001all right good evening and welcome to the regular board meeting of October 10th 2022. we are about to adjourn to closed session do we have any comments before closed session hey seeing none we will adjourn and we will return for her the regular session at 6 30 P.M and welcome to the regular school board meeting of October 10 2022 we are returning from closed session and we have nothing to report out so we are on agenda item six which is the Pledge of Allegiance please stand and join me pledge ready begin 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 foreign item seven is approval of the agenda do we have any changes
002to the agenda yes we do we have an addition to let me just make sure it's a correct item 16.2 for Citizens oversight committee Bond measure knr action item we have a second application that came in last week um and we are adding it to the agenda the application is before all at the all board members on your table and it is from Noelle bolstad all right thank you any board discussion public comments all right bring it back for action to approve the agenda as amended second all in favor I opposed abstentions motion carries item eight is approval of minutes from the regular meeting of September 26 2000 oh it looks like there's a typo here it says 2002 which should say 2022. we were not all here in this room on that date uh
003do we have with that change of the date for discussion any public comments all right bring it back for action all second all in paper I proposed abstentions motion carries number nine is students uh comments from our student representative Kiyomi the school reports for the October 10 2022 regular board meeting are as follows Los Santas conference week racked up with families learning how their students are doing thank you to all the teachers and families for your dedication to our students thank you to PTA for generously donating new headphones for all of our third fourth and fifth grade classes thank you to Mrs Uric for hosting Lunch Bunch in the library for students to check out an extra book each week Virtual School site council is Thursday October 13th at 3 pm homecoming is next Friday
004please contact Jennifer Pini if you would like to help with the float this year all students are welcome to walk with a permission slip John Muir John Muir students participated in our monthly character counts assembly students will work on the character trait trustworthiness all month TK students made applesauce from scratch while other grades grade levels Incorporated Apple lessons and activities to introduce and celebrate fall John Muir's special day class third through fifth attended Friday signs and studied force and energy in the mechanics of House helicopters work then they build their own helicopters and were able to fly them on the playground Thursday October 13th John Muir students will participate in building a human rainbow in celebration of diversity and inclusion Thursday October 13th at 3 pm is our SSC meeting John sweat fourth graders had
005an interactive Hands-On field trip to the Benicia Historical Society students were celebrated at the student of the month for displaying their courage in September conference week was a success with everyone getting updates on how they are doing and where they should be going third graders will be taking a field trip to the John Muir house virtual PTA meeting is tomorrow at 7 pm Morello Park conference week went very well and was well attended by families our Eagle Reading Program hosted by our PTA is up and running again for this year students were reading machines this summer and in August we were able to give out more than 100 books and treats and treats to students for completing their reading goals during the summer and August September reading minutes are due soon Institute students will receive
006another book for meeting their September reading goals our students continue to enjoy the after-school enrichment programs sponsored by PTA maker lab chess and theater third grade will have will have a school field trip from the Lindsay Wildlife Museum on October 12th and 19th fifth grade will be going to visit the Bullman water treatment plan on October 17th Harvest of the month program sponsored by PTA will be happening the week of October 10th this is a monthly event for students to learn about different fruits and vegetables Martinez Junior High congratulations to our Bullpup for their participation in lunchtime handball tournament it was fun to watch our students learn a new game and have fun competing thank you to our counseling staff for organizing and engaging our student body and start with hello week throughout the week
007students engaged in several lunchtime activities to build and celebrate connections with staff and students on campus keep up the great work bullpups both are girls volleyball teams and our mjhs cross country team have been working hard and doing great mjhs PTSA second annual fall Harvest Festival is this Thursday October 13th from 4 30 to 6 30 on Top Dog join us pick out a pumpkin and have some fall fun Friday October 10th 14th ends our first quarter Alhambra high school thank you to Marion Griffin Laura Patrick and Brooke Tompkins for arranging to serve lunch to students that were on the principles and super superintendents list we are proud of the students for working hard to achieve that level of academic success flag football was a huge hit last Friday congratulations to the seniors for taking
008home the win thanks to the football players for coaching the players the cheerleaders for coaching the cheer squad and all the players that participated our College and Career coordinator has been working hard to get information out to students regarding post-secondary plans there have been many College and Career Fairs during lunch the bell schedule committee will begin looking at possible schedules for next year the FAFSA portal is now open all seniors must either complete the FAFSA or opt out athletic booster meeting is on October 11th from 7 to 8 PM in room k108 PSAT is on Wednesday morning financial aid Workshop is on Wednesday October 12th from 6 to 7 pm come to the PTSA meeting after the financial workshop for 7 15 to 7 45 via Zoom lockdown drills on Thursday October 13th Vicente and
009Briones placente students participated in their first rounds of community service at the Boys and Girls Club in Loaves and Fishes thank you to Our Community Partners for supporting us students are participating in yoga Club yearbook club and psychology Club thank you to the cosmetology school for presenting career opportunities to the Vicente and Brioni students Martinez adult education two more students passed the citizenship test in our now U.S citizens congratulations to intezar al-sudani and Alberto Mendoza that makes three so far this year free six-week Google Apps class started on Tuesday afternoon with the full class students will learn how to navigate Google Drive use docs sheets and forms Thursday October 13th from 5 to 6 30 PM virtual trades night via Zoom learn about the great career opportunities in the traditional trades eight local apprenticeships programs
010will be presenting and answering questions on how to apply thank you akumi and did you have anything else to add we have homecoming week the next following week and our rally will be from at 1 15 and the parade starts at three and we also have our home football game that Friday at 7 30. great thank you I know a lot of us are probably planning on attending and it's always a really fun Community event all right uh next item is agenda item 10 employee organization reports do we have any hey Catherine foreign good evening I just wanted to piggyback on to the reports that kyomi gave about uh the Milestones that our schools reached this last week both at the elementary schools and having the very successful parent-teacher conferences at all elementaries we want
