HCSD October 15 2020 Board Meeting

00120 20. uh tracy's begin recording thank you very much uh convened to regular session at six o'clock um item 5.1 roll call gilbert y here margie power here greg dennis and chen here and don gettus present uh luanne carlimono superintendent i'm sorry could you say that one more time present thank you uh so uh roll call everyone the governor's team is here um moving on to item 5.2 salute to the flag tracy could you um begin in trustees could you please meet yourselves please rise place your hand over your heart and i will lead you in the flag salute please follow me i pledge allegiance to the flag of the united states of america and to the republic for which it stands one nation under god indivisible with liberty and justice for all you may

002take your seats thank you uh 5.3 report out of closed session no action was taken 5.4 approval of the agenda the new trustees have any updates to the agenda seeing none i move that we approve the agenda is there a second second second by an chen roll call vote um gilbert y yes marky power hi greg dennis hi enchan hi and don guess i uh so the agenda's approved item 5.5 approval of the minutes are there any corrections to the minutes by any trustees in that case i move that we approve the minutes is there a second second oh i'll take gilbert second by gilbert uh roll call vote uh gilbert y aye marky power aye greg dennis aye and jen aye and don gettis i minutes are approved uh that ends 5.5 and our

003later session moving on to item six regular reports hillsborough teachers association h.j mary tarello good evening everybody um mary trello for hca so um first of all a big um congratulations and thank you to the district negotiations and hda negotiating team for um settling the second of two mous my understanding is that um this what took more hard work and time than a typical contract even takes um but these are unusual times so thank you so much for the collaboration and the hard work and all of the negotiating all of these and by negotiating i mean navigating as well all of these really really difficult issues that we never thought we'd have to um secondly a big thank you to all of the parents and and i do mean all for your collaboration and support

004in so many ways um hsf and apg and all of the site leaders you guys have just been amazing and the parents that have stepped up and volunteered their time um and their expertise without you we just couldn't have done this and i'm thinking about people who've helped with um medical kinds of advice and people who interest in so many different ways um and then also parents in general who are working every day with their students and with teachers and staff just in support of education in hillsborough so thank you so much for that there a question came up in the earlier meeting special session and i i just thought it led really well to the last thing that i want to say um and the question was why what with the success that we

005are having why is that and i think i have at least part of an answer and i think it's a really simple answer everyone is working really really really hard with the best of intentions to make this work and i see that from the students to staff to district level to parents um and and i think um there's a bit of fearlessness in that that we have now jumped into the situation that we had no idea um and at first maybe last spring there was some shock and you know and now we're we're recalibrating um and i just want to share from my students we were leaving with gratitudes the other day and one of them said i am so grateful that i can go outside and smell the fresh and get some fresh air

006and i'm like oh my goodness isn't that basically one of the lessons we've learned which is we are grateful to just be able to breathe fresh air and um so i think some good will come of this i've said that all along but um but boy um bay area we have really we have really taken it on the chin recently um and then the last thing that i want to just mention is um all of the hard work the dialogue the people who've asked questions to push thinking forward and i think about that collaboration and i think about how without all of that those questions those people who at the time it's like oh my goodness do we have a solution and then someone else does come up with a solution um and i'm thinking

007about a board member who shall remain nameless who said something like can we give everyone what they want and we're not there yet this is or ever this is going to be really hard it's going to be hard to do virtual classroom continue with that it's going to be hard to rebuild and do all the scheduling it's going to be hard hard hard to come back and do do um in-person learning but i think we've managed to come up with two really strong educational programs for our students um and i say that with great pride we could not have done it without all of the people who pushed our thinking in those directions um and so i i just have um i know there'll be problems we're going to try to solve we're they're going

008to come up all the time every step of the way but i couldn't think of a better group of people to be working through those problems with so thank you thank you very much mary uh on to 6.2 csca d mooring i would like to express the thanks that we have as classified staff for all of the elasticity and the flexibility that we have seen and marveled at in our teachers and our staff at all of the sites every time we've had a plan it's lasted about a week and then there's had to be some drastic change to that plan and everybody has in such an admirable and professional way just made it happen and the classified staff is so proud of all of you and so proud to be working with you and we

009thank you very much for everybody taking such good care of everybody else thanks thank you deep 6.3 um uh apg lynette kaplas hello everybody um i'm so excited to be here tonight and i'm feeling like we're starting out with this love fest and i i absolutely love it and i want to just say i'm going to continue it going um just saying how awesome our parents are and how our parent group have really stepped up um they have really reimagined activities and events over the last couple of months and it's been really exciting to see i specifically loved seeing on social media all the kids who posted book reviews for our big book fair week that was so fun and i just thought that was such a a great way to get our kids involved

010let them to be to shine the light on them that was really fun so thank you parent groups for all that you're doing um and we cannot wait to get back on campus when we're allowed and to help out and we are um more than ready and willing and able to do that when the time is right so we're just excited that um our k5s are back on campus and um yeah they've just done a great job with the virtual classrooms and building community and i'm just i'm really proud to be um to be leading this great group of parent volunteers um i also want to just give a shout out and and say you know apg and hsf partnered with the district for our testing kit roll out event that was very successful and

011again another example of how we've partnered together and the collaboration between all these different groups has been really amazing so i'll let lee give a little bit more details on that um and my very last announcement is i just want to tell you all that we have our very first um parent ed speaker series coming up this coming monday night and and it's really excited about it um apg is bringing this to you with the rise community and this is the title i am going to read it because i think it's that good um children under pressure managing stress and supporting children during the covid 19 crisis we live in a worried world where the coba 19 crisis has had profound effects on children youth parents and families the impact of this crisis presents students

012and parents with added anxiety and stress which can put children at risk for a range of academic social and emotional challenges dr andrea pereskelli senior psychologist at the child mind institute will be speaking with us she will provide practical strategies to help both parents and children cope with anxiety and stress during these challenging times additionally she will provide tips on how to best support connect and identify children that might need additional support so we're really excited about this and parents we hope that you can join us on monday night at 7pm and the links and everything are on the district calendar so please join us and we look forward to what's coming ahead thank you thanks lynette and a nice segue to six point four hsf lee rozelle landscape thank you don thank you lynette

013it's nice to be here nice to see everyone i'm very excited to announce that um the hsf board and school board are at 100 participation so i want to thank all of the trustees for your generosity and continuous support um we're excited to start rolling out our pay-to-plays via zoom and these will be taking place at the classic and dinner dance and dates will be coming so be on the lookout for that and we'll be starting with our shopping days in november which will be november 11th to the 18th and this would be the same vendors that would normally be at the classic and is a fundraiser so please participate we have currently raised 2.2 million dollars with our fundraising efforts and we are committed thank you we are committed to raising the original 3.4

014which we promised the district the bulk of which goes to supporting teachers and this year allowed us to offer our families a choice between in-person and virtual learning and because of all the one-time covet costs that the district has incurred this year the hsf board approved an additional funding in the amount of two hundred thousand dollars on top of the 3.4 and these costs include cova testing like lynette mentioned and we were successfully able to test all k through 5 students that wanted to be tested and we'll be doing the same for our 6th through 8th graders as well as our t1 students who are want to return and in addition to testing the covet costs we purchased tech for teachers and students to aid with virtual learning as well as helping supplement the music

015program which is going on for k k through eight i'm sorry four through eight so we wanna really thank everyone that has already donated and if you'd like to support these covet costs we ask that you increase your donation of ace or scholar circle and if you haven't donated i really implore you to do so now it is the time to support our district and our students as we start this return to school and while still being able to offer virtual learning for our students so again thank you for your continuous generosity and support of our students thank you thank you lee and the donation for testing last week was fantastic those students back this week got off to a great start and a big part of it was helping all the students get tested

