001all right welcome to the September 26th uh uh meeting of the Pooter School District Board of Education we're glad you're all here and I'd ask you to mute your cell phones if you haven't already and I'll take care of that also uh so that we don't have interruptions during the meeting uh the meeting is called order at approximately six uh sorry 6 36 p.m and uh the first item on the agenda is uh to ask whether any board members have any changes that they would like to propose to the agenda this evening seeing none we'll move right along to our next item which is our superintendent report and uh Brian Kingsley will make remarks to the board and the community welcome Brian thank you president Patterson good evening everybody it's an honor and a pleasure
002to be here with all of you I want to start off my uh commentary by just congratulating both you rob um and Nate who I believe will join us momentarily for being recognized last week by the Colorado Association of school boards for your heart-driven servant leadership uh you've been serving not just this District but for this this entire Community for upwards of a decade if not longer I've had the pleasure of being the superintendent of this district and working in partnership with you has been just a pleasure and a treat and I've learned a lot from both of you and all of you collectively so I just want to say congratulations to both of you and give you a round of applause thank you thanks very much well well deserved um you know as we
003all know here in the school districts we believe that offering Innovative programs and educational choices to our students and our families is a top priority all students need to have the opportunity to pursue their interests and their passions while also experiencing a deep sense of belonging in connection with others this enables them to achieve at high levels this simply is who we are it's what we do last week I had the pleasure of visiting several schools went to Zach Elementary School bacon Elementary School saw two different elementary schools implementing two different brand new curricula and was really proud at the collective teaching efforts that took place in each of those schools to make that work meaningful I also had an opportunity to visit Fossil Ridge High School another one of our proud Traditional High Schools
004I don't know if you saw in the newspaper but nine of the National Merit semifinalists in this community reside at Fossil Ridge High School I want to wish all of the semifinal analyst good luck in their efforts as they pursue those particular achievements but I'm super high in all the various things that the school leadership team is working on around culture and the interim principle Mark Berry is doing just a fantastic job and I really appreciated his thought partnership had a chance also to visit Canard middle school as you know it's one of a historic one of a really significant Choice School in his community having an opportunity to kind of sit and work with their school counselor saw one of their princes their principal sit down and engage students on principles of character and
005talking about the way of work in that particular school and then having an opportunity to have an informal superintendent chat with many of their teachers I saw how they're modeling that character not just with their students but with each other so there's a lot to celebrate here but while recognizing that there's a ton of things to celebrate as I have a chance to meet and work with individual School communities there's no doubt that each of our school communities individually are grappling with diverse interests and diverse challenges and we as a system are needing to take bold steps towards leadership of moving forward with how to address the various complex challenges that exist both here as a system but also in our local school communities and I want to tell you it's it's quite messy you
006know later tonight you're going to hear more information about how we need to think about addressing issues of heat they're very real and legitimate across many many of our schools and that has been historic it's not new but it is getting worse we'll hear tonight from an outside firm that conducted conducted an analysis on our facilities and will share estimates of what it may cost to install mechanical cooling systems in all of our schools and I think as the superintendent I need to be very explicit and clear that there are no quick or inexpensive District wad fixes here and if we were to move forward with the project of this magnitude we've definitely would need voter support in the future and it's something that's important to kind of ground ourselves in evidence and details and
007data is that our capital and Improvement budget annually today is only eight hundred thousand dollars per year eight thousand dollars per year last year when Fort Collins High School's Chiller system chilling system went down in the first week of school we went into the red with our capital budget in the first week and had to spend over a million dollars and we're still hopefully close to the finish line of installing those final pumps and parts to revitalize that we also know that we think about not just our mechanical systems but we have issues of time there's been lots of conversations across the community both internally and externally around our school calendar you know should we be thinking about our school calendar differently not just to address and mitigate potentially heat but to look at other
008Creative Solutions and we know if we had opportunities where all of our schools were air conditioned I think we can also offer year-round schooling I was the proud principal of around school and the benefits of that and I want to make sure I'm not scaring people I'm not saying where we go all 54 schools are going to become a year-round school in the future but there's different ways of leveraging our portfolio of facilities and our assets all 12 months of the year not just for a couple of weeks before Labor Day or post Labor Day when it gets hot and so I want to invite the community that in early October your voice matters we're going to send out a survey to our entire District Community for people to give input on the development of
009future school year calendars this is a survey that goes out every two years this is an important opportunity for you to weigh in on for potential modifications to the calendar including starter starting potentially later in the fall which has been one topic and one suggestion that has gotten a lot of local traction although I have heard a lot more of it the first two weeks of school than I have over the last two weeks so we'll see how that plays out in our survey but again our Public's voice matters our faculty and staff's voice matters I want to encourage everybody to participate every option as We Know as you as a board have a chance to you know grapple with this we'll have implications the easiest way to put this is designing a district-wide calendar
010is super complex and I so appreciate the members of the calendar committee for their work and I just want to say thank you very much I also recognized as we talk about mechanical systems we talk about time we have other areas in this school system that we need to model stewardship especially especially fiscal stewardship and be good stewards of taxpayer dollars we know that with our limited spaces that we have to get creative and think of how we can look at this outside of the box to make sure all of our students have access to the programs that they desire school districts Nationwide are experiencing and adjusting to declining enrollment Trends and I want to tell you that our district is no exception well why why is that taking place well in large part it's
011due to declining birth and fertility rates Colorado has the sixth lowest fertility rate in the country from a PSD perspective a fertility rate in order to just maintain its existing population needs to be at 2.1 PSD it's 1.09 it's just over half just to maintain our current population which means locally our community is aging what's making matters a little bit more complex for school systems who serve our youth is that elevated housing costs also make it incredibly difficult for staff and families to buy homes in our school district shifts in enrollment are impacting parts of our district disproportionately if you think about for the last decade there's been 28.6 percent growth in the town of Timnath just under six percent growth in the town of Wellington and the City of Fort Collins has been pretty
012much maintaining its population and growing just by under two percent but again all of our population across the community and this is not an exception to PSD it also includes Thompson School District and Estes Park in all of Colorado it's it's we're aging we also know that some schools in our community are seeing smaller enrollment numbers each year which results in reduced funding and I want to be very clear that's inequitable this is both a challenge and an opportunity to maximize our use of space and accommodate various student interests and as a result we are going to have to make very difficult but needed and necessary adjustments to address the changes that are taking place in our population proactively I want to be clear again there are changes on the horizon for PSD I'm not
013going to share all of the details tonight in fact I'm going to share no details tonight but I plan to share more specifics at our next board meeting on October 10th and we will share more detailed information with our entire Community by email after the October 10th board meeting and have various other community engagement opportunities for staff and for members of our community who are interested to learn more what it means for them so the engagement will go above and beyond an email that is our commitment to the district but I want to thank you as a governance team in the community at large for their patients for their understanding and their incredible commitment to ensuring that PSD continues to be one of the highest performing and most valuable places to educate children in not
014just Colorado but in America this is truly an amazing community and I look forward to sharing more specific details with all of you very very soon so thank you for allowing me some time with you this evening thanks Ryan yeah those uh is definitely some important conversations coming up and through the calendar survey and through the engagement sessions after some of the details of the plans are made known we look forward to hearing from folks in both of those venues it's important that you participate and get your input invoice in there so thank you and we're looking forward to working with you on those on on the needed changes thanks Brian uh now we're going to our next item is community comment um I want to remind us all for our hopes for the section
015of the agenda the board desires to hear the viewpoints of all stakeholders including students employees parents and Guardians and community members input that is most helpful to the board of education and District staff is that which celebrates successes that support the educational and social emotional experiences of our students or which identifies a problem and proposes a solution for us to consider that ultimately improves the educational and social emotional experiences of our students pardon me public comment is designed to address issues not personalities or Personnel matters please keep your concerns and comments focused upon the district it is important to note that the board does not generally respond to remarks made during Community comment or lack of response should not be construed to mean that we agree or disagree with what is said or with a