011to really thank our parents for participating in those we know that it's difficult for everybody to schedule to make that happen and we just want to really appreciate all parties for facilitating that process and in really creating that so essential home to school connection to keep on top of how our students are doing at the high school and Junior at the high school as well we reached the six point grading period and but it's a little bit that the concept of a six-point grading period at high school I just want to remind parents and everyone that it's a little bit outdated if you will in that we just another reminder that we do have that online grading now and that make it at any point throughout the year check on their students progress and to
012certainly not wait to 6 12 or the end of the semester to find out what's going on and to really stay tuned into that along the way and then finally just wanted to thank the district we're very encouraged and appreciative of the proactive stance and the concept I understand on the board tonight is the proposal to increase the subpay I think you all understand what our situation has been with our our sub shortage over the last year and the burnout that that has caused with our staff and very appreciative to the district staying on on top of that and being proactive I believe last year we had to be the ones kind of dragging that and we really appreciate you staying there getting ahead of that and trying to stay competitive thank you thank you
013Catherine any other employee organization reports seeing none uh 11 is comments from PTA any PTA comments this evening okay and then item 12 is correspondence do we have correspondence no correspondence all right 13 is Staff board acknowledgments announcements and reports so I guess I'll just go down the line does anyone have any this evening no all right we'll move on to our superintendent's report because she always has something to say Okay um I was going to remind everyone but he only beat me to it about homecoming the parade starts at about 2 55 from Alhambra downtown by 3 10 for those that want to hang down on Main Street and should be over by four for parents who need to know when to pick up their children the theme is superheroes and Advent Avengers today
014was a district-wide staff development day for all certificated non-administrative staff even though Administration was all at professional development as well if not delivering it lascentes worked with an on-site trainer from West Ed Who provided the staff instruction their first day of instruction on using data to inform teaching this is going to be a year-long or more process for that staff and with professional development not only for the teachers but for the principal as well special education was at Las juntis in their multi-use room and they focused on data collection and behavior support and intervention I think the me the pen music teachers had some vertical collaboration at Los huntes Vicente focused on social emotional learning and then they had a site needs assessment and for intervention and support Martinez Junior High had social emotional learning
015they had a session on data analysis to support intervention for all students and what's working what's not working at the junior high they did rotations three different rotations which was nice Alhambra had professional development on their walkthroughs which is something that they started at the beginning of the year and they're carrying that through it's about improving teaching and learning they had a session on wasc and then illuminate for Math and El assessments and we had John Muir John sweat and Morello Park all at John Muir and they did some progress monitoring work at tiered interventions and work with fast Bridge this last Saturday the Kiwanis of Martinez with the assistance of the California Highway Patrol and the Children's Hospital in Oakland held a bike safety rodeo at on-site in the parking lot in the playground
016area at Las Fuentes and over 100 bike helmets were provided handed out for free and children were taught how to maneuver on the streets and the rules of bike safety carnuine is coming up on October 23rd file followed by trunk or treat at John Muir carnuines at John sweat as most of us know trunk or treat at John Muir October 29th and then we had a call from Julian George's sister Virginia George she is a a judge in the courthouse downtown and she was looking for um teachers who wanted to bring in a program called judges in the classroom and so we put out a couple of feelers and we had some high school teachers and Vicente teachers sign up online and the judges will actually make classroom presentations and visits talking about you know
017the work of the courts the law Judiciary all those kinds of things and that's kind of exciting I I would love to see some elementary teachers sign up so that's going to be my next push because I think that would be rather interesting to see how the judges interact with our our little seven and eight year olds and and presentations so that's what I have for this week great thank you it looks like we do have another report this evening so we have a wellness update and this is presented by our district Wellness quarter coordinator Patty O'Malley thank you good evening so wellness and social emotional learning has gotten off to a great start and tonight I just want to take a couple minutes to just highlight a few things that we've done so far
018and what we're going to continue to do throughout the year that's okay so I'm going to start with Elementary so every Elementary School does have a mental health counselor and they're doing a variety of things they're going into classrooms doing some social emotional lessons they're working with teachers so that they can help the teachers with teacher-led social emotional lessons they're seeing individual students and facilitating small groups they're working with families to help with referrals and resources and then they're also doing some things at lunch and just as an example of one here at Los juntis Camilla who is the mental health counselor there she went out at lunch for about a full week and sat with the kids at the tables and she talked to them about who their trusted adult was on campus and
019then they each filled out a little form so you can see it on the bottom she had to help the kindergarteners in first grade but this one was to her and miss Camilla thank you for being my trusted adult at school with gratitude and then he wrote his name and they gave those to each one of their teachers but it wasn't only teachers it was Perez it was campus supervisors it was office staff so she did that with all the kids at school and then in about two weeks the mindful life project is going to be working with all four of our elementary schools and they're going to be going in for 10 weeks and both virtual and in person and they're going to be doing mindfulness in the classroom um they'll also be doing
