HCSD December 2020 Board Meeting

001welcome everyone i call to order the meeting of the hillsborough city school district on december 15th 2020 at six o'clock uh we'll begin with item 2.1 salute to the flag trustees if you could mute yourselves and tracy if you could begin the video please rise place your hand over your heart and i will lead you in the flag salute please 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 ah thank you next item 2.2 approval of the agenda do any trustees have any corrections or updates to the agenda i move we approve the agenda is there a second second second bayern chen uh roll call vote um i

002guess we'll do all the trustees that are here but uh kim olaf yes uh gilbert y agendas approved item 2.3 approval the minutes does anyone have a correction to the minutes i'm moved that we approve the minutes from the november 12th meeting i'll second that uh we'll call vote kim olaf gilbert y aye marky power hi rick dennis hi ann chen aye don guttes hi i mean it's approved item 2.4 honoring outgoing trustee margie power uh luanne carlimano all right um trustee power here we go um so we have a few recognitions for you this evening um attached to this agenda item we have a recognition uh certificate of recognition on behalf of assemblyman kevin mullins office so that is attached to our agenda here from the california state assembly and in person we have

003dave pine our san mateo county supervisor who will be presenting a resolution for your many years of service in the district so um supervisor pine it's all yours okay thank you and uh good evening everyone hello margie congratulations here your last meeting um you know as you depart the school board i i did just want to take a moment to thank you for your contributions to education and the community at large um since you started as a teach for an america teacher you've always been a passionate advocate for uh public education uh in hillsborough um you stir you served on the great school boards for nine years and as i always emphasize you know strong school boards coupled with a great superintendent and great teachers now that's the real trifecta which um hillsboro has been

004so fortunate to have so nine years that's a lot of board packets a lot of board meetings a lot of thorny issues but um you've touched thousands of kids through your through your efforts um also uh you further contributed to education by being on the executive board of the county school board association and you know earlier serving uh on the hillsborough schools foundation and the north school and crocker school boards and uh we thank you too for your contributions outside of education on the public library foundation for the city of san mateo uh for the national charity league and for the just fantastic work you've done uh in the leadership program both uh the hillsborough san mateo burlingame foster city program and now the new one that you are working so hard on uh leadership

005san mateo county now i think one of the traits of a great leader that you've displayed is you know nurturing new leaders and that's going to have an enormous enormous impact so we do have a resolution here for you from the board of supervisors of the county and um we just sincerely thank you for your for your service and i personally look forward to you know working with you on leadership and other projects in the in the years ahead so a big thank you martin thank thank you supervisor pine i really appreciate it um and you have been a mentor to all of us i don't know if you know this but your words get passed down to every new school board member about criticizing in private and praising in public and just a lot

006of wisdom so thank you for all your leadership at the county level and your strong history of school board leadership so we appreciate it and thank you for the resolution that means a lot i've really touched and can't wait to hang it prominently where my family can see it at home um so luann do i have a couple minutes just to say yes i'm gonna i am actually gonna read a little poem and then you can have as many as you would like to um share a few words tracy could you share an image for us yes all right so go ahead lauren okay so i am going to uh read a poem by our poem master trustee greg danis and this is a recognition from the governance team so i'm going to go ahead

007and read that and then we'll share a few words and you can see this beautiful tiffany apple that we gave to trustee power when we had a little social zoom get together in recognition of her service to the hillsborough city school district so here we go although some may wish for a break or a pause no one can slow down the passage of time but tonight we shall halt to give well-earned applause for margie who's reached trustee year number nine it's hard to believe this is happening now but she's stepping down she really is leaving so let's take a moment to revisit how she helped us sustain who we are high achieving it's said that she reads 20 books in a week and she sometimes can quote esoterica but look at her past if you

008just speak you'll see that at one time she taught for america okay this is good at stanford she attained a master's degree go bears in policy making for things education and it goes without saying we can all agree that ever since then she's pursued innovation she gave it her all as the hsf prez and showed them just how to strategically plan and now she teaches leadership they do what she says all public officials in san mateo land she served as board president here in hillsborough staying cool and polite her manners won't fail her but i'll tell you something i'm sure you don't know in closed session she cusses and swears like a sailor [Laughter] if not for the act that is brown in always so many more secrets could now be revealed but for now

009let us treasure the years and the days and conclude with a few words to show how we feel we thank you we love you we shall miss you and we wish you happiness and success in all you do congratulations margie on your retirement from the hillsborough city school district board wow thank you i can't tell you margaret just before you start i just want to mention uh some visitors that we have here watching besides supervisor pine thank you for coming we also have um marie long the um uh hillsboro town council member and uh karen hardy a former school board trustee uh as well as kim olaf's mom also a former hillsborough school board trustee oh president go ahead the floor is yours marking well thank you um i have to say getting a poem

010written by greg danis is one of the highest honors that is given out to people who retire so thank you greg you are you have a gift of poetry and um it means a lot and i will treasure treasure those words um so yes i did want to just say a few a few words i looked back through my files of paper that i have stacked up in our office and was just reflecting on the changes since 2011 when i first joined and of course there's been many one of the biggest changes is technology and when i first joined our board packets were delivered in paper big stacks of paper so that was big to just start getting them through agenda online and we also thought chromebooks were a big deal back when chromebooks were

011issued throughout the district and now here we all are on zoom so i just exponential change in terms of technology and trying to stay on top of it all i think another really big change and i'm happy that marie juan is on on this meeting um is our relationship with the other organizations in the town of hillsboro specifically the city council a lot has changed in a really positive way over the last nine years and and probably a couple years before that and that's in large part to who's serving on the city council we do have some former school board members but also to our leadership with our superintendents who've reached out and build those relationships now we really collaborate well with them and the other organizations in town are non-profits and the other schools

012and we've also reached out to our neighbors in neighboring districts and to other county leadership organizations specifically the county office of education and that the the wonderful thing about investing in those relationships over the last nine years is that we've been able to work closely with all of those partners in this crisis that we didn't anticipate and that i think has been a huge positive change for all of us and we're lucky with our my colleagues on the school board colleagues on the city council and of course our superintendent who fosters all those relationships so just want to highlight that as a really important thing that we have as an asset and also just our commitment to continuous improvement we've really improved our feedback loops with our parents and staff and our students who graduate

013we find out how they're doing and what we could do better so i'm i'm proud of our team for that as i think most people know in our district we have a really unique school board we work together really well we have mutual respect and i think i would call all my colleagues friends and we enjoy each other's company and that's just a huge um blessing for us because we work together well it doesn't mean we always agree but we can celebrate each other's different perspectives and that is always for the benefit of the students we also because of our focus on students we're able to make tough decisions sometimes but again not all school boards get along as well as we do and we're just really lucky and it's been really an honor and

014privilege to serve on the school board i want to just conclude by thanking everyone especially my colleagues the governance team luanne luanne you are definitely a level five leader straight out of jim collins books of uh building enduring greatness through a paradoxical blend of personal humility and professional will you really are one of the best leaders i think i've ever had the privilege of working with so thank you for all you do and then of course to the parents one thing i've noticed in my board service is that some of our best ideas our best programs and work that we do in the district comes from parents so i'm just really in awe of the next group of volunteers that is leading apg and hsf so thank you to our partners of course the staff

015is outstanding we're so lucky especially right now to have our kids back in school it's really all because of the staff who work closely with luanne and the leadership team so thank you for all you're doing you're doing an amazing job and just so in awe of all of you and uh this has been a a wonderful experience for me to push myself outside of my comfort zone run for election twice and feel a little scared but i've grown a lot personally and now i'm excited to be starting a new a new leadership venture that i hope will uh will benefit the district as well and to kim olive i am passing you the baton you're gonna be such a great trustee and we're so lucky that you were willing to serve in this role

016and i can't wait to see what you do please know that i'm i'm nearby if you need me for any reason and uh i will miss you all but i will still be around so look forward to um seeing you around town and also my uh i want to make sure i thank my family so they're they're zoomed in in the next room i didn't want to be in the same room with them and so thank you to my kids and my husband who you know wasn't at everything because of my commitment to school board and they've always been so supportive so i feel very lucky so with that um thank you so much for everything and for the resolutions and the gifts and the poem and i will see you i'll see you guys

017around town thank you morgy on your muted thank you greg uh thanks margie for uh the last nine years and the seven i got to spend with you um and watch you uh as well and uh thanks everyone for joining us margaret you're welcome to stay for the uh remainder of course of this public meeting or uh perhaps you have something better to do with your family i would hope supervisor pine and guest thanks so much for joining us we'll now proceed to item 3.1 president's comments um this is a time our tradition in hillsborough is that the concluding board president of the year gives gifts of books to the different hillsborough libraries in honor of each trustee i want to thank trustee and chen for helping me out with a task this year really

