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HomeMy WebLinkAboutMinutes 2019-06-18 @1:00SOUTH SAN FRANCISCO UNIFIED SCHOOL DISTRICT CITY LIAISON SUB -COMMITTEE MEETING Minutes of the Meeting on Tuesday, June 18, 2019 South San Francisco Unified School District District Office — Board Room 398 B Street, South San Francisco, California CALL TO ORDER - 1:00 p.m. by Board President John Baker Members present: Board President John Baker Mayor Karyl Matsumoto Trustee Daina Lujan Councilmember Mark Nagales Assistant Superintendent Jay Spaulding (Representing Superintendent Shawnterra Moore) Also in attendance: Assistant Superintendent Ted O City Manager Mike Futrell 1.) Public Comments - None 2.) Communication Between School District and the City • Assistant Superintendent Jay Spaulding - a positive working relationship has been established and is being maintained between the City of SSF and the District. To increase communications, he inquired about sharing monthly information on current events or celebrations in the District through the SSF City newsletter. Also, use of the digital marquis could be another means for communication. • Mayor Karyl Matsumoto - it is a quarterly newsletter and she would love to allow space for the District. Leslie Arroyo is the City's Communications Director. • City Manager Mike Futrell - proposed the District help pay the costs of the newsletter which has expanded from four to eight pages. This would need to go to City Council for consideration. Their Library Director, Valerie Sommer, is the best contact for the digital billboard. The newsletter would require more work and the number of pages might be expanded. • President John Baker - the District would not use the newsletter on a regular basis, but only for important events or items such as the digital voting district maps. This would require only one quarter or one half of a page and the District would pay to use that space. • Trustee Daina Lujan - this item has come up before and she asked Mr. Futrell about it. • Futrell - it is a question of space and cost. They are creating a newsletter every two months now to satisfy the need for communication. It is doable. • Councilmember Mark Nagales - they could cost share with the District supplying the materials and verbiage. • Baker - advised that the District is hiring a Public Information Officer who would handle this. • Futrell - the costs include the graphics, printing, materials, and translating into multiple languages. There is a less expensive City newsletter emailed twice a week. And they can also follow up on digital billboards. • Matsumoto - the City can figure out the costs and criteria. • Futrell — the District can use the Chamber's newsletter also. • Spaulding - will get the City's data base for SSF. Page 1 of 5 3.) Ponderosa ES Childcare Expansion Update • Assistant Superintendent Ted O - At the April 8, 2019 City Subcommittee meeting, there was a discussion about expanding the City -operated child care program at Ponderosa ES. The District agreed to provide an additional portable for the expansion. To allow sufficient time for the City to obtain the license and hire staff, they would need the portable to be ready by July 1. District staff worked quickly to get the portable ready ahead of schedule. Updates were given to Director Sharon Ranals and added to the Ponderosa ES website. Yesterday, City personnel and Facilities Director Ron Vose visited the portable before inspection and addressed minor items (cubbies, window locks, etc.). Once these are completed, the City will have the Licensing Analyst do their inspection. District costs are $28-30K, not including staff time/in-house costs (painting, electrical work, water heater, plumbing, etc.). He acknowledged Ms. Ranals for willing to work with the District in covering part of this cost. • Nagales - thanked to the District and City for the collaboration. Has enrollment for extra space started yet? • Ranals - thanked to Messrs. O and Vose for preparing the portable ahead of schedule. This is the fourth portable at the site. Have enrolled to capacity prior to expansion. Looking for adequate staff for fifteen students on the waiting list. Now there are 40 available spots. Cannot accommodate everyone on the waiting list. • Baker - per the Boys and Girls Club there is a 4,000 space deficit for students. Do waitlisters know about the expansion? • Ranals - they do know, but it is dependent on finding staff. • Recreation Manager, Angela Duldulao - waitlists are: Buri Buri ES - 59, Los Cerritos ES - 6, Martin ES - 7, Monte Verde ES - 77, Ponderosa ES -15, and Spruce -10. • Ranals - once staff is confirmed, estimate taking people off the waiting list. • Nagales - Ponderosa ES had noticeable staff turnover last year. • Ranals - staffing is an issue of living in the area. The City pays a $15 minimum wage. • Baker - once all items with the portable are taken care of, will there be a need for a State or Fire Marshal inspection? • Ranals - they will need a statement from Superintendent Moore verifying the capacity of the portable. The City handles an internal inspection. 