001i'm going to say okay i'd like to call this meeting to order um i'd like to first establish we have a quorum for the meeting um beginning with the roll call vote starting with john pierre christina here jana here jen here nicole here and i am here as well we have a quorum christina has this meeting been properly noticed yes it has okay um i want to remind our in-person attendees um that masks are required to be worn at all times eating is not permitted and failure to abide by the rules may result in removal from the venue so i very much appreciate everybody's cooperation with the rules tonight um to help ensure that we're centering our board work around our shared values serving students we begin each board meeting with the reading of our
002district's equity statement which can be found at the top of the agenda christina would you read um read it for us tonight yes and before i do i just want to say um i thought this was an appropriate time given that we're in hispanic heritage month to read our equity statement in spanish and i want to say that i i believe that this district holds bilingualism multilingualism as an asset and that this is a good time to reaffirm that that is an asset in our students our families our staff and that we are champions for literacy and for multilingualism so i will read this first in spanish and then i will read it in english and i am the daughter of a native speaker but not a native speaker myself so please excuse if my
003pronunciation is not as good as like my mothers would be the vasd educational equity statement each student has access to the resources and educational rigor they need at the right moment in their education regardless of race gender ethnicity ability language family background or family income gracias thank you very much at this time we need to formally elect our next board president as well as any other officers as needed so the process for officer election is simple some of you've been through it nicole i know this was you have this will be your first go round but it will be something that's done annually for um each office that needs to be filled i'll open up the floor for nominations from the board a second is not required for a nomination to proceed when all nominations
004are in i'll close the nomination process and conduct the voice vote of all board members each board member gets one vote since a simple majority of votes is needed for a nominee to be elected we will stop voting on any additional nominees once someone has cleared that majority threshold in the event of a tie we'll revoke to see if we can achieve a majority on a second attempt in all my years on the board we haven't had to do that but it's always good to know what the process is just in case so are there any questions from the board on the process nope hearing none okay um okay so i'll now open up nominations for the office of board president i will nominate meredith for board president thank you any other nominations this feels
005a little self-serving any other nominations okay okay last chance okay um hearing none um i declare that office are the nominations closed for office of president all in favor of me meredith christensen it's a little awkward again serving as board president uh signify with i okay well we have a majority vote um and i would be honored to serve as board president um thank you everyone for your vote of confidence each of our board members are highly accomplished individuals and you all bring so much to the table with your considerable talents so it is an honor to be able to serve as the board president of a board that is so dedicated to serving our students so looking forward to the great things we can all do together can i thank you meredith for agreeing
006to serve as president and also want to say thank you for providing a smooth transition because i know you work so closely with noah and i have no doubt that you will continue the good leadership that the two of you provided to this board now as president and that we will have a smooth transition so thank you for your willingness to take that on well thank you like i said it is an honor to serve as president of this board so okay well um in this case i will have to step down then as vice president um so since i will be vacating that office i'd like to now open up the nominations to fill that office and um i'd like to start with my nomination of christina navarro hefner for the role of vice
007president since she has served on the board for nearly five years and has demonstrated her commitment to students throughout that time and she's also demonstrated her commitment to personal and you know continuous improvement throughout that time recently with the wisdom sharing conference last week and it is my opinion she would make an excellent vice president that would provide the necessary support to my role as president are there any additional nominations any okay last call okay hearing none i declare the nominations closed for the office of vice president all in favor of christina navarro hefner serving as vice president signify with i i okay thank you everyone i believe we have a majority vote for christina to serve as our vice president which means um that we will also now need to elect a clerk um
008so christina since you are vacating the office of clerk i'd like to now open up the nominations to fill that office i'd like to nominate jennifer murphy for clerk okay any other nominations and i will say jen that i think you've served our school district in various capacities now as a board member it's great to see you at the board table and i have every confidence that you will serve as a very uh excellent clerk will i get some mentoring yes great from someone who's only been clerk for a short time but sure and quite effective so trusted mentorship okay any other nominations for the office of clerk last call okay hearing no more nominations i declare the nominations closed for office of board clerk all in favor of jen murphy serving as clerk signify