020mindfulness with staff so at staff meeting and they'll be doing assemblies and then small groups and they'll also offer families to come at night and do assemblies where they can learn some mindfulness and and do it at home with their kids so then over at Martinez Junior High um uh that would they have a full-time multi mental health counselor Jordan and she's really implementing some of the Sandy Hook promise uh activities and we know Sandy Hook promises the youth prevention um I'm sorry thank you violence prevention so so far what they've done is start with hello and as you see on the right that's a Monday through Friday and those were all activities for the week and everyone was participating in teachers classroom lunchtime I was at the school on Thursday helping with one of
021the tables and that was the trusted adult Thursday and I can tell you there was a ton of kids just lined up at that table and they all wrote a note to their trusted adult and this is just a copy of Jordans and it says you are so supportive and caring but a lot of those notes were front and back page and then Jordan gave those to teachers and to staff that kids wrote notes to and they're also going to start in the next couple of weeks they're going to start the save promise club and that's another Sandy Hook violence prevention program and that will be a club and then over at Alhambra September was mental health awareness week we have a full-time mental health counselor there Missy and she went out during the month
022with the other counselors and they did activities at lunch and the pictures I'm showing you here that's one of the activities they brought poster boards out and they brought sticky notes and the prompt was one thing you like about yourself or one thing you do well for yourself they could put their name on it or they could leave it Anonymous and then they put it on poster boards and you can see from that first on the left kids were kind of like I don't know about this and I'm not sure if I want to do this by the end of lunch they had three poster boards full and they posted those around campus so that was great they also had a club fair and this is a brand new club the Nami Club it's National
023Alliance for mental illness and two teachers went ahead and said that they want to be the advisors they're actually working with the Nami chapter that's in our Contra Costa County and so the the Nami is working with them the kids to train them and they'll really be doing a lot of mental health awareness on campus and then promoting mental health awareness week and suicide prevention week and those types of things they're also starting the Sandy Hook save promise club and so they're just doing a great job and then over at this oh gotta get back to Vicente oh there we go um so Ed Vicente full-time mental health counselor and she just got her certificate in yoga and she's been teaching yoga after school to both Vicente and brione students and they've been full the
024classes are completely full with kids and they're loving it they're also starting with the mindful life project and that'll be starting in another couple weeks or so and then we do have an event coming up and that is on November 2nd at 6 30 at Alhambra in the PAB and it's angst it's a documentary about anxiety and it's part of the Cal hope building resilience program so this is a 45-minute documentary and it's students from elementary school all the way up to high school parents professional and it's just a great documentary about anxiety and then after we're going to have a panel of some professionals that will be up there mental health professionals so they could do some question and answer we could make some referrals and that type of thing so the Nami Club
025is going to start to start promoting that Oliver Alhambra but it's really open to everybody after that November 2nd we have that angst we have the link for the entire year so then we can put it out to the community so anybody who's got anxiety or their children have anxiety it's a great documentary to look at and get some help with and so that's what we've done in the first nine weeks of school but we got a lot more planned so um is there any questions do you know where they're uh at Vicente the yoga classes that they're offering where they host another were they having it and endorser outside yes indoors so um Amy has a classroom over there now who's the mental health counselor and she has she was able to get yoga
026mats um she does a lot of mindfulness in there and the kids love it she said she had 16 kids in the class the other day doing yoga and they're signing up on a regular basis okay okay oh Patty I saw you recently put up a website can you tell people what's on the website sure can we pull it up can you pull up that website that's it's linked on our home oh it's linked on the last slide by the way while we're looking for that I want to tell you that when they during the club fair when the Nami table went out the two teachers went up and they they put the sign and they had 30 kids over 30 kids sign up for that and these are kids it's not everybody who's got
027mental hugs you know it's not mental health for just like getting therapy it's actually destigmatizing mental health and so it's great they had over 30 kids sign up so this is the wellness website and this first page is just kind of tells a little bit about upcoming events you can see I have the um November 2nd angst is on there and the October coat Family Services has some parent Ed coming up and then the video is just videos that I had vetted and I found that I thought were really interesting that would go all the way across from elementary to high school and then some articles of the month and then a podcast and where you see Wellness in school programs each one of the Mental Health Counselors has their own website so if parents
028come in and their student goes to Alhambra they can click on Alhambra and that will show Missy's website which all kinds of services and things like that and her her um information and then on the bottom there's just some videos and some more information and do you want me to go through each one for me okay so on this side you'll see there's some parent resources that we're constantly updating their student resources Community Resources all of these have been vetted the links have been checked the the phone numbers have been checked and then we also have student resources and then a virtual calming room thank you and I have to add care Solace we get um statistics from an update from them every month on usage and it's it's pretty extensive from from parents from
029students from staff members and it categorizes it so it's pretty well used for referrals and I have heard fundamental health counselors that they are referring out to parasolus and the parents are saying it's been good they've been getting back to them so great well thank you for all your hard work and we look forward to all the upcoming events and updates you have for us moving on to item 14 which is public comments under government code 54954.3 members of the public have the right to address the board on any matter within the board's jurisdiction however the board may not take action on any non-agenda item individual speakers will be allowed three minutes to address the board 20 minutes have been allocated for this portion of the agenda additional time is allowed at the end of
030the meeting if there was not enough time to speak during public comments it looks like I do have a comment card from Craig lazaretti in this room great to see that Sandy Hook promise is still going you might remember Helen I was the one who advocated and pushed for that several years ago he was a wonderful program great to see mindfulness in our classes schools I practice mindfulness every morning and I think it's made me more calm when I come up to the podium and uh probably remember I didn't do a very good job some years ago but I'm better now thanks to mindfulness so the kids it'll it'll help it I wish I learned it at their age you know I really want to be careful how I uh present my comments tonight because