4.) City Maintenance • Spaulding - District received complaints of dog waste on 'B' Street and at Sunshine Gardens ES. Is there a cleaning schedule and if so, who should be contacted? • Futrell - back of Sunshine Gardens ES is the District's property. For'B' Street and the Centennial Trail, contact Ms. Ranals. • Ranals - can defer to SSF Parks Manager Greg Mediati. Public Works does the street cleaning with a regular schedule. 'B' Street may be one of the streets that are too narrow for the sweepers. • Spaulding - couches and other large furniture items are on 'B' Street (at the apartment complex). May need newsletter or other communication to the greater area. • Futrell - articles have been done several times regarding the dog droppings. City Council may increase the fines by using surveillance cameras. By using the mobile application called 'Engage SSF', items are removed quickly. This app makes it easy to report non -emergency issues from a smartphone, tablet or desktop computer. The City tracks these issues and will provide updates as they are acknowledged and resolved for illegal dumping. Will consider the area for cameras. Dumping occurs often at beginning and end of the month. Will work with the District to resolve. • Ranals - for District ballfields which are maintained by the City, dogs are not allowed. The City can create and post signs stating this. Enforcement is an issue. • Baker - SSFHS Assistant Principals and security personnel have the app on their phones. • Ranals - not sure it the City can pick up on District or Federal housing authority property. • Futrell - if on private property the City cannot pick up, but they will work with the District. • Matsumoto — the City can speak with the on-site manager for the apartment complex and ask for signs to be posted in their lobby. 5.) Update on Workforce Housing • O - in October 2018, SSFUSD obtained the services of DCG Strategies to do a feasibility study on workforce housing. There are five phases. Phase 1 - Market assessment and Phase 2 - Site assessment were completed and shared with the Board at their January meeting. On February 28, based on staff recommendation, the Board approved moving on to Phase 3 - Financing and Development Feasibility. This phase is made up of three stages: Project financing and development Page 2 of 5 feasibility, call for developers, and a request for development proposals and selection of a developer. DCG Strategies has completed the first stage of Phase 3. The physical and financial feasibility analyses conducted by the consultants indicate that the proposed Workforce Housing project can be feasibly developed. • Matsumoto - will the design come before the City Housing Subcommittee? • Futrell - same as with any housing development, it goes through a review process in the City. • Matsumoto - she sits on the Housing Subcommittee and she is extremely particular about designs. Before the project is too far into the design, have a meeting with her to alert the District about what is generally accepted/approved. • Nagales - will Friends to Parents (at Foxridge) still use the property? • O - yes, there will be two or more options for them. • Baker - may demolish the Friends to Parents building and create a green space, as it is not ADA compliant. 6.) New Field Reservation Process • O - on March 28, he, Mr. Vose, and Laura Gonzales (Facilities office assistant), met with Ms. Ranals and City staff to review the field reservation process. They agreed to a process that is similar to how it was done in the past. On April 4, he shared the process with Principals. The process will be tested and tweaked, as needed. Baker - for the City co-sponsored groups, what is the percentage of athletes? • Ranals - minimum of 51% SSF athletes and for their board members also. • Nagales - weather could change the schedule and the District could bump the City. How is this communicated? It could be an issue. • O - asked Ms. Ranals if there was a prior issue with this system in the past. • Ranals - past issue was with gyms, not fields. Baker - with rentals, are fees paid after events? • O - payments