009with eye okay thank you everyone we have a majority vote for jen murphy to serve as our board clerk so i am very pleased with um our new officers tonight and i know that we're going to do excellent things great things together as we move forward i also want to take a minute though to highlight that we already have an amazing board treasurer here in place masiana williams and who's really embraced the role and embraced the steep learning curve that has gone along with that role so as our budget should be a statement of the district's values expressed in dollars jana has already done a fantastic job in beginning to establish our budgets and values clearly align um as we work to ensure like a high level of district accountability ian has already proven to
010be invaluable in leading that budgetary aspect of that process so i would be remiss if i didn't highlight her stellar work and say exactly how much i'm looking forward to working with her as we move forward thank you very much that was so sweet i wasn't expecting that thank you okay so do we have any um questions we'll think we can close out our officer elections do we have any questions or comments on the remainder of the agenda hearing none are there any emotions to accept the agenda so moved okay we have a motion by jana is there a second second and a second by jen okay all in favor signify by i tonight's agenda has been adopted okay we can move next to the superintendent's report dr clarity [Music] good evening everyone uh first
011congratulations to our new board officers i look forward to a tremendous partnership and uh continuing to develop under your leadership i i value the input and support of each and every individual board member and also know that the role of board leadership is is crucial to our our mission and vision but most importantly to supporting our ultimate goal of student outcomes as i before i jump into the vasd superintendent updates i want to take a moment and to assist send our sincere condolences to the madison cross plains middleton cross plains community as well as the madison metropolitan school district community on the tragic loss of life loss of student life you know those are the unbearable motion of losing any child any student and the impact it has on the immediate families and extended community
012we are all partners in in dane county and service of our children and there is no moment that we are not there to support and partner in elevating and eleven students and making sure that our families uh know that um that they are supported from the bronier school district so um whatever your faith base is or whatever decisions you make as far as how to support uh middleton cross planes or and or madison metropolitan school district please give them keep them in your thoughts and on behalf of vsd we deeply deeply want to extend our our contentious and sincere sympathy to a very tragic and unfortunate loss of life so i want to move into i begin with our first update will be threefold today the first will be a update on cobit and our
013code covet data the second will be similarly related with more on the update from public health madison dane county and the new order that was submitted today and then the third update will be in the form of our third friday count i want to remind all of us in our public as well as our board that this is superintendent updates and so while there is a question a question slide and discussions like that is in the form of just clarification on what was presented uh deeper budgetary implications and things like that should fall under policy and we will discuss them under those under those policies for for board action so begin with the covet updates um ryan if you can move to that slide please so as you know we've updated our our website and
014our dashboard to provide a rolling uh update um that updates itself every five minutes we want to make as transparent as possible with our community on our numbers and continue to support the strong mitigation strategies that we have put in place and will continue to keep in place to maintain and support a safe learning environment remember ultimate goal was and is to keep students in our schools five days a week and try to have as limited amount of interruption to that process as possible so if you look at the seven day rolling report in the last seven days we've had five uh new covet uh positive cove taste cases excuse me uh there'll be two ecore knowledge one at country view one at sugar creek and one at peroni high school that brings our total
015positive cases of the year to 52. i think the fortunate component of is that we are continuing to trend down again i want to recognize our staff and our students and primarily our students have been phenomenal in their adherence to mitigation strategies masking included as well as the other strong mitigation strategies that we have in place we continue to support vaccination to those that are eligible as a as a clear and research place successfully mitigation strategy as well so um thank you to all those that continue to support that that effort and we are seeing that in the data that it has come into fruition with a few fewer cases and we would like to keep that trend moving moving forward next i'm going to turn it over to dr durchie to talk about the
016public health madison dane county cobit update that was released today and for emergency orders two and three thank you um it's it's quite a short update um but an exciting one so we know that the order two from nasa and public or public health mass in bay county would expire this actually the end of the seventh and so today they announced that there's the next order order three um which will begin at midnight on october 8th and go through november 5th unless they change something in between there are no um substantive changes to that order which means it will continue to require individuals to wear face coverings indoors as well as recommended or encouraged outside if it's um if they're crowds and so forth so nothing's changed with that which for our school back to
