Board of Education — April 25, 2019

I call to order the study session of the Poltava Thursday April 25th 2019 at 5:00 p.m. with Cruz Gagne Schaefer and now present pad will you lead us with the Pledge of Allegiance please stand and join me in saluting the flag of the United States of America ready begin I pledge allegiance to the flag of the United States of America and to the

Republic for which it stands one nation under God indivisible with liberty and justice for all Pat do we have any speakers speakers who will be called in the order the request was received please listen for your name and be prepared to approach the podium when the board has commenced discussion speaker cards will not be accepted the board is

very interest in your comments but please bear in mind the board does not respond to comments during this time on the agenda as it is reserved for the public comments individual members may respond during for comments at the end in the event that unusual amount of speaker card is submitted the board will hear up to 30 minutes of comments

comments according this with board bylaw 93 23 mr. cruise Lisa good evening I guess I just want to thank everyone those of you who have replied to my emails who have taken the time to meet with me and my husband this is something that's we have been very passionate about because we have invested as residents and as community leaders in

our neighborhood and I would like to reiterate where we as a community stand we would like our neighbor school to stay a neighborhood school walking school so if that means that we have to have temporary portables in the interim until our second school is built then that's that's something that we would consider before we bust our kids

off to another school additionally we would like to see preserve to be fast-tracked as quickly as possible and at whatever means that means to be accomplished we would love that as well again just wanted to thank you guys for your time and for all your consideration and for putting together this planning meeting without you know I know

miss Konya it was your idea and I want to thank you because you're the one that said let's not vote let's let's look at all the options so thank you very much thank you thank you that's Ryan field so tonight's study session we're going to focus on the capacity challenges at Cal Cal Errol preserve Academy and then

joining me tonight here from cabinet is Greg's tuturro mrs. Sandra Chen mrs. Leia fellows and mr. Richard Wright out so there's not a question I'm unable to answer hopefully staff will be able to cover that for me also joining us tonight is Jim DiCamillo the president of WLC architects and he's here because towards the end of the

presentation he's going to take us through the building of the timelines kind of a building a school site and Jim is an expert in this that as the architect he designs and works with school districts across the state of California and building schools so the process tonight what I'd like to do is rather than waiting for questions at the

end I'm going to go through every slide after I talk about each slide I'm gonna ask are there any questions and if the board members have any questions at that point that will take I'll take the questions from board members and then mr. Nam if you could make sure we pass the mic to everybody and then whoever

goes will go in order with that and then with that I don't think there is any questions probably out in the first slide so I think I'll get started going on to second one so our objective today is to identify the challenge at Keller or preserve review interim measures that we have taken as a district and then

discuss next steps are possible options with that is there any questions what I'd like to start off with is an aerial view of caldera preserve I know everybody has been on the campus and has seen the campus but I wanted to give us an overview of the campus and where everything is located from from a bird's eye view and so if you look at the first

part the yellow lines that go around that is the perimeter of caldera preserve and here in the red here this first part of the red here is this is the district office or this is the district office the school office we're in the districts this is a school office right here is the kindergarten there's some kindergarten classrooms right here

and then over here we have some computer labs you have some science buildings and some art classrooms then the next part here the other three buildings here are the three wings of the three classroom wings of the school and the next piece of it over here and the part of here is where we have our gymnasium the library

the kitchen and along with that I know there's locker rooms and take a moment and just looking at that that is the original Calero preserve all right and then the portable classrooms over here to the left you have three there's total of 10 portable classrooms that were put on that campus and then the last piece that we look at the last thing that has

been added over there are the solar panels and so that kind of just gives us a view of the caldera preserved as a reminder to the board though I do want to remind them that this is a k-8 school and a lot of times we think of an elementary school just as I wouldn't look at a k-8 like I would look at a

junior high and compared to a high school because it's a k-8 there are nine grade levels on here it's meant to be a big school when you build that when you build a k-8 school so with that are there any questions regarding this light so Nick cited one take a look at as the capacity challenge of the the school the

original school that was designed on a traditional calendar would approximately hold about nine hundred and sixty five students and that number can fluctuate depending on how you're loading a classroom currently our K through third grade we load at twenty six two one four through six thirty one and seven through eight it's thirty three students in a classroom so based on that you get

approximately about nine hundred sixty five students in a classroom when we added the ten portables that increased it to approximately one thousand two hundred and sixty five students and then when we took it to the school capacity and changed it to the elementary and that is just the elementary the K through six that we put on a multitrack

year-round calendar that increased it to approximately one thousand four hundred and seventy two students and then currently as in this number comes from Monday it's one thousand three hundred and ninety seven students are currently enrolled at Cal era preserve I want to share with you I think on Friday when we pulled the numbers it was the 1402 I

share that little bit of tidbit because it's important to understand schools are very fluid kids are constantly coming in and out in and out and they come in at different grade levels and when you look at this slide you can see the 1472 that the school has approximately capacity and there's 1397 which shows we have room for about 75 more students but

students do not come perfectly in every grade level and so you may have room for 75 students approximately but you could let's say over the next month to have thirty third graders show up and you may not have room at a grade level and at that point we would have to overflow and that that's a process that goes on at

all of our schools so you can see the challenge here is where we're at about 75 students school-wide that we could potentially add at the school so you can see we're nearly at capacity and the last part I wanted to show you this is at any one given time the maximum number of students that we have on the campus is one thousand two

hundred twenty students and there are four multi-tracks and at any given time one track is off and then you have three tracks that are on and then with the junior high school students which is our biggest track is 1220 students on that campus at any given time any questions mrs. Gagne well I understand the unpredictability of students coming in

