001e e e try that again we'll call to order the Monday March 10th meeting of the cona Valley Board of school directors want to welcome every everyone that's here as well as those that are joining us online this is our first meeting of the month it is the one which we receive most of our informational presentations as well as discuss and deliberate future decisions there may also be some action vot voting items required on timely issues or to meet Tim restrained guidelines all agendas and related public documents are posted on the district website will you please join me for the pledge to the flag I pledge to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible liy and justice for all Mrs Martin
002may we have attendance please we have eight directors present tonight Mr gensel is absent we have a quarum in place are there any changes additions direction deletions or corrections to the agenda if not I will take a motion to approve the agenda motion to motion to approve the agenda second all those in favor say I who opposed we have an agenda Dr Hartman your comments please for this evening good evening as I was uh thinking about what I wanted to share as far as District updates tonight I realized a lot of what I was going to share about we're already going to provide updates for when we give our our presentation of the midyear uh comprehensive plan so instead of uh any new updates beyond what we're going to present here in a few minutes
003just wanted to thank the board for allowing me to attend the aasa National Conference on education at the end of last week uh it was a great conference and you know just as important as getting new ideas and and and hearing about some Innovative practices sometimes it's really good just to get validation for what we're already doing so I found a lot of the sessions I went to really validated a lot of the programs a lot of the initiatives we have going on here at CV uh still took away some new ideas that that uh I'm going to surprise my my team with here in a not too dist future but but uh uh we uh but it also just affirmed that we're doing a lot of great things right now at TV so it
004was a great conference and a great time and I appreciate the board's support and allowing me to attend so thank you with that said we're going to start with that presentation on the midar comprehensive plan we've been re reviewing these comprehensive plans for several years and I do have a comment to make before you all get started in the past between flowcharts priorities instructional models Big Ideas Pennsylvania Future Ready requirements and action plans quite frankly every time you updated it I got lost in the weeds this time I could follow it perfectly uh a lot of the comprehensive plan is aimed at what the staff has to do and it's a little Beyond us but we ended up getting bogged down in it this was direct and simple and I could actually compare this report
005with the first one you sent us and I want to thank you for making it so much clearer this time and I'm sure it was easier for you too thank you okay well I'll get us started and thanks for stealing my thunder a little bit because it's sure our goal was to try is to try to simplify this and make it as clear as possible well you met you you met your goal I noticed the difference as I opened the document so that was the plan but in all seriousness this team uh you know we we do you know sometimes when you make strategic plans and comprehensive plans it's it's easy to kind of put them on a shelf and they collect dust and you forget about them but we really do use this as
006a driver for for what we're doing in the district and uh we spent a lot of time talking about how we want to present this information our cabinet it's a big Topic in our weekly cabinet meetings uh because our our goal is to clearly present you know what we're doing uh and show that we're making progress towards those those rigorous goals that we set so uh you know we all have a park tonight we have a small army here to to present uh but I'm gonna I'm going to turn things over to Dr koser to get us started and and we all have a a portion of the presentation to share with you tonight absolutely so step one is just to bring back the goals we have three big Focus areas in the comprehensive plan
007for this threeyear cycle the first goal focuses on learner personalization and growth and so Mrs tror is going to speak to um the mtss framework and the work that she's been doing as the Director of academic support so we'll give you an update on that goal our second goal then is around learner well-being achievement and belonging and this is really the um the PBIS the mtss behavior side that that Sarah's going to talk about and then I'll share some of the curriculum and the mtss academic side of things and then our third Big Goal learner Innovations and Partnerships focuses on the um community outreach the profile of a CV learner the work-based learning and so Dr man and Mrs Upton are going to handle that part of the presentation today so each of us has
008a different section A different role to play on the comprehensive plan team and that is really how we have been able to move so many of these action steps forward because we do have a full team who's been doing this work day in and day out so we'll start with Goal one good evening so we had 15 action steps for this first uh or this time in the middle of the year and we successfully completed 14 out of 15 uh the one that we did not complete was we were planning to do some work with our tier three work with our small group and our protocols and our data rules but we made the decision that we needed more work done in tier one before before we moved to tier three and so we put
009that off till next year and so as you probably recall when I spoke last time we talked about how it's so important to have a really solid foundation and it's easy to get trapped in the idea of doing that tier three work because it seems like you can quickly make some changes but we recognize that we need to give the time in the energy to tier one so that's why you see 14 out of 15 um some highlight that we completed this trimester um is that we did complete the mtss needs assessment um the mtss DT that's the district leadership team for academics has met three times and we also successfully did um a middle of the Year Elementary data protocol where we looked at all the Elementary District data um across math and Ela
010and we able to um really look at the health of our system which is really what informed our pulling back a little bit from tier three and focusing a little bit more on tier one our data um is growing in a really really positive direction um seeing um those changes and impacts that we wanted over the last couple of years and also seeing the impact of prek and so I'm really really excited about that my other hat that I wear um and we established some successful data rules for classes in the transition from 8th grade to 9th grade really streamlined that process for um course recommendations with data rules our next step will be the mtss summer PD plan making sure that as we move forward our staff are getting the training that they need