017what dr claridy said uh our numbers have been really strong we know like the mitigation strategies are working and they're keeping our students in school and we are all hopeful that as the numbers continue to trend down not just here but also even nationally that we'll see some easing up at some point but right now the county has decided that it's not the time yet to do that and so we're excited to at least know what the next month looks like so we plan for that and so that the public is aware of how we're supporting our schools and keeping all of our kids in school um yeah so that's that's the main message on the orders um and because there are no changes it's kind of seamless we have to wait in the past
018orders i was like waiting for that change to happen we just got an extra month here so all right thank you dr derchi i'm just going to do a quick pause to see if there are any high-level questions specifically for the covet updates that were that were just submitted and then we will transition into our third friday account hearing none um i'm excited to have uh two of our assistant superintendents uh dr durchie and chad wheezy representing business services and student services to give an update on our third friday counts and um again high level data as of this as of today i don't know that's a problem yes okay so there's just one slide that goes with this let me give you a little bit of context first so just as a reminder about
019the different counts that we use and every district uses by state law so there are two major counts both on the third friday of september one is called the membership or pupil count or actually enrollment or people count and that is a financial count and i'll get to that in a second so it's the purpose of that is to um provide the data necessary for financial reasons that count the pupil count that happened on the third friday of september is revised the second friday of january so what that means is we count our students on the third friday of september this year that was the 17th and i'll get to a little bit of the process here in a second and then in january we revised that based on students that moved in or out
020after the third friday and so that allows for like again it seems somewhat arbitrary to the outsider that like one day in early september counts for so much and so that allows for some flexibility there based on move-ins and move-outs especially in districts that might have a fair amount of move-ins or move-outs so that's the one count the second account which i'm not speaking to today specifically is called the membership count so also on the third friday of september we look at even other pieces of data around students and that information is used for federal accountability measures so though that data or those data actually upload automatically from our system to dpi and we we clean it up and make sure it's all accurate by december that's not about finances that's just about making sure
021we have all the background and demographics correct and there's a lot that goes in with that and there's a lot of people in the district that work on that to make sure it's exactly accurate and then that's used again like i said for state and federal accountability measures so the purpose of this slide is to give you a high level overview of what our results were from the financial measures or the the pupil count or enrollment count so that's kind of the background on that so the account actually officially takes place on the 17th this year the third friday september although we're allowed to if students are out or there's virtual pieces going on we're allowed to document before and after dates so years ago just so you know it was totally on one day
022there's like no flexibility and so people would like encourage people to be at school that day because that day mattered for everything and now um over the past years the state has realized okay as long as we can document it we want to make sure that these are actually students that just weren't out that one day they're actually here and so as you can imagine to do that really well and with all the different levels of that organization it involves financial services involves all of our wonderful secretaries it involves a registration office and brad humphrey from data we put all that team together over the last couple three weeks to make sure that we had accurate information and um and we do and a big thank you to all of those i just mentioned and
023anybody that had forgotten because without that team and a lot of eyes on our data it would be hard to make sure that it's completely accurate so a little bit about the results there are multiple numbers involved but the the main number we all look for is like how many kids are we providing service to how many are we actually educating in verona and so i decided on the slide to give you just a little bit of a trend piece especially this year with covid last year it was a unusual three years to say the least and so if you look back on the 2019-20 the third friday of september gave us 5747 students and i made a little asterisk next to it which indicates that that was the highest enrollment of the third friday
024september in the history of the brown area school district on 2019-21 at that number we'll get back to that number in a second last year due to all sorts of things you're aware of that i need to tell you about it was an unusual year and we had we had families that were reluctant to send their students to school not just in verona across the board in other districts too or they decided to home school for a while they decided maybe it was just the beginning of the year or they decided to open and roll out for a virtual option that they like better or they held off bringing their pre-k student or the four four-year-old in or they held off on kindergarten there's a lot of interest rates some went to private school this
025was a phenomenon that happened across the country so almost every district in the state of wisconsin saw a slight decrease in enrollment this last year as we did also so last year our third friday came in at 5651 students which you can see is a little bit of a difference a little less than 100 fewer than the year before and that was no surprise to us but we understood that that's what happened um nearby districts saw even greater decrease so that there was a decrease there so the big question that we all had this year was are we going to gain all of our students back is there something that draws students and families back to verona to keep the growth going which we've seen pretty steady small amounts of growth over the past 10