031I don't really want things to come across the wrong way we know we have an election coming up I'm a former parent in this District um first time since 2007 I haven't had kids in this District and I thought my time coming to these meetings was over but I still have concern for the welfare and safety of Martinez students and I do remember that much was said in this District two years ago about racial equity and addressing systemic racism in our schools and the board at that time was made aware of many documented incidents of racism and Alhambra campus including staff members who swept under the rug and now it seems that much has been forgotten as we approach the upcoming Board election to learn more about who is being supported by powerful voices present
032in this room tonight again it's not proper or appropriate for me to make this about elections or politics but this really isn't about politics what we're dealing with here powerful influential voices in our district and have come to school remember a teachers union wants to put a person up there in two months that gave hundreds of dollars in campaign contributions to the Magna movement throughout 2020 including two days after the January 6th insurrection somehow after all we've been through after all the Reckoning people in this District think that's okay I got 49 seconds left I had so much I don't know what to say I was speechless I'm speechless and this isn't about politics this is about supporting a book that tried to overthrow the US government and what we teach our kids about governance
033and democracy and what it means but not just that of movement that actively for years when these donations were made it was well founded corded White nationalists reported races for the transphobia the events of Charlottesville the immigrants from countries and a person who powerful interest in the school district want to put up there knew all that and gave hundreds of dollars of campaign contributions and somehow that's okay and I thought maybe the district might turn to Corner I'll be back do we have any additional public comments okay you can approach the podium and then if you could fill out a comment card once you're finished that would be fine that item is item 16.2 and so there will be public comment under that item if it's specific to that if it's for something else then
034you are free to speak now okay yeah I had a question about the chain of command as far as the uh each elementary school goes as far as like the the staff and the teachers oh okay is the principle like at the top is it I'm sorry I'm just trying to understand this is this specific to the COC application or just as in general no uh just in general to specific to John Muir my daughter goes to John Muir so okay do we feel like we can answer that or do we want to okay the principle is is the instructional leader and the site manager yes and so um when it comes to handling issues on that site that's done by the principal support is provided from the next level up which would be here
035at the district office coordinators directors assistant superintendent and then myself okay so if it didn't if there was an issue between the principal and I and it didn't get worked out which hopefully it would like do I go to you next or do I bring it up to you I would call my office and then Nikki would provide you with Direction on where to go depending on what the complaint was okay okay cool I'm Ian by the way I talked to you a couple times last year talked to Nikki last week nice to meet you guys in person finally so thank you thank you all right do we have any additional public comments are you seeing none we'll move on to item 15 which is the consent calendar approval of the consent calendar means that
036all items listed here under are adopted by a single motion unless a board mem a member of the board or the superintendent request that any such item be removed from the consent calendar and voted upon separately do we have any changes to the consent calendar no it's fine does it stand okay any board comments yeah I'd just like to recognize that our the donation that's on the consent calendar from uh Contra Costa electric so recognize them for their generosity and not just vote over it great thank you any public comment on the consent calendar thing then we'll bring it back for Action do we have a motion move to approve the content calendar all in favor aye opposed abstention motion carries all right item 16. is items for board consideration or action and 16.1 is
037an addendum to Compass Group USA Inc Chartwells this is an action item brought To Us by Andy Cannon I'm almost afraid of the volume okay sounds like we're okay so I might have a few things for you this evening so thank you for bearing with me the first of which is this addendum to our contract with our nutrition services provider Chartwells and so what we've seen in the last couple of years with coming students coming back from the pandemic and specifically with the state's decision to pay for meals for all our students we're seeing a lot more use and uh and desire for our kids to come through the lunch line and that has caused some some concern around us around Staffing so what we'd like to do initially with this addendum is we want
038to bring on an assistant director and to be able to help out our one Chartwell staff currently to be able to provide for meal prep for training of staff and additional services so before you tonight is the addendum to to amend our contract and include another assistant director for the nutrition services program thank you are there any bored questions or comments public comment on item 16.1 all right we'll bring this back for action type of motion a move to approve the Chartwells Amendment oh okay all in favor aye opposed abstentions motion carries all right item 16.2 is appointment for Citizens oversight committee Bond measures K and R this is an action item presented by Andy Cannon um the last time we met we went ahead and the board approved two of the at-large members so
039this evening you have the opportunity to choose if you if you choose desire to fill the vacant position for a parent so it is at the discretion of the board to choose who they appoint to this vacancy and you do have the applications in front of you okay so I hope everyone on the board we have both of the applications and hopefully we've had an opportunity to go through both of those uh just to clarify so there's one vacancy for the parent position correct okay are there any board questions or comments yeah can somebody remind me what the employee everybody's told us what's the requirements for serving on the committee I got this thanks um it for the it depends on the position on the COC and this one is for a parent so one
040you must be a parent of a student at one of our schools you need to be an active member of a um um a parent organization like PTA or site Council and those are our two qualifications and which can be found in the bylaws for the measure R and measure K COC and both both applications have been vetted before they come to the um the board any other board questions right do we have any public comment on this item okay seeing none um do we want to do board discussion since we need to um make a decision on on these applications can we just accept that if we're comfortable with that we can do it that way sure I nominate Noel bostad to serve on the citizen motorcycle committee I served with her on this