and out of the school do we have any projections as to how many students might be coming on to that campus due to the housing being developed out there in the next year it's going to depend on the development on there but do you have a number I have a follow-up question but it pertains more to the overflow because in

the six years that I've been on the board overflow happens at a lot of our campuses so how many of our schools have to overflow this school year let me save that question because I have a slide on overflow yep and when I get to that one I will cover that with you Beverly okay yes sort of where I'm gonna be going

with this in case it's gonna be dressed sorry in a future slide so there's been conversation about the current families that are Cal aro families at the school their siblings will get grandfathered in and so I guess what I'm concerned about is like can we predict those number of siblings and then do we also have numbers of the housing being developed

so we know sort of how many students are gonna be coming into the school because regardless of whether or not the portables is a solution and I'm not saying it is maybe that won't be a solution there's so much housing coming online yeah and I think I'll be able to cover that in another slide too approximately 84 students from the 1476

that were showing in the capacity for the 2020 2021 school year we're showing an additional 45 which would bring it to 1,500 43 students mrs. Bieber can you repeat that number an increase of 45 students would put us where so in the 2021 yeah 2021 should put us at 1000 get 543 students okay thank you 22 school year you're observing we are

predicting an increase of another 62 which would bring us to 1604 thank you thank you all right any other questions all right interim measures taken by the district as a point of reference the school opened in 2009 2010 and then again we added ten portable classrooms in the 2015-16 school year and then in the 2016-17 school year we change from a

traditional calendar school to a multitrack year-round school and as a reminder that was part of the agreement that the school when we built it would become a multitrack year-round school any questions I have a question um so with that 10 additional portables how many motions were you we vote to the house I think I'll be able to cover that

in the next slide okay mr. nan let me go back a slide yeah that's right here so it's about 300 yeah all right so looking at some proposed solutions to this if you look at this slide in the center you see the overflow process and whatever solution we look at overflow is always going to be in play in this in

regarding Cal air I'll preserve when you look at if you're going to do temporary boundary change there will be a potential always for overflow if you look at adding portables there's always the potential for overflow if you're building in the process of building a second score doing a combination of this overflow will always be a process that

not only at Cal arrow but that does happen at all of our schools any questions on this slide so let me take you to the process of district overflow if you note down in the bottom there are three schools Cal Aero roads and Wickman that are currently closed to transfers and that's because all three of these schools are near capacity and if they we

close them to transfers we also close them to overflow so the district's overflows so everybody knows is we only overflow at kinder through sixth grade at a junior high or high school if you go to all of our junior High's you'll see portables on all of our junior High's and if you go to the high schools you'll see portables there and when we

have over enrollment at those particular sites we add portables there and we don't do the overflow process I share this one could be a little bit different because the Calliope reserve is not a junior high it's not a high school it's a k-8 school and so at some point there could be the potential that we may have

to overflow Junior High students as part of that process and I just wanted to put that on record so it's clear to everybody that this is a school that K through eighth grade we could potentially have to overflow every grade level all right and I want to walk the board now through the over over throw overflow process so beginning of every

school year through our collective bargaining agreement with AC T the district has to balance its classes by the 9th school day for elementary and you may be asking what what do you mean by that and I'll take you through that process balancing classrooms by the 9th day of school all of the classrooms need to be in grades K through 3 at 26 26

students to one teacher or below that and in grades 4 through 6 it needs to be thirty one students are below that and so let me use rolling Ridge Elementary as an example so at the beginning of the school year HR is working with all the school elementary schools across the district we have a big board in the

office and we're looking at all the schools and looking at the numbers and working with the principals of how many kids are in each grade level and at rolling ridge at the beginning of the year the principal is going to go and look at their kindergarten and see do I have if I have three kindergarten classrooms do I have 26 students in each

of those or less and if so they would be balanced they go on to first grade and they go through that same process I have three first grade classroom so I have 26 students in each or less than that would be balanced if they got to second grade and I'll use second graders and examples let's say they have three

classrooms in second grade they had 27 and one they would be over three students then they would go through third fourth and all the way up to sixth grade and make sure that they're balanced if they're not by the ninth day prior to the ninth day HR would work with them and we would end up overflowing those three students out of

rolling rich as an example at the beginning of the school year and this happens across our district and so what the process of those three students how do you identify them at the the the phrase that we use is the last in is the first out so the school site would go and identify what were the last three

students to enroll at rolling ridge and second-grade and I'll just use as an example if student 1 enrolled on August 1st didn't - on august 2nd student 3 on August 3rd those three students would be over float and they would find in a school that we could overflow them - so let's say in this example we overflowed

him over to Lydell elementary school that's a school that's somewhat close and they made transportation can get there we over flown there then what would happen is let's say two weeks later a second grader left rolling Ridge in a spot became available the the school site would contact student the parent of student number one who enrolled on August 1st and offer them to

come back to rolling Ridge the parent has the option to say no my child wants to stay here at rolling rich or I want to keep my child at a time sorry at Lydell for the remainder of the school year if they choose to do that then we make it very clear with the parent that at the end of that school year they will

come back to rolling Ridge in 3rd grade if they wanted to continue at Lydell they would have to put in a transfer and go through the transfer process if they wanted to continue for the next following years then the school would contact a student number two if number one tonight and contact student number two and offer them that position that

that space if the student comes back then they would fill that that spot and let's say a month later another spot became available the school would contact that student his parents and Alpher that spot back and if they came back then they would be done with overflow for for the great so that's the process that happens at the beginning of the school year then