016last week so thank you so much for that uh 6.5 superintendent report luanne um thank you trustee gettus so i i just find myself practically overcome with emotion just with so many things happening in the district right now that we wanted to see happen like having a really uh valuable virtual classroom program having our k5 and soon to be 6 8 students come back and actually be on campus and as much as we have to keep our distance and we do it is amazing seeing our students back on campus and i think many of you know that some of our special needs students started um about a month ago and so we were so happy to have them back on campus and now our k5 students and um it's the first time we've had kids

017back since march this was our extended spring break that went all the way through october um so we are so happy to have that happen and it couldn't have happened without this collective team um being fearless in the work that we do and our staff in covid testing you know thank you of course to hsf and apg they you know people were driving up and we were having the test they're like is this it because they made it like fun they had goodie bags and they have amazing little stickers and magnets and just encouraging people to be part of a team and get tested so thank you so much and leilani bell um was uh wonderful from our district and grace young who is our point person around all things covid questions and it was

018just amazing we served up 585 students and so we are continuing to look at ways to effectively continue having students be tested with for covid and our staff as well and please keep an eye out on the friday newsletters that i send because as soon as we have information on testing which i'm trustee gettis did have some updates for me today um i will push that out to all of you so please keep an eye on that um and then i just wanted to share we just finished day two of our week of welcome for our k5 in person students and i just want to thank our educators and parents and um flashing the green badges and getting the kids out of the car and being efficient and it is awesome to do a measured

019sequential approach because you have to go slow to go fast and everybody's learning new routines and reimagining um what school looks like right now so thank you to everybody for participating in that and then of course a shout out to um our partners in hta and csea we work so closely together as a team and um we finished our mou with hta and we're working to finish our mou with csea and it's valuable because we're able to hear um concerns and thinking creative thinking about how to problem solve and we do it together and so we could never ever have our students back without having really a strong board of trustees and a really strong group of educators in our district so thank goodness for that um trimester two is right around the corner um

020so surveys are have already gone out to our crocker families to choose either in person or virtual and those surveys are due on friday and then we'll be sending out our elementary surveys and just an fyi for elementary folks you only need to fill out the survey if you want to change what you are already doing so that'll all be messaged out so we don't need all families to fill out the survey for elementary just those who want to switch programs so i'm more to come in the communications that i send and i want to give a shout out to our crocker vikings who just received the kent award and that was they received the award for the dream program and last year bonnie slater who is coordinating the dream program shared with our trustees

021and so there will be a recognition event a virtual event on next friday um october 23rd so congratulations to our crocker vikings that's amazing especially during these times right so i'm so happy about that and i want folks to know that we are already thinking about the calendar for next year don't yeah so it's a little crazy to think about that but this is when we do that work and so i'll connect with mary tarello and i'll connect with um kim hover and dee and we'll start looking at the calendar so we can get those things in order for next year and i also want to do a shout out to all of our teachers and parents for uh parent teacher conference week doing it in a virtual world and so um thank you to

022all of those who participated it was really a lot of good feedback from our educators and from our parents so thank you so much rss property values 3.62 right where they should be um so keeping an eye on that as we always do and just um again just kind of wrapping up and thanking those educators who have been doing a amazing job with virtual and those who have come back with the littles um it's been pretty amazing too so thank you all thank you luanne so let's see trustees any questions or comments on any of the regular reports we've heard so far uh margie i just wanted to express deep gratitude to everyone starting with you luanne at the top i you are doing such an extraordinary job in addition to being lead learner i

023think your lead cheerleader and um that's what peop what's what we all need is a lead cheerleader as we navigate all the bumps um but also a huge shout out to apg and hsf the staff teachers and classified um i'm not in all the inner circle meetings so i get to see things one rung out and it's just it's really amazing so i just want to give you a big applause and it's a win and we'll keep going so thank you other trustees uh questions or comments and members of the public anyone wants to raise their hand push click their raise hand button if anyone has any comments on the regular reports we've heard so far tonight uh so i don't see any comments so we'll move on to uh item seven current business 7.1

024qka facilities master plan steve kwok and kevin chapin welcome back so let me do a quick introduction and i'll let steve and kevin kind of um get their things in order here but before i do that i have to throw in one more thing principal heather mata was on channel 7 news with kristen z um and she did a fantastic job and that was yesterday and it was really a shout out to everything going on in the district even though she's our west principal she represented south and north as well and it was great so and kristen uh former parent in the district and she was kind enough to reach out to us to have heather interview the first day back to school so had to do that shout out next um we have steve

025kwok and we have kevin chapin from qka and they spent a lot of time uh in the hillsborough city school district over the past year and a half um we spent a lot of time doing a facilities master plan and so um it's been ready for a while but we just felt like the timing wasn't right given everything that happened with covet in the spring and we wanted to get school off to a good start before we had them come and present so they will be presenting the facilities master plan and i'll be asking the board to accept the plan um not approve it but accept it and so um that is the um that's what we want to do on this item so steve and kevin i'll let you guys take over all right

026thank you luanne i appreciate the introduction uh good evening members of the board members of the public we're very pleased to be here this evening uh to talk about the master plan as luanne sort of previewed it there um kevin if you don't mind if you would start the video terrific okay and steve's already interrupted uh turn on your camera if you i'm sorry there we go thank you did that work yeah okay terrific all right um so again thank you for for giving us the time this evening uh we really appreciate it uh we appreciate the opportunity to present our work as luann said we've done this over uh probably a couple of years now with the interruption of kovid so it's nice to sort of bring this to a point where we can

027present it to the board uh in its in its entirety uh and have you take a look and ask us questions about it so we're very much looking forward to that so we're going to take a few moments and and actually just sort of refresh your memory uh on what the master plan actually is for each campus each of the campuses we'll just take a few minutes to do that but the new information this evening are going to be some some dollar numbers some estimated costs for each of these each of the projects and in total for the district and so you'll see these and i'll just say right off the bat that these are rough order of magnitude numbers because at the 20 000 foot level which is kind of where we've been working

028working conceptually not really doing any kind of design work or anything like that these are a rough order of magnitude uh cost so kevin if you bring up the next slide all right terrific so uh just again a very quick reminder about the process you know we did an awful lot of outreach uh in the community to uh to staff uh and to parents into district leadership in going through this process we did a great deal a great number of meetings i think we're in excess of 40 meetings with the various groups so it was really well presented to the to the community and really well vetted by the community we got a lot of very very good input from the community so that was i think a really exceptionally good process so timeline is

029the spring of 2019 which seems like eons ago but we started out by doing our assessments of each of the campus that's just the kind of a physical assessment of each of the each of the campuses uh and then we began our initial meetings so meeting with staff and and parents and getting input on what they thought the master plan should look like uh and so that's what we started doing there uh then um uh in the summer of 2019 we went ahead and rolled out our first drafts of the master plan again developed presented to the various groups uh for again input on those those initial drafts and again got a lot of a lot of good feedback on that um and then in the winter of 2019 in 2020 we did present to

030the board i believe that was back in december if my if my notes are right uh back on this and um uh presented to the board pretty much the master plans you're gonna see again uh this evening and after that after presenting that to the board and and the board saying yeah that that looks pretty good we went ahead and and put these uh master plans uh out to cost estimating to see what we could get in terms of a rough order of magnitude of cost so kevin all right so um a couple things about the numbers that we're going to see this evening um so again as i mentioned these are rough order of magnitude numbers uh at this point in the the planning process uh they're not going to be terribly accurate in

