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tv   [untitled]    September 29, 2013 11:30am-12:01pm PDT

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are other advisory committees that exist as a part of compliance measures that we are trying to connect more. none of this work should be about compliance per say but should be about capacity building. we are excited. there is a lot to do. it unpacking a pretty crowded garage of things and putting some sense of order to them. i think that everybody that we'll talked to is really excited about it. thank you. >> just the last thing i want to say is very much about capacity building is this saturday and you all know about the district we are calling it the first annual family
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engagement institute. rej -- registration at 8:30. several people in this room will be either speaking or delivering workshops which we are really excited about. i actually do not like big events. they drive me crazy and centeres me out but i'm very excited about this one. it going to be very fun and exciting. that's also an event is a one time thing, we are looking at how we other us that to launch, to understand better a lot of topics that family leaders and emerging leaders want to know and need to know more about and figure out how to address those needs and support them and look at how we are going to reimagine the school summit to look at how communities are more engaged in their school budget and programmatic evaluation and process. we are just starting this whole big thing off this
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saturday. >> thank you. any questions or comments from board members? >> i will troo try to be brief. i think it's a long time. what i would also and of course we all know joyce epistein. what i'm wondering about is that while the study shows that this sense of efficacy with parents is a really powerful thing. so, i was wondering sort of what kind of measures that you are using within your own departments and measure efficacy. we always do things like i feel hike in the past we've measured things like how many community events did you have. how -- is there a
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bulletin board that says hello in the hallway. but they all seem sort of superficial and sort of facetious. i'm wondering what kind of measures, how do we measure also when we go from a district of parents dependency on a district and where they are seeking more information and how will we measure that see and there is growth to that. i think we have started actually at a point where we are sort of at a base of we don't, we didn't know how many functioning elac there were and how many parents even know about their opportunities for inner district for how to be involved. i want to give a plug
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also. i started as a kindergarten parent. i heard that we were having this and i thought, the district is having it and i said, maybe i should i will get the president. i really drank the cool aid on it. i felt like it was a great place to be inspired. i learned from a lot of people there. also with that wonderful other parents. i'm going to encourage every parent who is listening to come out on saturday. i know you will find friends and a lot
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of information that you have not been able to find anywhere else. she is leaving at 5:00 a.m. on sunday the day after the institute to that i had national conference that she's invited to come to. one of the workshops is actually about tools for measuring effective family engagement. maribel is the expert on this. >> just to add there are a couple of one of the things. of
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this process for these new areas. are they more likely to have that one on one understanding contextual knowledge of the school sites. so things like asking the question of having a consistent protocol it also provides information two way communication channel to the central office to then try to figure out how do we tailor professional development. >> i'm sorry. commissioner mendoza mcdonnell? >> i want to thank you both for this presentation. it's been at
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least a year since the board of the update. i'm really glad to see the tremendous progress made. how can i connect? >> you can go to the website. it's the second topic and it will give you a link which will give you information to call or fax or register online. i'm just curious if the families are and if you have a sense of what the divisions are in middle. it always gets down and i'm just curious. i have to give a lot of credit to america core vista to who have brought
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us mass il massively. thanks to her. we have over a hundred parents already registered ahead of time. our middle school parents as well. i did not know it was high school. that majority is elementary. i want to say this is a prek through high school event. in that early e education sites is also encouraging and invited to attend. did majority are not i
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don't think it's actually. we ask people to identify presenters if there is a particular audience. most of them are not narrow that way. a few i think people will self select. early literacy or high school graduation requirements. i think the title. we've been making the title very clear about what the workshops are. >> i was interested in asking a little bit about the on boarding process that you mentioned and specifically suggesting that you have some of these, you have the coordinators also visit the various advisory committees because i think it would be really helpful financing to know what they do and what the parents are looking for because there are numbers that are always looking for families and i think that would be a great
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way to spread the word out to the district and get a broader representation on those committees. i'm so pleased to have commissioners talk about the growth that you have seen and we are all about getting better. just a couple of notes. dr. karen map is one of the professors of our superintendant guadalupe guerrero, we had the opportunity to be in residence this summer at harvard and she was fabulous. we are having guadalupe twist some arms and do work here. we are really excited about that partnership. i would also remind our