011based on their roles um the CV mtss handbook introduction we're in the process of drafting that and uh getting that through the DLT this spring that's a big Focus we will be making a decision in the upcoming months on the mtss platform which was our data platform where we're housing all of our data that's going to help us make these datadriven decisions uh we are doing a K12 assessment plan lining up all of our assessments prek through 12th grade to make sure that not only do the assessments match that we're not over assessing students that we're using that data in a way that makes sense um that it's not just data for data AK and that we're also building in a meeting calendar for the analysis of that data so along with a calendar for
012when the assessments occur there'll also be a meeting calendar kind of matching when those assessments happen for that analysis and um as far as the needs assessment priorities we have five big pieces that came out of the needs assessment looking at our core academic practices in Tier 1 K through 12 and lining those up mtss Tier 1 and three like I said tier three is moving to next year U focusing on building level mtss teams and the comprehensive K12 assessment system and that digital platform that I spoke about and Michelle I got a little trigger happy there and I I Advanced the slide before you uh that's okay I thought I was talking too long that's okay I didn't know if you wanted to mention anything about you're like let's go Michelle I didn't know
013if you wanted to mention anything on K toi progress report I think and that that's thank you um we are working on uh continuing the work from last year where we met to look at the K the K5 progress report this spring um kind of Shifting notice it says progress report not a report card our goal is to create something for parents that's our audience and so as we work through that process with all of our different committees the reading specialist math specialist teacher committees you'll see a draft coming your way um by early summer um to get feedback through those feedback Clips so we're really really excited about that uh little hint of what's to come it's standards based um and it's really designed to be as as idet said in the beginning um
014simple for parents so we're excited about that hello um so as you're all familiar with I um I am a leader of the PBIS that we do here in the district um so that is one of our goals it's goal two positive behavior intervention and supports and of the action steps that we've done to date we have completed five of five um the big accomplishments that we worked through through PBIS is I I I call it agenda development we meet every month as a district leadership team and within that agenda there's usually typically on average 10 action steps in each of those agendas so it's a it's a it's a a team that is constantly moving in action and steps so if I list out all these action steps for you we're probably at probably
015at like a good 30 to 40 action steps in PBIS that we've worked through so far this year so we always start our meetings with past past business what we still have on the table what we've completed and then we talk about what we still have to complete so that's how our agenda development Works through um we have some really developed District coaching across the district we have our elementary middle school and high school team teams fully developed um we have taken on that tier 2 level of behavior and we have worked through a checkin and checkout training and protocol across all the buildings we have some pieces that we still need to do with that but we have gotten the training and the protocols established we've worked through our reporting expectations for Behavior across
016the district and of course you're familiar that we did the annual board presentation for you so our next steps that we're going going to be focusing on for the rest of the school year is we're going to be working on transition plan planning which is how are we going to transition from using spec which is our Consultant Group back to a complete um management of PBIS through the district so spec is going to be backing away midy year next year so we're going to put together a transition plan about how we're going to use their services over the next few months to get us completely ready and independent to be able to go ourselves um the SEO is check in check out that's what SEO stands for for and we're making full decisions about full
017implementation how that will happen on the detailed itemized level in each of the buildings we're going to be working on our summer planning and we're also continuing to talk about our dashboard and our implementation guide for PBIS how we develop those and then how we can push that out across the district and the other thing that we work through as a goal too is our social emotional learning and as you're familiar character strong is what we work with in the elementary and middle school levels and in the high school they have developed their own social emotional learning lessons and so what we have um done this year is we've also melded that together with PBIS because PBIS has classroom lessons so we wanted to make sure that we were combining the seal pieces the character
018strong along with the PBIS lessons so how we we term that we call it sebb social emotional Behavior so it's social emotional learning and the behavior side together so what we do is we have a work group that um meets every month and they've been working on developing a curriculum um so what we had them do is beginning in September they would work on a September curriculum then we meet in October we work in October November so as of today they are completely done with up through February and most of them have March so the intent was by the end of the school year we would have a complete developed curriculum for social emotional Behavior lessons across all the all the grade levels in the district so um everything's been on Target on track uh
019the team is working really well together um and that's what we're going to be doing for the rest of the year just continuing to finalize those curriculum pieces okay also with the goal to is our focus on our curriculum redesign and so our group this team right here runs on 90-day action plans so we started one in the beginning of the school year we met 90 days in we changed we adjust new 90 days and so this this most recent indicator was from our past 90 days and so in this area um we only met one of our three action steps but it was actually a good thing um the the two that we did not meet are the first two things under accomplishments so the first one is our administrator walkthrough tool and I
020remember saying to the group hey this is going to take us two hours let's get in a room we'll knock this out no problem well what ended up happening was we got in the room and we realized listen we want to make sure all of our walkthrough pieces are aligned across the entire district and so we pulled the PBIS tool we pulled the social emotional learning tool we pulled all of the different tools that we use for um classroom Fidelity together and it actually became a much bigger project than what it started out being but in the end it's going to be better for our principes um for next school year and so that is in development we've made a lot of progress through that but it's been really good conversation with our team of