031terms of what the actual final costs of these projects are going to be they're going to vary quite a bit some are going to be more some are going to be less so it's just the nature of where we are in in the um the the planning process so the value of these numbers actually is in the relative costs uh between the various pieces um so you know one piece of of um i'll just take for example um uh a crocker the large multi-purpose room admin library building uh might cost hypothetically it might cost three or four times the cost of modernizing all the classrooms so that gives you some idea of where things are uh in terms of relative costs to each other so these estimates are are very much for just the cost

032of construction only one thing we have to keep in mind is that the soft cost will uh increase the project cost by about 30 to 35 percent um the estimates are relatively complete so in terms of uh including all what we think the general contractor and the subcontractor fees and markups would be um uh you know for each of these projects um the costs were um uh essentially uh set up for november 2020 in terms of kind of a benchmark cost that is when we originally thought that we were we would be having a bond issue so we felt like that date would have been a very good um benchmark time to do that as you know that as time goes on costs tend to escalate so and then uh then covet hit so a

033lot of things kind of went up in the air uh we weren't quite sure um what the what the the the pandemic is going to do to construction costs um you know and we're still not quite sure we're not quite sure how it's going to affect designer facilities because we have some some things in the design community talking about how to make uh schools healthier particularly into air quality issues uh and how to address those but in terms of cost due what is what is the cost of construction going to be there was kind of an initial bump but because now because of the slowdown in the economy particularly in the private sector and private construction we're not seeing really a a great deal of increased cost and i think typically the the prognosticators in

034the construction industry are really looking at probably a relatively flat inflation rate uh in terms of the cost of construction uh as we're going forward so um so with that i think i will go ahead and turn this over to kevin kevin you want to walk go ahead and walk us through the uh the various master plans sure thing so this is going to be fairly quick uh just kind of we presented this before and so just kind of uh remind you of what was included on each of the campuses so the first campus is crocker so we were looking at doing a new synthetic turf field for soccer and baseball modernizing the locker rooms creating a whole new front of the school with new parking lots solar carports and a really long drop off

035so we could try to move the the drop off out off the blacktop at the front of the school we were going to build a brand new multi-purpose room to replace the current one well the new library a new dining and the new administration follows one building to really give the campus a new front door it also includes site improvements as an entry a plaza and a new quad modernization of all the existing classrooms and then convert the existing library to a makers and art room and we also included a new wellness center as part of the project at crocker so when we took this to cost estimating we came up with a relative a cost just under 93 million dollars to do all the site improvements and all the building improvements at crocker over

036at north as you come into the entry we are going to replace the portable that currently houses the music classroom and change it out to be the preschool so the preschool is at the front of the school we show replacing the bridge school expanding the administration to make it a larger administration since the current administration is a pretty small office modernize all the classrooms throughout the campus and then where the existing preschool is we're going to convert that to an innovation hub and then at the back of the campus where there's currently the turnaround we were proposing to put in a new music classroom with space to add on to for future classrooms and so the total when we sent that to estimating came out at 56.4 million dollars over at south uh we were

037proposing to do a major modernization of the main classroom and this would include filling in some spaces to enlarge the the classrooms and the overall building footprint to make larger breakout and small instruction spaces we're proposing to put a new music classroom between the main building and the multi-purpose room but building the new music room the existing music room could be converted over to a preschool so you can move the preschool out of the district office and on to the south campus so match the rest of the elementary schools throughout the district next to that we're showing a us to gut the old kitchen and modernize the rest of the building to one large classroom that can be subdivided into separate art and maker spaces we are also proposing to replace the lawn with a

038synthetic turf field because south is such a compact site by putting turf in a synthetic turf in the school could use that field all year round where currently they can't use it for a good portion of the year because it's so wet on the other side of the creek we were proposing to replace all the portable classrooms with new site-built classrooms an outdoor learning environment and a small amphitheater to work with the topography of the site all those projects came out to be just under 60.2 million dollars up at west we are planning to give the school kind of a new look at the front we wanted to separate the drop off and parking so we created a very large long drop off where we get rid of the existing parking to make covered coverage

039structures for kids that wait to get picked up at and a new parking lot so we really separate the two and create one very long drop off we were also proposing to put a new administration building right at the front of the school with an entry plaza where kids could queue up and wait to be picked up the existing admin would then be converted to classrooms to replace the two portable classrooms that are currently on site we're proposing to put in a new multi-purpose room with the stage and kitchen and then the existing multi-purpose could then be converted into a new library and innovation hub that freed up the existing library which would be removed to create a central courtyard for the campus all the classrooms would be modernized and brought up to current standards

040and with new finishes and related site improvements as well total cost for that it was coming in just under 65.5 million dollars uh over at the district office we're planning on expanding uh the building by uh building in between the two uh buildings the two existing wings uh by doing this we were trying to create a new front door for the district um so it was fairly clear obvious entry to the the district office and gave kind of a warm uh welcoming feel to the building we also were creating uh smaller or smaller larger offices that are more private so confidential conversations can occur throughout the building we're also creating larger collaboration room and collaboration spaces and work rooms throughout the building uh the estimate for that came in at just over 14.7 million dollars

041so all together all the costs come in just under 290 million dollars without soft costs okay thanks kev so um just a reminder again that those costs are comparative and they're they're instructional when talking about each of the projects compared to the others they will change as time goes on so um it's probably a little bit of sticker shock they're big numbers uh and so but you know it was a pretty ambitious master plan and so uh i think maybe that reflects that and and the other thing to remember is that you know master plans uh do take a while to to implement and um you know uh these are these are living documents and as priorities change uh as conditions change over time this master plan will change as well and adapt to those

042uh changing conditions and priorities so um so uh where we go from here is the at the board's leisure pleasure it should adopt um the master plan if you feel like this is a good blueprint and a roadmap for the for the future um and then from there uh we have to look at funding and so that's that's a little bit above my pay grade but other people fortunately are around to help you with that uh and talk about how to get some local bond funding going but also there may be some state funding in the future that's something we never uh ignore we want to make sure we take an advantage of any any state funding that might be available once that funding is is approved you do have to go through an rfq

043and rfp process to proceed forward uh from that from that point meaning that you would have to go out and and select uh architectural firms design firms planning firms um and others to help you uh through the the bond program process uh that would include cms and others once those folks are in place um um you want to start taking a look at an implementation implementation plan which is more sort of uh sort of conversationally put in the sense that you have to figure out what you're going to do when so which projects are going to be a priority which ones are going to come first uh how they're going to proceed in in order and when you would like to do that of course they're they're the big piece is the funding so how

044is the funding going to come in and how does that dovetail uh with the projects and at that point once the implementation plan is in place then you can start talking about starting each of the projects starting the design on each of those projects and starting to move forward from there so so with that uh i think we're more than happy to take questions uh that the board has uh thank you steve could would you mind um stopping the share sure great um so that's great and uh of course over the last year that you've been working on this with all of us uh ann and i have been able to be on the facilities um committee that that got to participate in i don't know how you had 50 meetings with different stakeholders over

045that time and uh love the plans uh just a real quick question on the cost so you gave the construction cost do you have a final total for the expected total costs if this were actually all built okay so roughly let's just say it's somewhere in a neighborhood of 300 million and so you have to add another 30 to that which is another 100 million so you're probably a little bit shy of 400 million total if you did everything in the master plan so uh again master plans take a long time to implement easily uh a decade is usually sort of the the proper time frame uh when you consider each one of these more significant projects will take two to three years just to do uh it will take a little time to get