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community that this is a transformative year and coming transaction when we talk about accountability results that we are in a transitioning into state standards which is going to be a seat change in all of us in california and all of us in a nation and future parents and knowing what questions to ask and what to look for is more pertinent now than it's ever been. this is a real task and real charge that we are taking to heart. along those same lines i want to remind the board and our community that part of our school quality improvement system, otherwise known as the waiver, specifically calls out that parent engagement is one of the indicators we are holding ourselves accountable to. that is going to be a very very exciting conversation because in this particular area among
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other areas, we can influence the seven other core districts around adopting some of our indicators and some of our approaches to engaging parents and building a synergistic approach. this is an opportunity to demonstrate some leadership statewide around this very very important issue. this you for all your hard work. >> this you very much for the presentation. much appreciated. we'll see you saturday. >> all right. we are moving to our next presentation under item n for -- item m for the facilities use permit. >> good evening. you are beginning to witness my many
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many hats. as a coordinator and family community partnerships, i would like to talk a little bit about one of the systems elements to community partnerships which is how we who, with and the tool that we use around the community use of district facilities also known as facility use permit. so elizabeth tonight we'll be talking about our goals for our facilities permit system and the fees about that. elizabeth is going to talk about some of our process of approaching these changes and talk about our new approach for permit fee structures. we are going to talk about implementation and challenges. we did do a pretty long presentings in conversation with members of the board's buildings and
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grounds committee in june. whoen encouraged us to come and give a quick update to all of you folks. so, i just wanted to say first i'm not going into what all the challenges are for the facilities use permit in general, but feel free to ask questions about that. our goal into updating the system really are to make an online permit application process and make our internal office kind of management and in voice management systems to make it easier to navigate that process and to provide us accurate data about how our facilities are used and the revenues we are generating so we can look at those if we are losing money rather than breaking even. our general goal is that fees for facilities use permit for services directly servicing our
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students is lowest as possible but cost to the district. wilhelm wundt of the pro etches -- approaches that we are taking is based around california the fair rental fees for private and commercial users our goal is that they will subsidize some of the cost for students we are servicing directly to give a discounted rate. >> good evening, my name is elizabeth lee. manager of the real estate department. the process for implementing the facilities use involves working with many different agencies including nationally recognized experts, leaders from the city's agencies, district staff and administrators, community organizations as well as service providers. there are three phases in this process.
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in phase one. we've worked with uc berkeley center for cities and schools in collaboration with the san francisco department of children youth and their families to develop the tier permit fee structure. in this phase one we mainly focus on indoor facilities during the school years. in phase two, we work with city technologies to put facilities use permit online and to offer a system to manage and track permits and invoices. and to develop the space and over all the impact on the district operations from increase use of our facilities. researchers from the uc berkeley center for city and schools have received facilities use policies and fees and other school districts
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in california and analyzed sfusd schools and developed an origination -- recommendation for a new fee structure for us. and also calculated specific use cost. their two types of cost. we have the direct facilities cost such as utilities, repairs and maintenance and we also have the direct staff cost such 80's as custodian and staff. we have developed a formula and fee calculator to calculate the cost for facilities and staffing cost. the fees are calculated on different groups on who is being served. for example, groups that directly serve our students or the community will be receive is a discount for the facilities
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sos. the private or commercial groups will be charged a fair rental rate. however all groups must be a cost for staffing. one of the goals is to develop a permit fee for groups directly serving our students to be as low as possible but yet to be cost neutral for the school district. on page two of your handout you see there is a chart relates to the different use of groups. i would like to go over it briefly. their 4 tiers in the new fee structure for the four different groups. first we have tier one which the the district or school site programs such .4 tiers in the new fee structure for the four different groups. first we have tier one which the the district or school site programs such as school or -- pta events. they will be charged the lowest fees. example the pta fund
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raising events or school carnivals. they will recharge for staffing cost. next we have the tier two groups that serve our students. these are non-district events or programs not run by the school district. so in order to qualify for this group, we have to at least have 7 percent of the participants must be sfusd students or the event or the program must directly serve our student's. examples would be maybe an outside organization coming in and provide art classes doing after school hours to our students. this group will receive 50 percent discount for facilities fees, but they will have to pay a full fee for staff cost. the next fee we