018appreciate her um extra help so uh usually we do this in person we'll see how this goes on on zoom if i can uh let you know what they all are go through each one and then i will distribute them to the individual trustees later on and then you each can look at the book and then pass it on to the appropriate library so the first one is for margie power for crocker library for inspiring the next generation of leaders this is let's see can we do this channel kindness by lady gaga middle school book it's a little uh a little big to sort of look through but um about 51 different stories from young people uh on uh achieving things through kindness so that's for margie uh going to crocker the next is for

019trustee greg danis uh intended for south school ruth bader ginsburg our old school board our own school board legal crusader as bold as rgb and let's see if i can find for the elementary books she says a little hard to share and read the same time reading shaped my dreams and more reading helped me make my dreams come true that's rgb for greg for uh gilbert y who's part of our new dei committee going to west school anti-racist baby ibrahim kendi this is uh uh candy has made quite a splash especially in the last year or so and it's a different approach to viewing anti-racism see if i can read one of these pages here of course it's reversed i guess in my mirror zoom here anti-racist baby learns all the colors not because race

020is true if you claim to be color blind you deny what's right in front of you that's for gilbert for west school for trustee ann chen who lost her mom in september to north school we have invisible string and i'll just read one page from invisible string when you are at school and you miss me your love travels all the way along the string until i feel a tug on my heart it's how the parents and the children are connected that's for trustee ann chen to north school and then for our newest trustee camo luff good morning zoom as a parody on good night moon good morning zoom good morning room good morning friends you hope to see you soon good morning light and a world not quite right we're all getting through the pandemic

021so those all be distributed to the trustees themselves uh you can take a look at them and then pass them on to the appropriate school libraries um thank you so much for all that you do now is the time again 3.1 president's comments um usually the outgoing president says something about the year we've all lived this year very unusual one i don't have much to say but i wanted to just sort of highlight the beginning middle and end of this year we've just experienced i do want to start by thanking my fellow trustees for allowing me to serve as board president uh during this challenging time um a year ago our we were very excited about 2020 finished up a facility's master plan in preparing for a bond initiative in november that was really going

022to be the main focus besides of course just running the school district uh that was our intent to spend 2020 focusing on facilities master plan in a bond initiative which lasted until about mid-march and then of course everything changed with a pandemic um the short lesson that i want to suggest i i felt i got out of the year was you know when i first got elected to the board in 2013 um i received advice from lots of people with much more experience uh larry may is currently on the town council he used to be on the school board i talked to him a bit anthony ranai was a superintendent one thing they said that in hillsborough whenever there's a hard decision you always come back to doing what's best for kids and i thought

023i understood that for the first six years i was on the board sometimes you'll get a topic that is a conflict between two groups of adults and you're trying to resolve how do we decide for the school district what's best if you always come back to doing what's best for kids as larry may and anthony rainey kept telling me and leave that as your focus i mean it seems obvious but a lot of times the kids themselves are not at the table they're not in the discussion and you have to return to what's best for kids so i i thought i got that as a how to resolve questions between adults and then this year happened and the challenges took on a new level i i guess my feeling about it some of the topics

024were actually sort of adults as a whole versus kids coming back to what's best for kids wasn't just resolving a conflict between adults it was doing something for the kids that was basically not in the interest of essentially all the adults at the table and again that sounds pretty easy but it's a little hard to advocate just for the kids when sort of no one is the natural constituency for their point of view of course we had the summer planning about how to come back in the fall distance learning was something we felt like we could do competently given our emergency last spring and our summer to plan for it but coming back in person was really a challenge and what were we supposed to do with that challenge so um you know it just

025starts with all of us living our own lives it's not fun in a pandemic it's not fun to stay at home it's not fun to not see your fellows and and relate as human beings to each other and so in the middle of all that just doing any job at all is a challenge and a struggle and now we're asking on top of that to try and arrange something to come back in person and i would say that is a big enough challenge for a school district that basically very few of the school districts in san mateo county managed to pull it off there's a couple dozen public school districts in san mateo county maybe a handful of them have gotten kids back in person mostly just a couple of grades mostly some kind of

026a hybrid every other day or every other week i think hillsborough has managed to arrange something that is most kids on campus most of the day almost every day and that is just an incredible accomplishment and only happened because everybody worked together and i just really want to take my hat off to the entire district for um luann always says rowing in the same direction there were lots of easy reasons why that wouldn't be a thing to to wind up with and this district pulled it off with everyone trying to solve the problem of course there were many many problems and many reasons not to push that far and i just really admire the district at all levels staff administration trustees to try to make that happen i remember over the summer when people are

027supposed to be on vacation we had lots of teachers helping out with all the planning meetings we had bonnie slater at crocker making a dozen different possible schedules for crocker i made some schedules myself for elementary school brainstorm things and throw them out and then we have this this actual school year of course people have their individual needs some families distance learning is the best for some teachers uh it's it's too risky to be on campus i appreciate that but what it took to get so many kids back in person is just amazing and i especially want to call out here how many teachers this year are doing new roles that really aren't their first choice there's not their preference they have some job that they would love to do that they have been doing

028for years and this year we asked for something different and that's really the only way it got pulled off uh was everyone pulling together to do what needed to be done to get the kids back in person so i just want to thank the district for actually doing that it's it's an amazing accomplishment and we should all be proud of what we've achieved and so um maybe i'll just close with a quote that i found appropriate but we'll see how the rest of you think um this is from lord of the rings uh gandalf is talking to frodo about the history of the one ring i wish it need not have happened in my time said frodo so do i said gandalf and so do all who live to see such times but that is

029not for them to decide all we have to decide is what to do with the time that has given us and with that i'll close president's comments and turn it over to duran thank you thank you trustee gettis great ending quote thank you for sharing that with us um okay so our do you want me to move on to our um yes uh 3.2 oath of office okay so oath of office so we will be administering two oaths of office tonight one to trustee craig danis and one to incoming trustee kim olaf so i am going to start with trustee danis so i'm going to ask him to unmute and i am going to um have him read the oath of office and he's going to read it too so are you ready trustee danis

030okay repeat after me i gregory j danis do solemnly swear i gregory j danis do solemnly swear that i will support and defend the constitution of the united states that i will support and defend the constitution of the united states and the constitution of the state of california and the constitution of the state of california against all enemies foreign and domestic against all enemies foreign and domestic that i will bear true faith and allegiance that i will bear true faith and allegiance to the constitution of the united states to the constitution of the united states and the constitution of the state of california and the constitution of the state of california did i take this obligation freely that i take this obligation freely without any mental reservation or purpose of evasion without any mental reservation

031or purpose of evasion and that i will well and faithfully discharge the duties and that i will well and faithfully discharge the duties upon which i am about to enter on which i am about to enter congratulations trustee danis another four years i will administer the oath to um incoming trustee olaf and then um there may be some comments associated with this item so um trustee olive or incoming trustee olaf are you ready for the oath of office i am all right i kim olaf do you solemnly swear i kim olaf do solemnly swear that i will support and defend the constitution of the united states that i will support and defend the constitution of the united states and the constitution of the state of california and the constitution of the state of california against

032all enemies foreign and domestic that i will bear true faith and allegiance that i will bear true faith and allegiance to the constitution of the united states and the constitution of the state of california and the constitution of the state of california that i take this obligation freely without any mental reservation or purpose of evasion without any mental reservation or purpose of evasion and that i will well and faithfully discharge the duties and that i will well and faithfully discharge the duties upon which i am about to enter upon which i am about to enter congratulations trustee olaf um trustee get us i'm going to turn this back over to you for the rest of this item if there's any comment or public comment or whatever we want to do next on this uh sure

033um do any of the new lease foreign trustees have anything they'd like to say or shall we we'll take comment from the audience we can move on to the next item okay wait i want to say something okay luanne i just want to say that it's it's pretty amazing that trustee olive's mom was also a trustee in the school district um and that she is on this call as i imagine others are cheering on trustee olive and i also want to share that i'm incredibly appreciative of trustee danis i'm willing to serve for another four years on the school board and as margie said earlier it is the school board and the power of the school board that leads us to really incredible things happening in this district like our students returning to school so