046through the through the process so uh it is definitely it's a road map to the future uh and it it does take a time to implement all of this so great thanks probably not in our annual budget quite yet uh probably not uh trustees any questions or comments for our presenters today luanne did you want to uh greg craig goes first i i guess it's for our presenters and luanne um you know at a 400 million dollar price tag and i asked this in all seriousness um i guess to the presenters first how have they seen this kind of road map play out in other districts to give us an idea of how it happens and how long it takes to happen and what kind of sequential approach uh is used and then for the

047wen on behalf of a administration you know this is like a dream document so so how does it really inform what you think about for us in the future on a realistic basis um well i can tell you that this is not untypical most master plans uh that we do usually find getting everything on the wish list into the master plan and costing that usually far out see exceeds a district's current ability to to pay for those facility improvements again this this will probably have to be paid for over a series of general obligation bonds uh plus any state funding that that might be available for this so um i can tell you that in uh probably a dozen master plans that we've done this is kind of a typical order of magnitude that we

048that we see um so and we've done them in a number of places pacifica and san mateo county we did one several years ago we did master planning there we've done master planning in luann's old district in sonoma valley and it was very much a similar kind of uh outcome so um you know at first at this stage it seems very daunting but like a lot of endeavors you just start working on it and you just keep chipping away at it so and i'll just add exactly as steve shared it it really is a road map and so just looking at long term how you want to plan and where you have buildings planned so that you can make decisions that are strategic and it's it is taking a a small bite at a time

049and then navigating that and then having a priority list about you know what's important and that drives the decisions around what to do first um the next time we could even go out for a general obligation bond would be march 2022 um and so that's something that we would be discussing next year we did a lot of leg work this year and then kovit came into place and it made no sense whatsoever for us to move forward with the general obligation bond while we're so focused on health and wellness and getting kids in school so um that was a bit disappointing but that's just how it rolled and i think that it allows us to be strategic in what we do and the decisions we make moving forward and like stephen um steve shared you

050know in my previous district we passed a general obligation bond in 2010 and then another one in 2016. so it is just slowly plugging away at this and um our schools are quite old i know you all know that i'm not saying anything you don't already know and so there are some upgrades that would be higher priorities than others and that's what i think we would take a look at of course with the board and with the community i i would think just one follow-up dawn um i would think it would be necessarily so that to whatever degree this this plan is a roadmap given the time it takes if if you start implementing it the map changes by the time you get there right yes that's very much true and i'm sure the plan

051even changes somewhat right i mean things you know over that amount of time you know things will that's what i meant yeah yeah well i know one of the things that's that is definitely coming up is how is kovid going to affect design and priorities so for instance we're seeing in a lot of districts um there's a district in marin that i'm working with and they've come to us and said at one of our middle schools we want a wholesale replacement of all the hvac systems because we want to improve our indoor indoor air quality and so that has become very much a priority for a lot of districts so uh so the you know the the modernization uh of classrooms in particular uh that's going to be a focus i'm sure going forward and

052greg's overall question i also remember as we were looking into the last master plan for this district in about half of that got built if i recall roughly compared to the plan yeah trustees any other questions or comments uh we can have an opportunity for a public comment or luanne do you have something more to say or no that was i was just that was what i was going to share uh so if any members of the public want to comment on the facilities master plan you can raise your hand and we can call on you and i don't see any public comment at this time uh so this is an item for action you want us to accept or was that the the phrasing uh the master plan so i will move that the

053board um accept the master plan from qka is there a second second second by ann chen uh roll call vote gilbert y hi margie power hi greg dennis hi ann chen aye and don guettis aye uh unanimous vote thank you very much steve and kevin really appreciate all your work thank you thank you kevin great job thank you so much well thank you we really appreciate and have really enjoyed working with the district so uh it's been a wonderful experience for us so thank you thank you very much uh and of course you're welcome to stay for the rest of our fun but uh you're welcome to go as well thanks so much uh we'll move on to 7.2 e-rate funding with tracy dennis okay well first i will rename myself tracy is doing double

054duty is uh running our board meeting here our zoom meeting thank you okay well and my uh item is uh much smaller dollar amounts and actually a savings so we have not to look forward to okay let me share my screen usually tracy's doing all of our presentations so time the tables are turned a bit so she's gonna be doing our own here okay can you no you cannot let's try that again oh because i have to share my screen wow this is tougher than i thought now you can see it okay great okay good evening um i wanted to give you information about where we are with our e-rate funding and the plan for our application for this year and don't worry about trying to read the little numbers on this slide i will

055uh i'll point out the the amounts as i go forward um the federal e-rate program which is run by usac provides discounts to assist schools and libraries with obtaining federal um affordable internet access and telecommunications services program has been around for over 20 years and the discounts they offer range between 20 and 90 percent of the cost of the service and the discount is based on the level of poverty the urban rural status pre-k and special ed services that are offered at the school district level every public school library is eligible for a minimum of 20 funding and even having one percent of the students qualify for the federal lunch program which in a district our size is one kiddo uh bumps us up to the next tier which is a 40 discount so at

056the time uh i joined hcsd we were um using atnt for win internet service and we were paying about 100 000 a year for 250 and 500 megabit lan connections and just to put that into perspective i have a 500 megabit when connection here at home and i have shockingly like 20 devices but um that's certainly not the you know hundreds of devices that we have at the school so minimum amount this is e-rate year 22 which was the first year that we applied for funding and i've kind of pulled out the relevant amounts here for our application that year we use the programs recommended 10 megabits of bandwidth per student to calculate the upgraded speeds that we needed for our connections and we used the state's cal net 3 contract that's a a publicly

057big contract to solicit bids and even without the e-rate funding we knew we'd be getting over 10 times the amount of bandwidth that we had been for the same price as it turned out comcast was the only bidder that um applied with us that year and so we awarded to them and used their annual cost of 98 000 for our application and so the two amounts that you see there's a there's two that that combine to make the total cost um the first one is the physical fiber lease line and the second is the data transmission service so the two together is what combines to be the 98 roughly 98 000. so at 40 which was our discount our e-rate funding was at 40 000 so um we awarded to them and comcast began construction

058uh for various reasons it was delayed considerably in fact they just finished this last july so even though our e-rate funding was approved for comcast uh we have since filed a revised application with the use act and had that funding applied to our att bills for the last year and we by we i actually mean geralyn in the business department are still fighting with att to get our old services terminated and our funding credit supplied but that is in process so the following year this is year 23 very similar dollar amounts as you can expect the 99 000 of total land expenses annually and again 40 000 in funding last year we thought we were gonna have to do um a public uh rfp because the cal net 3 contract actually expires this december but

059the carriers were able to negotiate a bridge agreement with the state so we were able to simply post our application on the museek portal using the same criteria as the year before this time we actually got um biz from both comcast and att but comcast bid was far more competitive and so our e-rate application was approved for funding in may and we're actually funded now through june 30th of 2021 which brings us to the following years so here we are for this year this coming fiscal year 2022. um as i mentioned the the calnet contract expires in december so we can't use that for the full year of funding um we haven't heard about calnet degree or calnet next or any other extension of the bridge agreement so we're just going to have to do

060a public bid and as the applicant here in this graphic show in the orange we've developed an rfp for win and internet services which we will publicly advertise and post on the usac portal which is where all of the carriers go to to find um applications and we'll accept proposals until our big closing date review the bids against the criteria that we've outlined in the rfp and select an apparent winning bid we'll bring it to the board for your approval probably in december and once approved we'll move to the second stage here in yellow where we post our application for funding on the usac portal and if the apparent winning bidder is comcast there will be no service disruption but if another vendor wins we'll have a period of construction and deployment and the cut