016description or interpretation of events as presented by any speaker further we recognize that some although by no means all of the remarks that have been made are factually inaccurate we generally choose not to respond or correct the record here because formal board meetings are not the time or place for a back and forth dialogue I will remind folks that we are having Community engagement sessions we had one last week I think it was and there'll be another one in October so you should be on lookout for that uh although we may disagree on some things I know that we all want the best educational experiences for our students and as we participate together in this community comment session we should model for our students how to listen how to interact respectfully even with those with
017whom we disagree and generally how to show up each day this opportunity for Community comment is for members of the community who registered to speak by the designated deadline those people will be called on to make remarks in the order that they signed up each speaker will be allowed three minutes to address the board and I will ask you to end your remarks as soon as the red light starts flashing our first Speaker this evening is Jeff afterheide welcome my name is Jeff hofterheide from Wellington Colorado to prolonged Silence from the Pooter School District particularly in response to my inquiries from August 19th and September 5th 2023 resonates with an ease Among Us the stakeholders we as a community rely on the transparency and accountability of the district the foundation of trust feels like it's
018on the verge of a fracture and I find myself asking is it standard protocol to keep invested stakeholders waiting this long for critical information in absence of a meaningful dialogue I'm left with few options but to consider core requests as a sole means to gain insight into the District Operations it's troubling that open communication seemed to be seem to be sidelined and I can't help but wonder why the incident involving the former PSD bus attendant has illuminated serious gaps in Communications the actions taken in its aftermath though appear incomprehensive raise questions what precisely are the policy reforms being initiated as a district response who's spearheading these critical changes and when can we the community anticipate a thorough update on the same moreover trust is built on accountability and consistency what steps is the PSD award
019adopting to solidify this trust and enhance transparency especially in considering the recent choices and affiliations speaking of which in one of your recent meetings you the board of directors stated a concern with the recent increase in open records requests The Marked increased in core request isn't merely statistical it's symptomatic of a larger issue has there been a genuine effort by the district to decode the reasons behind the surge you indirectly tied 54 of the requests to me why the lack of clarity let's also talk about your relationships with the Colorado Association of school boards and their demand that also demands attention why is there a veil of secrecy over the 14th legislate the August 14th legislative meeting minutes attendance or notes and crucially how is the district ensuring that Community the community remains in the
020loop about its Financial Liaisons with entities like casby the current climate of uncertainty prompts a pressing question what's hindering the district from providing the clarity is the community's worry about the district's leadership time and affiliations warranted is there a chance that some on the board are more vested in Party politics or external non-profit engagements than addressing genuine concerns from parents and teachers in conclusion know this the community is neither dormant nor indifferent we're Vigilant actively seeking transparency and Earnest engagement evasive or non-responses are not Solutions they're pitfalls And We Stand United and are called for Clear immediate and comprehensive answers and let's not make any mistake here these issues that we're talking about are centered around parental consent thank you thank you oops our next speaker is Shelly Wells welcome thanks for the opportunity to
021speak with you tonight my name is Shelly Wells and I'm a first grade teacher at Dunn I am an expert in literacy instruction due to my 25 years of experience my master's degree in reading and literacy and my recent 50-hour training and the science of reading I am talking to you today about my frustrations this year using the new District reading curriculum to begin it is the most user unfriendly program and rollout I have ever witnessed teachers are spending countless hours outside of their contract trying to navigate prepare and teach this program with Fidelity as we are being being instructed to do the teaching manuals and online resources are not organized in a way that is helpful in fact our trainer last Friday who by the way has has never taught the program nor been
022a classroom teacher had a terrible time navigating their own website to show us how easy the program is to use when we asked questions she wasn't able to answer instead of helping us find the answers in our materials she directed us to join a Facebook group to ask questions of other teachers around the country already using the program the two previous trainings were not any better and were mere days before students arrived we deserve better another huge issue is the program's very rigid nature and huge time commitments without much real reading practice for kids in 20 days of skills lessons this program has put two four page books in the hands of students to read how will readers become proficient having such little access to new books and for my students who read chapter books
023already they still must sit through the very simple four-page book and accompanying lessons by this time in the year I usually know my students as readers very well this year I know next to nothing about them as readers I no longer have time to sit and read with students one-on-one where I can really see their reading and action and in context each week the program asks that I use the final small group instructional block for one-on-one testing the program states that this should only take 60 Minutes last week it took double that meanwhile kids were in unsupervised centers that most do not have the stamina or Independence to do at this time I am losing valuable teaching time finally due to the vast time commitments of this program it is inhibiting us from teaching our
024carefully crafted IB curriculum which should be woven throughout the school day every day many of our science and social studies standards and quality writing instruction that is not covered by the El program What do teachers need number one to effectively use this program teachers need more time and better training teachers can't keep taking their own personal time to learn a program we have been given such subpar training on teachers need to be trusted number two we are highly trained experts in our field and should be trusted to use our professional judgments to adapt the program to meet our students needs and time constraints during the day we are not robot teachers and it is not reasonable to ask us to teach like we are please ask our Administration remarks to give us our support flexibility
025and Grace we need through this transition thank you thank you our next speaker is Sabrina Herrick welcome yesterday morning someone posted in a local Facebook group about an issue she's having with PSD Transportation a summary for those who don't have the packet of screenshots I passed out she has concerns about the behavior of a bus driver for her middle school age student she's concerned her child isn't safe she's tried the new hotline she's gotten no response she tried calling Transportation with no response she reached out to the child's principal with no response she's reached out to Brian Kingsley no response some of you may not be placing why this sounds so familiar back when Tyler zanella was arrested Fort Collins Police Department posted about it and a woman commented quote I complained about his behavior
026and his boss said he's a good guy who can we trust now unquote for those who haven't kept up on that case The Fallout from Tyler's and Ella's actions include 11 identified victims 164 charges against him and multiple families suing the school for blatant negligence have any of you done the math on zanella's Max sentence I have he's facing up to 168 years in prison and I put money on it that had there been more than three months of footage that number would be higher and now the supposed fix for the ignored complaints is also being ignored in public statements you have insisted that Tyler's actions are a Zone and don't represent this district and yet it's been a month since you implemented a new system that was supposed to make sure complaints got handled
027and we already have at least one new complaint that's being blatantly ignored just like complaints about Tyler got ignored do any of you actually care about doing better how many kids will have to get hurt before you take this seriously for a bunch of people who bash your opponents in the upcoming election as right-wing extremists you sure do seem to share the right-wing belief that kids don't need protection once they're born one more thing for you your report tonight on dealings with the community of PSD monitoring July 2022 to August 2023 is missing a note in the evidence section I found out on May 26 2023 my child had been repeatedly assaulted by Tyler my first conversation with Brian Kingsley happened on June 22nd and that only happened because I turned up in this room
028and that night and listened to y'all vote for his raise thank you our next speaker is Danny Lawrence then here okay welcome foreign thank you for the opportunity in the 11 years that I've been advocating for my son's educational rights I faced some criticisms and been exposed to some bashing by people in education it's okay though I have thick skin the words parental rights now have become synonymous with the right-wing anti-lgbtq politics and because I'm a parent fighting for my rights and education it's just as easy to lump me in with that crowd and dismiss me as evidenced in a quora request I made of this board and text messages Miss Draper was asking what my quote agenda was the automatic assumption is that I have some larger plan that I couldn't possibly just be
029pissed that PSD doesn't follow my son's IEP in my previous School District I ran for school board I had my name on the ballot in 2016 with Trump and I lost by 500 votes back then I was stalked for three years I replaced all the tires on my car I had dead animals hanging from my front porch and police had to wiretap my phone but last week I experienced a new low in this school district by having my son's special education services threatened for my perceived associations a previous District employee and now head of a group that you are all affiliated with and used for lgbtq Trans advocacy told me that if I continue to support right-wing parents my son's educational rights would be at risk I'd attempt to explain my beliefs but people committed
030to misunderstanding will just continue to misunderstand you I'm sure you all know that by federal law my my supports my son's right to a free and appropriate public education regardless of how you all perceive my beliefs you don't know me as much as I don't know you in 2022 as a result of a murder in my family and my participation in the media with attempting to solve that crime I was advised to install cameras on the exterior of my home you might tell your ex-teacher community supporter that information threatening to deny my child as educational rights will not be tolerated there would be no need to seek support from people the district doesn't want me interacting with if the Ford board members I voted for as a registered Democrat would just do something to help