034just a shout out to our trustees and um welcome to the board trustee olaf we're super happy to have you here uh that would bring us to 3.3 the selection of board president back to luet all right um thank you trustee gettis so on this item it is the recommendation that the board uh appoint a president to the board of trustees so i would like to know if there are any um nominations for the role of board president um trustee chen i would like to nominate don gettis as the board president and with a little explanation i know it's highly unusual but we are in unprecedented times and it's not over yet we are we are really going heading into a very hard um next four weeks and i think that from all the news

035reports this will be with us this new reality will be with us through the end of the school year and don's depth of knowledge the number of hours he's put in to all of our meetings and conversations with our parents and and really his conviction to getting the kids in school he's helped us stay nimble with luanne and we have turned on a dime so many times so i feel like now is not the time to make a change because we just need the best our best foot forward and i think don has just been an incredible leader in this unprecedented time and i would like to put him forth as the next board president thank you trustee chen are there any other nominations okay hearing none um may i have a motion to approve

036uh don gettes as board president i i move that we approve don gettis as the next board president is there a second i'll actually second it oh go ahead i'll second okay um trusty dennis seconds uh any discussion uh i just want to thank anne for her nice uh kind words okay so i'm gonna go ahead and do a roll call vote on this um so uh trustee olaf hi trustee y aye trustee danis aye trustee chen hi and trustee gettis hi congratulations board president um don guettis you're stuck with me again thank you all um absolutely uh so that uh takes it's a 3.4 the selection of the other officers we should appoint a vice president and a clerk i think the text says something about the clerk is also usually the um representative

037to the school committee that never meets the greg always talks about i'm not actually sure that's correct greg greg is always the representative to the school committee on school district boundaries that never meets we meet a lot you meet a lot okay but whether he's been quirk or not i i as i recall you've been on that committee ever since i've been on the board but nonetheless we should probably do a vice president in the clerk um i talked a month ago in vice when we talked about these roles that i would appreciate a lot of help from the vice president if to take out a third year as president here and uh so i would like to um open the nomination with i would like to nominate ann chen as vice president uh if

038she's willing to help me uh on that role are there um any discussion or any other nominations for the role of vice president in that case i move that we appoint ann chen to uh the role of vice president of the board role call vote kim olaf hi gilbert y aye greg dennis aye and chen hi and don guettis hi uh thank you congratulations anne welcome to returning as vice president uh and then we have a clerk to a point um we do have a long tradition that we sort of uh move the officers upwards and so quirk sometimes becomes very vice president sometimes becomes president um in the subsequent years uh uh greg you are a current clerk and you have served that way i i have heard you say you don't have an

039interest in being promoted up through the officer chain i um i don't have an interest in becoming president i mean i'll do anything else that the the board in the district think is useful for me to do but no i don't yeah uh so uh gilbert or any comments on the officer role of clerk none for me uh at this time i'd be happy then to nominate greg uh to continue in his role as clerk if if there's no other uh discussion or thoughts about that so i move that we sorry and second second okay uh moved by me and seconded by anne to nominate greg as clerk we'll call vote kim olaf hi gilbert why aye greg dennis hi ann chen hi and don guedes hi uh congratulations greg welcome back yes cork can

040i just say i can barely hear you when you talk okay i'll i'll make sure i adjust my volume thank you thank you that moves us on to uh 3.5 the superintendent initiated committee assignments um so slightly complicated for a couple reasons often trustees retain their existing committee assignments from year to year at this point margie has left the board and committees and kim has joined us so there are some changes made in that way we also trustees are always welcome to express an interest in uh changing or switching around communities does anyone have anyone anything to begin the discussion with about their interest in committees kim um so i'd love to share just some of my interest in the committees and um talk a little bit about the positions that margie leaves open um

041i would be interested in serving as your alternate for apg representative um she left open the board policy committee and the wreck recreation commission um spot so i'd be interested in hearing thoughts and interests from my fellow trustees on those i would be interested in staying on the diversity equity inclusion committee i would be happy to be the smc sba representative and um i would also be happy to serve on the communications committee if that would help balance the workload of other trustees great thank you gilbert gregor ann any committee thoughts i would be interested in serving on the rec commission [Music] don i don't have any interest in changing anything i'm i'm doing i do have an interest in you continuing in negotiations though because it's so fun to have you there so i

042i feel like you finally trained me in negotiations i i'm trying to trying to contribute there gilbert yeah i'm happy with my current assignments but i'll serve in whatever way makes sense for the board uh great and gilbert you're currently on the dei as well is that correct yes yes i am yes i am that actually all might work out um [Music] we need an alternate for hsf i think uh because margie left that one actually we switched around so that we don't we don't have we're not doing it consistently in terms of alternates so if we don't have an alter that's that probably would work for both of me at hsf um gilbert on communications so uh i was on there sort of in my role as a board president and as it sounds

043like uh and as i am now continuing his board president perhaps that would also still be appropriate um between do you have an interest in staying there or uh what are your thoughts about um having kim take that role i'm happy if uh kim takes over that role okay so uh let me just read out what i think i have here if everyone else is staying the same um apg representative uh that's me is trustee one and kim is the alternate board policy we have to fill i'm sorry we haven't done that yet so greg is trustee one and we need someone on board policy um gilbert or ann i'll volunteer for policy because uh because anne is already uh sharing the load as vice president so i i think that would help thank you

044thank you gilbert okay so board policy is greg greg number one uh gilbert number two uh bond finance don and greg stay citizens oversight greg and anne's stay communications is now don and kim the county committee on school district organization is greg as always dei is gilbert and kim facilities master planning is don and anne finance is greg and gilbert hsf is just gilbert negotiations is greg and dawn rec commission is don and anne and um smc sba representative is kim does that sound like that matches what everyone else is looking for okay uh superintendent do you have what you need to make i just wrote it all down thank you that was great thank you so much for your help uh that means i believe we can move on to um item four regular

045reports and begin the normal meeting so we start with hta and mary tarello good evening mary tarella for hta well i generally don't go this far into the meeting and it's just been so exciting tonight i love the book choices and hope to be able to read some of them um loved your quote dawn good job um thank you to margie for her years of service ever since i've been involved in the leadership in the district in hda she's been on the board and just amazing positive energy at every board meeting um it's it's just been a pleasure to work with her today in school um i had the pleasure of teaching the constitution article two and it's about um the presidency and it was specifically about taking the oath of office and so i

046want to congratulate um greg and kim and it just struck me how important those words are in a way that i'm not quite sure it struck me before preserve protect defend the constitution is um the president and and yours are even more um impactful not impactful necessarily more but but more detailed about um defending and protecting the constitution and um i just really appreciated hearing those words congratulations thank you greg for another four years you know how we feel about your service in this district um just it wouldn't be the same without you and kim and we're incredibly grateful for your stepping up and giving your service to us um president gaddis i it's great thank you so much um i i just admire how hard you've been working and um thank you thank you

047for the countless countless hours you've put in so i'm thrilled that you're going to continue as president um as i mentioned before we came back to school this week at crocker um very exciting and i want to just end with talking just a minute about the incredible work and thank you to people who have contributed to the testing program into the safety protocols throughout our district and this is just one of those things i think that could not have been done without the good intentions and talent and hard work and determination of everybody literally from the kids who are wearing their masks and wearing them correctly the parents um the community members the staff all of you it just it's an amount the custodial staff the the supplies that end up in our classroom when

048we need them the movement of all of the furniture out of our classrooms just the logistics behind all of this is mind-boggling and until you walk a campus and see it and really understand um today um one of our custodians goes around and she looks like a ghostbusters person and she's fogging the rooms and i'm like i i a year ago never ever ever so um i am personally and on behalf of the teachers incredibly grateful for all of the hard work that's gone into this and additionally the virtual classroom piece absolutely the scheduling and the um the time and and everything that went into that so thank you thank you thank you and um again congratulations kim greg don and thank you to the rest of the school board and luanne thanks so much

049mary 4.2 csca d mooring hi yeah hi there my so my camera doesn't come on but that's okay um thank you very much from all of the classified staff okay there we are thank you so much to all of you to the board and luanne to you and your um team for all of the not only hard work but wisdom and foresight and flexibility that you are using every single day to keep everybody as safe as we possibly can be it is really so hard it's got to be so hard and the fact that you are flexible you can turn on a dime and that we we really appreciate the feeling that the classified staff has just like the teachers have of of being cared for of paying attention to all of our safety and

