wanted to put it in front of people to sort of monitor when we're able to do that i think we have the capacity spreading out in the you know the lecture room there and uh it would it would just be nice to to be in the same room again so whenever that's possible you know i don't know people's status and vaccine and all that stuff so six feet apart i don't know about masks on and speaking um but anyway i just want to put it in front of people uh great idea we'll take it under advisor with uh superintendent carlomano um any other uh items or discussion i like to make comment about what greg just mentioned and that is i think this poses a an opportunity

154for us to explore whether you know what combination of mixed modal meaning do we want to have because like my sense when talking to people is that they value and appreciate the access that zoom gives them and so i think this this will be something for us to consider as we move forward and considering and thinking about this so there's i'm just trying to summarize here there's some suggestion for some kind of an in-person event that continues also on zoo i'm not quite sure i'm ready for a suggestion yet but i'm saying that's the exploration that i i thought may be useful that's all done yes great i don't want to go legalistic on you but in in one of the governor's emergency executive orders it is it appears that even for the duration of

155that executive order even if we get back together in person there still needs to be video access so that's one thing the other thing is i'll just go but responding to you that kind of thing there's already legislation being written to perhaps make that permanent so yeah i don't know that we have the we can certainly all be on zoom if the trustees are in a room that that's a possible thing i don't know if we could run the kind of in-person board meeting we used to run and also have video access i don't think we yet have the technology to make that happen but it's an interesting idea okay any other questions comments topics i just had to throw on one thing of course i i think you trustees may know or may not

156because you you are not on campuses but your lecture hall is now a science classroom um so it's all kinds of adventures to navigate so just fyi uh so uh superintendent carl monroe is there if we were to come back in person in the lecture hall is there a cohort a kind of a key people isolated issue to bring up as well well yeah i mean we we do clean in between every cohort that's in there and we could be recognized as yet another cohort so anything's possible um i just think that i just want to put out there the fact that everybody has been unbelievably flexible and we have classrooms in every possible open space just to allow cohorts to be as they are right to be isolated from others so um just a

157little shout out there to everybody who's been unbelievably flexible with from space okay maybe we'll explore greg's idea offline and continue discussion thanks greg okay so seeing no more topics we can move on to item nine public address concerning items on the closed session agenda do any members of the public have any comments on the close session agenda and there will be a closed session after this meeting you can raise your hand at this time scene none we can move on to item 10 which is adjourn our regular meeting at 8 12. uh tracy you can stop recording uh trustees there is a closed session afterwards trustees will take maybe a 10-15 minute break maybe we'll say 8 30. i