031my family Mr offer Heidi and I couldn't be farther apart politically speaking but in the two and a half years that I've been making public comments with him in this space I've grown to develop a great affection for Jeff and his family you should try interacting with folks who don't share your ideology especially since you were elected to represent them you all failed to notice the similarity the denial of transparent information that now connects us yesterday I filed a Colorado Department of Education State's complaint because I can't get your help you can explain why the district has failed to serve the orientation of Mobility minutes dictated by the IEP team why transition IEP goals don't get don't get worked for an entire year why my son has made no progress in typing in two years
032and why the district feels it's necessary to deny me progress monitoring information and why the director of is didn't know that you couldn't just leave an IEP unresolved for four months and that it had to be in place at the start of the school year I assure you I am not the one with the agenda guys but I am starting to wonder whether you all have one thank you thank you that concludes Community comment for this evening uh the next item pardon me the next item on the agenda is board topics and committee reports does anybody from the board have anything they would like to say or report on I'm not seeing oh sorry DJ yes um we had the foundation meeting today and uh we got to have it at the Futures ready Center
033which was uh lovely to see it almost completely finished um but being used uh I do want to just kind of throw this out make sure it's on your guys's radar it it's going to be coming out here shortly uh but all right um I'm gonna Biff the name of it now ignite the ignite program for the foundation is going to be November 16th and it will be for our for the grants that they are trying to raise money for and I just wanted to make sure that got that on your calendar other comments from the board Brian did you want to add anything at this point okay I I will just uh remind folks uh of what I sort of uh did as an aside in my opening uh comments to the community uh
034engagement section or the community comment section of this agenda and that is we will have we did have a community engagement session I think it was last Thursday uh and I will report that 15 people signed up and only five people showed up so we were uh we were there to talk with people and we had a good conversation with those folks who did attend the meeting and I encourage you uh to take advantage of the next Community engagement session which will be on October 17th there'll be information coming out about that in PSD now and you'll have an opportunity to sign up to be one of the 20 Folks at those at the next meeting and there'll be ones after that too so if by some chance 20 people sign up uh you could
035get into the next one the reason we're limiting the numbers is so that we can have a conversation as opposed to uh you know just have one or two people speak either from the board or from the community we want to be able to talk with all the people about the what they bring to the table the questions and concerns and and whatever else is on their mind so we look forward to that on October 17th and subsequently uh subsequent engagements after that um anything else okay then the next item is the consent agenda would any board members like to pull anything from the consent agenda seeing none I will ask for a motion for the consent agenda look I remembered it this time go ahead Nate I move that the board of proven adopt
036the recommended actions for the items on the consent agenda thank you do I have a second looks like DJ Jill would you please call a vote on the consent agenda DJ Anderson aye Jim brokish hi Nate Donovan aye Kristen Draper aye Rob Henderson aye Carolyn Reed aye Jessica Zamora aye motion passes 7-0 thank you Jill our next item is an action item and that's the internal monitoring report uh executive limitation 2.7 on compensation and benefits can I get a motion for this action item Nate are you doing again go ahead I move that the board determined that the superintendent has reasonably interpreted Board of Education policy El 2.7 in his internal monitoring report dated September 19 2023 and that the evidence presented supports the superintendent's conclusion stated in the internal monitoring report thank you do
037I have a second looks like jazz this time do we have any discussion on this action item seeing none jail if you would call a vote on this action I might appreciate it DJ Anderson aye Jim brokish aye Nate Donovan aye Kristen Draper aye Rob Patterson aye Carolyn Reed aye Jessica Zamora aye motion passes 7-0 thank you very much the next item on our action list is an internal monitoring report executive limitation 2.9 which talks about interactions with members of the community of the Pooter School District can I get a motion with respect to this action item Nate I move that the board determined that the superintendent has reasonably interpreted Board of Education policy El 2.9 in his internal monitoring report dated September 26 2023 and that the evidence presented supports the superintendent's conclusions stated
038in the internal monitoring report do I have a second we'll do jazz again do we have discussion on this Nate uh I was a little confused is it in fact the case that the policy that we're El 2.9 says interactions or dealings because I thought it should say interactions if it doesn't historically it was labeled as dealings were in the process of changing it we agree with you the sentiment needed to be shifted towards a more positive outlook towards our interaction and collaboration with the community Kristen did you have something I had the same question and so it will be changed but not at this moment is what I'm hearing okay anything anything just for those in the community that haven't actually read this document as I was reading it I was just so impressed
039with the amount of community interaction that our superintendent undertakes uh it led me to ask myself how many of you are there and so I'm just uh really pleased with the work that you're doing on that Brian thank you thank you very much yeah I'll uh second that or do the Nate ditto there I think that the uh for those of uh us who have been working in the district for a long time working in quotes volunteering in the district for a long time the the volume and transparency and vulnerability and the way you approach the engagement of the community is is truly inspiring and quite a ramp up from some of our historical practices so we really appreciate that that's a value I think that the board has here and your uh fulfilling that
040driving that forward I really appreciate that and I'll not to beat a dead horse but the community engagement session Brian was there at the one on the 21st along with a couple of board members and uh we'll be there at the one on October 17th with a couple other board members so another opportunity for the community to engage with our superintendent and with our leadership team so thank you very much and also if it's okay just want to say thank you to my entire cabinet team it's been a collective effort of Outreach to various aspects of the community and I couldn't do it alone and I was really grateful to work with such dedicated people all together now ditto I mean seriously though it's it the the the the executive team here uh and all
041of the supporting folks behind that is very are very it's clear that this is this is this kind of that we want engagement with the community and that you all see are seeking to do that and we really appreciate it okay so I think a vote is next right because we have all the motions and commentary and whatnot so Jill if you would call a vote on this DJ Anderson Jim brokish hi Nate Donovan aye Kristen Draper aye Rob Henderson aye Carolyn Reed Jessica Zamora hi motion passes 7-0 thank you very much Jill uh now we will move on to uh our early childhood Head Start annual report and with an Associated Early Childhood update and I will uh I guess we have an action item so theoretically we ought to get that action that
042motion on the table and then as discussion allow Tracy and Becca to do their uh presentation of the materials so do we have a somewhat Nate I move that the board approved the 2022 to 2023 annual report to be included in the continuation application of the Head Start Grant do we have a second Jam this time we'll go do Jam okay now that we have that I believe Brian you have uh I guess I've stolen the Thunder Tracy and Becca to come talk to us yes welcome thank you for being here both of you oh just kidding sorry um okay well thank you for having me tonight and just allowing me to share all of the successes of our little people and their families and our staff in the program we have four goals tonight
043I wanted to give you a little bit of an enrollment update it gives us a window into the health of our program and how we're progressing I wanted to request board approval for the Head Start annual report it's the first of many of our continuation Grant application documents and it reviews uh data from last school year and then I wanted to offer a upk update for the universal preschool program and then offer some time for questions if you have it so starting with our enrollment update this is Tiny so I'll I'll help you with this um this chart shows where we were fall of 2022 and where we are now fall of 2023. I do want to note that we do have some major changes that have occurred over this school year um but so
044you can see Head Start Head 271 last year we're at 275 which is 100 full this year um tuition based we had 82 seats full last year at this time and we have dropped to 68. I consider this a success because many of our tuition-based students are now receiving free preschool through the universal preschool program our early childhood special education students students with an IEP last year at this time we had 186 students enrolled with IEPs and this year we had 226 at the time I submitted the report and we are up to 233 at this point that's a 13 jump in the number of students with IEPs this year it's a number we'll be watching Pretty carefully we do not know if it is as a result of universal Pre-K and finding them earlier
045or if there is that significant of an increase in students qualifying for individualized Education plans um Colorado preschool program was a program that this was the state-funded preschool program uh last year we had 406 slots at this time but Colorado preschool program has sunsetted with the implementation of universal pre-case so we don't have any CPP students this year and then Universal pre-k this year we have 502 students enrolled but they have combined ecsc so the special education funding and CPP funding to get a upk number this year last year we had 797 total students and this year we had 744 at the time of I submitted this report we're up to 746. Total this year so slightly down in number of students served but there's a few reasons for that and a huge celebration that
046I would say our Early Head Start program our zero to three program is starting the school year at 100 enrollment and this has not occurred since prior to covid so we are super excited that we have 100 enrollment in our youngest students as well as a waiting list yay that's great just as a matter of uh interest curiosity the total doesn't add to 744 I assume there are duplicated kids in there somewhere there are many kids that qualify under two funding sources for example a head start requires us to have a minimum of 10 of students that qualify with Head Start and have an IEP and some students qualify with an IEP and upk and so some students if they have a full day they have two funding sources so the numbers will not will