061over to their services to have to manage and then that takes us to the third stage shown in gray which is the final stage or the the invoicing stage start service and then the final stage in blue which is the invoicing stage which as i mentioned can last for many many many months and uh that's my that's my update this is uh this is our process we're applying for e-rate for the coming year any questions uh thank you can you stop the sharing for a second great trustees any questions or comments don't uh see any members of the public anyone wish to raise their hand and have a question or comment and again i don't see any comments uh so this is actually not for action you're just informing us about what's happening so thank

062you very much tracy appreciate the uh the report all right we will uh move on to 7.3 um 2021 hcsd goals and priorities luanne carlomano superintendent all righty so i'm going to make tracy switch back to her old role and share my presentation if she would and as she's getting um preparing to do that i'll just let the trustees know that um generally we work during the spring we have a leadership retreat with the leadership team and with our board members and we really reflect on the work that we've done the past year and the work that we're doing the coming year and that's always a super valuable meeting and just because of everything that was happening in the spring we weren't able to host that meeting so what we did is as a leadership

063team is is we looked at the work that we had previously undertaken in the district our goals and priorities and initiatives and essentially moved that work forward and as part of this process um we came looked at the goals that we had we looked at the priorities for this year and we developed some initiatives and so that's what i'm going to share with you once tracy could you share that presentation tracy there we go awesome um next slide please so we call our our document a coherence document because theoretically it should have everything that we're doing all together so that we can take a look at this and at the top of everything that we do is our hcsd essential outcomes that drives the work that we do in the district and how we do

064this work we have five goals and these are very similar to the goals we had last year and goals should be in place uh our thinking is three to five years they're really big thinking items and they take more time than just a year to accomplish um what we did do this year is our first goal last year was really focused on innovation and um whether we were forest or whether we did it because we wanted to we did a lot of innovating and so what we did is we incorporated innovation really into goal three um about professional growth that's focused on instructional practice research based practices that are responsive and innovative and we replaced that first goal with our diversity equity and inclusion practices and again we don't anticipate having these goals be met

065immediately they take time um the second goal is really focused on our social emotional um support of students through our multi-tiered systems of support and then number three i shared about professional growth as educators and you know matthew in the special session and then mary tarello also shared the importance of that professional growth and what a difference it made for us in terms of distance learning so um that really did come into play for us and then four is that our students um we were actually thinking we were going to have new furniture and it was going to look different and interestingly enough our students are being incredibly flexible because their learning environments look totally different than they ever have before um they looked kind of like how it looked when i was a child

066going to school so um anyway just a little bit like that but incredibly responsive and flexible in what's happening in the classrooms at least in these two days and i see that moving forward and then we want to continue to support our students in beneficial risk taking um and that productive struggle and this is where we have to really have our parents as partners because sometimes it's really hard to see your children struggling um and so it's just finding that balance and where to help them and where to let them have that productive struggle next slide tracy so this year we always have um priorities for the year and those are our focus for one year and they may carry over to for multiple years but this year we really are focused on health safety

067and the well-being of our community that has taken practically every ounce of energy from almost everybody in our community because it's such an important priority right now and then we're looking at diversity equity and inclusion practices and then of course our instructional practices which really are the foundation for the work we do we're a teaching organization and a learning organization and so we're focusing on those practices for remote and in-person learning next slide and so these are draft initiatives that crocker middle school is talking about and refining and thinking about but looking at really creating um safe and welcoming school culture and that's a lot of the work that the dream project did right with bonnie and so that fits right into the work that's happening there and then student learning and engagement another really

068important component of a master plan in terms of our goals and initiatives and collective leadership fostering um really leadership within our teaching and within um different parts of our school and really helping people make decisions and that's a lot of what's happened this year because of really if you think about a crocker with the gold and blue houses and things are just really happening within those houses and so empowering people to take the lead on those things um super important uh next slide please and at middle school it looks a little different multi-tiered systems of support that are really focused on um how to build a culture of well-being and that's for the staff too and being responsive to their needs and also to our students but we have to think about our staff too

069and i've always said that they have to be healthy they have to be feeling good about the work that's happening and then that just flows from them in terms of how they're supporting our students and then um dei again we talked about that professional development um looking at work through the museum of tolerance which we've already engaged in and there's an item coming up on that and then instructional practices and integration of technology for student engagement so those again are draft goals i did put the goals and priorities for this year out to staff didn't get much response and i think it's because everyone was focused on getting kids back in school and teaching and learning so we'll continue to do some outreach on that um next slide and then these are just district level

070initiatives that are happening because even with everything going on we're still moving the work of the district forward so dei on implementation of the technology plan i would love for maureen and tracy and the team to come forward and just kind of review the technology plan with the board we haven't talked about that in a while um mtss that's something else we're looking at about how you support all students and their different needs how to expand powerschool powerschool has been very um helpful to us in terms of how we are looking at student data and student performance matthew's been doing a lot of work around that and then a professional learning management system for staff and then um ngss so next generation science standards and hopefully moving forward with that work and next slide and

071these initiatives are the work of the district this is what's happening developing a comprehensive return to school plan i'm making sure that all signage and safety measures are put in place ron russo has been working his tail off and i literally i caught him like mid-stride at north school with his mask on with supplies running to the next area so you know looking at all the safety and um security that's happening in the district looking at our hiring practices that really support uh um continuing with the work of our safety and security teams some of our sites are more ahead of the game than others and so we're really working to bring everybody up to speed our clock bell and speaker system i love it i was at south today and heard a whole new

072system of bells over there it was it was actually awesome um and then we wanted to make sure that we are continuing to to do a really good job of communicating with parents and that mobile app so i'm just telling anyone who will listen to me get the mobile app and the ambry or care for covid app it's right on the district's app so parents can just click on it you don't have to look for it and then we want to be sure that um joyce is very interested in moving all of our doctor documents to the cloud so that's a huge project and so she continues to push for that and then she's doing some work with financial 2000 i don't really fully understand all of that and then um we are looking at

073some different options for for staff um in terms of 457 and then we are continuing to work on our um and uh the aca compliance and that is another one of joyce's project so this is kind of the business of the district but these are the things that we're doing so um next slide and tracy you can stop sharing and i'll turn it over to our board president christie any questions or comments on the goals uh greg uh thank you luanne first of all um you know that that meeting with uh leadership and the board members is one of my um was one of my goals and my favorite things to do so i'm sorry we couldn't do that i hope i hope you and the team keep it in mind for when the when

074the dust settles even if it's at the end of this school year we can have some kind of meeting maybe to discuss our experience because i really enjoy getting together with the leadership team and other stakeholders in the district um the one question i had it may seem very minor but in the in the crocker slide the middle school side there was a reference to plc's in uh schools within schools and my question is having seen that in other districts in in middle schools and high schools i mean are you really talking plc's and schools within schools because that's just that's that's that's a real thing you know what i'm talking about yes i do know what you're talking about um and yes so what has happened just because of the nature of scheduling is

075there are literally houses where the same teachers have the same group of students and so it is like a school within a school when you have that um sort of independence and one of the interesting thing was um things was that maria brady principal crocker essentially said just one small thing but like how do you want to do crackers how do you want to do conferences within your house how does that look for you and the work that you're doing and so there was definitely some independence and i think that um it's the beginnings of states beginning stages if you really think of professional learning communities right i think the power has just been in sharing those students and discussing those students together because you know i know you know this better than i do

076but it it it means a particular kind of professional development a particular kind of data analysis a particular kind of sharing of data i mean i don't know the right word to describe it it's a it's a different structure yeah it is like a system and i think that the beginning parts of it are just what's happening now in in terms of that collaboration and sharing students and you know i can tell you back in the day when i was a high school teacher i we did a pilot with the whole freshman class and there was four teachers and we shared the same group of at that time like 150 students and it was really powerful and i see those things happening at crocker where those groups of teachers are able to get together and