050not just the kids not just the teachers not just the parents but all of us together and everybody staying safe through this you've done a remarkable job and you continue to do a remarkable job we appreciate that two weeks of distance learning and as someone working in a learning center our kids do great in distance learning and we would love for all of you to drop in sometime alice might just go oh dino drop in on our virtual sessions and see these kids the kids that you would most expect to do badly and how they really do so well in their virtual sessions so they aren't sacrificing and yet we are all safe when it's a critical time and can be present when it's not such a critical time thank you board members for signing

051up thank you greg and kim thanks it's going to be really great and going to be fun to work with you as a board member and greg thank you for doing this again we really appreciate it thanks thank you dean 4.3 apg lynette kaplas oh gosh well hello everybody i'm glad to be here tonight and i'll tell you my video was off but i was getting a little teary-eyed with all of the kind remarks of everything and honestly i just want to continue with saying how grateful honestly i am on behalf of all of the parents in our district it is incredible to see um all of your commitment and dedication to our schools to our kids it's um it's really beautiful and it's really moving so um from the bottom of my heart thank

052you so much this is the time that apg would be putting together a wonderful luncheon for the hcsd staff and the board of trustees and of course we couldn't do that this year but um we put together um a video uh for the staff and the board of trustees and gift baskets so i hope you all enjoy that and really we just want you to enjoy this break a nice winter break to have some relaxation to have some rest hopefully to have some joy and some laughter and um and and and to take a moment to pause and to just really celebrate all that you guys have done this year it it truly truly is remarkable um how much has been accomplished and um and again because of all of your dedication and i thank

053you luanne from the bottom of my heart your leadership and guidance is just remarkable and um and all of the teachers and the staff and administrators to all of the parents um really we've we've we have we've pulled together we have showed up um i was on i lee might speak of this but i was on one of the hsf pay to plays and it was so sweet to see um the support that our community has not only with our treasure obviously hsf needs the money right for covet and just to support our district but also our parents showing up with their um their time volunteering um creating incredible memories um for our kids i'm going to get emotional incredible memories supporting our covet testing showing up to package things and pass things out hanging

054up snowflakes and i just incredible amount and so we're showing up not only with our treasure and our time but also with our talent offering um unique ways to support the staff and the students and our parents and it's been just really um it's awesome it's it's really awesome and so i pray as we move into 2021 that we can just continue to pull together continue to support each other continue to be compassionate um and and we will thrive so thank you thank you thank you and also kim i'm so excited that you are taking on this role i feel like you are just going to be such a blessing to the district and to our parents we all love you um and margie we are so sad to see you leave nine years that's

055amazing and um apg delivered a beautiful bouquet to kim welcoming her and margie when you're back in town i will have a little delivery as well and um again thank you all just from the bottom of my heart so appreciative for all you do thank you there's my big heart for you thank you lynette and thank you to apg for the for the gift baskets as well i uh i appreciate my i got mine home and my family ripped it apart my daughter took the chocolate and my wife took the wine and i got the socks so that's um perhaps every family has their own uh uh let's move on to four point four hsf lee rosen lansky thanks don i'm so glad you're going to be serving as president for another another year we're

056very lucky and i want to start by uh thanking greg for staying on for another four more years um your wisdom has been so essential for our district and we really appreciate it and i want to congratulate kim i had the pleasure of working closely with her last year when she was apg president and she's a true leader in our community and we're so lucky to have you so congratulations kim i'm so excited to have you in this role and feel very fortunate that you agreed to do this and to margie she was actually the first trustee that i met when i was a new parent in the district and her warmth and dedication has benefited not only my kids but all of our kids so um thank you margaret for your service and um

057we wish you the best in your next endeavors um and with that it's it's exciting night and um i think it's a very exciting time for our district um as all students have had the opportunity to return that wanted to return in person everybody has had that chance um my seventh grader was able to go back last week and she had a fantastic week and i just want to take a minute to thank all the aides the teachers the custodial staff the maintenance staff the administration administrators and all of the trustees and of course luanne this was no small feat and i just feel so grateful to be in a district that um was able to reopen school so successfully for our students and i'm i'm confident that we'll be able to keep it open

058too with all the protocols in place so thank you so much i also want to state that this wouldn't have been possible without the support of hsf and our wonderful generous parents we're still trying to raise 3.6 million dollars that's what we promised to the district and that's given our district the opportunity to offer our students their families choice between in-person and distance learning multiple rounds of covet testing increased tech to make virtual learning go smoothly and again all that comes from the generosity of our parents so so far we've raised 2.9 million dollars with district participation at about 62 percent district-wide but i know that we can get our participation higher um right now south is at 72 percent of families have donated and west and and north have about 69 of their families

059have donated and a crocker at 57 so we've reached 90 in a lot of schools so um if you haven't donated i would just really encourage you to do so um our district needs the money uses the money this year and for those of our families that have donated thank you so much for your generosity it has really made a world of difference this year um another way to support hsf like lynette mentioned is um we have some fabulous pay-to-plays and those are fundraisers and also a way to connect and build community and i participated in the first one we had last friday and it was a lot of fun we did a craft and had some wine and um so please be on the lookout there's three more um coming up in january one

060of them is a a pizza delfina dinner and uh pizza mason pizza making class um by craig stoll who's an award-winning uh chef and he'll be leading that and we also have a ladies wine night as well as scotch fest to scotch tasting for gentlemen so this is another wonderful way to support our schools and connect with parents you haven't seen in a while um so i i just want to say thank you again for the continuous support and i hope that everyone has a really wonderful much needed break so thank you so much thank you lee uh 4.5 superintendent's report luanne all right um thank you trustee gettus um a couple things i love every time i'm able to give the oath of office i just think it's so powerful and i just loved

061hearing from mary tarella right social studies teacher who just gets to experience that with her students just talking about it so so powerful um and i anyway it gives me the chills every time i give the oath of office so thank you for allowing me to do that um covet testing so i just want to remind everyone who's on the call that you can go to the hcsd website and go under quick links and you can look at all of our latest testing data we post it every tuesday so i updated that today and the percent participation for our seventh and eighth graders was tremendous i want to say above 95 or right there so that is what it's all about is people digging in and doing the work of testing um and so so

062thankful for that and again you can refer to that document it has all of the information on it um week by week and i also want to do a little shout out to our hcsd cares because they have been leading the charge with the testing with of our students and so at crocker our representatives linda willey and deb chris at west school we have nicole salama and steve juno and then at south school we have uh bessie seibold and then at north school our co-chairs are stephanie cantwell and laura hansen and of course all this work is coordinated with grace lee young who is our hcsd um covid testing point person and we will continue to message out i sent a communication home to families i think just yesterday my days get a little garbled

063here about the extension of winter break um two weeks after the date we return and i can't emphasize enough it is not an extension of winter break it is a time to quarantine for those of you who traveled or for those of you who've interacted with family and so those two weeks are really critical um us having distance learning at that time so again not an extension of winter break tempting don't do it quarantine so that we can have our cohorts safe when they come back to school um also i want to do a little shout out for our diversity equity and inclusion um tony giacomosi matthew lindner have really been leading the charge in the district um as margie had pointed out earlier we work closely with the town of hillsborough so ann ritzman

064and i have connected and she will have representatives her senior staff who will be on our parent and community um advisory team for diversity equity and inclusion and i love that i love that the town is interested in the work we're doing and i wanted to give a shout out to the town who participated in united against hate week so the town i feel really stepped up and let its voice be be heard and the work is ongoing and so i am thankful for the collaboration between the town and the school district um and just this week we had an implicit bias training from the los angeles county office of education matthew lindner coordinated that and that was members of our dei teacher advisory team um participated in that training it was a two-hour training

065um it was excellent i was on on the call for those two hours so next steps will continue um at the january board meeting matthew lindner our director of educational services will be giving a presentation on the work happening in his department so stay tuned and um our academic calendar so we are working on that that has taken a little bit of a back seat um but we understand it's very important for parents to um under to to know those dates they need to know those dates to plan and so we will get those to parents as soon as possible we will definitely have an agenda item in january we may even at that time be asking for board approval so uh we shared a draft with mary tarello and i think most of you

066on this call know that we work with our two labor partners um hta and csea in looking at the start date and the end date of the school year and of course we do a lot in between there but those are dates that we will bring to the board for approval and then assess property values this year this month right now 4.02 last year was 4.44 so a little bit lower but not significantly lower and that's good news um so i also just at the end here want to do a shout out to hsf and apg so they are incredible partners to the district and um the baskets that they delivered was just a little bit of good cheer to everybody when it's been a long haul since the start of school so um just