041one team board and I would enthusiastically second your nomination we have a motion and a second all in favor I uh any opposed abstentions all right motion carries and thank you to both of our applicants for showing the interest and being willing to dedicate the time to the district for this really important committee so for that all right item 16.3 is adoption of resolution number uh 2023-11 to close resource 9115 Foundation trust AHS class of 1956 scholarship fund this is an action action item also presented by Andy Cannon yeah I'm on a roll tonight so this one is is simply what is written in the summary there is there has been no activity in this account and the last time that we gave out awards were in 2014 for I think two 150 dollar scholarships
042so because the account is now down to nothing we're not able to give out scholarships and so we're looking to close the account all right any board questions comments pretty is this something does every class have a scholarship fund or this is was just something that no they don't who is managing the the funds I mean was it just a you know service fees that depleted it or uh yeah it was just the the payment out of scholarships and from what I can tell um I I've only been here for a month and a half so 2014 I would defer to a more distinguished experienced folks for that information so um scholarship funds are funded in in a variety of ways um the ones that the district holds we don't hold all the scholarship funds
043but the ones we do are either done by um when someone passes they may have something in their will where they leave eighty thousand dollars into a scholarship fund and then with directions on how much should be gone out or in a case like this I I don't have all the facts in front of me but there are scholarship funds that take donations every year and so what I'm thinking something must have triggered them to start a scholarship that people contributed to every year and then they stopped contributing over time and there's probably a few cents left in there that has to be closed out but that's it's probably one of the ones that they accept like vianos it gets refilled every year by people sending in checks and donations this would probably be the
044same kind all right any uh public comment on item 16.4 oh no sorry I jumped ahead 16.3 all right seeing none we can bring it back to the board for action move to approve resolution number 2023-11 I'll second all in favor aye aye opposed extensions motion carries okay now we're on item 16.4 which is adoption of csba updates uh December 2019 December 2020 and June 2022 these are coming back to us um for Action tonight and this is presented by Helen Rossi so tonight we're bringing back the board policies you can see listed for adoption hopefully you've had a chance to review what changes were made and don't if you have any questions we're here to answer our next batch has just come in so we're anxious to get these cleared so we can move
045on to the new ones all right thank you and thank you for staff who's worked hard on these you know they're a lot do we have any board questions public comment okay seeing none will bring it back for action move to approve csba updates December 2019 December 2020 and June 2022. all right all in favor aye aye opposed extensions motion carries 16.5 is um approval it says approval of facility facilitron contract but then it says information only is that it should be um okay so we're just reviewing this contract great also prevented presented by Andy Cannon uh so thank you for the opportunity to present on this we are looking at updating our facility use system to something that goes from pen and paper and is done in-house to something that is done electronically so
046facilitron is one program that we've looked at and I believe it may have come up years ago but we're looking at it again So currently currently we have a paper submission process and it involves multiple Google calendars and we have manually scheduling and management our receptionists just outside of here runs that for us in coordination with the school sites so it's a little bit cumbersome and outdated especially since we have a lot of Technology out there in the world that can help us make this a little bit cleaner in process uh so facilitron as a as just kind of a general item allows for us to and and vendors and community members to go online and get easy access to creating use permits and get into our facilities there's a convenience that comes with having
047an online program where they're able to quickly select a venue dates times even submit their payment and purchase insurance as needed for it another feature that we're going to look at or the potential to have here is that they will provide us with financial and utilization reports so we can see how much our facilities are being used and what that cost of replenishment is especially as we look at what some of the use of our of our more high traffic Sports areas are um there's also an efficiency that's going to help the staff to be able to access and provide those sources from our receptionists here to our athletic directors to our site office managers our custodial staff and our maintenance staff they're going to be able to connect pretty easily there is a timeline
048if we were to move forward with going to this program and it's roughly about four to six weeks on the screen you're going to see just a a very brief onboarding process so depending on when board action would take place we would have the company come out it takes about two to three days for them to take facility pictures they actually will even take out drones and have drones fly overhead for some of our larger facilities to get a picture of what takes place there once they do those site visits they work on building a website first they do the internal website where we transfer our current use facilities permits into it they train staff on how to use that then we go through a go live period where we import external we have users
049start to go to that online system and roughly four to six weeks for completion of this process um here's just a picture of three football stadiums that are fairly local to Martinez you're going to see Monte Vista Pittsburgh high and San Ramon Valley High and these are pictures that the company does take and they put into the website and what's really convenient is that you can go and search for this one website for lots of different facilities around the area so when you start looking at a lot of our youth sports programs that are looking for facilities they can go on to one site and find the potential of going to 10 or 15 facilities around the area depending on what their use is their fee schedules and so forth so again it becomes actually
050fairly easy for a user to get on and to schedule the facility use they do have to start with an account that is required so they would create an account once they have that account they can log in again choose their facility they can schedule and what's really unique about it is that all of the payments go directly into facilitron their staff will facilitate the collection of those funds we'll organize them and we'll actually send us money back on a monthly basis within that venue scheduling you can have all sorts of optional things where you add on AV lights concession stands bathrooms locker rooms and other services as needed and they can pay directly through credit card or PayPal or if they need to they can actually mail a check into the company um how