077discuss those groups of students but it's at the it is at the beginning of stages i'm really excited to hear about that and what a great silver lining to what we've had to innovate i mean i i totally agree with you and honestly we would never have been able to do it if we weren't able to move additional staff to crocker so that they could actually form those houses and part of this is so that we have stable cohorts right so we're keeping the classes small and that's another powerful part of this is that the teachers are able to really have that interaction with students and families because the classes are small so other trustee questions or comments members of the public if anyone wants to raise a hand and have a question or comment

078on goals and priorities and greg as long as i'm waiting for a second you mentioned you enjoy the joint uh meeting with staff and brainstorming but uh to give great credit uh that happened uh that got created with your idea uh as an annual thing we should try to do so that was a a great start okay i don't see any questions or comments so uh we can move on to 7.4 diversity equity and inclusion luanne and matthew lindner and tony jakumazi okay so i'm gonna wait though okay there they are all right the team um so we have a brief slideshow that we are gonna share with you um so i'm gonna ask my friend tracy once again to pull up that slideshow for us awesome um so we're all going to share a

079few slides and then um of course at the end any questions the trustees or the attendees at the meeting may have so um next slide tracy so we're going to cover some topics tonight we're going to look at our why are we even addressing diversity equity and inclusion and then you can read the list here but we'll just take different components of this and what we've done in the district how we're moving forward um what work we're doing with the county or what is been made available from the county and then a potential road map for next steps um so next slide so um why diversity equity and inclusion so once again i come back full circle to our essential outcomes and if you really take time i've got them right above my desk here

080and i'm looking at them right now but when you look at our essential outcomes um it really does talk about people of good character and when we talk about people of good character we're talking about diversity equity and inclusion and making those really a part and maybe even a more defined part of our essential outcomes so we strive to do the work um to make a difference in the lives of our students of course and that means the lives of all of our students and this comes from some of these these three bullets here actually come from the statement um that is that was made really by our trustees and me that we'd sent home to parents last year really defining um dei in in our district and of course our children our incredible children

081here in the district are our greatest assets and so many times they teach us just by their actions and what they do and so we want to be sure that we're providing them with opportunities for full inclusion as well and we're going to keep on taking actions within our expertise and our professionalism and we really want to be public in that we want our teach to teach our children that racism and injustice are unacceptable that we support the principles of diversity equity and inclusion and we're going to work with our staff to provide professional learning surrounding these topics and in some areas we really made great strides and then others were beginning and i think that that's really important to know that we don't have all the answers and that we're going to take some

082time um to work on that so next slide alrighty i think tony might be that's correct okay right on good evening everybody um yeah i just wanted to go through some of the historical actions and trainings that our staff has gone through um so over the years we have engaged in museum of tolerance training um that training focuses on a history of racism and prejudice around the world with a strong focus on the holocaust so we've been engaged in that in the last couple of years uh we also had luanne and kim olive do a presentation to all staff last year kind of a between two ferns presentation to talk about holidays but also inclusion for all students there was also a small task force created in 2019 with luan and a few parents uh

083just to just talk and discuss how to increase inclusion of all our students um we've also in the past had some parts of staff participate in gender identity and gender spectrum training i know some of that gets done in our puberty talks conversations with the fifth grade students and parents the other year but also some staff training uh then we started we formed a dei team um at the end of the 2019-20 school year so last year during covid uh we brought together a sort of advisory team and a core team to sort of really dive deeper into this um important topic and it's kind of laid the foundation for what we're doing now we've also just we've also done these other things that that have been mentioned tonight responsive classroom is one of them

084a universal design for learning and multi-tiered system support responsive classroom is a social emotional program that the school district uses that impacts its foundation is to impact academics by creating a safe place for students to learn some of their guiding principles talk about basically how we work together as adults to create a safe place for kids and make it inclusive and it also talks about how getting to know our students both individually culturally developmentally informs our expectations of them and so allows us to to if we dive deeper in this within dei lens it'll allow our our staff to understand our students and and teach them better um the udl trainings udl is a framework for um optimal teaching and learning and obviously some of the main things i pull out of it is it

085optimizes relevance value and authenticity so we're talking it with a dei lens authenticity is really important it minimizes threats and distractions from students so if students are feeling uncomfortable with the conversations or uncomfortable with how they're being represented it can cause distractions to learning and then we also promote understanding across languages so one of the things we want to make sure we do and then also multi-tiered systems of support this has been in a lot of the academic presentations you've seen probably the last couple years but the big main piece of mtss is that all means all and so when we're doing um we're looking at this with the dei lens we are talking about including everyone and how do we do that better so um those are the the main points of our historical

086actions and training uh next slide please tracy so the proposed goal that was presented about five minutes ago that luanne presented as a draft goal so adopting these practices um to make a positive change for our children uh we've also made it a priority and um if we these four pillars below is really how we're going to guide our work and so if we look at these from a dei lens what does teacher hiring and training look like how can we make our our curriculum more culturally inclusive and responsive what is our student how do we present student identity and promote student identity to children and then how do we impact and communicate with our parents and community some of the work we'll do around these pillars include evaluating our current practices um you know

087we might be doing some of these really well and then some of them we need to do better so it might be uh adjusting our current practices to to do again keep that lens uh forward facing and then implementing new practices as they uh arise so i'm really looking forward to this work this is i'm very very passionate about this and i'm glad to be part of the team next slide trixie i believe this is matthew yes this is me excellent thank you um so current action so there there are a number of things and tony shared some of the historical actions and some of the things we've done to date and just a few of the things that have happened recently um so i've held a few informal meetings with some of our staff

088just to meet and talk particularly staff that have attended some training in the past and to share with them some of the thinking that has come out of the dei committee to this point to gather some of their thoughts and input around what we do moving forward and um you know sort of what resonates and what sort of maybe sits with them differently than they would have anticipated um so i've had a couple of those meetings i have another uh meeting coming up for any interested staff members um in a couple of weeks to be able to just meet and look through and learn about some of the work that's been done and provide their thoughts and input and guidance one of the things i think that you know can't be said enough is that

089the work this critical has to happen with our educators and so i really committed and really want to make sure that our staff are involved in this and part of the part of the decision making part of the planning that they can ask questions and feel empowered one of the things that has come out of a number of those meetings was you know will we be supported if we take if we take this on because this is this is challenging um it might be uncomfortable um and and will you back us up and i think you know that's one of the things that we have to be really confident about is our ability to do that and then what learning we might need around how do we have some of these more challenging conversations what

090does it mean to really create an inclusive school system and so there's continued learning for all of us including me um in this process some meetings with local educators focused around dei so i've met with a few um directors from some of our independent schools just to learn some of what they've done in the past and they're you know years a few years ahead of us and have been doing some of this work but it's really helpful to have a network out there of um of other educators and other directors that are working on this and and continuing to try to move forward and to learn from from their learning so we get the benefit of um of learning what has worked for them and i think one of the things that i i'll say

091that i also really appreciate about interacting with them at these independent schools is that right up front they've acknowledged that they're independent schools and they don't have the same sort of constraints that we may as a public school and so i think right off the bat that helped me to understand that they at least got that that there were some things we would talk about that they were able to do maybe more swiftly or in a different way than we can it doesn't mean we can't do them it just means we might have to think about how we do them differently or in a different way i also had an opportunity to meet with alvin tillery of northwestern university and i want to make sure that i get his title right so i've uh i

092made sure to pull that up so he's the director of the center for the study of diversity and democracy out of northwestern university um and i his name was passed along with along with the proposal um thanks to uh parent uh shannon sebrin and she got that information from parent jill hetherington so um it's been super helpful to have a community that's been working on this together so i met with alvin um we had a great conversation his work um his proposed work with us would really be around developing a survey and the first survey that we would develop would be geared towards staff to gather their thoughts input where they are right now with diversity equity and inclusion and how we might move forward with that and then to work on potentially developing the