021building leaders so that we're not overwhelming our staff so that we're as simple as possible but still accomplishing our goals of checking on that tier one Fidelity so that is that's one of the pieces that wasn't completed in that 90-day cycle but is in development and will be ready for the spring and then then the second action step that is still in development is that five-year curriculum work plan and again I think Dr man and I um were were a little too optimistic thinking we were going to get the entire Five-Year Plan done in in that 90day cycle and so we've been building through it we've been working through all of the courses at the high school we've been working through all of the different departments um what that process looks like and we will
022have that information to bring to the board um this spring as well so our next steps are finalizing the walkthrough tool the work plan um and then we have started really working on our summer curriculum work plans for those four core areas that we have in progress right now and then our other goal in this area was around inclusive learning environments and in this past 90day cycle all three of our identified action steps were completed we did have a community partner advisory meeting um we began planning I don't if you remember us telling you about we were going to be holding our inclusive learning Summit on March 14th that has now become a snow makeup day and so um those plans have been shifted to the fall but we have a team that's started to
023build out that agenda and started to work with Community Partners For What that looks like in October and then also starting to hold administrator trainings um we started working with our admin in January and we have another Retreat coming up in a couple of weeks where we'll be continuing this focus with our principal assistant principles and District level administrators and I have um the start don't touch it goal number three is looking at learner um Innovations and Partnerships um the first part of this is the profile of a CB learner as many of you know we've been working on the profile of a CB learner for for a number of years now and have done a lot of work um starting with Dr Z and then Mrs Upton has has guided a lot of that
024work uh to date and we've uh to the point of having rubrics and things like that in place um as we begin that curriculum writing and going through that process again maybe a little overeager thinking that we'd be able to knock this out pretty quickly turns out it's going to take a little more time and we got a little ahead of ourselves in in this particular area so we pumping the brakes a little bit on this um still using this to guide the the curriculum writing and and things of that nature but as far as the looking at the performance task and the deeper look into that we're pausing that until we get the curriculum up more in place and then we'll come back during the auditing process and embed the the profile in a
025little more so they gave me the zero to two but no so more to come on this area can I ask a quick question how much is that complic at when the state changes curriculum it comes out with the new curriculum has that been a problem say it again how much of a problem has it been if the state comes out with new curriculum when you're in the middle of this has that impacted you very much yeah when you think about the the steel standards that that just came out um yeah I noticed this year there have been about three new sets of curriculum and I'm thinking well we're working on that mhm yeah so why you go back then and revisit it oh you have to you have to and some of it is
026tweaking a little bit but in the in the case of the steel standards it's a major shift so that's been a heavy lift um so again one of those things we didn't necessarily anticipate how hard it was going to be and how timec consuming it was going to be but U we want to make sure we do it right if I can interject here for this one um when I when I spoke earlier about the the conference I went to and and having some things validated that you're doing right when you go to that uh this is one of those areas uh a lot of the sessions I went to were talking about you profile of learn having developing a profile of a learner or or a portrait of a graduate type type work uh
027and really how like you know the big theme being that schools need to shift more to looking at what Workforce is looking for where schools traditionally tend to be content focused where workplaces today are more skill focused and so this whole profile is about what are those skills that students need to go out there and how we're embedding it into our curriculum so it doesn't matter if you're in algebra class or biology class or whatever there's these cross-cutting skills that we're making sure that we're building with students uh and that was talked about over and over and over again at the conference I was at as as an Innovative practice that schools should start doing I'm like we've been doing that we've been working on this for for years so uh the fact that you
028know it goes slowly you want to do it right but I think we're already ahead of the eightball a little bit the fact that we have at least those skills identified now we're working to see how we integrate them across their curriculum so and then the next part of this goal three the Partnerships internships and work-based learning uh we are at four out of four right now with those action steps uh critical accomplishments um to date and so this was last week we actually have more now uh 432 high school students have done some sort of work-based learning this year and so that's getting them out into the businesses for industry tours it's doing career shadowing student workshops that we've brought into the school so we've really been been focusing on getting students to uh
029really interact with the workforce with our business with our IND industry and our Community Partnerships 60 students are uh participating in internships this year uh three years ago we had 12 so we've really been uh increasing that as well and that's that's a little bit more of a lift because the students are going out to the businesses uh five hours a week and and working with those Industries and so that's uh one of the the more intensive pieces of our work-based learning that we've really also been growing uh the next steps for that are really we want to get some more credentialing options in our classes so that as students go through all of our curriculum and our programming they're they're earning uh actual industry recognized credentials along the way and so that's uh that's
030our next real Focus now that we we have some of the rest of this you know really uh solidly planned we want to get those credentials into our curriculum so that our kids come out with diploma plus that's our goal and I just include a little bit um you know some of our Our Community Partners that I always want to recognize because they are the ones that are stepping up uh and and there are more uh but but these Community Partners have been doing a lot with our kids with getting them into the businesses getting some of our teachers into the businesses uh doing some of those workshops and so I just wanted to recognize some of those Community Partners for the work that they've been doing uh and I included one of our internship
031spotlights if you follow uh us on social media uh you'll see that we frequently have these internship spotlights up there to to show what the kids are are doing that's one way that we are getting the word out to students to families so that they realize all the incredible options that we have in the district uh Beyond just the uh traditional pathway I'll finish things off for us uh so our third goal under this area of of innovation uh was to form an artificial intelligence task Force this year which which I've been leading uh and so far we've established six uh six a action steps four of which we've accomplished at this point in the school year uh and the other other two are sort of in progress so I'm confident and that's just about