047not easily add up we did have a several changes this year we added four classrooms at istone and one at Bamford we converted two of our classrooms to full day from half day classrooms at Bamford and Putnam that brings us to 20 full day classrooms and then one of the changes when CPP Sunset it is that our five Community sites Now operate their own Universal Pre-K license they are not partners of the district anymore and it's just the shift in the program that we had all right so having said that um I would like to share just some of our successes from our annual report for Head Start this is a an item that we will vote on at the end of the report you have the full report included in your packet but these
048are just some Snips or highlights of what was in the report Head Start asks us to track Head Start and Early Head Start enrollment throughout the school year last year was the first year that the programs were held accountable for not being fully enrolled since covid so that requirement was suspended for several years and then reinstated last year about we did not have any problems because we had 100 enrollment for the majority of the year for um as you can see on this slide this is a picture of a father and his child and this is one of my favorite things about the Early Head Start program we work as much with families as we do with children and it's just really exciting to see them Blossom together some of our stats from our family
049Mentor Community referrals we had almost 3 000 referrals to help families support families and finding services and needs within the community the majority of the services were for finding recreational activities for students such as Museum of Discovery and Gardens of Spring Creek they offer free memberships to everyone in our program but we also have referrals for things like food insecurity food bank and WIC we had a huge uptick in housing needs and services related to acquiring affordable housing within the community we had referrals for legal support services and one of the major celebrations I'll offer for the Early Head Start prenatal visits at 776 last year the Year prior we had less than a hundred so you can see the amount of uptick in our prenatal clients our grant is currently written to support two
050prenatal families a year and last year we served 32. so we've really worked hard in that area in the community and then our head start home visits that's our three to five program also had 1294 visits as well our achievement data you can see these are these slides are separated into Pre-K and Early Head Start so Pre-K is our three to five students the Head Start annual report focuses just on our head start which is roughly a third of our enrollment but the full report has Head Start and other funding sources as well our goal for our grant is 85 of our students will be within widely held expectations across the domains and as you can see we have met our goal and exceeded our goal in every one of the domains that we have
051you can also highlight the significant growth numbers we are seeing in areas like literacy and Mathematics and social emotional growth we also have smaller sample sizes for Spanish literacy and language because we do have one program that offers all of the instruction in Spanish then our Early Head Start program this is our zero to three um had a little bit more mobility in our numbers while we remained a hundred percent enrolled we did have um families transitioning in and out of the program throughout the year so we had a much smaller sample size again our goal is 85 or better across all domains and we did reach our goal in every one of the categories for Early Head Start the next slide is an indicator of classroom quality so the previous two slides were an
052indicator of student achievement and this is an indicator of the environments that we create within the classrooms the class is the measure the tool that Head Start uses for classroom quality we hire Clayton early learning to come and give us an unbiased view into our classrooms and they code classrooms they visit classrooms for three one-hour sessions a piece and then score them across three different areas one is instructional support one is classroom organization and one is emotional support we as you can see by the graph here PSD scores are in the yellow the blue are Head Start expectations if we were to fall below that area we would need to recompete for our grant and the national average is orange and as you can see here that our classrooms exceed both national average and Head
053Start expectations across the world in every domain super proud of our teachers the next area we have is information about health and mental health the health and dental exams have we are required to help families stay on track for wellness exams for both medical and dental head start our percentage of completion we're 81 and 89 for medical and dental and for Early Head Start our numbers were lower and we have a couple of reasons for that one of them is that the Head Start regulations do not align with some of the Physicians regulations or what insurance will pay for so Head Start asks for visits more often than some insurances will pay for so sometimes families skip visits and on the dental piece this one makes me smile the Head Start standard for dental exams
054is that children have to have teeth in order to have a dental exam and so if you look at our Early Head Start numbers we have zero to three year olds so a lot of them don't even have teeth yet so that I'm not so worried about the 67 percent it just makes me smile a little bit and the single tooth Smiles make me smile the mental health referrals were something that we saw a big uptick in last year from 2122 we had 64 mental health referrals from our program and 22-23 we had 93 mental health referrals as a result of this jump we have hired an additional mental health specialist so we now have two Mental Health Specialists specifically devoted to early childhood and their families in terms of a fiscal update this gives
055you an a feel for how our program budget is formulated our federal funds come in about seven million five hundred and nine thousand two hundred and sixty state and local funds that would be our CPP or ecse funded students that you saw in the enrollment slide that's 576 and 83 cents and then our private funding is our lowest portion and that's our tuition funding at about 303 740 dollars another requirement of the annual report is to disclose any audits that we have experienced over the course of the year and if there were any findings I'm pleased to report that our fiscal audit turned out lovely no findings were reported and our federal review it's called a focus area one review that evaluates different departments also had no findings reported we are slated for another review
056our Focus area 2 with both class coding and interviews with program departments this year as well phew so if you just look at that little friend on our our screen that's the reason why we do this work so let's think about what they need and and um tell me if you have any questions regarding the annual report are there questions on this segment of the presentation we'll do the next segment after we vote so we're clear about what we're voting on go ahead thank you yeah I wonder if you could tell us for the home visits uh are those family Liaisons and how many of them of them are in the department um they are similar to the category of family Liaisons the zero to three are there are ten of them and they are
057called family Specialists they use a curriculum called growing great kids where the families do an evaluation at the beginning and determine a course of action so families build what they want to learn about so they might want to learn about discipline practices or bedtime routines or and they they build that and then the mentor finds resources and supports for the family and they co-create that together that's our zero to three program they visit 90 minutes a week 44 weeks a year so they develop really strong relationships with families along the way our three to five program has a family mentors they are a similar category to family Liaisons that you would find in the school they support all 20 sites and they do six home visits a year with the teachers alongside the mentor with
058the family yep other questions okay Jill if you'd call a vote on the motion I'd appreciate it DJ Anderson aye Jim brokish aye Nate Donovan right Kristen Draper aye Rob Henderson aye Carolyn Reed aye Jessica Zamora aye motion passes 7-0 thank you very much Jill and thanks Becca for doing all the work to prepare this uh this is for the Head Start program now we'd love to hear about upk which I think is coming out right yes that is our next peace our Universal preschool update this is the first year of implementation for Universal Pre-K with the first school year uh using this funding source uh let's start with a few celebrations I would say families in this community now have a greater number of choices and configurations for preschool programs so it used to
059be that we were one of the only groups in town that offered free preschool and now free preschool is something that families can access at any daycare or neighborhood provider that is also a universal Pre-K provider so they can choose whether they want a school-based program or choose whether they want a home-based care lots of of Family Choice which I think is great um we have been able to integrate the 10 hour per week funding with our other program models across the whole program so at 19 of our schools we do integrate the 10 hour per week program with our half day programs and then 15 hours with our full day programs and the one exception is istone where we are trying a new model with a five-day week program where we are able to
060access the 15-hour week and the 30 hour a week funding through upk um and with the universal Pre-K the requirements for student contact hour has led to an increase in total number of days for preschoolers so we now match the Elementary calendar which in previous years we were a week shorter on either end of the calendar so those are celebrations for kids more time in the classroom we have had a few challenges with upk we are slightly behind in our enrollment for last year I will say I am cautiously optimistic it's just apples to oranges we really have a new Baseline year with this new type of funding so we'll be watching that enrollment pretty carefully um some of the enrollment challenges for families is that there's a delayed entry using the new Universal Pre-K
061system for example if a student comes right now to enroll in the program they would need to enroll in the upk system wait for the next matching round which right now are every week and then after they are matched then they would do our enrollment and then be placed in a classroom so it can take two to three weeks or longer depending on how long the matching round is for a student to be able to secure a seat in the classroom even if we have space our vulnerable groups in the district have had the hardest time in the new system and I'll give you some examples of that in a little bit one of the challenges that we're facing with the enrollment system through Bridge care is that families are interacting with a computer and
062an algorithm and not people so it's really hard to have that warm relationship building that we've been able to have in the past using the bridge care system and I would say that the customer service at the state level and the customer service at the local level have very different standards and turnaround times and goals so and support in terms of there's just not enough employees at the state level to manage the more than 30 000 students that they have enrolled the biggest concerns that I have related to Universal Pre-K are related to equity and so here are four examples that I'd just like to tell you how our families are experiencing this system if families speak languages other than English there is an opportunity to see the application in Spanish and Arabic but every