093second one based off of that that would go to parents so we'd start with staff and then we'd follow that with parents that was actually a recommendation when i had said i think that's the right way to go um alvin uh said yep he was like that's exactly the right way to do this so you start with staff and then go to parents and so um really looking forward to working with him and i'll be sharing some more about that with our dei core team around some of the logistics of that but it would be an interactive process in that he would share drafts we would push back on it gather input on things and then he would sort of continue with revisions and he would also then gather and help us understand the data

094that we got from it what does it tell us what does it not tell us and then give everything to us to be able to provide a similar survey in years to come so that we can follow it up again and see once we've identified growth areas how have we done um i also had a meeting with carrie eicher and she is one of the coaches from culturally and linguistically responsive teaching and learning um i and i learned about her she does a lot of work with dr shiraki holly who does whose focus really is around culturally and linguistically responsive teaching um and so she i met with her she put together a proposal a professional development proposal for us again it's a proposal something for us to look at that i look forward to

095sharing with teachers to get some of their feedback on as well and our whole staff not just our classroom teachers um to help us think about how do we do this and and the proposal is actually a two-year proposal which i think is really important because this isn't work that you do in a year and then we move on this is something that will take a lot of time and it takes a lot of personal growth as well and so it's really important that we focus on this over over a number of years so met with her to get some other information and a proposal i also put in an application to the california department of education superintendent tony thurmond had a release of some funds for mini grants around providing anti-racism and anti-bias educator

096training as part of his education to end hate initiative so i submitted that right hours before the deadline so that we could get in and see if we could get approved for a mini grant to help support some of some of the work from the cde the cde is also working on continuing to provide resources to school districts and has in the past few months really started to i'd say up their um up their interactions around diversity equity and inclusion um and um providing support to to educators around that um and then there what is it is or was i believe it it is um luanne you can correct me if i'm wrong but at an event at the san mateo union high school district with their um african-american um parent association and they are

097and so we sent out information to our families about that and so also working with the the community around um how do we all do this together so we're not just doing it as as our own school district so those are some of the current action steps um there are more but those are just some of the most relevant and most recent right now more to come in future meetings tracy if you could go to the next slide thank you so much one of the actions that's actually being taken in our county right now is the one book one county last year um it was march um by now i'm totally blanking on his name uh john lewis congressman john lewis oh i almost got you before um so it was his book about his

098experience during civil rights movement that was last year's book this year's book is george by alex gino and uh george tells the story it's written at a sort of an upper elementary level um but it's the story of a transgender girl and her uh experience um starting to understand who she is and um letting the world know so uh what we've done with that i that we received copies of the book from the san mateo county office um and so like a day after i received information a whole box of books showed up so i've reached out and shared that with educators i have a few that are going to meet with me we're going to do a staff book club so where we've read the book and get together and discuss it the county

099office is also providing resources to educators who wish to use this book or other texts to help them teach about lgbtq ia experiences in history and currently and to in thinking about ways that they can integrate that in their curriculum um i've also shared that with our dei uh parent advisory group too and i've got a few parents who are joining a little book club um where we're going to all read the book together and and discuss it and we've also shared about the idea of potentially um uh opening up a parent and student so where parents would choose to also read the book with their students and then come together and have some discussion around it and so creating that community and safety and connection through reading this text and i've also had a

100parent who's offered out another text that we might follow up with later on so maybe this will be the start of just something that we do in hillsborough with having books that we read together so that's one of the things going on across the county and so i think it's you know important to also acknowledge that there's work around diversity equity and inclusion that's being done in hillsborough and then also in conjunction with many others across our county and across the state and beyond next slide please tracy all righty um so matthew really gave a good um synopsis of kind of what is coming up next um and connecting with the staff obviously is what he shared and then we are going to be reaching out to parents and asking who um would be interested

101in being as part of our advisory committee so we have some parents who've already joined and we just want to put out a wider net for any parents who want to join us in this work and i think an important next step will also be putting out the survey because i think the survey once we get the results from that will help drive our work moving forward um so i just want to do a little shout out to tony and matthew who've been superstars on this work and have really um we've got some really awesome parents you know who've been taking the lead we have um trustee gilbert y and trustee ann chen was also on our court but she stepped off because kim olaf was already on it and since kim is moving into

102being a trustee um and kindly stepped off and kim is on our core team and of course we have uh shannon sebrin we have mona shah who is serving as a community member um and then we have janelle brown as who's a teacher over at south and oh uh stephanie hugh is also on the committee and who else am i missing no no hall fells um is also on that committee and so is lynette kaplas so you know we're just kind of navigating things taking things day by day and um that's it for our presentation so tracy you can stop sharing and trust you get us if you i was also just gonna real quickly jump in sorry um yeah um everyone also knows that we are convening for any interested educators um an educator

103advisor so i think i mentioned that but just wanted to make sure that was clear we'll have a parent advisory and an educator advisory group that will have some here at times trustees any questions or comments about dei greg you mentioned at several points county-wide activities in the greater community i understand the the great deal of work that needs to go on just on an internal basis with curriculum and our own culture but it struck me this may sound strange it struck me that our kids leave our school sites and they go out into communities they go out in to burlingame avenue in san mateo and what you you know what i mean i'm wondering whether matthew maybe you heard anything from these other schools and or whether at some point is there some kind

104of intersection like with our town of hillsborough to let them know this is what we're doing this is what we're teaching our kids you need to know about this is is there some kind of you know not to be too tight about it you know it takes a village so how's the whole village involved uh great question i one of the things that we had discussed um with the survey in mind was actually that um that it's important for all stakeholder groups to also be involved in that survey and so considering reaching out to the town of hillsborough to discuss with them about their involvement because when we do the parent one we want it to be parent and community because again like you mentioned you know our students live it and we all live

105in a community and sort of our school district is one community but we live in multiple communities um and so i do think it's important to do that and then also i connect a lot with the high school district around curriculum and the work that we do and so also bridging those um creating that bridge between what we're doing here and then with our neighboring districts so we've we've already got some connections particularly around math and i think there's opportunity to really foster that into other elements like diversity equity and inclusion as well and i was just going to add on greg a couple of our parents um had a a brunch i guess a brunch meeting with uh three of the town council uh running like electees of potential electees um and so they

106actually did that last week and shared some of the work that we're doing as a dei advisory team so the town is well aware i believe ann ritzman was there at that meeting so they did share sort of the work and and i think it was well received thank you other trustee questions or comments uh any members of the public wish to have a question or comment about the dei work you can raise your virtual hand i don't see any at this time so uh thank you very much tony and matthew and and the whole committee and team for all the work uh we can move on to 7.5 um superintendent's employment contract mr trustee greg dennis okay um there aren't actually a lot of opportunities to sort of officially express uh appreciation and acclimation

107for our lead learner and and lead cheerleader and one of them is is what a board does in the employment relationship in the employment contract in addition to the evaluation uh one one impacts the other um and some of those things that indicate that level of approval and appreciation are um just in case you don't know are the length of the contract how long we'd like to keep you here um the compensation and benefits in the contract how much we'd like to reward you for what you do and so the contract comes before the board tonight and i'm required by law to go over the the major financial terms but i wanted to put it in the context of this is about appreciation not just going over the major financial terms luanne um dr carl