02615 years and sure enough this is where that first number comes in our third friday this year came at 5747. if you look at the top line that's the exact same number and that is both really a coincidence but also a big positive for our district that we were able to gain back all at least an account number all of the students that we had here when it comes to the number of students and that includes those that are living here those that are open rolling in and a variety of other factors so those are the students we're providing services to and that's a really positive thing because i'd like to add that we also know there are still a few families that we even know about who are waiting for the 5-11 vaccine and
027they are planning on coming in during the year or maybe in january so plus we just know the growth in verona so we are expecting that number to continue to rise and i suspect in january back to what i introduced in the beginning we'll see an adjustments there in the positive um in the middle of the year so um that's like a very high level overview i think it's really positive news and it it bodes well for our continuing to grow and to do great things for kids i think it also is a positive message about the great things we're doing here in verona and how it was a blip a lot of reasons why people kept their students out last year and it wasn't a lot but a few and that were they're coming
028back and and just one more little thing and then i if anything chad wants to add but um he doesn't have to if he doesn't want to but i did want to say that we saw this trend kind of come at the beginning of the year when i was talking to the registration office which i also oversee they saw in the summer like more and more families just like oh yeah we're coming back we're coming back like i would check them every week are you seeing a trend are you seeing is there something we need to do for outreach do you need to reach out on our mitigation strategies and really know if they're coming back they're coming back and so i think that's a really positive thing um and i'm i'm excited it turned
029out that way and and that'll be they'll be good both for our district but also financially it's a it's a positive thing that's what i have all right thank you both um are there any questions specifically based off the data that you saw or the slide that you saw in regards to their third friday enrollment numbers all right hearing none thank you both thank you thanks okay so as we're moving into um the focus on operations section i wanted to take a minute um and review with the board go you know do an overview at the board of the first year of the board's operational or oe monitoring process it helps me if i can visualize it um so there's a pdf in board docs i think it's under section five that has a graphic
030of just what this first year timeline would be and what our steps are um the first year that we monitor any new pro any new policy it will be a little bit different than our process in subsequent years since there's a couple of extra steps when we're dealing with a new policy so if you look at the graphic we started the process with the board developing and approving a full set of oe policies which we did we developed them over the summer and we approved them just at the last meeting can you move the slide please i don't think it's i think it's in the in the background yeah i'm keeping a close eye on our little friend at the meeting here okay so the next step in the process then after we develop the
031policies and approve them the next step in the process is that involves dr clarity and his team interpreting and developing our compliance indicators for each of our policies and the schedule for this is based on our annual work plan that we set out over the summer the board's first monitoring step comes after that and this is the step we're going to be going through tonight with oe2 emergency superintendent succession dr claridy will present the board with his policy interpretation and his recommended compliance indicators the board's job in step one is to determine if the policy interpretation presented is reasonable if it's fair thorough sensible shows sound judgment then the interpretation is reasonable and the board will approve it we also review the recommended compliance indicators for reasonableness and reasonable indicators will be measurable and or
032demonstrable and we'll provide the board with the information that we need to verify the district's compliance with each aspect of an operational policy once we get to our monitoring step two okay so again at this point we're just looking at this from a reasonableness perspective that's our main focus but if we determine that the indicators won't give us the information that we need to successfully measure compliance then we would return the report to dr clarity and request new or additional indicators in that situation though it's important to remember that the board itself doesn't create indicators what we are asking for is specific information and dr clarity would then bring indicators designed to elicit that specific information back to the board for our approval okay so this is the monitoring step we'll be focusing on tonight
033so if there's any questions about this specific part of it let's address those when we have the actual policy in front of us and we can work through it but i did want to just give an overview of the whole process so we could see how the different pieces fit together so the next step would be once we have the interpretation and indicators and we've approved that we've taken care of monitoring step one dr clarity will work with those indicators and he will bring to the board a monitoring report with sufficient evidence showing exactly how the district did comply with an oe policy and that then brings us to the board's monitoring step two using the compliance indicators that we'll approve in step one we'll review the monitoring report and the suffix the supporting evidence