032uh you know identifying some more professional development opportunities and needs uh and we're at that point now we're starting the plan for our summer PD starting to develop our professional development calendar for next year so we're not behind on that we're just kind of right where right where we should be so we really had even though we had six action steps they kind of fell into two categories or buckets uh the first one wanted to be was that we wanted to take a a draft policy uh Schoolboard policy uh to the board on generative Ai and as you're aware we've done that um and it's in you know been tentatively adopted and waiting for second reading uh at this point uh and then the third uh area or sorry the second bucket was around the
033area of identifying what our professional development needs are around AI so starting to talk to teachers about what they know what they don't know uh where they're comfortable uncomfortable and then not only identifying needs but then I looking into some opportunities so seeking out some some uh experts that we might have in house some of our teachers that are already very comfortable with with AI and might want to help put some PD together uh but also looking outside so uh and we're a little bit ahead of where I thought we would be with that because uh uh we had the opportunity to to a really great opportunity uh for some professional development where we have a Rachel man will be coming to our district on the evening of March 31st she is a uh she's
034from Pennsylvania but she is a nationally Renown well-known uh speaker author former teacher uh Still Still teaches uh but written several books on on just Innovative practices and really right for the last year or two her work's really been around artificial intelligence uh so we put that out even though it's an evening uh a week night evening in March as of today we have 97 teachers registered to attend that so we're pretty impressed with that so uh like I said that was something that fell under our lap and I want to thank thank uh Mrs Upton was actually uh the one who uh found uh earned this opportunity for us by a a conference she went to recently where she won uh I guess out of a drawing or a I don't know you can
035explain it but but anyway you you were lucky and and and won opportunity for her to come to a free Workshop to whatever District we say skill yeah yeah I don't ask questions how she's coming and and we're super excited about it so so we're uh we're continuing to work that you know we have that that that opportunity sort of fell into our lap but we're also continuing to identify New Opportunities uh as we go into summer and into the next school year so looking at what our immediate short-term and long-term goals are as far as professional learning uh around the area of AI and how we can embrace it to really enhance teaching and learning uh not not to fear it and not to you know worry about it taking the place of how
036we how we teach students and how we learn but but you but harnessing it to to enhance what we're doing in the classroom so that concludes our presentation we know it went a little long but does anyone have any questions you bet yep so when we talk about this multi-tiered system of support the mtss framework one of the things that's really important is making sure that you have Fidelity to your tier one practices so for academics and for Behavior we have these indicators that we look for in classrooms that if these conditions are present we feel confident that our team our staff are implementing our our goals and our programs the way that they're meant to be implemented right and so part of that is um holding our administrative walkthroughs where once a month once
037a trimester once a quarter we're actually out in classrooms with our checklist of these specific look fors that we're just double check verifying hey what are we seeing where are we seeing which of these practices do we see show up most often which ones maybe need a little bit more support or professional learning around so we have them for our um curriculum implementation we have them for PBIS implementation we have them for the social emotional learning we have some tools for our English Learners and what practices are we using there at elementary we have math look Force so what we're trying to do is put together that system and that schedule so that we can be really clear with our teachers what the purpose of it the walkthrough is how they're going to get feedback
038so that we're not doing five of these walkthroughs in a week overwhelming the the classroom teachers we want to have a really strong plan that's intentional and well thought out one question I I have is with all the goals and objectives is there anything that is heavily federally funded she's now I mean now that Esser is completed I mean our title funds are are used for our reading Specialists our math Specialists our title three funds ESL um but that that's not a focus of the plan no no the majority are are the initiatives are coming from the general fund right now okay good question other questions I told you it was clear this time it's a lot of information and a lot of hard work but it's uh thank you yeah hopefully it's clear any
039board comments on District activity I I would just add one thing uh some of us were at the IU legislative breakfast uh I've been bored to a number of those but this year they really I think did an outstanding job um instead of just standing up there and reminding board members what we already know we do we we had uh three presentations uh on uh Ed certification of which Dr Hartman was a presenter uh Educational Funding and infrastructure funding and what was especially good about these presentations they didn't just identify the problems they presented the legislators with Solutions and I think that makes a big difference later that the legislators again were not allowed just to give presentations they were asked to specify their uh their um their priorities for this year uh I'm not
040going to take up time at this board meeting to go over that but I I will at one point but it was very very good I I thought the way U the way the solutions were presented really made sense um we'll move on to action discussion items uh the bug activity Alliance uh Dr Hartman who's going to but did I oh so I do what I do without you people public comments was that yep is there anyone from the public who would like to comment on it agenda item thank you then we will move on to the bug Alliance um presentation Dr Harman are you going to do that or do we have someone else Mrs uh Myers is not here yeah so we just got word from Mrs Myers that that she got stuck
041at work this evening uh she's a parent but the president of our baa so uh uh she owns her own business and sounds like she got tied up at work so uh she won't she's not here to uh to be able to answer to questions about the grants that were being proposed I don't know if you were at the last meeting was um so I don't know if I'm the best to answer the questions on it but but at the you know if there's no questions we can vote on them this evening or or if there's questions uh we could ask Mrs Myers to come back on the 17th and present it I don't know if I have questions I had a couple concerns on some of these maybe you could clear that up for