during the anytime after the ninth day a school could also become impacted to where they can't take any more kids at at certain grade level so using rolling Ridge again let's say in fourth grade about a month of school has gone by and four kids walk in and fourth grade and they didn't have room for him they would mark which kid came

in 1st 2nd 3rd and 4th and we would overflow those 4 students and then during the year if there was room we contact the parents and offered them the same choices as I did as I went through with the 2nd grade students so that's the process that we would cover for overflow and that's the process that we

have used in this district I came in 12 years ago to the district as the director of HR and I took over the overflow process and working with Jane Sousa I think she did it 15 years prior to that when she was in Business Services so I know it's been going on for well over probably 30 years in this

district maybe even longer so with that that's kind of the overflow process that I wanted the board to understand and currently currently I think we had anywhere from 60 to 80 students that were on overflow this year it's a lot lower number because the board has allocated money to reduce combos and when you reduce combos you're over

staffing and when you over staff that means you have more room to fit all their kids in at the classrooms and so the the overflow has reduced since we've done the combo reduction when prior to combo reduction we used to overflow well over 200 plus kids on any given day in the district any questions so the next slide I want to cover is the

proposed temporary boundary change and the board should be very familiar with this one this is the Liberty Woodcrest Chino high school boundary change in this one what we were looking at and I want to come back over to the first part of this was the Liberty area up here in this one we wanted to pull off a bit of

area out of Rhodes elementary not only did we want to go to Northup our South the Pine down Euclid for Cal arrow but the idea was also because Rhodes is is very impacted and looking out to the future there's development that would probably be going on in this area and by moving that area and putting it together

we were we're hoping to keep roads out of going to a year-round schedule so we were taking a little bit bigger area off of there and so the proposal was to take that and move the students in those areas over into Liberty and then the next one was to take a look at the Woodcrest and move the students over to

would crest at that same area and then and the reason for that too is we always want to keep our kids together we want them to go to the same elementary that feeds into the same junior high into the same high school and as part of that that little square here down here which is part of Chino Hills High School would

become part of Chino high school as part of that temporary boundary change and so it would look a little bit like that are there any questions on this one okay and so I want to look at some of the proposed temporary boundary change some of the pros and the cons with this one so liberty and Woodcrest are schools

with available capacity that could absorb a number of students it would provide immediately immediate capacity relief to the Cal aro preserve and I want to go back a slide on that because that immediate relief really is only in this area south of pine when we do that because that's anybody who moves in there and any new development would no

longer be going to Cal arrow that would be impacting it you still have development in what I'll call it if if you approved that this would be the new boundary this area right here would be smaller but they're still development going on within that that area it would result in minimal effects to the current Cal arrow preserved families and what I

mean by that is anybody that's currently at Cal arrow that is there now there really is no concern for them to be overflowed if I'm a fourth grader next year I'm just going to the fourth grade class would roll over into fifth grade the fifth grade would rolled to six and all the students that are currently there would would continue to

be there they would not be at risk of being overflowed it's really new students coming in to the preserve and so I'll go back to that slide again so here as students start to come into this area and let's say I got 50 60 70 80 more kids these are the new students arriving that may be impacted that would

be impacted and possibly overflowed out of that new boundary area and then the last one on there is guaranteed current Cal preserves families sibling priority so let me give a couple of examples with this so let's say I'm a current parent at Cal aro and I have a second grader and I have a student I have a child that

in two years will enter kindergarten and so let's say in two years from now or two years from now and I go to enroll my kid and there's only a hundred and fifty spaces available but 200 students enroll and let's say out of the current families that are living there that are that are attending Cal aro effective on June 30

of 2019 and prior to that that their kids have been at Cal Aero let's say there was a hundred and thirty five students who had kindergarten parents EDD had kindergartens those 135 would be guaranteed those hundred and fifty spots so they would be taken care of and then we would look at who and for the remainder spots because there'd only be

a fitting spots left we'd look at first first to enroll would get those first 15 spots so those were to be the new parents in there let me use another example let's say there was a hundred and fifty five students of current parents who are residing at Cal Aero than they had 155 kindergarten students enrolled now there wouldn't be enough

room so then what we would do is the students the first hundred and fifty who enrolled first would have that priority and then the last five kind of like the overflow would identify the last five and those into those five students would be overflowed in that example so we're trying to give that priority to the current parents there who have future

siblings that would be entering kindergarten so that's part of the pros for that that option there it's kind of trying to protect who are currently there at Cal aro preserve when I look at the the cons on this is we look at the distance to Liberty and Woodcrest that's you know we have to put them on buses

and you have to bus him over to Liberty in Woodcrest they would not be attending a neighborhood school and then there's that potential the overflow for new students moving into the Cal era preserve and I think I shared that earlier when I bet went back to the slide that one of this it doesn't address the complete issue that there is

a capacity issue at Cal era preserve and if of individuals move in here and increase that enrollment we would have to overflow those those new students coming into the school yes so any of those parents who if this plan were enacted any of those parents who were a party to this overflow process could still elect to try to

transfer to Butterfield Ranch as long as they had capacity correct that is absolutely correct so they could they could put in a transfer to any school except on that list that I showed you caldera Wichmann and Rhodes I think it's approximately 6.5 miles so what I'm hearing is unless we do a temporary boundary change then the sibling and

current family priority so to speak goes away and it goes back to just regular overflow if we don't do a temporary boundary change yeah that would be yeah if you do nothing it's just a an overflow and then the the the process is the first to register would have the first priority so who if I just moved in