051does this fit with what we currently have so the chart on the left shows what our last couple of years so current our last three years worth of facility use charges and you can see that we had a real drop there in 2020 and 21 because we were shut down for the year so not much was generated that way in our best year in the last three years is that about 89 000 in 1920. based on projections from facilitron they believe that a a school district our size with the facilities that we possess we should be bringing anywhere from 280 to 450 000 a year in use and so that would be a large increase in revenue and all of those funds could go back into our facilities to maintain and keep keep them in
052in good shape it's not a guarantee that we would have that but that's based on what they're working with and a large section of of how that gets there is access right now unless you just know what is already in this community and you know to call the district office you may have some restrictions and kind of getting into the facilities and to be able to to use these they do have a payment structure in place so their payment is 10 of usage fees there's a couple of different ways that you can look at it they recommend that for the first year that the usage fee comes out of what you've already established is your facility use fee but in future years as we look at what our facility use costs are what our schedule
053is you can either embed them or you can add them on top of whatever that use fee is um there is they do look at getting ten thousand dollars as a minimum of a year so if they didn't if we did not get up to a hundred thousand dollars worth of usage the difference between what our usage was and that 10 is what we would pay out of there um so in in this sense right if we were to get that minimum let's say that 280 000 per year is what our facility usage went up to ten percent of that would be twenty eight thousand dollars and so that would be an increase of about a hundred and sixty three thousand dollars a year based on our highest year that we've had so there is
054a an incredible upside to take place here there are other vendors to do online scheduling programs they're running somewhere in the neighborhood of nine to ten thousand dollars a year just for their service and our staff does all the work for it so in that way it's a value it's a good value proposition if you're somewhere around that 100 000 threshold it could potentially not be as valuable if you were up and around the 400 000 range but we're nowhere near that because we're not drawing that same access from the community um so just kind of in summary about the program it offers a greater convenience for our community groups gives them access to our systems makes it readily available so they know what they can choose from not just in our Sports Fields but
055also classroom multi-use spaces Theater Arts buildings as we deem are open to the public again that access is really there and there's a potential for increased Revenue um with you we had handouts in the back and what you have in front of you you can see a one-pager from facilitron that gives a little bit more details about what their program is like and you also have a copy of our current facility use payment schedule and with that I'd be open to any questions you may have I got I got quite a few questions all right um uh first question I have is uh what's what's the rule or standard for advanced booking how far in advance will people be able to to book these so we're able to set those parameters up so we can
056book out for the whole year we can book out months at a time so what they really do is they try to mimic what our internal processes are and then model that within the build and your next question might be well what if there's conflict right our internal use permits always get first priority and we do not pay for internal use because they're only getting their fee based on money that are received from those payments so internal use we generally have a calendaring committee and inside those schools they will block out the dates in which they need things their Sports programs extracurriculars then when there are open spots outside vendors can come in and choose those if there's a point where let's say a swim meet had to be changed on a Saturday and it's
057coming up in three weeks we would work with the vendor they would reschedule whatever group had that Saturday because our schools and our kids get first priority and they would work with the the next Community agency to move their program to another date another facility and support them with that and then work with any type of refunds that may be required okay um then with a I think I heard you say that in order to schedule you're gonna have to create an account but for the one-offs and the people that you know they just realize they're going to hold something to the school event will they be able to come just the do and say we'd like to rent this and have it booked through through the front desk yeah we can still have that
058as an option and that's part of the build out of how we want to do that but yeah if we have groups that want to come right up here and say Here's my information fill it out here's the check like I've done in the past then internally we can block out those dates put their name on there and then they would be able to reserve that facility okay and then the last question I had was obviously regarding the fees and the finances of this uh I I see the schedule fees it's graduated for in internal local and I'll say external but my concern or I guess question is regarding the demographics for utilization to this date is what is the breakdown and I'm thinking obviously the youth groups or the the Athletics parents are you
059know already paying for their taxes and stuff for kids to be here they're going to get charged again and Via fees of the Athletics to use these these facilities they've already paid for so how having this increase from 80 000 or 90 000 to 280 that cost is going to be transferred my concern is it's going to show up in parents bills for other events well it and it already has so we're not at this point we have not stated that we are going to increase those fees at this point but it is something that the board could be brought to the board in review so in saying that if a if a basketball youth basketball group is using our gym they are paying the rate that you see in front of them they're not
060paying more or less for that so if we went into facilitron you can choose that cost structure where that would just be a part of it there and go up the other thing is that those youth programs are already charging our families money to be a part of the sports program and then the money is going towards that facility so there's already kind of baked in with how they run their programs that it can go there but we are conscious that that there could be interruptions to what happens there based on people's ability to pay and join those programs I can tell you though in in some ways we are we are fairly reasonable in what our price is so if you looked on there for the Alhambra High School pool if you are a
061non-profit you can do it for fifty dollars an hour which is is pretty cheap football stadiums if you look at Pittsburgh High they're charging almost 400 an hour to use their facility and I believe we're right at 200. so I think we're still very reasonable in what our use fees are right now and I but I don't know the community well enough yet just being here to be able to tell you whether you know that's just on paper or what the reality is for them I guess follow-up um you said that there's basing those numbers on other districts of our size you know of of comps yeah um are there other facilities that they're anticipating we would be make like capitalize on or utilize classrooms or or pabs or whatever that that aren't really heavily