042us uh the first one comes directly from uh Dina Henry so my question was did their board approve this one their board approved all of these yeah that's the process approved both already okay approved this yeah prior to coming to to this board for approval the baa approves all the grants uh the one for um the platform it's not signed if I'm correct for ban the one for ban for well it's signed but I guess I couldn't tell who signed it and oh I'm sorry it was the next one that has no signature at all the jackets there's no signature well also the total amount is different the quote is 8230 and they have it is 8710 I just want to know which is the which which was the right number which one are you
043looking at now is that the I'm looking at the track and field warm-up jackets from H&L team sales we have a quote for 8320 but they have them listed for 8710 are there are there extra fees that don't show up I'm not sure if I can answer that but we can certainly seek clarification on that for for the next meeting but yeah if there's inconsistencies in the number we we should probably not move forward just wondered why the numbers you know were different question students is there going to be a cleaning it's a lot of jackets probably probably yeah I mean but we we we we clean all of our uniforms I'm not sure what the process is for that but we do you know for our uniforms and or that we use over and
044over they are cleaned on a regular basis so I would assume that shows up Elsewhere on the athletic budget I don't know if that falls under uniforms or where I don't remember our ever asking about cleaning costs well I happen to think of it yeah they said this would take care of it there wouldn't be any other Adele are you aware of where that comes out of the athletic bud I can R to report real quick and see if it does come out of the athletic but I'm pretty sure it does other questions I know one of the reasons baa wanted to get these on the agenda there was a pretty quick turnaround time um but I you know because I think there was one of the some of these they were hoping to get
045for the spring season however you know it's really at at the pleasure of the board whether or not we want to table this this till the next meeting or not yeah it's not it's not board funded it's baa funded um and the documentation was presented better than what was presented here so it was clearer so not sure how that disconnect happened but we can hold off I don't think one week will hurt no it will not hurt no it'll be on the consent agenda and we can approve it y we get that answer then and we can answer any questions between now and I don't remember Dena actually uh signing or sponsoring any anything it was it was the band presented their proposal yeah and what they went through the process Etc uh and then
046the track and field um they went through the jackets and talked about the the business case and you know very well done so I'm not sure how Dena application got here unless she felt like it didn't happen and she just made it work or yeah POS because it's not you know it's not sign we're not sure if that came from her attention to detail so we can hold off in a week track and field boosters y but we'll get that verified for next that's fine I do know the one that she proposed I believe she's done this in the past too and where they bring in like a she's a mental health expert who talks to student athletes and and all student athletes are he W come it falls outside of the normal athletic budget
047but but it was one that all of the baa was the boosters were all in support of just Dr Hartman if I recall correctly uh Janet hint who works in the athletic office does a lot of the cleaning of uniforms what what do you mean she does it yes I believe so so we're not seeing an actual expense but the more I thought about it and it does a lot of that I know that athletes have to bring back uniforms clean too jerseys shorts that doesn't sound like the best practice to have an employee doing doing the cleaning for them it really should be somewhere in the budget as much as I appreciate it I guess it be could be considered a donation okay so that that that'll be that'll be for for uh for
048next week our next issue is uh a change order for the solar panels at um the middle school I don't know who was going to present this oh you okay so if you recall last summer you had approved um a bid for a solar panel project that Matt Masano had been working with um um and they came back the company came back Paradise Energy Solutions came back to us they applied for a rebate through ppnl got about um estimated to be about a $3,600 e um rebate and what we can do is increase the kilowatt amount of these solar panels by about $3,600 so they just need us to approve a change order to be able to do that but it's really no cost to us right yeah it's a wash okay no additional cost
049any questions we do have to make an approval for this so I will need a motion to approve that change order from somebody I move to approve the change order all those in favor say I I all those opposed okay it's approved thank you facility usage schedule this one's fun this is a lot of fun H you get the short version of it uh so we have not reviewed our facility usage fee structure for about 10 years and it it was due and having uh talked to coaches uh booster clubs us sports groups Representatives I tried to take in all of their uh feedback regarding um their concerns with our fee structures or what you know what their wants are needs and uh we Anthony did a lot of work on this too as far
050as looking at um taking our classifications of the various groups that use our facilities and comparing them to other districts in the County and we have six currently we have six different classifications for these groups most districts in the county have about three or four so uh we paired it down we eliminate we're proposing that I just want to open up this conversation with you this evening to uh get your feedback but we're proposing eliminating the um small groups or like family reunions individual groups um eliminating that classification and then we had three different classifications for nonprofit organizations so we just paired it down to let's have uh let's start with a class one which would be primarily our booster clubs pto's youth sports groups pretty much a lot is very very similar to um
051what we have now uh group number two would be nonprofit organizations that are located in the CV Community 100% nonprofit CV and also if any of our booster club or class one organizations are having a fundraiser and using our facilities for that fundraiser then we would charge some fees to them and and uh classification two then classification number three would be any of um nonprofit organizations located outside of the CV Community such as American Cancer Society who holds the Relay for Life here and then uh the fourth category would be for-profits or all other types of organizations so once we were able to identify and Whittle down the the different classifications we wanted to look at the fee structure and some of the feedback that we've received over time especially um recently has been you're