067super meaningful and everyone can argue over who gets the nice bottle who gets the socks and who gets the chocolate um personally i think i'll be taking all three of those in my basket so um just want to say thank you and please parents do support hsf please reach out on that because boy they're the ones who made testing really possible for um student participation and that makes our staff much more comfortable in welcoming students to in-person learning so thank you all so trustees any comments or questions on any of the regular reports or anything that's happened so far tonight in that case uh papa comet any members of the public wish to make any questions or comments about any of the regular reports or the previous reorganization you can choose the raise hand feature

068in zoom if you wish to make a public comment at this time scene none we can move on to item 5 current business 5.1 which begins with an adjourn to a public hearing so we will adjourn from the regular session to a public hearing it's now a time for members of the public to make any comment on the developer fees which will be the next agenda item but the public gets to make comment first so if any members of the public question may comment on developer fees uh now again choose the raise hand feature in your zoom and we will give you a chance to comment i see no public comment so we will adjourn the public hearing and return to the regular session and move on to 5.2 uh and now we have six

069items which are all joy shen all the time so voice the floor is yours for the next all right yeah but i can't do this without help from my consultants so yeah but i'll start um the first this developer fee at uh the november 12 12 uh board meeting um we present to the board a developer fee a justification study that was uh completed by corporate strategies and then larry virtual and then my consultant was here presented a report um so and then the board directed us to uh discuss this and then so the finance committee did a meet uh afterward um recommend that uh we should have a fee increase and i just want to give some background for people who were not at the previous meeting developer fee is also called um impact

070fee it's collected when developers or residents have new constructions or remodeling of the existing homes 500 square feet or above and the fee was collected um to um help with help schools it's one of the small source of revenues that helps the schools and starting i mean the state allocation board has been adjusting the fee that's called the level one fee for residential um modernization since um i mean it has every two years they would adjust it the most recent one was adjusted on january 22nd 2020. the highest fee collected for residential is uh four dollars eight cents and we have agreement with the material union high and then for that highest rate we get a 60 and cemetery high gets uh 40 so that would give us the highest fee permissible by law is

0713.79 for us and for residential is uh um uh 39 39 cents right 0.396 dollars and the district started collecting developer fees since 1987 and the fee has always been 90 cents per square foot so it has been 33 years that we stayed on the same fee um and as i just mentioned earlier um cooperative strategist did a developer fee justification study for us and to address the most up-to-date factors conditions assumptions that within the district to establish a reasonable relationship between the impact of the new development and the fees that are being imposed uh the study found that um you would cost the districts that six plus 15 cents per square foot for the new residential um improvement so and that would be the 6.8 times of the fee we currently are collecting so

072therefore um i just recommend and the staff the district recommends the board would approve adoption of resolution 2020-13 to allow the district to collect a the current statutory fee amounts of 2.45 cents per square foot for new residential development and 0.396 dollars per square foot for new commercial or industrial construction uh we currently don't have any commercial uh industrial construction in this district but um because this all goes together with residential in uh um where that is allocate is uh decided by the sab the state allocation board so i also include it in the resolution here so i recommend the board adopt this resolution trustees any uh questions or comments i don't see questions or comments we've already had a public hearing on this so we've already had public comment do any perhaps a member

073of the finance committee wish to make a motion i'd be happy to make a motion i moved that the board of dot resolution 2020-13 to allow the district to collect the current statutory fee amounts of 2.45 per square foot for new residential development and 39.6 cents per square foot for the new commercial and industrial construction i'll second motioned by gilbert second by greg roll call vote kim olaf hi gilbert y aye greg dennis aye and chen aye and don guettis aye motion passes nano sweet thank you choice developer fees have been approved so uh you can move on to 5.3 opeb yes also at november 12th board meeting the board of reviewer approved the government accounting standards for the statement number 75 also known as gas b75 and against b73 reports on the district's other

074post employment benefits basically retiree benefits and the board further directed the staff to provide explanation at this december meeting of the reports and that was um were completed by jefferson solutions incorporation and who is the actuary we hired to conduct the studies so today i have raffi herzfeld and the ray sarong from actually here with us and so you will see on this agenda item uh there's a powerpoint presentation that's attached for the border to review uh but the floor now um i would hand it to ray and raffy and from where i learned ray prefers just go over the report and explain um everything so ray it's yours it's just the um yeah go ahead thank you joyce i i apologize for not being on camera tonight i'm having a little problem with my

075computer but i'm happy to uh walk you through the report as as joyce had said myself the principal of jefferson solutions and rafi herzfeld my colleague who's a principal at prm actuarial we prepared two different reports for the school district one was a report under the accounting standard gasby 75 which accounts for other post-employment benefits and then the other report that we did was regarding gatsby 73 which accounts for cash payments to the retirees that fall outside of other accounting standards so it got a little more complicated this year i'd like to take you if i may for a moment through um through my through the report i'm not able to see it joyce for some reason um when i try to share my screen is oh don't do you have to allow i ready

076to share screen that should be allowed okay it's that all right let's see what this is all about here i'm sorry guys all right there we go i think that'll work can can you guys okay great it's coming through all right let me get rid of this little bar down here that's on my screen okay so i'd like to walk you through if i could the gatsby 75 report and what i'd like to do is take you through what i think are the key highlights in the report and and highlight to you significant changes and also point out results if there's any questions that you have regarding the content of the report that i don't cover please feel free to ask so this is a report that was prepared under the accounting standard gasby 75

077and so this is one of those standards that the government accounting standards board said school districts such as yourself if you're offering post-retirement health insurance or even access to post-retirement health insurance there's a liability that's created that we refer to in the gas b75 world as opeb we we have rendered an opinion on the report it it's here on pages two of the report three and it's signed by myself and rafi rafi's a credentialed actuary and i'm a cpa both of us are very familiar with opabs studies for school districts in our executive summary if we try to point out to the reader what the actual scope of the work is this report wound up being a little different than it had been in the past years and so we want to be clear that

078the scope of this report is just the annual subsidy paid by the school district in the amount of sixteen hundred and sixty eight dollars on behalf of most retirees for their lifetime there's some exceptions to that which we can talk about later the benefits that are applicable to two retirees that get special benefit provisions and then nothing else is valued in this actuarial study and so based on the results that we that we actually developed for the school district the liability for opeb at the beginning of the year as recalculated was 8.2 8.7 million dollars and i'll explain to you um how we went from the figure that we had last year to where we where we are now the results of the actuarial study um caused the school district to incur an opeb expense

079of one million seventy three thousand dollars and so that's an expense that you're probably not seeing uh throughout the year and then it just kind of shows up on the financial statements we highlight the significant changes and our changes that the most significant change that we made to this report was decreasing the discount rate from 3.5 percent to 2.21 and that's not a discretionary item as it used to be in the old days with gasby 45. the rate that we are required to use in in these reports has to be tied to a double a a governmental um governmental issue grade double a bet or better bond with a yield with a yield term of 20 years and so the environment that we're in right now causes the discount rate to be significantly lower and

080it's a there's an inverse relationship between the liability that would have been calculated last time and the liability that's calculated this time with the end with the discount rate going down the liability goes way up in addition we change some mortality tables and those are basically just tables that you change as you move through time and so those are the most significant changes that occurred to your opeb liability from one period to the next i'd like to review with you what the provisions of the oped plan are just so that everyone's clear on what we actually valued so in our report we provide the benefits by each group and so there's several different groups there's certificated management contractual classified classified management and confidential we're showing you the age and service period for the benefit and

081we're telling you the benefit duration so these these folks that are listed in this this grid here will receive benefits for their life and those benefits are basically a sixteen hundred and sixty eight dollar payment this year next year it will be 1716 um a payment that goes on for the rest of their life and that that's how we get to a relatively significant number for the school district so this particular schedule here illustrates where we start and where we finish and if you look at this schedule you'll see that last year we started with a figure of four almost five million dollars 4.9 million and we show you how we move through time and so in order to move move that liability to the current period we have to recognize costs associated with opeb

082the accrual for additional service we have to recognize interest we give the school district credit for contributions that are made and then we recognize changes and assumptions and as we talked earlier we when we dropped the discount rate from 3.5 to 2.21 that was a significant item of the opeb liability and it's basically that 2.8 million dollar loss that you see there and then ultimately we get down to our calculated liability and recognize some sort of gain or loss for experience and so you can see we end the year at 9.6 million dollars and so that's basically uh the opeb report and and how we move from one period to the next and i would ask if there's any questions on opeb because i would present to you next the gaspi 73 report if there