062utilized or is there like a forecast there or no um what they looked at is a district of our size with the number of schools so in their experience High School usage based on kind of standard high school facility models middle school and then classroom in theaters and it's it wasn't comprehensive so I don't have like a study and a report on it I just got what their experience is in working with districts and municipalities so they work all over the US and actually are nationwide and they have outside the U.S areas where they work as well um uh hi Andy I have a few questions as well okay um internally it sounds like we'll be able to build out our schedule before we open it up to outside users that's correct okay um does
063facilitron make any recommendations on fees they about you they've got all this community data where they say hey you guys are a little low here you're a little high there did they make any of those recommendations yeah so we can receive information from them they can give us a report on what would be you know average uh price and then we can choose from there we are still required to offer our facilities at cost and within that there is some some flexibility on how we determine what that cost is but we can't and I think it's based on market value right there's an entire spreadsheet on the how much it costs to build the facility how much depreciation what fair market value is it's it's like this thing so you should enjoy it because he
064likes big giant spreadsheets and um you have it's a lot of work to put into it to get out of it I had I actually have one from last year that I'm not sure that it's correct but I had Lynette start it at some point last year so that's that's a standard for districts and then you have of course the community if if ours says we've charged 50 an hour for the pool and everybody else is charging 500 an hour we should probably boost it up a little bit because to replace that pool as we know just cost us 1.6 million dollars so well and and and I think it's just something that's the times and chlorine prices there's so many things that have skyrocketed in terms of what we need to do with maintenance
065with supplies and materials so I think it would be prudent you know eventually at some point for the board to review that information and see um and what's what you're seeing about this is this is the ability to kind of Market our facilities to a wider audience and to be able to build that in here and inherently what that can do for a community is it can kind of build this cohesion of community when people are out and about enjoying creation getting a chance to to have positive interactions with one another especially with youth I think that's where the the gain could be so it's a great segue in my next question which is um can we set our parameters so that we encourage or set a priority for Martinez based organizations to use the
066facilities and that could be done a couple of those right either it's a price break Martinez based group you get a different value than somebody who's outside our community or you get earlier window for booking for time so it just still trying to have that kind of capability too they may but I don't believe that we can we get to distinguish non-profit and for-profit entities is really our only distinguishing mark and you really don't want to get into counting how many Martinez kids even though you're Pleasant Hill Baseball how many Martinez kids play on that team that's all I got you can't believe what we've heard I believe it um do you I'm looking at the price list and I'm just curious like it talks about you know staff may be required who who determines
067if staff is required and is that something facilitarian determines or so we work with them yeah we work with them on it um so at times there might be required to be a custodian so for example on a Saturday where there is no one already working that facility then we would have a charge for them to pay for custodial Services depending on the number of hours there are times when during the the weekday there may be a custodian still on staff so there might not be a charge that's accrued because it may go from four to five and there's already someone on there we get to choose what those add-on pieces are so let's say that you want to use the auditorium in one of the you know theater spaces we don't want you to
068be operating our av technology that might be forty fifty thousand dollars so in that case we can say that one of the add-ons is you required to have an AV Tech to go along with that now I say that I don't know that we have AV text we do we do okay good well we have people that are trained and to find them lately is hard but it's also contractual ncsea contract if you're renting a kitchen space you have to have a kitchen worker with a food service Handler so there's all kinds of little quirky things depending on what you're renting and what hours and what days so yeah and and we would work with the vendor on what those are and then we would adopt whatever our internal practices to it I think in
069the process just kind of thinking out loud in the process of going through that if they give recommendations and we see that there might be something missing or we need to support that then we can look to add it into our structure thank you sure you kind of touched on it and this kind of goes into my kind of facilities committee hat on um does this is it just a report out of usage or is there a correlation with asset management and cost to maintain costs to replace or is it just will just give us the utilization report and how much we generated so I haven't seen any reports yet for it so I can't go specifically on it but I can tell you that in the conversations I had with the vendor they would
070be providing us both like how much money is coming in the revenue the interest who's trying to book it and then we can put in what our known cost of replacement is and compare it they can almost also give us the estimation so let's say that the the sports field the yeah the the track surface the turf field there you go I don't know it's so hard to get to that but how much it would cost to replace and then that can go back into that schedule so when we looked at another company um a couple years ago they actually required that we give them all that information no not that we give it that we enter all that in because we had to do all the work enter all that information and the cost
071of the facility and all of the age so on and so forth so they probably have some kind of a system for that I would think all right any other questions any public comment on this item okay we will see this back on the agenda for Action next time moving on to item 16.6 resolution number 2023-10 designating General funds is a committed fund balance this is information only and once again let me so I got to catch up here I was writing a note real quick and forgot that I had one more so at the last board meeting there was some discussion about putting together a deferred maintenance fund I'm looking at well past practice was many years ago and so what you see before you tonight is part of hearing that and bringing back