and a week before kindergarten registration starts and I'm the first one in line to register then I would be the first I would that I would have my spot there in kindergarten as a kindergarten registration I'm sorry to jump ahead in another slide but I just want to make this point now since mr. Schaeffer I think was also digging into

this so on the next slide we're talking about another potential temporary boundary change plan which is Butterfield Ranch yep the priority then system then attached to that boundary change policy if we enacted that yes everything would be this day thank you any more questions all right so in our community meetings when we went out there was a the

community had suggested what can we do a rather than Liberty would crest the Butterfield building our students to Butterfield and it's part of this one this would be Butterfield Townsend and Chino Hills High School again we always try to keep our kids when we're creating boundaries keeping them together from elementary junior high into the high school and so under this

slide when you look at it the only difference is instead of that area going to Liberty it would go to Butterfield Ranch any questions on that it's further it's further away and this came from the community so the community was asking to go to couldn't we look at Butterfield so tonight what I wanted to do is show they

the one that came from the community the Butterfield towns in Chino Hills High School option yeah we could get that information and there is a also capacity I'll go through this one in a couple of slides and you'll see some of the capacity issues here chaparral I think would have the same capacity issues and what is the current capacity at

Butterfield Ranch when it was the the number that was originally gave to me was that they had room for 250 students but when we went back and we looked at those numbers and added our staffing in there they're actually a little bit less they actually come out to about 150 I think about a hundred and fifty students

because they used the original one the 250 came from staffing every classroom at thirty-one students and not looking at the K through third grade at 26 and then the four through six at 31 so it's about 150 students and do we know the impacts of the development in the chino hills' area yes we we have some of those

projections but I can cover that in a sorry slide jumping ahead okay 6.6 miles to chaparral from Cholera 6.6 miles from Cairo to chaparral so the next slide takes a look at the townsend junior high so again the the section that would have gone to Woodcrest would now go to townsend junior high i will go on to the next one so the next slide

actually the the the the south of pine that we would carve out of the caldera preserved wood would remain at Chino Hills High School because that currently is part of Chino Hills High School the area that we would carve out out of Rhodes that we wanted to add as part of that that is if you look up at the map

that's part of Chino High School but because of the new boundaries going to the Butterfield Townsend and Chino Hills High School that would become part of Chino Hills High School now so that boundary becomes as you can see quite a big boundary for the Chino Hills High School so let me take you into yes Townsend I think we have about a hundred

and forty six students capacity and then what about Chino and then there's also been concerns about Chino Hills High generally having too many students on that campus do we have any like it's inside or information about sort of where they're at capacity wise well they can absorb a number of students they're there they've closed the school off to

transfer for the last several years this current for the next school year the 2019 2020 we did open them up to transfers and I think they're taking less than a hundred students on transfers into Chino Hills High School it's nearly capacity but they could still take some students into that school no there was only about 49 if my

recollection is correct about that put in on the transfer yeah so I think they were able to take all those students if you look at the NIC slide again this is just showing the Butterfield ranch Townsend junior high in Chino Hills High School and I want to move on I think to the next slide I think this is the one

where wanted to spend a little bit more time on so when we look at the the pros for this one again the pros for this one would be the same as the Liberty Woodcrest Chino high school one so I won't go back over those when I look at the cons the distance to Butterfield ranch again is the if I'm correct is

about 5.5 miles to Townsend is 8 miles from Calais Rome and then the two issues for under the cons are going to be capacity and modernization those those are going to be the two big issues here so when you look at Butterfield ranch Townsend junior high school and Chino high school they do have limited capacity and if we were to use them as a

new boundary we would probably have to close off the transfers request into Butterfield ranch and Townsend junior high and we may have to do that regardless if we would change the boundary included Cal air into these schools because there is current housing development going on in this area in the Butterfield towns in Chino Hills High School area and we are projecting for

Butterfield I think up to 200 students over the next several years coming into Butterfield so that alone would take Butterfield to its capacity and if we were to do that then that would require us to either add more portables at Butterfield or we'd have to overflow or you may have to take Butterfield to a multitrack year-round schedule

and then Townsend junior high what we would have to do there is again we don't overflow out of the height out of the junior High's we just add more portables and so that would be a concern that we would be impacting this community with another school by overflowing them over there they may be able to handle the

growth they may be like what I would say like Wichman is currently in Rhodes where they're just hovering right around there with their current boundary and ideally that's what we were hoping that would happen at that school schools that we wouldn't want to impact them with increasing their boundary and then the other issue on that the second to the

last one is this campus is is going to be undergoing campus-wide modernization and when you're going through campus-wide modernization the one thing that you want to do is you're hoping is that you hope that you actually your enrollment decreases that's the in the perfect world that your enrollment would decrease because you want to use every empty classroom to be able to move

students in as you're modernizing other classrooms so if you have no empty classrooms then let's use I'll use Butterfield as an example let's say they have five empty classrooms right now and they decided through modernization that they needed to do ten classrooms at a time they would have to pull five portables on and put five portables and

use those five empty classrooms that would be about a half a million dollars about a hundred thousand dollars to put a portable on and we call that sunken cost because those five portables were putting on there temporarily for the modernization and then that we pulled them off after the end of the project if we fill this entire school up through

modernization that means you're going to have to bring in ten portables a million dollars of sunken cost so you're wanting to try to keep as much open classrooms as possible when you're going through modernization and then the last one on there a con to this is that the students would not be attending their neighborhood school and with that are there any questions on