083are no questions trustees any questions or comments about oped uh looks like no questions at this time thank you all right fantastic so this is the gasb 73 report and we're calling it a pension valuation and what we determined in this study in conjunction with conversations with the auditors and also with joyce was that the cash payment that's associated with uh retiree benefits is really a pension benefit and not a opec benefit under the rules of gasby so we conducted an additional study this study again was um we'll give you a little bit of an overview here and so this this paragraph right here is probably the most significant because it explains to you um that this is for pension benefits that are not within the scope of an already existing standard which is gasby

08468 so they came up with gas b73 again like the like the opeb report that we did for gatsby 75 we rendered an opinion we're describing what we did for the school and rafi and myself are deciding authorities on that um based on the results of this study we have a total pension liability that we hadn't previously recognized in these studies of 785 000 and so that's that's a new kind of liability let me show you uh what that's all about in the benefits section so here are the plan provisions and again we have various groups here that get diff they all get different benefits but here's what certificated management get as an example they have to work until they're age 55 with 10 years of service or 50 with 30 and then they're going

085to get a payment of 633 a year less the amount that's paid to calpers on their behalf and then the retiree winds up with a cash payment of 494 dollars and that seems like a lot of numbers to take in but that 494 dollars is what winds up being part of this pension obligation and then the thing that's also significant is this amount that's paid to calpers trends with inflation it goes up every year by a certain amount in some cases it's cap and so this cash to the retiree eventually will run out it's going to run out a lot sooner for somebody who's who has a has 54 cash payment than somebody who has 494 dollars and that's all factored into the way this was calculated out um again here's our principal results we're

086saying that the the school district has a liability of 785 000 as the beginning of its fiscal year and that its pension costs related to this obligation is 54 000 uh 468 dollars and so that kind of gives you an idea of the financial impact of that benefit and then we um we've given the school district some additional information on payments that they can expect to make over the next 10 years etc and also provided a lot of robust information regarding our our assumptions so this is this is an exercise that is going to have to be ongoing as it's associated with the health insurance benefit and that's all i have to say on the gasb 73 if there's any questions or comments discussion trustees any questions or comments on 73 uh it doesn't look

087like it no thank uh so go ahead okay that's pretty much all i have um just i i wanted to give you an overview of the benefits tell you why your health insurance liability changed so significantly and articulate a little bit about why there's another study that's required was there more that you'd like to hear about this report i don't see any questions at this time joyce is there anything more you'd like to share no i'm fine thank you all right uh if you wouldn't mind uh stopping the sharing seriously and uh members of the public does any member of the public have any questions or comments on opeb you can raise your hand i don't see any public comments so this was an information item thank you very much joyce you can move on

088to 5.4 annual auditor's report thank you we're going to say goodbye have a nice evening thank you so much thank you guys thank you raffi bye thank you so auditor's report the um eddie cody requires the annual audit of districts financial accounts at the end of each and fiscal year and then the board must review the report before january 31st and our audit is the siobhan and associates uh so tonight sheldon siobhan the partner for the firm is here to present the report to the board sheldon it's yours well i saw sheldon under attendees i didn't see him at on on as a panelist apologies i just promoted him i just thought his hand was wrong okay okay all right my life's right on me a little bright good evening you can see i've been

089practicing my cover 19 beard all gray so um you know it was interesting listening to the actuary who has happened to be a cpa himself that works with an actuary uh talked about gaza 7573 your opeb and then also the new defined contribution i was actually actually going to cover those for you guys and let you know what that was all about but he covered it very well so i don't really need to get into that but that's something you will see happen because the every two years gatsby requires that we or not we but a local government does a new valuation on those benefit plans and uh when that happens you know um you will see those changes especially when you have an economy that has a huge impact with interest rates dropping like

090we did with coven 19 the last year and that you saw that direct impact on that changing that discount rate and then also when those calpers mortality rates changes those are assumptions that have a huge impact on where that liability stands so that was going to be something i touched on tonight but the most important thing to touch on from the audit standpoint is what the results of the audit actually were as of june 30 20 20. and you know once again i'm happy to say that we issued an unmodified opinion on the financial statements of the district which means there is no qualifications or exceptions now keep in mind we perform this audit under numerous standards and those standards include generally accepted auditing standards in the united states of america generally accepted governmental auditing

091standards the state controller's audit guide for education local education agencies and we follow the education audit appeals panel guide for that and you guys happen to fall under let me double check now before i say this ah yes you happen to fall un underneath the federal awards threshold so you did not expend 750 000 in federal awards so you were not subject to the uniform guidance audit requirements for this fiscal year so now with that we issue quite a few opinion letters and the first one is covers the unmodified opinion on the financial statements it tells you whether or not those financial statements had material misstatements in them and we believe they do not as presented and then the second two opinion letters that we issue are specific to the governmental auditing standards and also

092the state compliance requirements we did not have any findings related to the audit we did not have any control deficiencies nor significant deficiencies nor material weaknesses so that's a pretty clean audit keep keep in mind last year we did have one finding related to the school safety plans so the state was a little bit um tough on school districts last year they the comprehensive school safety plan you know there are certain timing requirements that had to be met and those were missed and quite a few quite a few school districts actually did miss those those timing those deadlines and um this year all of our clients are clean we had you know we had about 30 of our school districts last year that had this finding this year none of them had this finding so

093they caught up with it no issues and hillsboro city school district was no exception to that they also implemented our recommendation and this finding went away so we do have to report that finding as a prior year finding and what that status is and so we're reporting on that status on page 89 of the report it shows that it's implemented with that you know the major number changes were the was where the opeb the open liability going up as much as it did the new defined contribution plan which is a pension plan liability net pension liabilities didn't change as much as you might think they would have which is interesting so you could probably expect a pretty significant change next year as those new uh numbers and assumptions come in for for purge now purrs

094is being conservative they're only going to drop their interest their discount rate to seven percent instead of which i think should be more but they're only going down to seven percent and they're currently as of this audit at june 30 2020 they're at 7.15 percent so you're not going to see a huge increase in the liability for your furs plan stirs we're not sure what they're going to do yet i do expect that both liabilities will go up for june 30 2021 as of june 30 2020 though your calstrs net pension liability just the district's proportionate share was 24.3 million actually 24.385 million compared to june 30 2015 when it was 15.7 and then for your calpers liability at june 30 2020 you were looking at the district's proportionate share of 7.387 million versus 2015

095was 2.917 so the the increases from 2015 to 2020 are pretty impactful but i think you'll see a larger percentage increase from 2020 to 2021 so i would expect that to happen with the changes that we've had in the economy and whatnot financial health looks good on the district from the audit perspective very happy to work with joyce and her team the audit was different this year because we had to do it remotely um so that was unique so it made things different um from the audit perspective we were set up for it as an audit from them and um i feel like joyce was a was a superstar making sure that we received everything we needed throughout the audit that's pretty much it any questions or comments trustees any questions or comments on the

096auditor's report i don't see any members of the public any questions or comments on the auditor's report and scene none i will move that we receive the 2019-20 annual auditor's report is there a second second second by ann chen uh roll call vote kim olaf hi gilbert y i greg dennis hi ann jen aye don guettis aye auditory support received thank you very much shelton thank you have a good night happy new year thank you shout in uh joyce you can move on to 5.5 first interim budget report okay um this is another mandatory requirement from the state and every year twice a year we need to present the interim financial reports to the board so that the board may certify that the district is able to meet our financial obligations for the remainder of

097this fiscal year and in two subsequent years so what i'm going to do i have a pretty detailed executive summary but i'm going to share screen with my presentation so i was looking at a slice myself okay so so what i'm going to go through today is first is assumptions and what are the assumptions especially what assumptions have changed that impacted this budget revision and then a specific or high-level revisions from the 2020-21 operating budget i just want to give a little clarification that we have adoption budget which would the border adopted in june and then that's called adopted budget or sometimes called original budget um but when we closed the books and then um in september when we had the unloaded actuals and because we had a promise and it was received the sum

098of the half a million uh kids act of money so i made a budget revision because we're spending the money quickly and it's so it needs to be reflected in the budget so and so this revision is based on that operating budget that was updated end of august and beginning of september um and then i'm going to talk about a flexibility and routine restricted maintenance program and a district contribution requirement and then general fundamental projections and reserves and i'm going to also talk about how other funds are doing and give a snapshot of all the funds and then briefly talk about the attendance and the sturgeon pers contribution um we are a community-funded school district and the property tax accounts for a huge part um of our revenue source and so the big change for