063other communication that they get are all in English so while they may be able to initially enroll in their native language they may not be able to have access to information after that in their native language we also had the way that the application was written we had many of our students who spoke languages other than English not answer yes to that question on the application because of how it was worded they said well we speak English also and so they said no and so they didn't get credit for one of the risk factors that could have awarded them additional hours it's very difficult to change your application after you have submitted it you have to request that of the state date they have to unlock it sometimes they're allowed to unlock it sometimes they're
064not allowed to unlock it and who unlocks it changes depending on the matching round so that's been very difficult for our families to navigate our families without access to technology have very little access to upk it is com there is no paper option there is no person face-to-face option so what we have done to try to help families with this is offer sessions where they can come in and enroll where we'll provide iPads or computers and support with with our family mentors with our staff but I am worried for those families that weren't able to engage in those sessions if they don't have minutes on their phone or access to a computer where they can access their email at the right time to accept their match they are are not getting all the way through
065the process those students who have IEPs have had a really hard time in the system it is now controlled by two different departments the cdec and the CDE special education is controlled by CDE but cdec controls Universal Pre-K those two departments are working on communication but that has been Rocky at best I'll give you an example you can have a student on January 17th that applied in round one with an IEP and a student that had that applied on January 17th in round one that did not have access to the same slots the students with the special education needs were not placed in the first round sometimes they were delayed to the second or the third round because the family was not informed they couldn't just pick whichever school because their programming may not be
066available at that school and then had to go back into the matching process and adjust their application over and over and over again and order to be placed so they did not have the same access as the rest of students in this program um I would say families experiencing poverty had some of the same experiences the state system uh announced in December the criteria for qualifying for 15 and 30 hours based on risk factors later discovered that there may not be enough in the budget to be able to cover all of the families that would have qualified and then changed the rules along the way so families that applied in round one in January were not told until the last week of July or the first week of August whether or not they qualified for
06730 hours so families who expected to have a full-time placement paid for by the state were informed two weeks before school started that that money was not going to come through only about a third of the families that would have originally qualified actually got the the hours that were promised by the state so that has been a big issue for Access for students which we have worked really hard to solve on our end and that's part of the financial implications for this work so the criteria about who qualified for 30 hours changed as we planned for our program and and estimated numbers we did it based on what was originally released now far less students actually qualify for the additional hours than originally planned another challenge that we're facing is that Universal preschool and early
068childhood special education used to be separate funding sources which allowed us to to pair them together to make a full day for students but now ecsc or special education is rolled into upk and only one half day slot is available for students when previously we could fund them at a full day so PSD is has made decisions to support at-risk students so students on IEPs that would like access to a full day students experiencing poverty that thought that they were going to get the 30 hours but didn't we have supplemented with an additional Grant using stabilization funds our current numbers as of this afternoon were over four hundred and fifty thousand dollars we have put from our stabilization funds into helping families qualify for full days that's great those funds end September 30th this year
069so we will need to think of a plan for next year if this continues in the way that it is for upk payments for three-year-olds are a little foggy right now the state is talking about a November lump sum payment they've also mentioned a May lump sum payment so we may be supporting 88 three-year-olds without payment throughout the school year initial payment expectations changed over time um so I I would I would tell you that the billing for this has been exceptionally difficult the August billing we were 150 students short we had 453 students build but only 293 showed up as being funded the first month and 90 of those students were coded with the wrong number of hours so this is taking a lot of time energy effort on my staff who are doing
070a wonderful job working on the problem solving that's required it just takes us about 10 times longer to get a kid into a seat the other piece that we have to think about is that we must hold as a school district seats for students who enter with IEPs as they turn three so traditionally after the start of the school year we will add between 100 and 150 students between now and May so we need to have enough seats for them to come into but we will not get funded for those students until they actually enter the seat so we're required to hold a seat empty and cannot fill it with another student but won't be paid until that that student turns three so it's creating some really interesting financial implications that we have a contingency
071plan we have some reserves that uh we're working with and the district anticipated this so Finance has been really helpful about creating that safety net but um two months in two billing Cycles in I could not predict or project because none of our bills have been correct so I don't know our end result for the year yet not really loving that so then in our planning process and educate children if a child comes in we will help them navigate the upk system we will help them navigate our system and we will get them into schools right away schools with lower enrollment we're doing targeted marketing through social media and through mailers to help increase enrollments in those sites we would like to extend our study for preschool at istone because we aren't able to predict
072yet we will not know if the finances meet the expectations or the salaries or any of that until a full year is complete so we we need to hit the pause button before we we continue to expand in that way to make sure that we're doing that in a fiscally responsible way um we are participating in every opportunity that we can for advocacy I I attend a lot of meetings and talk to a lot of people um I do not mince words when I talk about what our students and our families are experiencing and you know little by little we're going to improve this but some of that will have to happen legislatively and some of that will have to happen through the rulemaking process we have a new implementation of quality standards that are
073in development the the first rounds they're starting the rule making process about that it involves an additional 24 hours of training for teachers and if you know what new teachers experience as they're entering the program 24 hours plus induction plus child care licensing plus could turn Workforce away so we're advocating very heavily in that area and then we're trying to integrate information for future planning with other initiatives for planning in the district so we're just trying to be a part of that conversation with as much information as we have right now knowing that that changes over time and it will continue to change as we learn throughout this year so we go back to the little cutie in the classroom this little friend is from Irish this is why we do this I am willing
074to spend hours on the phone Zoom meetings face-to-face meetings anybody that will listen to continue to improve the upk system any new system is going to be Rocky we expect that um I do believe there's a commitment across every group that's working towards this to improve it um so we but we have to remember why we're doing this and who needs a place at the table and who needs a place in the classroom what questions do you have Kristen Becca it's not really a question it's just a heartfelt thank you to you and your staff because how lucky are we to have you and how lucky are your kids to have you and your staff I mean when you look at that smiling face and you know that you will I know you have sat
075through hours and hours of meetings and this is not the first time you've given this presentation and not the first time that you've had to say things that were probably uncomfortable for other people to hear um and just thank you for that thank you for always keeping the kids at front center really appreciate that thank you I kind of want to jump in on that and just thank you for the out of box thinking especially with like the technology example you gave about inviting families in and working with them um to me that is that is what I hope PSD represents so I am so um so thankful to have you leading that and trying to get through this this mess and uh it really is and uh hearing conversations throughout the state of the
076challenges that people are running into it's got great intentions just needs to keep moving forward and and find the funding and the right people like you to to get us going so thank you thank you other comments from the board well I certainly agree with what Kristen and DJ said I'll also say that I think you're being entirely generous when you say that every new system has hiccups that part is true this is I I don't even want to just try to get the right metaphor for what this is relative to a hiccup this is they've been serious problems with this that go beyond what ought to be startup situations frankly it's impacting the students which is the most important the families which is the most important piece it's also going to has potential financial
077implications uh for what we're able to provide when we're really trying to do what's best for the students and and neither of those things is okay and while I believe that the people who are working on it uh want to do the right thing first for some definition of the right thing um we need to and I know you have and I do mean we need to continue to work with you to uh Advocate at the state level uh both with our legislators and with the EC department to get this so that none of this repeats in this way next year I mean this year has passed obviously in terms of most of the enrollment things obviously the financial things are not passed yet but so I don't wanna dismiss that but this needs to
078be fixed as a priority and it's it's disappointing let me put it that way to hear some State officials only talk about the positive piece of this which it is positive that we have that we've tried to do a universal Pre-K thing absolutely and that's great and people who advocated for that ought to take ought to take pride and Credit in that and they need to acknowledge that there are problems that very serious problems that need to be reconciled and with a an appropriate urgency and we'll continue to try to work with you as best we can members of the board to try to uh try to influence that in a positive direction and and I thank you for everything that you've done anybody want to add anything there we go thanks very much all