are made afterwards. • Baker - it is a good start. It gives staging tiers for groups to pick times and is better than first come, first serve. • Lujan - would like a trial year to see how effective the process is. • Baker - if it becomes an issue, then go to two windows. • Ranals - it is so much better. Question of whether the Principals will be getting back to the City at the end of the month. It may not happen. • O - will check. • Ranals - leagues may over request, and then if not needed, Parks and Rec. will release fields. • Lujan - regarding timing, the end of the month of May is a busy period. Can Civic Permits be added to Principal's checklist before they leave for the summer? Principals may not have field and theatre requests at that time. • Nagales - has Ms. Ranals spoken to the leagues? • Ranals - yes, they need to submit dates by May 1. EQllQ�u Spaulding - spoke to Assistant Principal Al Mack who informed him that high schools have their game dates for sports for the upcoming year in early May. What they don't know is the practice schedule which is set by the coaches. 7.) JPA Reminder • O - current JPA is over ten years old. Dr. Moore thinks it needs to be reviewed. • Baker - need to reaffirm and restate, with no major revisions. • Futrell - tried before with former Superintendent Hogan. It will require more work than anticipated. If City Council desires, they can create a committee. • Matsumoto - what is the original duration? • Ranals - it's a 30 year agreement that ends in 2028. • Matsumoto - she is supportive, but concerned it is labor intensive and City staff have may other projects on their plates. • Futrell - have initial staff -to -staff meeting, and they can then report back. There are some thorny issues. Minor clean-up is needed. Can do the work in phases. • Baker - makes sense. Thinking in terms of small revisions. Hope it's not too labor intensive. There is still an issue with field maintenance. Page 3 of 5 • Futrell - the District/City relationship is way better than last time. Will meet and get back to the District. • Matsumoto - concerned with staffing due to City changes, such as in Parks and Rec. • Baker - obvious issues, such as Buri Buri ES field on JPA, will require immediate attention. • Lujan - good to open the conversation, but not a contentious negotiations process. • Ranals - planning to pick up Buri Buri ES maintenance as did before. • Mediati - working with Business Services and Bill Savidge. • Ranals - appreciate the collaboration. With the City's input, the District changed plans and made easier for the City to maintain. 8.) Process for Certificates and Proclamations • Matsumoto - has seen an influx of District personnel asking for certificates or proclamations. It is time consuming. Is it okay for her to ask if they have checked with the District first? • Baker - it is rare and people may not be asking for the District. • Lujan - three requests came when she was Board President, but they were not for students in the District. If the item is for a SSFUSD student, the District should create the certificate or proclamation. • Matsumoto - glad to award Deborah Carlino as it is bragging rights for the City. Some requests were obscure. • Spaulding - send the requests to the District. • Futrell - send them to him and he will distribute them through the Mayor. • Spaulding - a citizen sends the request to Dr. Moore, who forwards it to Mr. Futrell, who then works with the Mayor. 9.) California Healthy Kids Survey • Nagales - the City may ban e -cigarettes and flavored tobacco. The usage rates are alarming and he wants collaboration to reduce it. Only 2% of high school students participated in a recent survey. The actual usage could be higher. What is the District doing? How can the District collaborate with the City? • Baker - can someone explain the numbers? • Evelyn (Healthy Kids Survey representative) - rates based on `yes' responses to questions. Compared to the 2015-16 survey, the number of students participating decreased. • Lujan - there are costs associated with students taking the survey. The District needs to track this for LCAP/how monitoring student well-being and substance abuse rates. To respond to Councilmember Nagales' question, the District is looking at an Alternative to Suspension (ATS) program for intervention. • Spaulding - District has been successful with the Alternative to Expulsion (ATE) program, with only six students this year. Same decrease with suspensions. Director Ryan Sebers presented at the April 25 Board meeting. District was identified, by State, as disproportion for certain groups of