099the assumption is that uh for 2021 uh i budgeted a 4.03 percent into 2122. and remember when i adopted budget the assumption was 2.5 and as luanne mentioned today now when i look at it again today is 4.02 but for quite a while it was a 4.03 but i'm confident that for the remainder of the year this will continue to go up if not much so this is a pretty i'm pretty comfortable with this increase projected and also for the 30 year out for the increase from 21 22 to into 22-23 um when i adopted but when i worked on adoption budget it was a project it's a flat there's no increase because we don't know how economy is going to go right but real estate has not been bad at all so instead of

100a zero percent increase into the third year in this first first interim i change it to two percent and at this point uh one percent of property taxes uh about two hundred thirteen thousand dollars you will see uh the changes i want at the automotive projection which i'll go into details later and actually the prior uh multi-year projection um presented in september board meeting is there for the board to compare to see why deficit spending was shrunk a little bit in this revision and that this is the major reason so high level revisions from first from the september budget border proof operating budget to this first interim budget and you will see that property tax went down and then so there's some ups and downs so this is a high level i'll just talk about

101details a little later here and for property taxes and in the beginning of the year we get an estimate from the county assessor's office that was communicated to us by the county office of education so i would use that number um to begin the year when i when i knew um and then but later on now we have the p1 probably tax report so it actually went down by twenty nine thousand and then dollars uh i did put um hsf support for covid uh two hundred thousand dollars of course it's uh um it's depending the i just have boards approval um and also we have received a check for 2020-21 fund the need money it's a 15 825. and it was for um innovative learning mini grant and of course it didn't happen this year

102due to covet so i think uh um cecilia says that it's a rip it's repurposed or maureen is going to repurpose it to uh for one one devices and you will see it's on the expenditure budget side as well and parent group student council and an increase um on revenue is eleven thousand five hundred and fifteen dollars and then this is the end now a special ad we reduced the budget a little bit for uh 19746 and the stores on behalf stores on behalf is the number that is recalculated every year based on the most available audited uh the actuals so this number was based on 1819 stirs credit earning that was provided and num provided by the county office of education so we make revision whenever with that uh revision becomes available from the

103county so right now it's a 1.4 million dollars and then i reflected that by increasing the budget as a state of revenue here it's not real money as i explained many times before and the field of trip and you summit it a yosemite trip money that we collected is fully refunded to parents so this revenue was gone it's reflected in the budget as well and here's the pie chart and we can tell that largely we are still heavily community funded the school district and hsf health great deal and it counts for 11. 12 of our revenue sources and on the expenditure side the changes on there's some reductions on expenditures and then my executive summary explains uh also in more detail about what what what are some ups what are some downs and sometimes within

104each program i just make some shifting and to uh gear the budget toward what expense has been or is incumbent to be um so i reduced um 1920 fund a need make a space budget um because i don't know how much will be done for the remainder of the year i still have 12 thousand dollars left on that account if maureen wants to do something for the uh make a space and a different score size and whatever is left is going to roll over into future year um and this is a revised based on year-to-date expenditures agency agreement um to hasbro recreation for four to five instrumental music and then reduced by 40 000 because that part of the cost is not happening and internet of services we budgeted high but based on the bills

105we received a year to date and um what we have encumbered i reduced the budget by forty nine thousand seven hundred seven hundred eighty three i believe this is part of the saving that tracy told us when we have a new infrastructure um an independent transfer to fund 13 i removed 35 or removed the 3 500 transfer because of the waiver in place now we're not offering choice lunch at school which means that we're not providing meals to free reduced lunch students either which is subsidized by general fund from the district because students now can go to some material high or bullying high and just pick up lunch as long as they're 18 years and under um again like with revenue on the yosemite field trip uh the expenditures also reduced by 211 and 141

106you will see it's not exactly the same amount of revenue reduced that's because we had some carry over from prior year um okay here we go and then the other part now we have increases on expenditures and likewise the revenue the recalculation of stores on behalf revenue goes up expenditure goes up by exactly the same amount and the curriculum instructional materials and we had a lot of purchases and surprised me a lot which is good and also necessary and to accommodate both in-person and distance learning so you will see the total is two hundred twenty two thousand is three hundred eighty four and this includes um is uh curriculum and instructional material um for for the students and for the teachers an mtss in a 504 i don't believe we started with a big budget

107or any budget at all for this but this this is a great program to help the district help the students so this interim added 20 354 dollars for the budget based on expenditures we have accumulated so far and the kobe 19 supplies and the services is a addition of two thousand seven thousand at one hundred eight dollars and this is above and beyond the money we received uh for chaos act and that it's just a it's absorbed by general fund we don't have anywhere to uh i mean it's in the general form it's some it's something new and more the district is japan um just to keep our schools open and then funded need like one-on-one devices as i said earlier is fifteen thousand and eight hundred twenty-five and it's in on expenditure side of

108the budget two property and a liability insurance and that's we paid you some materials school insurance group and that went up by 16 420. we usually get estimate when i i developed the adoption budget but if does not come in time i just make a revision when a race becomes available which is now so okay uh so the next part is um flexibility in uh routine restricted maintenance program and this was required four years and then in the past some districts had money from the state and our district never get any uh money for this restricted program which is wrong's program i call it ron's program and when economy went down the district the state gave flexibility says oh this is three percent um you know you don't have to have meted that requirement or

109the percentage went down by two percent uh but effective this year starting the 2021 the state put back the requirement of three percent um however it also gives districts some flexibility by taking away the 1.459 million dollar stools on behalf amount that's um that would be including the three percent calculation let me show you the math here okay so how it's calculated is the general fund expenditure on our for the first interim budget is 657 um i mean 33 million dollars right here and the transfer out is 35 000. that's to open fund 20. and the stirs on behalf so now in the past we would have those two numbers added together 33 million plus and then you calculate three percent whatever that amount is we have to put us aside that much money for

110the maintenance program uh the relief and the flexibility reflected here is to uh deduct the stirs on behalf expenditure amount from the total and then calculate the three percent so that amount for us is a 966 i mean yeah 966 um thousand dollars and then um our first interim budget um is 970. so we comply barely i actually had to put a little bit more money into the routine district maintenance program budget to make sure we comply all right so and then this is the pie chart for our expenditures and the personal cost is still the biggest although on the benefits side on 23 you will know that there's 1.4 whatever the stores on behalf is on the benefits side as well now how do our multiple projections and reserves look like um this is

111a high-level modular projection and then the left-most column is for unloaded actuals um i just want to point out that when we finished the year we had the surplus finished last year we have surplus 91 dollars so and then i just pointed this out to our old habit transfer and i think the board adopted approved a a new calculation and either 10 of this amount or 35 000 minimum right and whichever is higher so so this year's transfer is 35 000 into opec because 10 of this would be 9 which would be lower and if you look at the deficit and surplus for the other three years for currently in the two future years um you will see that uh our deficit actually went up by 200 000 from september and even with the case

112act of money and again it's just mostly because of coving um that something out of our control and then i would say it's also this year only um and the deficit compared with last time for the two future years were reduced because my assumptions for property tax have changed and then instead of 2.5 into 2122 i changed it to 4.03 and instead of 0 into 22 23 i changed it to 2 percent and as i mentioned earlier each 1 is 213 thousand dollars so you will see that revenue kept going up and if we don't project any expenditure increase of course that the um we're going to have deficit spending the gap is going to shrink um bear in mind that um we don't i have not projected any uh compensation increase in any of

113the future years other than just step a column okay and reserves general fund alone and we're looking at 14.54 it's 30.73 and a 13.32 reserve and we uh but if we put him on the 17 the amount is still slowly going up um just because of accumulation of interest and we the our reserve level goes up from to 16.28 and then 15 you know around 15 and if we add 17 from the 17 and a fun 20 and it goes up even higher and so we we're going to finish a year with about 1.4 million dollars in the oped um let me see i want to go back to let's see where it's reserved i want to go back to one more uh slider i don't know whether i have it reserved yeah actually let

114me you know i'll talk about the reserve a little later on the amount here projection the original spreadsheet i just want to make a point there so okay here's other funds and then front of 13 as i said i stopped the transfer of 3 500 into fund 13 because we don't have a need anymore for the remainder of the year and fund 25 that's develop a fee we started the year with a 38 000 budget but um that's because uh starting march people stopped at the projects and then but since this this year i know we saw and the projects are picking up again and then at this point we have collected uh over sixty thousand dollars so i changed the budget to reflect that revenue and and a forty five of forty and this