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have is tier 3, these community groups are non-profits. these nonprofit civic events opened to the public. events hosted by maybe non-profit organizations or public agencies or the local community. so for example we might have committee meetings or town hall meetings. this group will receive a 10 percent discount for facilities cost and they will be required to pay the full cost of staffing fees. last but not least we have the tier 4 which is four private and commercial uses and these are any events hosted by private or commercial groups whether it's free or they charge a fee to our participants. they will have to pay the fair market rate. they will not receive any discount for facilities fees and they will also have to pay the staffing fee. so this is the
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basic overview of a fee structure. because we are still in the process of updating and revising our new fees, so at this time, we will not be a ebl to give you the exact dollar amount. so with that i would like to turn it to discuss the challenges we are facing. >> right now we are currently, i'm, this week we are working on launching. it will not launch this week, but there is a lot of technical work happening right now that we are developing online permit application. earlier tonight you have approved a resolution to the host of that online data base that we'll be able to do their permit application. this
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is where i max out in those process. this is all in play right now. our next steps really are around communicating the new approaches and communicating the actual new fees and making it make sense. i have to say, we know that we have to communicate this very well because it's incredibly complicated and there is a lot very much at stake for groups especially the many many small organizations that run enrichment and after school cites who would really struggle to pay the full cost but we are also finding that there is a direct cost to the district for the facilities use for the operations part of it, we are working with a really
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complicate bunch of data to make it as fair and possible but not to have that general fund which serves everyone in classrooms. our next phase involves the outdoor use of space and there is use of our facilities over the summer which is another time when it's very complicated because there is a lot of construction and a lot of repairs and a lot of deep cleaning that has to happen and a lot of programs for our students that needs to make that happen. we are looking to some experts to help us navigate some of that. in all of our process we have done a lot of conversations which what we call stake holders.
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>> i like to see the analysis about whose renting our spaces now and i'm really interested. i don't -- i mean, i'm happy to look at who it is, but to which of these cat gore -- categories where they fall. we have wonderful community organizations that do not serve kids who come to us to
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individual board members and say our budget is cut, we got to have the facility for free, we he have to have lot -- lots of time we have -- all of us have been sympathetic to us, so it's helpful for us to have the numbers. those things we're talking about, i don't want to see every single bid. i trust that you're doing it right, but we're going to need tools to understand and be able to say to people, here's what it cost us, this is why we're doing that. and i'm really accident really happy about and want to be able to defend absolutely the theory and philosophy behind these rates for using our buildings so to say we want to make it free for everybody, every school group, we want to make it really affordable for people who serve our kids. that's what we can provide in our partnership role but it means we can't do it for
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everybody, no worthy your activities are. i think we don't understand and lots of times it's hard to say here's what it really cost us to provide that facility for that space for you so that's why we have to charge you. i think we'll be more successful and i'm very happy the goals you outlined here if we're able to kind of support the position and know what we're talking about a little bitment. >> commissioner -- >> thank you norton. i appreciate what she said. i've never ever found it difficult to tell people the cost of renting out our facilities. and i think everybody has to go through it, myself included. these are the costs, and if we want to do what you want to do,
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be prepared to understand and go through the paperwork. no one is going do it for you. they'll explain it for you in our real-estate department as thoroughly as possible. you understand the impact on our school fights and it's not different for anyone else regardless of whatever the organization is doing or what the community organization wants to do at our school site. i have dealt with that myself and it's holy appropriate -- one-page document explains it and i know it by heart, how to explain to someone what you need to cover at a minimum to rent out one of our school sites and then also to explain to them when they start to do, oh, we don't have enough, oh, can you -- absolutely not. our staff, our school fights serve
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children first and for most and one of the open, but it's very clear that there is a cost to that process and i don't have any issue in telling them what that cost entails because that site is for educating students and really folks have to understand that. i think it's relatively easy when we keep the idea of what we're about in the forefront of our mind and we remind people what our school sites are about and i have no problem whatsoever explaining that to every single person that has come to me for some kind of path and that is from every community member, every personal friend, he have elected official in this town, what it cost to rent out one of our school cost so i think all of us need to be educated up and maybe i can help. i'm

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