079right so we had our vote I think you've got everything you need from us right good okay our next item is an informational report on the air conditioning feasibility study which Brian alluded to in his remarks earlier in the evening yes thank you again presenting the air conditioning feasibility study tonight are mckinstry team members led by Project Director Lauren Bridgers our chief operations officer Jeff Connell will provide some introductory remarks and then we'll hear from the mckinstry team welcome to all of you thank you superintendent Kingsley members of the board um again I'm Jeff Connell chief operations and with me as members from mckinstry which I will let you introduce yourselves with your backgrounds if you would that'd be great this is the second of four reports that you'll receive from mckinstry tonight is the
080air conditioning feasibility study which comes after a rather warm summer so very timely I do want to set at least a little bit of a stage for this report one being that it's it's important for all of us to remember that this work has not been funded yet so we want to be aware of the fact that as we listen to the dollar amounts involved and the timeline for the work and different things the challenge would be on us to think about how would we accomplish all of this work and the second piece and and not to diminish anything from all that has been done here and will be presented to you shortly is that this work includes a number of professional informed assumptions about what might happen to the economy or what the cost
081might be involved in various things what might happen with inflation what what a certain amount of unknowns exist out there that they have really taken you know great depths to try to provide cost figures for but there are a certain number of unknowns that come with this information and so I caution us from latching on to the numbers presented too firmly and realize that this is part of an overall study that is about how we would spend money and of course the marketplace is somewhat fickle um and different things can matter at different times so what's really important is we're going to go through a few case studies which I think will be really helpful in terms of how we might go about doing this within some individual buildings that we all know and so
082and then have plenty of time for questions with that so I'll let Lauren Bridgers introduce her team and take it from here thank you director so I've been kind of over all the four different studies that you've seen just to provide continuity between all of the offerings and I brought with me John Reynolds so if you want to introduce yourself hey everybody my name is John Reynolds you might not recognize me because I shaved the mustache it's no longer mustache March but uh No Shave November is coming up so we'll see how that goes but I'm a lead engineer on this project I headed up a lot of the technical stuff and yeah I'm excited to show you what we have been working on is our agenda we just went through introductions and we'll do
083a quick study overview talk through our methodology and approach give you guys an executive summary go through some future considerations as well as some AC study examples as Jeff alluded to a couple example schools do an example implementation timeline and then question and answers of course if you guys have other questions during the presentation please feel free to interrupt we love to continue with your train of thought all right so and also as Jeff mentioned we just wanted to remind everyone that this is one of four studies we've already presented on the solar feasibility study today we're doing the air conditioning study we'll be doing the facility condition assessment study in November and then doing an update on the Retro commissioning kind of a progress update in December and so um there's a big box
084here with a big number I'm sure a lot of people are looking at um we did want to just remind everyone so solar PV and air conditioning are kind of adding on to your current assets the facility condition assessment is reviewing all of your current assets so solar and AC are adding and then facility condition assessment and the Retro commissioning study actually are just reviewing your current assets so we have some preliminary FCA numbers again still finalizing those for the November time frame but they're showing that district-wide estimated replacement costs for equipment expected to fail within the next 20 years is approximately 555 million dollars so just a contextual number to keep in mind there with the existing assets that you guys have I'm sure one thing you guys are thinking about is okay there's
085probably some overlap between the air conditioned study numbers and these FCA numbers and you are correct there is there are assets that are out there that would be changed with this air conditioning study and we are fully figuring out what that overlap would look like and we plan to present that at the FCA presentation in November from that I'm going to hand it over to John to talk through our project approach so originally this this project just to remind everybody where we're coming from the AC study in particular is a refresh of the 2015 study that was done by Horsetooth engineering okay went through looked at a different a bunch of different schools that did not have AC offered recommendations and uh opinion of probable costs so our primary objective with this was to go
086through that study verify the information in there and then update it for things that have happened in the last eight years as well on top of that we offered a bit more of a holistic view of how to look at it from a building portfolio District portfolio standpoint but we personally went out and went to every single School checked in on things interviewed facility staff of course looked at the 2015 study and then we reviewed a bunch of different system types and looked through okay well what what sort of implementation is going to be the best here for air conditioning one of the things that came up multiple times from our facilities conversations is that a lot of these measures that we've come in or that have been put in the past that are like
087halfway there tempered systems or or piecemeal systems have not been working and so when we were building this we really wanted to make sure that whatever Solutions we were going to offer were going to be full implementation of air conditioning and not some halfway measure that you're going to have to go and fix later so that's something to keep in mind as we go forward so we analyze the systems we proposed some for the buildings and then we moved on and made reports um we also have this little phase two thing shown just to to show that we still if we wanted to do any of this implementation have to do design like a full design go into the buildings A lot of these uh you know assumptions that we've made we need to get
088down into the nitty-gritty and and develop that and of course we need to actually construct the systems so but we're at at step three so far just quickly acronyms I know there's a lot of jargon in this industry so if there's any that we run into in the course of this and you want me to explain something further please don't hesitate to interrupt and and have me clarify these are a few of them one of the things you'll see a bunch of is heat pumps and we'll continue so as I said before we reviewed the 2015 study as we were putting this together one of the things that I really wanted to do the previous study had five or six different documents and they all referred to each other so one of the things that
089I really wanted to do is make sure that for each building you had one report that contained all the information you needed for that one building so we kind of changed up how the report was structured hopefully that's helpful I don't know if uh you've had a chance to dig into them a bit but some of the systems that we looked at were VAV reheat which is really a common system in some of these buildings chilled beams variable refrigerant flow vrf two pipe changeovers and then a few different ones as you're well aware some of these buildings have some serious inconsistencies and idiosyncrasies and their own things but what we wanted to do was provide a solution that kind of standardized across the district if you're going in and you're actually going to change all
090these systems it's a good opportunity to try and put some standards in there and then also it allows us better to Compare costs between schools if we look at them a bit more of a similar implementation which hopefully you've had a chance to kind of scan through our building by building breakdown showing like per square foot costs I think that'll be really helpful in prioritizing schools later but we can talk about that a bit later um but yeah we ended up moving forward mostly with heat pump systems because those systems are among the most efficient that we have and there are a couple different goals that in our conversations with the facilities team and our understanding of where the district is trying to go in terms of Energy Efficiency it seemed to align the best
091with those things um so here's the numbers we offered a range as we said there are a lot of different things that you don't know at this point until you get into deeper in so we offered a range but the estimated High about 224 million dollars for full AC implementation of all schools these are um not going in and doing like a two pipe change over where maybe you only have heating one part of the year and you only have cooling these are all fully functional systems these prices include everything that we could think of HVAC Plumbing structural architectural design costs permitting costs everything and even we assume three percent inflation for uh just to keep in your minds because this is a long project this is going to take even if you do five
092schools a year which may be on the higher end of what's feasible it's going to take at least seven years assuming it's going to take a few years to develop the projects secure funding all that sort of stuff so as we as we're putting together an inflation number I think seven year duration is on the optimistic side um but the only thing that we didn't include was asbestos mitigation outside of the boiler plants the boiler plants we had some information from past ones so we were able to use uh actual data that we have but it's really hard to tell in in this level of a study you know what if we puncture a hole in a wall and there's asbestos there so we haven't included those costs but pretty much everything else we could
093think of is in that estimated high cost and as I said before we've got the breakdown building by building that you guys should have um at this point uh pretty much the the most common system that we suggested was a heat pump system whether that's air source heat pumps or um water source heat pumps with a central building Loop most of these buildings have a central heating system already so we were trying to find ways that we can reuse some of the existing infrastructure without having to completely scrape everything and do it new and that seemed to be across the buildings the one that made the most sense these systems are very comfortable very efficient and uh we use Timnath middle school and high school as an example that one has a heat pump system