this slide I just have a comment it looks like changing boundaries one or another ways not a good option at this time for me because it looks like we're just missing the box to other schools and our capacity concerns and and these are not a permanent fix I cannot fathom going vertical going around school and and giving you extra burn to neighboring

schools for not a good reason it's really bad but it is good that we have the whole picture and yes but it would be more portables yes yes without going too far just kind of make sense to keep it Lisa their neighborhood school we're going to be adding portables yeah all right any other questions okay so this is the next one is to add more

portables and again in this one it provides additional capacity it enables students to attend their neighborhood school it keeps families together and it delays the need to overflow now some of the cons on this one are there's a minimum of six-month lead time to put portables on on a school site around six months it still has to go through DSA

approval you have to bid it out and you have to actually do the work of getting the portables onto the campus we would project that if you were to add these portables that it would take somewhere to probably six months and then the other potential overflow so in that meantime when I look at the capacity again if you look at the

capacity the current enrollment you know is that 1397 students so we have about 75 students so we would there would be a potential of having to overflow any new students until those portables come on so there's still that possibility that students move in the school fills up our several grade levels fill up and we're overflowing students as you wait for

those portables to come on but then once the portables come on and you put teachers in those classrooms you would bring those kids back from overflow it would increase the number of students at that school and it would decrease the filled space at the school and so if you look up here in the picture up here I

want to take a look in the red here that's the area where we would look at adding the ten potential portables in the back we're looking at seven we kind of call that space we took that space there because those other portables kind of hide the field there and it becomes a supervision issue so we were looking at

okay could we take care of that and try to fill that area in and then you would have three other portables that come down the side here with a restroom right here because we would have to add an additional restroom on to that campus and then I wanted to go to one more slide before I take questions and so

because I know these will probably be some of your questions so the projected new capacity so again our current capacity is 1472 students and that's after putting ten portables on there and going to a multitrack year-round for the elementary school capacity after adding an additional ten more portables in classrooms on a multitrack year-round takes to school to 1949 students all

right but I also want to say when we look at that that would be a number of students and that would on any given track because remember we have three tracks on one track off so at any given time if we if and all those classrooms were filled it could have the potential of having about 1564 students on that

school site at any given time that would be the max so you you could you would have 1949 approximately students enrolled and you would have approximately 1564 now I showed you the top end of that understand that's that would be probably over several years down the road and you would probably hope that the new school would be coming

be built before you reach those numbers okay so just remember we're only projecting you know several students next year the increases that miss Beamer shared with us those are gradual increases into that school campus so you're not getting these numbers next year you're not getting up to the following year this is several years out if you were building another second

school that you would hope that you wouldn't get to these numbers but it allows you that flexibility and in that one is there a reason we put on ten portables at a time I don't know this is like a procurement issue or something but it seems as though looking at the numbers we were given about 15 minutes

ago it's under two hundred students between the next three academic years and we're adding ten portables yeah so when you look at that so we looked at remember it has nine grade levels so kids don't come into even packs and we can't say we got to have them evenly in there so you what you would want to do is have one

classroom for every grade level one for kinder first second third fourth all the way up to eighth grade so that would get you nine portables and then we looked at well if you're putting nine on there you might as well put a tenth one on there in case there's a grade level where you may need to for the Jew

I may need to add another classroom because the junior High's those kids rotate and so in that you may need an additional classroom at the junior high because they're rotating classrooms the students are and so that was the thought behind that that if you're going to increase it I can't put one or two because you're not doing combos and and

everything in there and it maximizes our number that's why we came up with the ten well this note in 1949 with adding ten more portable classrooms it's amazing that's like on the size of down Nouveau high school and so and it's crazy and I think that's wait too many students for one campus so I think we really have to fast track that new

school and and start ordering those portables because luckily we have a few years to achieve this number according to the schedule but if we do it now I think we could really release the burden for overpopulation on that campus don't give mr. Schaefer so that's where those those numbers come from because I wanted to see that I'm putting up there

worst-case scenario sure yeah but even really save 1949 but even we have 1800 that's a high school campus yes yes so so I think it times now to move fast Thank You mr. Schaefer first question is if we do get into position where we have to overflow on a temporary basis what does that look like for a student going from a multitrack to

a traditional calendar and then back from a traditional calendar to a multitrack are they going to be caught in between in curriculum or how does that look for the student well if you're overflowing yeah that so it depends on when the student comes into the school I mean if they come in at the beginning of a traditional school year and register

and we overflow them they would be on a traditional track now when they came back to Cal arrow it would depend on what track is available and they could be coming into a completely different track so they could actually in a year they could end up potentially getting less school time or they could be getting more okay I would request that's

something we really look at yeah try to get a better handle on is what if that is going to happen how are we gonna impact the student the least yes as far as as far as instruction time the other thing if we do bring ten portables on to say Cal arrow we bring ten additional portables on staffing wise is that two

new teachers or are we going to be taking them from other sites how does that work it all depends and I say it depends because it would depend on how many students are coming in and what which classrooms do we need to fill at which time and again that's all based on the number of students that come in and

at what grade levels they come in and in what time they come in because I could just say I got an influx of second and third graders well it could be that we opened up one classroom and it was a combination of a second and third grade combination class for the remainder of a school year I'm just throwing that out

so the portables get placed on there and we were overflowing let's say some 2nd and 3rd graders then it maybe we opened up only one classroom because that's all we need make it a combination classroom and ask those parents students do you want to come back to this classroom and during the school year and again that's all going to be

depending on numbers of kids out there that's why it's all very fluid and it's hard to say exactly what would happen all right so at this time I'm gonna hand it over to Jim DiCamillo thanks Starr good to be back I'm going to talk about three slides this is really a longer-term picture of building a new school the district hasn't actually