115is a budget adjustment uh in august we received two hundred forty thousand dollars and based on a new agreement with a bridge school uh there's just three years of payment that paid in together upper front however we just have to change it because um those eighty thousand dollars is really belongs to future years so and that's why i have to change a budget and every year rate only 80 thousand dollars revenue is recognized okay this is uh all funds at again at a glance here okay uh what i want to point out here is that we still have funded 21 here um we're planning to finish the spending the money by the end of the year but uh um i mean if the we are still discussing what are we going to do um with

116that and uh so this is about the financial part and the ada um what on the consent agenda you will see that this enrollment as of now is uh 1273 and the same time prior is of 1296. so we're still uh declining in enrollment for funding purposes um it's based on prior p2ada which is 1243.78 which is to our benefit because uh it's likely our ada has declined um but we don't have a p1 ada report yet because it has not been required we don't have the guidelines what it is normally at this point we would have a p188 report know the actual attendance um and also that uh i think nikoi is working with a school administrative assistant is still getting the attendance reports together so there's no update here um the rest will

117be stores and purse employer costs now what i want to point out here is look at the 20 21 21 22 we got some relief from the state you will see the contribution actually went down a little bit and then compared to his last year calstrs went down by 0.95 and then and then 22 went down again 5.13 but then look at a big jump in 22-23 is 2.38 so i just want to remind us that it's there and it's delayed which helped but it's going to pick up and here is calpers and that's the total ever since um this thing goes out of control there's the calstrs and the calpers employee cost how much it has been costing us so that ends my presentation and then i'm free for questions i'm trustees any any

118questions for joyce uh good greg these are great reports they get better and better every year in my opinion so thank you for that um i just have one minor question on the reserves is the the 171 thousand dollars in fund 40 is that legally unrestricted uh 540 money final 40 oh 40 it is uh oh yeah i should have explained that from 40 uh it is um it is unrestricted and and it is uh restricted because you can only use the money mostly it's for capital and but um yeah but it's also unrestricted and let me put it this way traditional district has been using the money collected for two purposes one is to pay the lease for the modu the portable at the crocker but we returned that portable no we did not

119return we wanted to return but there uh tony at hillsboro recreation wanted to use it so that lease now is being paid by hillsborough recreation and that the rest of the 80 000 is entirely transferred to the general fund to support internet services which has always been this way so this is right now it's like an out any revenue for the next or two years will be just the interest okay yeah thank you you're welcome other trustee questions or comments kim i just wanted to take the opportunity to thank joyce who has met with me multiple times and um watched me through this report explained the funds answered my questions and just helped me see big picture and help dive into the numbers and i just thank you for being so generous with your time

120you're welcome thank you kim it's a pleasure questions or comments any members of the public have any questions or comments on the first interim budget report seeing none i will move that we certify the district will meet its financial obligations for the remainder of the fiscal year through the first interim budget report is there a second i'll second second by gilbert roll call vote kim olaf hi gilbert y aye right dennis aye and chen aye aye unanimous thank you joyce first interim budget report has been certified uh you can move on to 5.6 resolution 2020-14 first interim budget changes okay i'll get there and then real quick i promised i would share this ring should oh i i don't know let me share again okay before i get there uh real quick for this for

121i want to show people the results six percent of reserve for us is uh for this year's 2.021 and i just want to put this things in perspective our average cost every month now is about 2.9 million dollars so uh if we look at a reserve six percent probably keeps the districts open and running for about 20 days um just want to point that out and i think that's helpful um further okay i'm sure so when i presented all the funds and i presented the uh might just explain that for general fund uh the ending balance is going to decrease by two hundred thousand dollars and then from the thirteen cafeteria fund i removed the thirty five hundred so the ending balance is decreased or two likewise um with 12 under 25 developer fee because

122we're getting a revenue increase and so i adjusted the budget on that too fundamental balance increased by 25 200 and then 140 it's just a really accounting adjustment to reflect that it's a prepaid it's a it's a it's what we already collected and then it really belongs to uh future years so um this is a resolution that i would recommend the board to approve resolution 2020-14 that allowed the district staff to make a budgeted adjustments on these funds for the first intro edges could you stop sharing and trustees any questions or comments on this for the resolution i don't see any trustees members of the public any questions or comments on the resolution and i don't see any of that so uh i move that we adopt resolution 2020-14 first interim budget changes is there

123a second second i'll give that one to anne second by ann chen uh roll call vote kim olaf hi gilbert y aye greg dennis aye and jen aye and don gettis aye unanimous approval of the first entry budget changes resolution 2020-14 thank you choice and the last one 5.7 20 20 20 21 lcff budget overview okay i'll briefly talk about it and i'll show the report um so for 2021 normally at the we would have the lcap but this year the requirement to adopt the local control and accountability plan was replaced by covet operations update and that was adopted by the board and then in june um and then matthew presented the world learning continuity and accounted attendance plan that was adopted in september so um but we're required by december 15th which is today

124i mean to have the board adopt a 2020-21 local control funding formula budget overview for parents um so and let me show the report this was a report this report was um completed in document tracking the system that we used for lcap and also for this this particular it's this is really part of the i don't know it's l cap which i'll cap but it's it's it's in that in the part of the system and the numbers really come from three places um let me see here the lcf the like else total lcff funds come from and the local revenue state revenue federal revenue they all come directly from the first interim budget and if you look at it on a budget packet on a fund 001 on a sex report it's all right there

125and another source like the lcf supplemental concentration um grants and the 72 000 at the bottom of the part of the pie chart here on page 1 72 that it's from the lcff calculator and then there's some other amounts like um say some other amounts come directly from the local accountability and with the local attendance and an accountability plan that was uh approved by um by the board in september so it's really three places uh update um so if we want to see um what that report is and then i think september report shows details about uh all the activities the district is taking to mitigate the learning laws and to cope with the covet and then stuff like that so um and this is then the second part and that's what i'm talking about

126the second part here total budget expenditures in the learning continuity plan and total budget expenditures for high needs students in the learning continuity plan and these are actually coming from the old report that i'm supposed to also put in the input form for this particular report for parents and the last part is the from the lcff calculator this is for budget for high needs students for us mostly like low-income or el english learner students and it shows that we budgeted for 1920 this is updated for 1920 in lcap we budgeted for 95 082 dollars when we finished the year because we already closed the books we actually spent a ninety eight thousand or 371 dollars um yeah um this is that report and then it's a requirement by the state and then it's also uh

127needs to be adopted by the board um as i said a lot of a lot of it probably does not make much sense for us because um we don't really get any special funding supplemental all concentration none of that because we are locally funded but if anybody has any questions i'll try to answer otherwise this is the item that needs to be adopted by the board actually uh joyce my question is just that last statement you made you're asking for action by the board on this item yes this is action item i don't think it was listed that way oh i said it on my executive summary so is my experience right here it is recommended the border adopted 2021 lcf budget overview for parents uh it was not listed on the agenda for action

128and there's no recommendation in the description uh but let's get to that in a moment any trustees any questions or comments about this and members of the public any questions or comments about the lcsf budget overview as far as taking an action i guess i'd like to ask luanne and or greg to weigh in here on our current situation yeah i was actually going to defer to greg on this because i do see that it's the summary does say that it's an action item but it is not listed officially as an action item on the agenda i was going to repeat that the executive summary does say adopt in on this one don today is the last day to do it legally so those two take them together i think we need to go forward

129great sounds great uh in that case i will move that we adopt the 2021 2020-21 lc-ff budget overview for parents is there a second a second i'll give it to go okay uh second by gilbert roll call vote kim olaf hi uh gilbert y aye greg dennis aye and jen aye and don guettis aye uh unanimous we have adopted thank you joyce thank you uh and that ends current business with all voices items so that brings us to item six public hearing for items not on the agenda if any members of the public have any uh topics that are not on tonight's agenda that they wish to address the board please raise your hand and indicate that you would like to speak i'll give you a moment to think about it in scene one we

130can move on to the consent agenda item seven do any trustees want to pull anything off the consent agenda i don't see any so i move that we approve the consent agenda is there a second second second by ann chen we'll call vote for the consent agenda kim olive aye gilbert y aye greg danis aye ann chen aye and don guettas aye the consent agenda is approved unanimously thank you item eight communications and board item discussions do any trustees have any communications or board item discussions for the good governance of the board i don't see any of that uh that brings us to item nine public address concerning items on the closed session agenda do any members of the public have any comments about the closed session agenda that they wish to address the board

131that would be the time you could raise your hand scene none i believe that brings us to item 10 adjourn the regular meeting at 8 pm a nice quick uh two hours thank you all um uh tracy you can stop recording trustees we have a close