052charging us these fees to use the grass fields the artificial turf fields you know it's getting harder on us with you know inflationary costs going up uh we just want to be able to um get some of the the kiddos involved in sports and get the a sense of it so it what we wanted to do too is everybody loves our turf fields and everybody wants to use our turf fields but they we have one that's about 10 years old and we're going to have to start looking at a replacement plan for that one very very very soon uh and the other two turf fields artificial turf fields are just were installed not too long ago so one possibility and this is where I want your feedback too is in order to help some of
053the Boost clubs PTO or the you sports groups that all are offering direct assistance 100% CV students what if we were to eliminate the field the the the fees for them using the grass fields while maintaining fees for using the artificial turf fields that could incentivize them or make it easier for them to use our grass fields uh looking at all of the other classifications then 2 three and four uh there weren't a whole lot of fee adjustments you had to kind of start getting into um a pattern of how much a percentage increase you wanted from one class to the other but where I did find too that our fees were rather low turns out was with some of our auditoriums and we have a brand new Auditorium here at smok toown we have
054getting a brand new auditorium at Leola and plus comparing those fees to other districts in the county we were quite low so I've adjusted that so what does that look like then from a financial standpoint so I took all of the facility um usage applications and invoices for the entire 23 24 year and said okay this is what we build and by which class and then what does it look like if we take this proposed fee structure and overlay it so uh tweaking it a lot last week um by doing that our overall our rental income would increase by roughly $3,600 assuming everything's the same going forward but the class one would decrease by $6,600 because we're taking away the fees for the um the regular grass fields so just wanted to know what your
055feedback was is uh other type scenarios that you'd like us to look at any thoughts want to absorb it for a while can I ask in class one does that include clubs you sports clubs yes okay I know you have you have booster clubs and you sports groups that just sports clubs what about clubs in general it would be any club that offers 100% direct assistance to a CV students so if it's an in school in class one all in school clubs would also be involved in that okay um you talk about feeder programs yes thank you for bringing that up I I noce change the wording I think it should be approved or recognized CV sports teams yes you should spec you should specify that yes yeah the feeder programs um are those programs
056a good example is uh lacrosse we do not have a Middle School lacrosse team but there is a middle school age lacrosse Youth Sports Group we consider that a feeding program a feeder program and under our current policy uh a feeder program is not charge fees for use of fields well what I'm the feedback I was getting from some of the people I've spoken with has been that well really aren't some of the younger kiddos also part of basically part of a feeder program so that would be the change that we'd be looking at is not charged ing the um students that are maybe you know in sixth grade or seventh grade and not charging those groups because they do break them down into different age categories my other concern is the difference I know
057you're trying to encourage them to use the grass fields um both grass and turf fields yes have Optimum usage yes and I think we should be allowed to deny anyone if the optimum usage is already at its Max because then it doesn't matter what you charge your maintenance fees on those fields go goes up I think that should be a sort of an escape Clause that to protect uh the value of our Fields cuz a lot of them would gladly pay extra to use a turf field but a turf field should only be used so many times a year ex and the same is true of rest field so I'm sure our our maintenance department has those and I I think that should be there um the other thing the other thing I'd like to
058see uh is the uh actual written agreement there are a lot of rules to go with this I'd appreciate an updated copy of those rules yes absolutely yeah we have the rental procedures and then the rules so I can get those what they can and can't do on the fields uh I'd like to see that again it's been a long time yes yes uh We've also implemented a um hard stop with the use of the grass field starting around um October November time frame until uh spring sports are starting the the fields we're putting money into uh the care of the fields through uh a local vendor and they the fields need that time to repair and to grow and not be used so that's going to help tremendously too I have a couple things
059I like the idea of not charging for the grass fields however I know certain things like stalker they need the grass has to be a certain inch Hall tall and I know our Fields don't meet that or there can't be clippings on the field and there's clippings on the field um I do think we need to relook at what our feeder program definition is okay because like lacrosse with girls yes there's no middle school team for lacrosse but they also bring up the second through eight they're all in the same field they all rent it together they break it down by the the grades but the second grades that's the feeder program for the middle school which is a feeder program for the high school so I I personally see every sport in elementary as
060a feeder program for our high school so I think we I know that's a big thing when we need to Define what our feeder programs are but I think we should look at that but I also think we should not charge for the grass fields but to try and get them more use however so my thoughts on this please like your feedback is the feeder programs really any youth any Youth Sports Group that that we recognize like okay I know we don't have a swimming pool but uh water polo could not be a use a feeder program for us but as long as we have that sport at the high school level or middle School level I was thinking any of those um groups that are under that would be considered a feeder program is
061that what you were yes yes okay I think we agree yeah I mean it might get a little I know there's clubs and wrecks and that's a separate issue but yes I do see there's kindergarteners wanting to try fielded hockey you know right do do do I understand what what's your concern with just because there isn't a middle school program does it mean they're not a feeder program right they're I think right now we're looking at middle school that's the feeder not the fourth graders even though our hockey Co field hockey coach is a coach for the first second and third grade so like she's coaching the kids but she's also the field hockey coach at the high school so it is a feeder program no I agree that was my intent yeah well I
062I guess the Hope too is that the feeder programs continue to exist at all levels until they get to the high school yeah right that's that's know we're starting younger and younger because our neighborhood competition schools start their kids younger and younger so we got to get that Competitive Edge I think the other thing that factors into whether it's a feeder program or not is the exclusivity to CV students versus you know if it's wck leg and yeah we're happen to you know you're asking to use our facilities but but you could be from any number of schools and participate right I know lacrosse does that sometimes with the little kids because it's like one or two kids from go Calico because they don't have anything and it's not a feeder program for us so