094implemented and one of the really nice things about these systems is with the long duration when you put a system like this into place it's if you find funding or there's other opportunities for say ground Source you're able to use the same system in the building and just change the plant so if in the future you need to you know there's a bigger push towards electrification or you find that there's more grants for certain types of of energy use this system will be much more flexible with that um but yeah it'll take time I think we're going to have you like we can we can spot this were you going to take this one on the uh future considerations or that's fine yeah so like I said before the pricing form there's a per square
095foot column uh per building one of the main things that happens when you are trying to implement air conditioning in a previous building that doesn't have air conditioning is you have to upgrade the electrical system air conditioning uses electricity and when you implement these systems the utility bills will be higher but you're paying for student comfort for a good education environment right but they the ones that don't need and there are a few of them that do not need an electrical upgrade those are the ones that require the least capital investment at least at the start um but one of the things that we're really excited about is the reveal platform it's going to take a lot of this information because this is just a bunch of information between all these studies and put it
096in one place where you can kind of digest it a bit easier so for example the FCA has a suite of all these different assets and the air conditioning studies when we're going through are going to touch some of those assets so we want you to be able to go into this system and say okay well we're going to change this this and this and Implement AC at this building or or have a way to at least look at your Capital planning management and take all these different things into account Windows Etc and it's important to note that right now we don't have the the funding planned but let's go ahead and go into some case studies so the the first two buildings I would say about half of the buildings are represented by these
097two systems um at Cruise Elementary School we have a tempered water system so this is a two pipe changeover basically you have a heating water pipe that's piped around the building to all the different pieces of equipment and then in the summer you change over that whole system and you run cool water from the cooling tower through that system it offers some level of cooling unfortunately it's not as much as it needs to be for this for the school and for a lot of these schools that has it implemented but it's the minimum amount that you need to provide some cooling however trying to change this into a AC system when you run chilled water through these pipes you have issues with condensation they might not be sized appropriately and you can only either heat
098or cool so on a nice autumn day like today where maybe during the day it's 80 something degrees and then in the in the morning or in the evening it's 50 you can only either heat or cool at one time you have to change the whole system over so we did not look at replacing two pipe changeover systems with uh with like and kind so for this kind of system since we have this hot water pipe already ran through the whole building we're proposing changing that to a condenser water system so what water source heat pumps are able to do is to pull heat from or eject heat to this condenser water so it actually allows you to take heat from one part of the building put it through the system and take it out
099on another side it's much cheaper and more efficient to move heat than it is to create or or take it out of the building so that's why these systems are so efficient uh basically we just go through and this farthest to the right picture is the vuv or vertical unit ventilator you can just change those out with another one that has a heat pump technology so it has minimal impact to the floor plan of the building some of the piping will need to be replaced and uh we should be able to use most of it reuse the existing boiler or replace it if in this case we have to replace it because it's an old one in this building but as with most of these buildings we'd have to do an electrical upgrade and then
100for a lot of this rooftop equipment heat pump systems or any cooling system is going to be heavier than these existing so we'll have to do some structural upgrades and that's one of the reasons that these numbers are particularly high for a lot of these buildings is that when you go in you have to upgrade all of the electrical infrastructure and some of the structural infrastructure um but this is a pretty common situation the other most common situation is uh I have a quick question about absolutely structural upgrade stuff um I understand Cruz for example is in Fort Collins and that there are issues with regard to the solar pricing and rebates and stuff that may not make that not feasible and I don't know whether Cruz is one of the ones that has an
101aging roof or whatever but as you do infrastructure changes to support the new heat pump technology does that mitigate any of the issues with regard to the roofs or structures for solar if we were to fund that as well these would probably be extremely localized so they would go just underneath the units that are changed I don't think it would necessarily impact okay so anything else would be a separate deal okay thank you absolutely so for Johnson similar story but a little bit different these systems are currently tempered with a dedicated outdoor air system a doas system where they have these large air handlers on the roof pipes to a bunch of uh diffusers so this white one all the way to the far right of the screen is a displacement diffuse diffuser air comes
102from the unit on the roof and comes out of that what we're proposing for these buildings is changing those ones out for heat pumps so we also try to to not take extra space make not not make new penetrations to the outside but to reuse those spaces and to replace those units on the roof with new ones that would provide outside air to the vertical unit ventilators and then route condenser water piping to all of those to make them run so similar a little bit different but between these two first two Bill these first two examples we're talking about a third to a half of the buildings are all represented there um um I think let me think if I'm missing anything I'm pretty sure that's that's all I had for this slide so um
103with the cruise when you're talking about that it basically you're able to move the uh if it's hard on one side you could move it over the other side so with this kind of system though it doesn't do that right we're proposing a similar thing so we would okay we would and uh these ones would require more piping because right now they're baseboard systems uh along the perimeter so we would have to Route more piping to get a condenser water system in there but we're suggesting a similar situation where we would have a centralized condenser water loop that would allow us to take advantage of those efficiencies and then we threw in one more that's a little bit more of a uh interesting one this one has a lot of smaller unit vents on the
104outside lesser um this one would require a little bit more in terms of uh piping changes and it has a lot of different areas as you can see that were expanded at different times and one of the things I'd like to mention too that's important is that depending on the use of the space it may or may not be connected to that heat pump system so for example if you have an administrative area that's going to be used all year round when the school is not going to be operated you don't want that one on the central system because you don't want to have to run an entire building size system in order to have a couple people's offices be cool and uh that's true of leisure um also because there's a lot of different
105rooftop units in different places that aren't necessarily connected to a central system but a lot of the building is served by these unit vents along the windows underneath there and um with the piping running along the perimeter it actually acts as kind of a weird baseboard system there aren't any fins it's really confusing it took me a while to figure that out but um it would require a bit more of a heavier touch than some of these other buildings in terms of piping changes and then if we wanted to replace these unit ventilators we might have to take a little bit more of the space of the classrooms and figure out where we want to put them in relation to the windows and that sort of thing rather than just a one for one change
106out where the existing one is but in this case again electrical upgrade is required in order to put in any and Implement any air conditioning solution um Sean yeah just to tag on what Don was saying there on how Leisure is slightly more complicated I'm sure you saw that with the dollar amount as well that complicated amount could went into that higher dollar amount for that school so we wanted to take a second to go over a hypothetical AC implementation timeline for one school so again this is just looking at one school and what that could look like specifically with that heat pump solution so at month zero we're assuming that the AC would be approved the project would be approved I'd take about three months to get to that final design again if that
107was done with mckinstry this is a very iterative process for us so we would be making sure we're really dialing in those systems to what is needed at that school or what is needed by the facilities as well as just as John was mentioning trying to make sure we've got the right lows and everything that would go into those buildings or to that building by month five we would have submittal review and Equipment procurement again in very iterative process with us making sure that we're sticking with brands that you guys already used to continue with that standardization as John mentioned then by month 15 we would imagine that equipment be arriving as a 41 week lead time I know that seems very long for some people that is the gestation of a human but it
108is unfortunately something left over from covid we are still seeing long lead times due to supply chain issues and so that is why we've put that in there to just show that that is really what it could take and then this is as John mentioned going to be very high impact construction so we really do need to make sure those high impact things are happening during the Summers for that heat pump system the majority of the equipment needs to be changed out so that would take two summers to do that work and that is as I mentioned kind of the big constraint is it's heavy construction and we can't do that when the schools are occupied so in this example we're looking at approximately three years for approval from approval to operational air conditioning so
109again what are some things that are leading to these really long lead or really long time frame these are older buildings as we've mentioned so it's not as fast as new construction we do have to go in and check piping make sure existing duct work and piping is where it needs to be as we mentioned with covid Workforce we aren't seeing that there's a lack of Workforce we're just saying it's taking a little bit longer to get things done so that is something we have considered in here as well and as we talked about previously just the amount of equipment that would be needed to be changed out is kind of why it's taking so long what are some things that we could be done to reduce this time frame so again we've talked through
110there there's a possibility of a two pipe changeover system there are some systems that may not prevent or provide cooling to everywhere but that is something that could shorten that time frame smaller schools schools that don't need electrical upgrades there are a couple that you'll see on that summary side that don't that could help reduce that time frame to be just one summer so again we would really just take away that second summer you're still looking at two years but those are a couple things that could help reduce that and if we were awarded this something that we always try to do is take advantages of breaks during the school year as well any one week break you know Spring Breaks winter breaks trying to see if there's anything that we can do during those