072to the board for its discussion and approval a deferred maintenance program where we would put a hundred and fifty thousand dollars a year from our lcff funds and put it into our deferred maintenance fund and that would go towards paying for those type of projects capital projects that we wouldn't fund normally in our in our routine maintenance fund all right so can you just explain maybe what what would be in the routine maintenance fund not everything you don't need to give an exhausted list but just right just so we can see what the differences would be here versus differ yeah yeah so routine would be um fixing a leaky faucet it would be patching a hole in the drywall it would be just every kind of like um normal activity of kind of fixing and
073replacing where something that's deferred maintenance is a larger item that's gonna that's gonna go beyond the number of hours that our classified workers can work for maintenance and have larger projects and be something that's more like one time in a sense so things like replacing carpet replacing HVAC painting projects those type of things or any other board questions will we have a facilities committee before this comes up for uh facilities committee meeting before this comes up probably not we don't have one scheduled this will come back in two weeks I'm obviously definitely in favor of this I'm I'm trying to and I understand I guess intuitively that the dollars are not enough to get us to where we want to be um but I like to at least have an understanding what the where we
074should be where we are where we can be and and have that addressed but understanding that we're we'd be voting on something that we know is not enough but we don't know how much it's not enough well and the other option is you can always add to this resolution at a future time if that's something that was chosen by the board um you know if you could say that over a year or two's time you look and see what kind of impact this is you talk about the different projects those projects are meeting your needs continue change it or potentially add it but it would require a new resolution to either remove this altogether or to amend it in any way and I did in the weekly update this week talk about a 25-year maintenance
075plan and the I worked with John from rgm who said in order with our three new schools coming up three um and the Morello park being finished we should be he said in order to maintain everything that has to be maintained in this District you need to look at something like seven percent or more which is way out of our league it would take all of our budget not all of our budget but a good portion of it but he said because we have the new schools maybe something about four percent three or four which would be about a million and a half a year which we don't have either so um anything we can put away will help us maintain and we try to get as much as we can through routine restricted maintenance
076which is three percent of our expenditures somewhere around 1.5 to 1.8 million in that area each year but it does pay salaries for those people as well but um for the you know the maintenance and the grounds and so on and so forth so you you try to do the best you can that's what we do any other board questions public comments okay so we will be seeing this again in two weeks okay uh 16.7 is consideration of requests to increase the daily rate of pay for substitute teachers for the 2022-2023 school year this is information only not presented by Andy Cannon but presented by Carolyn so thank you for all of your friends let me turn this off all right and so it's finally my turn um so earlier this uh this school year
077the board approved the continuation of the pay raises that were implemented for our substitute teachers um in order to try to stay um competitive with other school districts and as promised we've now completed a study of that compares our substitute rates to the other County schools and as a result of the data that we that we have gathered we are recommending a another increase to the substitute rate of pay so we are suggesting a an increase of 220 dollars for the daily uh sub pay rate 250 dollars for long term long term is an assignment of 20 days or more and in those assignments um substitutes are required to do some of the planning so that is to uh to account for the extra time they have to put into that and then the most
078difficult assignment for us to fill is an SDC classroom so we're suggesting a 20 bonus that would be added either to the daily rate or to the long-term rate for someone who took on an SEC assignment because those are the hardest ones to to recruit someone to fill and the long-term impact obviously this is going to impact our budget so do we I mean I don't want you don't need to give exact numbers but obviously we have to consider that are you looking at this as being a permanent change does that look like what other districts are doing I think it is um right now we're looking at for this year to get us through this school year and stay competitive or with our fellow districts it is possible that it would be a long-term
079effect I would like to point out however that when we are not able to fill a position for a substitute we then have to call on our teachers to fill those positions which puts a burden on them because they're giving up their prep period for the day and is also expensive for the school district because the rate of pay for a teacher is fifty dollars per hour and so it is actually more cost effective for us to have a substitute even at this increase rate than it is to continue to pay our teachers and and it is an additional burden on them yeah that makes sense thank you other board questions um Dr Koto at what point does the um does the teacher pay for the substitute great question so um teachers have a certain
080number of sick and personal days they can use per year and they accumulate from year to year in the event that a teacher runs out of those sick days then they go into what's called differential pay and differential pay is when the the the salary of the substitute is deducted from the teacher's rate of pay for that day so teachers normally have 10 days per year and and so if they have used all 10 days or they've accumulated them for many years but then they have a long-term illness once they run out of the days they've accumulated then they would enter differential pay any other board questions okay we will see this back in two weeks we do not need number 17. we don't have additional comments from the public number 18 uh comments from
081the superintendent board members and future agenda items so unless you want to start yeah oh yeah Kiyomi did you have one and I just now looking at you realize I didn't ask for your student vote all night because I don't know what I'm doing here so you know I am very much learning this and I found out at 4 30 that I'd be running the meeting today so I did try to kick her under the table but she wasn't paying attention I wouldn't notice that well hopefully you have an awesome homecoming and guys thank you for your comments this evening thank you Carlos Nan Jeremy Courtney sounds like fun um I just wanted to uh Echo uh Catherine hearn's comments about the Parent-Teacher conferences I know that that is a big lift for both teachers
082and parents having a week of minimum days and then teachers spending all the time preparing and meeting with parents so I felt like it speaking for myself I felt like the process was really smooth and we really appreciate their dedication to those relationships anything from you got it all right well with that we will adjourn and we will be back here in two weeks and I don't have the date on hand but a day a Monday in October two weeks from today we will be here so with that we will adjourn