built a brand new campus here in a few years a little bit of this is just a primer on how long does this take what's involved who are the agencies and all of that so the three slides I'll talk about are one on process of well how do you actually go about doing this in what order but a little bit filling in on the

timeline how long is each one of those things take and then finally a little bit on costs and what are the impacts and when when when are these when do the costs come into the process so the first on process is spelled out there really quickly from beginning to end top to bottom one of the things you need first

architecture class you take is don't build on somebody else's property you need to be building on your own property so we need a piece of property that's the first thing we need to build to build a school you can't really do much without that so site approval and acquisition is critical to this I want to let the board know that the direction

of staff we've spent some time already investigating this and we've actually been investigating at WLC has for about two years now and in reality the first sketches of ideas of The Preserve to school were done in 2017 as we prepped for this so I don't know at that time it was coming to this evening but here we

are so that we're not starting from Ground Zero but we need to identify a true piece of property and then that property needs to be acquired through the process that I'll talk about in a second that moves immediately into the third bullet point which is site planning is that we've done some of that already to know know that a property we you would

purchase can fit a school for one thing and then you get into true design which is really split into two pieces that building design what most people think of as blueprints doesn't start with blueprints and they're not blue anymore but it starts with very schematic design ideas and that's a little bit of the work I've been doing with staff or the

educational side of the house what do you want to teach how to how should that school look how do we want to develop a 21st century curriculum in in a building what what - school not look like aesthetically but how high did the bones of it'd be addressed then you'd blueprints which aren't blue and then you get all of your approvals to

actually permit the building and that for those who have been around that a long enough know that that's DSA that's the division the state architect it is not the local city building department the state the state approves your plans for your buildings then the district has to bid and award that project because you simply can't go out and just build

it being a public agency you have to you have to bid the project to general contractors or subcontractors before you can build construct the school get it all punched out and ready for occupancy so the next slide will talk a little bit about the timing of that and how long these various processes take as I mentioned the site approval process is

somewhat underway we've been discussing already the potential options and and in the master development of the preserve there are there is acreage that's been somewhat set aside at least in a conceptual way for a second school thank goodness because at least it gives us something to study but that process is still ongoing now some of this can

indeed overlap so I want you to think of the process somewhat as a fulcrum point with the bidding award piece that we just talked about somewhat right in the middle of the timeline it takes about as much time to go through that whole design an approval process as it does to actually construct the project and that's true in almost no matter what

school we designed be it an elementary schools little shorter k-8 little longer high school even longer so if you think about it if we were starting the design process on the school as is shown on this slide it's gonna take 15 months might be 15 months might be long it will take depending on how quickly we all

class pans in the middle of the table and say go like heck it'll take you know probably about a year to do all of the various processes that's involved in getting a conceptual design to be blueprints it will take anywhere from three to six months probably more on the six side for the DSA approvals of the project and then as you know from the

many many measure G projects you've had in front of you lately that have been awarded for bid it takes about three months to go through the actual public bidding process awarding and contracting to start that construction and then about 18 months to build the school with a couple months built in for another weather winter like we have this year so

you know you never really know exactly when you're starting but when we build the schedule at WLC you're really building from the back to the front as I always tell my clients it doesn't do you much good to open a school on November 1st we try to open schools for their beginning of school year both for your

instructional purposes hiring of teachers parents kids everybody getting used to their school so you're trying to target something backwards so if you were looking at and I always tell my clients the one date I can't change is today okay we are now essentially if you said you were at me first then if you looked at this as essentially like a

three year process with that fulcrum in the middle being bid about a year and a half to design and approve about a year and a half or more to build probably earliest that that school can be there permanent school if you just division to Cal arrow is probably three years from now so that would be September of 2022

years are going by so that would that's about the soonest a full-on campus of that scale of a Kaede school that would be say say the sister that Cal arrow would be there I'm on the site now to get there there are a number of approvals that need to be done so it's easy for me to pledge that and I'm not

making a promise here but there are a number of approvals that have to be done we have multiple agencies that is California we have California Department of Ed who has to approve the site first and then that same Department of Ed comes around and has to approve our design our design we deal with the Department of toxic substance controls

DTSC gets involved CGS which is the California Geological Society is studying the dirt we talked about DSA they're looking at your plans County Health Department looks at your food service delivery you know kitchen we've got the city engineering department remember I said the city doesn't approve the plans but they improve the road so we have those issues to deal with with

the local agencies fire department and city engineering department for anything we build off your property that's approved by the local jurisdiction and then finally and you remember this from our master Brian discussions you also are going to want to get in line for some state funding reimbursement knock on the table and that's the office of public school construction so there are

many many many acronyms that that we would deal with that WLC and all these have to be done in conjunction with they work with Sandra and Greg gun on this as we go lots of steps in the process but if you keep in mind that there's sort of a sweet spot to begin this is it basically in this kind of

time period you it's very difficult to cut six months out of that schedule it would I know there is a builder here in the room I could easily tell them that just takes six months out of the construction and they would kill me but it's easy for me to kick that can down the road they're gonna want me to take

six months I see how it works that way and I know I can't tell DSA to take six months out of their approval so there is kind of a sweet spot if you think of the end date is fixed in the fall when school starts that you pretty much project as to when you need to start or

you will not finish that marathon any last slide so then the last slide I'm not going to dwell too much on this but you're all familiar with it a little bit from the measure G discussions there are multiple costs involved with building a school and these costs actually with the exception of the first one are true even