student expulsions. The Board approved mental health services at all schools starting in 2019-20. Survey data was skewed because Parkway Heights MS and SSFHS were not included. Only nine suspensions were for tobacco use last year. District works with the police department in fifth grade aversion program. There are big issues with Juul vaping. Need to educate students. Students get e - cigarettes legally. • Evelyn - at high schools, can posted signs be changed to include no e -cigarettes, vaping, and drug paraphernalia? • Spaulding - will add into student handbooks. • Futrell - when City Council was considering permitting for cannabis, research showed Colorado had an increase in cannabis use in schools or with school age children. Will State funds be set aside for education? • Spaulding - will check into that. • Futrell - will also look for additional resources. 10.) STEM Update for SSFUSD/CSSF • Ranals - participating with extended STEAM which began on June 12. Program is 20 days and limited to 83 kids due to staffing. How many kids to meet demand? Capability is about 200 kids. If grant is reauthorized next year, have suggestions on glitches. • Baker - last year was Title 1. • Ranals - the fee based program had little response. • Spaulding - Title 1 was the priority. • Lujan - schedule a debrief after summer with Ms. Ranals and the Educational Services team. Page 4 of 5 • Ranals - District policy was if a student missed two days, they were dis-enrolled which affected the after school program. Tying to sync -up the two programs. • Spaulding - goes more to high schools and credit recovery. It affected elementary schools because of waitlists. Will look into whether it has changed. Follow -u Spaulding - contacted STEAM Principal Beth McLaughlin on the number of students attending STEAM summer school and the number of students on the STEAM Summer School waitlist. Per Ms. McLaughlin: TOTAL: 342 3rd grade - 3 classes of 20 4th grade - 3 classes of 24 5th grade - 3 classes of 24 6th grade - 2 classes of 24 7th grade - 2 classes of 24 8th grade - 2 classes less than 24 students (but no one is on the waitlist for this grade level) Waitlist: 164 — of that number, 92 are for 3rd grade and 50 are for 4th grade. 11.) Adopt a School • Matsumoto - Susan Kennedy, Liza Normandy, and she started the backpack program, which has morphed. Her passion is diversity and at risk children. She wants to resurrect something. The City Council is better leveraged than the District with connections and abilities. She then introduced Angel Kuoi, a City intern. • Angel Kuoi - the Adopt a Classroom pilot program will focus on Martin ES. Teachers can make their requests through the Amazon wish list with reasons for needs. Funds will be supplied for field trips. The goal is to enhance student education. City staff finds big donors through businesses, Biotech firms, clubs, etc., which fund field trips. The Community can also donate through the teacher's Amazon wish lists. After donors are found, the program would be handed over to the school. Want the District to implement for the 2019-20 school year. • Matsumoto - Mr. Futrell spoke with Dr. Moore about the District blessing field trips for elementary students. District would talk to Principal, who then asks teachers to submit a field trip request. City would absolve itself afterwards. City will seek out sponsors and have six sponsors lined up so far. • Baker - the program must cover all classrooms in the same grade level and all grades, if possible. Since teachers are already off for the summer, may need to wait until August. • Lujan - for outreach purposes, ask Principal Jonathan Covacha which field trips are currently available and which they would love to add. • Baker - would like to expand to other schools once framework is established. Use Martin ES as a test case. • Matsumoto - see what is needed. She will get sponsors who need to send their 501C-3 to the District, not the City. • Baker - want Mr. Covacha or designee to be able to handle once the City departs. • Lujan - thank you notes help to continue the relationships. • Baker - the consensus is to contact Principal Covacha for direct support. • Futrell - District would make the introductory call. • Spaulding - looking at thought process from the City. Want to help two grades at least. Request to the City to be done by grade level. Adopt a grade, not a class level. He will reach out to Principal Covacha and introduce Mr. Futrell. 12.) Items from Committee - None Future meeting The next meeting is scheduled for September 17, at 2:00 p.m. at City Hall. Adjournment at 2:21 p.m. Page 5 of 5