063you know we'll take their money to play on the field and we'll train them but then come us SCH in high school they're out they charge them more if they're not CV students no they you have to you have to pay whatever for when you sign up for the you know a second grader coming in to play lacrosse you have to pay whatever it may be 80 bucks or whatever to for your jersey and the coaches and whatnot um and that young age like we'll have people from Calico or AFA or you know just a couple kids here and there because they don't have enough for a team yeah I I get that is there a limit to how many non CV students they'll accept I know with lacrosse I wouldn't want to see a
064fe program turn out to be all another District right ours is our kids get the slots first if the if need a little bit to break it down between one and two teams of girls in second grade oh we have two coming from Calica we'll we'll let them in then can split up to two but our kids get first slot but but there are limits to how many students will accept from other districts I I I don't know it's not going to be all the majority from another District it's usually like one or two kids because at that point they can make their own program we're just accepting the fact that we'll have enough of our own kids to form the the feeder program okay well if it works it works okay so my question
065would be how did how did the feedback go when you met with the coaches and um other people uh very good I I felt uh they could tell that we were working with them and that I heard them I the one thing that one of the gentlemen said that really resonated with me is he said we're just trying to get the stick in the girls hands so that they can you know have that experience and it uh this is re by not charging for the grass fields yes it'd be nice if we could not charge for anything but it doesn't work that way uh but at least by giving the option of not charging for the use of the grass fields uh we're reducing barriers because the sports are expensive enough for the parents for
066the booster clubs uh so by having those fees um they were having to increase the amount that they charged to the family so we can reduce that barrier and give all the students an equal opportunity to participate so I felt it went well yes I know everybody would love artificial turf because that's like the perfect field but at least you know for the I'm thinking for the younger groups especially if they've get an opportunity to play on the grass fields might not be perfect but our maintenance guys are doing a really good job too on our Fields I have to give them a lot of credit for that too yeah the only other thing I would suggest is that we are review annually these maintenance costs yes uh from what I understand with the tariffs
067are are going in place a lot of that will impact fertilizers and such so if we end up with a a huge change in maintenance we're going to have to adjust this yeah no I understand did you have something else Julie no okay real quick um correct me if I'm wrong but I thought I remembered also we we discussed the idea of kind of breaking down having a flat fee versus looking at the amount of time that they might be using a field as well instead of just doesn't matter if you're doing an all day tournament or just a one hour game in the past we had been yes and that I did in incorporate that into um and thank you for bringing that I remember if you said that or not yeah I did
068uh on that big spreadsheet with all the numbers um we do try to uh show it as a per hour charge for for the fields because we were having groups that were requesting to be prated which of course we would do because if we're not going to charge them an 8 Hour fee if they're only going to be on the field for two hours so this is the more fair approach right up front so um is this something that can go to consent agenda and I post the rules and procedures or do you want to I think we need a minute to talk it over we can put it on a review and approve but we don't have to approve it m mhm so I wouldn't put it on the consent agend okay cool I
069thank you all very much okay thank you Mr Johnson you have uh three contracts um riew good evening everyone yeah first on the agenda is the uh Environmental Services um as we're moving forward with the the fritz um project one of the things we need to do is get our environmental engineer involved because there's espe as floor tile those type of things that'll need to be dealt with once we we start the renovation project uh this is the same company that does our annual inspections of our buildings um related to that um they also have helped us out with Brownstown and also the Leola projects so there's a good continuity there um their total fee estimated fee is through design construction documents actual construction Administration is a total of $23,750 so very much in line
070with what they built Us in the past for um for leolo or Brownstown did this have to be bid I'm sorry what did this have to be bid no this is Professional Service oh okay yeah now they will put the the package together that actually gets publicly bid then oh okay yep uh the next one is uh review of the proposal for the civil engineering for again for Fritz um this is from K&W K&W has been our site engineer on on all of these projects that we've been working on again continuity this takes it from the design um the whole way through all the township approvals and all of that through construction documents and and also supports us through um Construction as well so their uh anticipated fee is $182,900 so again looking back at
071the other projects this is very much in line dollar-wise to the to the previous projects we worked with them on so they also have a good report with with the East lamp Peter Township and and going back and forth we've done multiple projects so far with them and so they have a good report there as well and the last is a a change order for Leola um for the asbest abatement um when they removed uh a few walls in the older section of the building we found they were built over top of tile so there was some remaining floor tile for many years ago and the size of it and everything confirmed that it was asbest um so we had the company that was contracted to do the work come in they they took care
072of all of it the adhesive got the air tests and samples and all that so additional cost of $211 so um this company's actually right up the street here on Horseshoe Road EHC right on the other side of the the goat path so and all these are good for consent agenda so I don't need any appr yeah with the um it's they should take care of all the sesses correct that's it for Leo anything else no we it's no we're on the rebuild side of things now this this is just an unforeseen they tore a wall down and just be nice to have it all gone I mean it is like we open a door something else yeah well and that building had some of those yeah especially with the going back to the 30s