if you're putting in portables you have to deal with but with the we think of it as really twofold hard costs and soft costs there's the actual hard cost of building the school the actual drywall and roofing and then there's the soft cost that revolve around it that's a lot of those approval agencies that's design costs and then you know DSA and

permitting and all of that that that probably 80% of the cost of those two items is is the actual construction of the school and you pay as you go so you have to have two up front of the design cost to get the School of Design to DSA approved before you ever award a contract for construction on either side

of that there's two other elements that keep in mind one is at the back end you've got to furnish the school and there's a lot that goes into that tables chairs decimals and then on the front end the actual land acquisition cost itself that's a piece of your cost that generally means your architect I don't get involved in that to be honest all

that much but it's not a small encumbrance the actual acquisition of property and that generally obviously occurs at the beginning rule one property that you own that's my presentation how long it takes iLike to also summarize the conversation we've been having here and as the one who asked that we table this back in the day thank you everybody here for preparing

for this and being here today thank you everybody out here for being here and having this conversation so I just want to reiterate the numbers make sure I have them correct because I try to be as diligent as possible with numbers because they're very important particularly in education so for the 2019 2020 academic year it looks like hal arrow is going to gain 84

students for the 2020 2021 academic year looks like cal arrow was gaining another 45 students and for the 2021 2022 academic year it looks like Cal era was gaining another 62 students so adding those numbers together that's 191 students so as we are making a decision which I don't think any of the things that have been mentioned thus far

mutually exclusive whatsoever we're talking about a hundred and ninety-one students and if I'm correct and thank you for your presentation I appreciate it we could open a new school for the 2020 to 2023 academic year is that correct so in the inner room talking about a hundred and ninety-one students and the most empathetic and cost-effective because those things

should both be considered solution to accommodate those 191 students I just want to put that out there because we are going to be putting in money into a new school we have other programs going on at the existing school there is a challenge at the existing school and in my conversations the concerns that I've heard outside of the boundary change

proposal obviously there were a lot of parents and opposition to the initial proposal but a lot of parents are very concerned about the capacity issues currently on the campus they feel the campus is way too large and that's why they want the second school so I don't know that for a hundred and ninety one students and I still have lots of

questions because that's just my nature I want to make sure we're thinking of a solution particularly with portables and now that I understand we have to add all these portables because we don't know what students are gonna be in what grade et cetera this is for 191 students so I do want us to be cognizant of that and

again I want to make sure we make a really holistic decision but if we can get the new school going my next question is what is holding us up in May from saying let's go with school number two like what's the practical thing that if we said go what's going to hold us up let me go through the next steps and the

options and then I can come back to that so for for part of the all right yes when you slide it the button goes off its own yes so the on the next steps part of this is the board does need make needs to make a decision to move forward so that's one of the piece that's going to hold us up

and so as part of the options is option a is one of the temporary boundary change to Liberty Woodcrest in Chino high school and that one has that potential of overflowing students and to build a second school option B is a temporary boundary change to Butterfield in Townsend overflow and build a second school and it would be an option that I

would recommend that the board not consider at all because of how it could impact taken one problem from one school and created over at a number of other school school option C is to add more portable classrooms overflow and build a second school and then option D is the board does we do nothing and nothing in the sense of we don't change boundaries

we don't put portables we just used the overflow process and build a second school so all of those require the board giving direction to staff of one of these and I would say one of these three options being option a C or D giving direction and then that would allow the district to move forward on building because the second school as you can see

is in all those options so it would move forward in that piece the the one issue I think Jim touched of what would be holding us back is going to be the acquisition of land but I don't that's because we don't own the land if we own the land then there's absolutely nothing there but I don't believe that that will be an

issue that we can sit down with Louis and and come to an agreement on the parcel of land in conversation with them on Tuesday and I don't think that will be a piece a quill can hinder us that we can at least identify the land and the exact coordinates of it to start doing some designs on on that piece of it

mr. Schaeffer are there gonna be is there gonna be enough time between the stuff Jim has to start doing before we start building we have infrastructure in place by that time to actually be able to get out to the builders because from what I understand it's at the middle of nowhere right now and in talking with the Louis I think they've indicated to

us that they will be able to get the land prepared to move forward looking at the current boundary for calheiros and then work to open tomorrow they're gonna have their own distinct boundaries tendons boundaries is the second school going to absorb some of the current Cavallaro boundary to alleviate the overcrowding at Cal arrow or because my concern is we build the second school we

have one hundred and ninety one or two hundred students that weren't dissipate over the next several years possibly going to the school how are we going to get some of those kind of arrow folks from Cal arrow to the second school without doing a boundary change that will be another that will be another issue we will have to deal with at that

time are at some point of creating yeah you're going to have to do yes when you do a boundary change yes even the temporary boundary change would do that yeah mr. Cruz yeah that's yeah that's the conversation that we work out with them yes so time is of the essence and when we put the portables in at calvero

years ago some community members some parents we're okay some we're not now some parents again some are okay with it some are not some are okay with it because they would much rather do that than have the possibility of their child overflowed so I know that we're in a time crunch but is it possible to find out do a quick monkey survey or whatever

kind of survey to find out what parents really want and go by the majority and then that will give us a better understanding of what we need to decide for one of these options because I really don't want to put portables if the majority of the parents don't want them there but then they would have to realize that the effect of that is

overflow until the other school is built but they need to be aware of the realities it's going to be one or the other because there's no such thing as fast-tracking a school that is unrealistic we need to stop throwing out that out there because it's going to take three years period so their options are portables or a boundary change or