108magno um had a three-year contract a couple years ago we had a clause that said we could extend it to four years if she got a positive evaluation which as i said last year she didn't she got an excellent evaluation um and this year we're doing the same thing um we're um keeping the contract at a four-year term and so the contract now would run from um july 1 2020 to june 30 2024 because that's the maximum amount we can do by law and that's the maximum we want to do for our superintendent the other thing is um don and i as the board representatives on the negotiating committee we were fortunate enough to reach agreements with our other employee groups uh two-year agreements 1920 and 2021 we did it for different purposes but it

109it has i think benefited us for not having to also deal with that and giving all those employees some sense of certainty in this time of great uncertainty and we are going to propose under compensation that our superintendent racine received the same three and a half percent um salary increase um effective um july 1 2020 in addition to the increase that she got for last year and as part of that compensation um settlement which we are also um this is automatic under luanne's contract if there is a change in benefit contributions for our um other district administrators who luanne gets to keep pace with them and effective um january 1 2021 we increased that contribution amount by 500 a year to at least meet if not not exceed for all of our employees the district

110covering um a single kaiser level of medical coverage plus the other coverages in the district so again um the rest of the contract is the same but maintaining the four-year term giving a well-deserved raise and keeping the benefits of pace and uh saying thank you i i just need to say it's an honor to serve and i am thrilled to be the lead learner in our district so thank you uh so trustees any questions or comments about the contract for luanne the superintendent and chen i'm you dying i'm getting there greg when i just uh want to express how so fortunate we are to have you as our lead learner i remember in march when you told us you know don't worry this is my wheelhouse and you know i've done disasters before and we

111could have never predicted where this was going to lead and i don't think you've taken a breath since march um and i was just so proud i was on a county call last week trying to help other it was it was convened to help other um districts reopen and time and time again through the meeting they just kept saying well hillsborough's waiver was great and you should look at hillsborough's plan for egress they they drew out all these options and and it just made me so so proud and i think don has been asked for tomorrow to talk to the county about what we've done so um we couldn't do this without you luanne you have been our fear truly fearless leader and um we're just so lucky to have you in the district other

112trustee question comments yeah marky well i already gushed earlier but um i just want to echo what ann and greg have said and i just really am in awe of your extraordinary leadership skills and um just the level of communication when there is fear and uncertainty to increase communication and to just make sure that everyone knows that you're working on it you've surrounded yourself with the right people it's just i i feel like i'm going to need to write a case study or something someday or have you come speak to a leadership group because really you're just setting an example for all of us so thank you thank you thank you gilbert yes uh in my day job i'm starting to work with private and public schools and one of the things that i marvel

113at is things that it's so easy to take for granted within a district in terms of communications in terms of trust in terms of engagement you know that takes time to create and we are basically benefiting from the relationship that luanne has invested in and has nurtured over the last several years she's been here so i want to acknowledge that you know public knowledge that you know we really value and appreciate that and we are grateful to have this chance to indicate our measure of support for you luanne thank you luanne did you have one thing i just have to say like i love my work i love what i do and i could you don't do it alone right so like i can't do this without having a strong board and having a strong

114leadership team and having parents completely invested in the work that we're doing and having all staff that like everybody's growing in the same direction and that's what i think empowers us all is that we push each other so i just have to do a little shout out there and if we didn't have a strong board pushing us to move forward we wouldn't be doing the work we're doing so just remember that for a moment too and greg knows that from experience elsewhere so uh and we have an opportunity for public comment as well if any members of the public wish to comment on the superintendent's contract you can again uh raise your hand and have a chance to speak uh i don't see any public comments so um there's an opportunity for uh this is

115an action item uh if anyone would care to make a motion greg would care to make motion uh i move that the board ratify the employment agreement for dr luanne carlomano effective july 1 2020 through june 30 2024 under the terms and conditions contained in the attachment to the board packet and i will second that motion myself uh roll call vote gilbert y i margie power hi greg dennis hi and jen aye and don gettis i passed unanimously congratulations luanne uh okay item eight uh public carrying for items not on the agenda any members of the public wish to raise their hand and have an item that is not on tonight's agenda that they wish to address to the board now is your opportunity i still don't see any hands right so we can move

116on i i hope that really means nobody actually wants to make a comment that that's that's ideal that we're having some zoom troubles or something uh item nine consent agenda uh this is fraction do any trustees wish to pull any items off of the consent agenda i'd like to pull item 9-1 9-1 anyone else want to pull anything else in that case i'll move that we approve items 9.2 through 9.7 is there a second second we'll give that one to ann second by um roll call vote for 9.2 through 9.7 gilbert y i marky power i greg dennis aye ann chen aye and don gettis i uh passes unanimously 9.239.7 will now return to 9.1 gilbert yes under item 9.1 we are receiving the resignation the retirement letter from uh brad brooks who is retiring

117from his position as director of grounds and he's he's retiring at the end of the month and he'll be here at the end of that for 24 years and uh i would say that he has led a great team in terms of making sure we have excellent grounds landscaping athletic fields uh i would say that for some uh individuals their first impression of us as a school district is when they see our grounds our landscaping athletic fields and for other people especially community members that's the only part of our school district they may see and i think that really is really important i want to just thank uh brad for his level of commitment to uh making sure uh everything looks great and i just want to say thank you and appreciate his years of

118service to our district thank you gilbert any other trustee comments great yeah we've had in several contexts tonight um comments about being a culture of learning and we just had a comment about from luanne about having the right team around her and i wanted to call recognition to one of those team members leilani bell not just for the incredible job she's done with with not just the testing issues but but all the personnel issues that go on behind the scenes that people can't imagine that have arisen uh during this pandemic um it's it's uh a slight way to honor her by by the title change being proposed from manager to director and i would finish this by saying uh i get to observe leilani in a different context where she's often sitting around a table

119with 40 to 60 other personnel people from five counties throughout california and uh the growth i've seen over the years has been the curve is just is great and uh she more than holds her own and she's definitely not a rookie anymore around that table so i'm pleased to call attention to that great thank you uh gilbert would you care to make a motion sure i moved that the board approved item 9.1 uh i'll second that motion roll call vote gilbert y aye margie power hi uh greg dennis aye ayan chen aye and don guettis aye motion passes unanimously that's 9.1 you can move on to 10 communications and board item discussions for good governance um i can just briefly mention there was actually an sf squared meeting this morning schools for sound finance uh

120luann and i i guess we're there and joyce um and then um as you all know csba is coming up in december uh if anyone is interested in joining that anyone have any other communications or board item discussions and since you all were at that meeting i tuned in to the elected calls and they were saying that the san mateo expo center has a lot of capacity for testing um i think they're way under and they're having like a day turnaround and starting tuesday they're going to have a line just for kids five and up to go through um so i thought that was interesting i'll i'll just piggyback on that i've been through that testing center twice and once i got my results in one day and once just two days later and it

121was so easy so it's super convenient so just want to plug that as an option uh yes and thanks for announcing that to the public as well i'm sure the county is going to get it out there but all right it's starting tuesday it's going to be monday through friday beginning on tuesday from 1 p.m to 8 p.m i believe it's 8 p.m that's right uh uh just for so um and this is the first the san mateo event center has been open through project baseline for anyone to get tested for free asymptomatically um and uh but it was 18 and over only until uh until tuesday so now they're starting to do minors so now though as you said the separate line for 5 through 17 which will be great thanks for that comment

122anyone else any other things to report i don't see any so we can move on to item 11. public address concerning items on the closed session session agenda do any members of the public wish to raise their hand and have a comment on the closed session agenda which is after this meeting and not seeing anyone wishing to comment on that uh we can adjourn this meeting tonight at 7 44 p.m thank you all for coming uh trustees we have we do have a quote session afterwards so trustees please go back to your 530 link thank you we'll return the same link that we were at 5 30 for trustees and