111breaks to try to help Quicken this schedule so that is what we've got yeah so with with the idea of the two summers though um because you when we're talking about the heat pumps they're also going to be heating them and so then my question is between those two summers are we still able to heat the whole building yes yeah so we would put it in a state that we could we'd find good Milestones um so as John was mentioning you know boiler Replacements are needed at some of these sites we could start with that boiler replacement that first summer get piping in place there's a lot of things we could do um that would be just getting ready for all of the equipment and then that second summer could be when we actually do
112all the changes of the equipment there's a couple of different ways we could make that work but it would be the goal would be to be operational during that school year um we would just be trying to strategize how we could do the construction over those two summers so I had a couple of financial questions one of them is particularly in light of the inflation rates that we've seen in recent years is three percent too conservative with regard to that because if we're going to do this right it's likely as Brian has mentioned and it's quite accurate we'll need support from the voters to do it and we would want to ask for the amount of money that would actually allow us to get it done not to find out five seven years later oops
113it's gonna cost a hundred million dollars more or some other thing so there's the inflation question and there's also the question while this hasn't mostly been the case with our buildings and we really appreciate our our work with our contractors and whatnot you hear about public projects where there have been huge cost overruns so the same question it's really the same question how do we get a number that really gives us the sense of how much this thing is really going to cost and have high confidence in it and have our voters have high confidence in it if if in fact we go to them for this support great question I'll speak a little to the inflation question so three percent we actually collaborated with the facilities condition assessment team on that because they use
114three percent as well the reasoning behind that is really looking at historicals understood the last couple of years have been challenging but even including those years in kind of historical data it does still kind of flatten out to a three percent of course you know that is a number that we we've plugged in we have a great calculator we can change that number this could kind of like Jeff was mentioning it's very crystal ball like um to try to figure that but again we kind of came up with that number with with historicals um is where we landed on that um as far as pricing being covered I'm going to start this but I'm going to hand it to John too um we really did try to make sure we had everything included including you
115know what other contingencies could we think about so we really did try to make sure this was a a good number that would help cover systems that you would want to do again that heat pump system is very efficient we think it is probably you know the recommended solution but there are other Solutions and that heat pump solution is going to cover the cost of the you know other systems that could be implemented um so that that's kind of where I'll go in general have you add in yeah absolutely I think I think in terms of where we're landing on pricing of course it's a crystal ball sort of thing and there's even the situation like you're mentioning where you might have a finished set of plans that are 100 done and get that priced
116and by the time the job is done it'll still be different so it's tough at this point so early on in a really early study to to narrow in that's one of the reasons that we have the range and we feel very confident that the price will end somewhere in that range right um and it's a with with inflation and that sort of stuff that's always a hard thing to do we one of the things we also have done is after periods of high inflation it also seems like inflation tends to slow down afterwards but um three percent we can we can change that depending on I don't know if you have your financial advisor would prefer to see something else or anything you know we can change that we just put that in for
117three percent but in terms of these Building Systems um these systems are very robust they're very efficient and they're more expensive so just like Lauren said if there's a situation I mean we're still really early in a study level where we haven't done full load calculations for example so we so as we went through and we decided How much cooling is this building going to take we went with a conservative estimate to make sure that there's not going to be a situation where we say oh we needed we said we needed 100 ton Chiller we need 150 that's absolutely not going to happen we feel very confident in that um and then you know we might look at some of these buildings uh as we were talking to the facilities team there's a lot of
118um back and forth about what systems would be best for certain buildings for the purposes of the study and for the financial planning of it and for comparing between buildings and what the lift is going to be we decided to primarily propose similar systems but when we actually moved to a design phase and we're trying to figure out building by building um how we want to make permit drawings and get these things built individually there is room for us to to change if it makes more sense at that time if new technologies are developed or if uh we find I mean for some of these buildings actually that we did in the study done for example is already having implementation done not pun not intended um uh so it's it's a bit of a moving
119Target in that way as well right but I guess to try and put your fears to rest um we we really tried to take into account all the different pieces and puzzles uh pieces of the puzzle that are going to be involved in implementing these Solutions added some some safety Factor here for the things that we don't know because we had to make a lot of assumptions at this point um so I we feel quite confident that our range is a is a reasonable one to move forward with I appreciate that and the idea of flexibility as you're going to implementation appeals to me uh you know based on new technology and based on other factors associated with the actual objective we want to accomplish right I would I just to State probably the obvious
120I would not want to be in a position where we need to go to a cheaper solution because otherwise we're going to overrun the budget so thanks for for thinking about all of that in advance and trying to be conservative in your estimates one other Financial question and then I see Kristin sort of waving her hand over there um do we have any estimate on the net increase in cost in HVAC costs or energy costs to the district to run this all of this stuff because we need to fund installing it and then we need to fund actually running it yeah absolutely we haven't we're actually doing that right now okay um we should be able to come up with a basic idea that is hard to get an exact number on before we get
121like really into design and know like the exact system and run an energy model but we can come up with kind of a an estimated range for that and that's something that we're working on I appreciate that Kristen you had something yeah thank you um question for you on the timeline so I understand up to month 15 basically there's nothing we can do about that after that if we were to have a building um if we were somehow able to have that Building closed for in that entire year make that go faster how would that Implement both the timeline and the the monetary Factor that's a great question um we actually were talking about that in the car on the way up yes that is a really great solution for that we if we have
122a full year I could see that by the end of that year um it could be implemented and as far as finances it would do nothing but it make them short you know make that make them less we can't give you an exact amount but it definitely would not make anything more it would certainly make things less because you know we don't there's not two mobilizations there's always that mobilization costs for subcontractors and if they are able to go out and do the entire thing in one time frame that there's always cost efficiencies with that so what I'm hearing is it basically could knock off an entire year we could probably do that in two years correct okay thank you and and just one more thing too I just want to make sure that it's
123clear that this is an idea uh uh for one school it wouldn't be okay right yeah I know right just just trying to you know think ahead here of how we could possibly do that so yeah thank you yeah so so and to further clarify what you're saying you're saying this is a timeline for one year that then we would have to overlay on 30 buildings or whatever it is you know and and they would not all be lining up on top of each other you were suggesting maybe five schools a year and that that's optimistic and I I believe frankly that that's optimistic so uh again for anybody in the public who's who's watching we should try to be clear about that thanks for thanks for pointing that out other comments questions from the
124board it looks like not any final comments from our presenters or Jeff you wanna that's anything thank you okay thank you so much we really appreciate this is this is some information we've been looking for for a while now and we'll have to see how this fits in with the other studies that you're going to present us later in November right um and then the board will have some interesting work with the superintendent to figure out how we move forward on this thank you thank you so much appreciate it all right so that brings us to our last agenda item for this evening which is an executive session can I get a motion for this Kristen I move that the board entered executive session for the purpose of determining positions relative uh to matters that
125may be subject to negotiations developing strategy for negotiations and instructing negotiators relating to a possible Amendment to the school resource officer contracts as authorized by CRS 24-6-402 subsection 4ei individuals invited to join the board in executive session are superintendent Brian Kingsley Chief officers Jeff Connell Lauren hooton and Madeleine noblett director of Safety and Security Frederick Smith and general counsel Adam Aspen do I have a second looks like uh Jess is holding her hand up for longer than anybody else so we're going to give it to Jess uh this is competitive seconding um so Jill if you wouldn't do a vote on this please I'd appreciate it DJ Anderson aye Jim brokish hi hi Kristin Draper aye Rob Pederson aye Carolyn Reed aye Jessica Zamora aye motion passes seven zero thank you very much Jill all
126right we'll be going for those of you who are watching uh on television we'll be going into executive session now this is the last agenda item that we will have before adjournment uh at the conclusion of the executive session the only thing I'm going to do is come out here and bang this gavel on this table and adjourn the meeting uh we will not have that on television I'm sorry to say and we'll look forward to um to having you back here for the next board meeting uh either in person or on television in on October 10th I believe the second Tuesday in October in any case thank you for joining us this evening