overflow or all of the above but I if I'm going to have to decide in the very near future for one of these options I would like to hear some outcomes regarding what the parents want out of that school can i address that if we were to do a survey that would require a little bit of time it's gonna push it out even

further for us to bring it forward to the board and I the only thing I caution on that is every board meeting we wait and further down the line means the potential of a lot of things not happening I want to reiterate this question again about Butterfield because I have actively gone out and talked to parents and you know I'm gonna summarize

what I've heard they did not want to send their children to Ontario schools variety of reasons we were given that's neither here nor there they don't want to send in Ontario schools and of the discussion but a lot of them were like Butterfield's fine I Drive that get on the 71 I go to LA I go to Orange County

like Butterfield makes sense for our family and if my family had to go to Butterfield for a few years so be it so I do think Butterfield is a viable option and it sounds as though Butterfield could take up to 150 students so again I just want to say a little kind of problem it's a blessing with challenges to have a hundred and

ninety-one students who might be joining Cal Aero it's great that we have students joining our schools but it seems as though Butterfield overflow to Butterfield may be a viable solution if we are able to get that school open in the 2020 to 2023 academic year and not put portables on the campus let me go back to your survey though you can do

that but the in my mind process and what I'm thinking is if I'm putting out a survey I want to make sure that somebody can only do it one time and it goes to each individual family and that's why I said it would take the district some time to be able to get a survey out so that only one family is answering the

survey rather than somebody gets on and and takes the survey because some surveys allow people to do that that that was my only caution on in okay Mike humming well talking about survey I have done it at our meetings with community members our parents and students and I have heard what have they have shown to us and told us so and I

have a child there nodding her head now they want to have not to have their siblings divided they like their campus they'll bear with the portables whatever but the safety concern is the first matter for them for both students and and parents and they love their community they don't want to be separated so I think that's what I have

in my mind and that's I've been hearing for days now so my question is for our architect what would be the future school's capacity future schools capacity do you have any idea yes so the students coming in but also that makes some we call sort of the DNA model that builds the school three rooms for braid or rooms for grades and that generally

is how you back into it it's some things like that otherwise you're simply building in the same evolutionary problem matriculation problem again you didn't that's when a kid gets out of your own school because that was that was my concern okay he's a cruise based what I heard from the board is I would make a recommendation that then

all four options because miss Gagne is wanting option B that we would bring all four options to that's my recommendation is to bring that forward at the next board meeting because there are things that need to be moved forward rather than waiting further time mr. Schaefer Deming Sonia Hart as opposed to it now as long as there's a timeline for the

second school there's a there's a goal in sight there you're willing to put up with the temporary distraction so to speak knowing that something's being done so that's yeah just one through this is the board study session right so we're just talking about the options not of what we're okay yeah so I'd like to start with I don't have an option I'm just

asking questions and I'm a lawyer so I just ask hard questions on the other side sometimes that's what I want to start here so my understanding is that the portables because we have to go with the ten portables because of the different classes etc would be a million dollars probably yeah that's that would be a ballpark now I'm gonna ask a

question because I am a lawyer and I don't know anything about construction or portables can we reuse the portables okay so if we invested those on one campus there is the opportunity that if we had to do modernization or something on another campus we could reappropriation so that's why it's a sunken cost so you don't buy them so all right so now I

actually got the answer to my question so the three-year temporary solution for approximately 200 students would cost a million dollars that could be correct yes okay where is that coming from the freeze thank you I just have a statement not a question when we talk about overflowing of students the 60 to 80 students that are being overflown this year their

safety matters too they matter and we have bus drivers who are very cognizant of the precious cargo that they carry each and every day and so it's not just about the safety of one school site it is about the safety of every student in this school district so I I just don't want anyone to be upset when they

rewatch this and think oh only the safety of this one group matters it doesn't it the safety of every student matters and those 6280 are important so for me I just wanted to reiterate that music Anya has option B if that were a viable option has that been socialized to the butterfield and towns and stakeholders no it has not

Kella girl has a great reputation and then once you start building this new school let's say we don't have it's not full capacity but sometimes also when we are faced with the challenges it could be another opportunity for us and I think this could be a good thing where all of our community stakeholders coming together our builders and our school

district for the sake of our students yes we're losing students through natural matters but you will see the growth we have lots of homes being built apartments being built and also with new school there's more chance to attract students from outside of the district so I think this is a win-win situation while we're helping our students being

together a family members being together that's what my safety meant it's not you know certain students start say for certain or not it's not that but when you're looking at the little children um yes they Toni with their with their brothers and their sisters and as an adult see if we were able to do that we need to provide that thank you

any other questions we'll be looking back at the options to add to option possibilities option see also add a temporary boundary change that we talked about just so that we build in the safeguard so speak and the sibling priority for the for the folks that are currently attending callejero in the intro I'm not understanding it so what what would so so you have a B C and

D so you we would make an e C in case the portable classrooms weren't enough and we did have to go to an overflow situation at grade level or whatever that if we had the temporary boundary change I thought you said that that also provided then the sibling protection so to speak for current caliber families no I I get what you're saying so but you

would your the option though would be add more portable classrooms overflow and create a temporary boundary and build the second school you have overflow down here too so I'm just saying if we get to the second bullet point under option C okay but absent a boundary change to the temporary boundary change then then they're just overflowed and I and I

caution that because we don't give any of that priority for other overflows within our district any other all right yeah so the next day the next board meeting is I'm looking at bringing this forward at the next point I'd like to see those items yeah on the next board meeting okay all right thank you so joined a meeting at 6:20 thank you