073for a portion of but now it's the time to get rid of all that stuff it is when you're gutting it and all that kind of stuff and we have are there any areas that you haven't explored or uh no is there now the entire building has been opened up to I don't think there's any Nook or cranny we haven't gotten into so great thank you much thank you and we're coming down to the home stretch in the um policies uh Dr Harman has provided us with a simplified version of what's being removed from the 100 um that that made it a lot easier these are all the for various reasons the administration still needs to work on or we're waiting for uh some sort of legal guidance for them do you have any questions
074on any of these uh I I had only one concern and that was under 18 independent study uh I felt that the policy should specify that the student can recommend an independent study they're interested in that's just uh a a detail that that can be fixed if everyone's okay with that and we can make that revision prior to yes second reading final adoption yes AB absolutely does anyone else have any questions on the 100s we have just so you know what's coming up 5200 series uh after that there are about 20 um on Deck policies that psba has been slowly feeding to us and we have maybe four uh that we need to re revisit plus you know these that are being held so the light is there at the end of the tunnel after
075we get through those 200s and I think we should celebrate that when we get there any questions on those policies any concerns for a policy thought you were going to give the list of the ones removed I thought that's what you were saying Dr that list that Dr Hartman provided are the ones that have been withheld from from uh the original list there is no list I don't believe that I think that was just provided to you oh I'm sorry but we will share that out with everybody yes I I have a chart that this all the the um the policies that were are being held I thought we all had that we definitely all should get that we'll get it out to you that's my mistake I thought I was only giving that to
076you I'm sorry I get it out to everyone well I appreciate that but I'm sure everyone else gets as lost in all of these policies as I do okay uh we'll get that out right away I'm sorry I didn't realize that any other concerns from the 100s if not uh are there any concerns about the March 17th agenda is there anyone in uh that would like to address the board on any other issues yes please come forward uh we need your name wonderful do we have your name please yeah Matt Smith and you are resident of of CV yes ma'am and may I ask what your topic is is uh the um facility and usage um discussion so I'm the Pres um several hats but um on summer swim board president of Koka Valley youth
077field hockey also with uh the high school and the middle school booster club um so thankful this is my first board meeting so I didn't know when to speak um but I'm thankful that that's CER right you're welcome any time speak you got to present um I know I was sitting back there with my hand raised I didn't know the exact process but um thankful that you got to present uh kind of went over one of my questions of the definition of a feeder program uh I know that's been I started field hockey program three years ago so that was kind of a big thing of you know what's considered a feeder program before it was just where we didn't have a middle school team that will be considered but now you know I think
078it's a great thing um that every you sport whether we have a middle school team or do not have a middle school team it's still a feder program because kind of like you mentioned Diana you're still feeding the programs you know as they go up through um another thing I want to address is just make see that it's consistent consistently applied um you know when I started field hockey you just hear hearing other programs are not getting charged for some or some other programs are getting charged full price and it was just inconsistently applied previously um so that's my kind of make sure that it's consistently applied throughout all you know Avenues um and then last if it gets approved when does it take effect um for example like I know youth across girl youth
079across and boys are starting the spring season now they've already gotten their facility approved previously and they got you know the the schedule of what they're kind of being asked from the previous one of how much are going to be charged is that take effect immediate like if it's approved immediate right now moving forward or is it I think we can answer that pretty quickly yeah it would take immediately okay okay but if you've already paid in they PID at the end of the season oh they pay at the end of the SE at the end yes so with girls lacrosse for example uh if that's just starting up we would say you we're not going to charge a fee yeah okay yeah they do charge at the end um I just got for we're
080a F Sport for field hockey so we just got the bill a couple weeks ago so your question if you had to the bill now Now is it going to change at the end of the season well the they fill out the form and get it approved and them filling out the form they're kind of looking at the fee schedule yeah you know they're but now if they're practicing on grass there is if it's approved there going to be new charge so then you know it's going to alleviate that cost them for it would be difficult to go back retroactive oh yeah 100% but if it's just starting yeah no I'm not complaining about field hocke it's I'm fine but I just want to make sure it's cons consistently applied across all sports so okay
081that it yeah I is I want to thank you and thank all of your volunteers for their work with our kids oh yeah absolutely I I would also note that when you review the uh the information you mentioned who to contact if there's a a concern because I I I don't know if it mentions who who approves them people but I can certain contact anybody concerns yeah I think that should be only application so people know if they have a problem or a concern who do they get in touch with okay thank you is there anyone else who would like to address the board do any board members have announcements or initiatives if not I would just bring to the board's attention that uh Dr Hartman has been providing all year long updates on his
082goals and he uh he send us his latest one if you have any concerns we'll be glad I'm sure he'll be glad to address them with you and uh if there are no other ones I would take a motion to uh one question oh yes question I'm just looking at the agenda for next week okay so it is first gr of the 200 yes and first reading of yes but not a second reading the 100 I thought that was on there yeah on the on the consent agenda since there was no more concern tonight that we anticipated but you will still get a copy of what's been removed so you can keep track for yourself okay and after the approval of the first reading of the 200s we can still have questions oh absolutely okay
083but it it makes it go a little faster if you have questions beforehand yeah that that's always sometimes it's just as easy if you call and get them answers beforehand unless it's a ser is concern or a change that you want to make then that would have to be done at the meeting absolutely and quite frankly sometimes if you have any concerns I just as well have it the meeting because you don't know if other board members maybe missed that or didn't realize that that should be done it's always helpful if board members share their concerns okay trying to keep the ship moving forward okay uh then I will entertain a motion toer to uh executive session for uh a staffing issue am I right do we still have a staffing legal oh it's legal
084okay second all those in favor say I we are in ched for