034to determine if the district truly is in compliance with an operational policy so we'll go through that process for step two down the road once we get to that point with the policy but it's important to note here if we've done a good job approving reasonable indicators in step one determining operational compliance and step two will be a very straightforward and objective process that's why what we're doing tonight is important it's setting the stage for the next year if for some reason we find out though in step two that our indicators didn't give us the information that we needed then we would ask dr clarity to review and recommend additional indicators for us to use in our next monitoring cycle okay so the first year of board monitoring is focused almost entirely on reasonable interpretations
035and reasonable compliance indicators for each policy and while that may sound simple ensuring indicators are targeted to elicit the type of meaningful information we need to successfully monitor compliance is very time consuming work and i want us all at the board level to recognize it's time consuming for us it is time consuming for the administrative team so this is this is big work and especially as we move on to the more complex oe policies tonight is an easier policy it's a great one to work through the process with it will get more complicated but it's also important to remember that this process lays the groundwork for the board to be able to effectively hold the district accountable for executing our policies in the way that we expect them to be executed okay so that's the
036overview any questions from the board on the overview and we can go into specifics on step one when we get to that point but any questions okay i will turn it over to dr clarity all right thank you for framing uh that meredith i really appreciate it for context especially as we uh begin uh this newer work of our governance governance policies we want to make sure that we're transparent to uh to our public around what we are accomplishing or we're working to accomplish in support of student outcomes as well as you know i just want to also be very transparent communicate to the public a clear expectation that this board of education should and will hold me accountable for student outcomes and that will be in the form of policy work and so i
037take pride in knowing that i'll be held accountable take pride and be able to work with a team that will produce don't know student outcomes but also to our community the level of accountability and the expectations of this board the superintendent um is at a high level and i i cherish that i cherish that that level of accountability so we'll begin with uh oe 2 i've already seen operational expectations uh i'll begin with the reading of the policy the superintendent shall designate at least one other executive staff member who is familiar with the board's governance process and issues of current concern and is capable of assuming the superintendent's responsibility on an emergency basis of course i desire that this never policy never has to come into action but we also know that in times of
038we want to our ultimate goal is the safety of our staff and students and this is a crucial component to ensuring that the safety parameters are in play so let's begin with the interpretation of what does this mean so that's possible what does this really mean for for us in our work what this means is that in working with the current cabinet we have created a session list of four names and in specific order for a reason and these people will fill in for the superintendent on an emergency basis and that list should be aligned to what we call our incident command structure for using for use during crisis situations and i'll get into more specific definition definition of what this means uh next so when you talk about an executive staff member an executive
039staff member is a member of our senior leadership team which we see many of them in the in the audience today or the superintendent's cabinet the superintendent's cabinet are direct reports of me for of me and there are five members of that and then the superintendent's leadership team are a combination of those cabinets plus our directors that are on our organizational chart i want to be very clear on when we say when we say emergency basis what does that really mean that means that if there's any period of time when the superintendent is not available by any means and a decision that is normally under the superintendent's purview must be made to ensure the safety and welfare of students and district personnel or if there's a decision that must be made during this period that
040uh substantially that without an absence of that decision will substantially damage the district we have a succession plan of four members that are able to take on that response responsibility the emergency state would end upon reestablishing of communication with the superintendent or if the superintendent is deemed by the school board as incapable of resuming his responsibilities and at that time the school board would appoint an interim superintendent to move to move forward so my pause there just for questions on interpretation and definition of the terms that we're using and this would be a time for the board to ask questions that are specific to dr clarity's um information and to keep like the the reasonableness um interpretation separate for a different port discussion so just to kind of frame context i i have a question
041but i don't know if it falls in this section or the indicator so i'll just ask and we'll learn together absolutely um so my overall question is at the top it states that um this member would sorry um another executive staff member who's familiar with the board governance process so i just wanted to understand um if um maybe it is an indicator is there an indicator that identifies the throughput or when each of your staff members will be fully trained on this process has that already happened i don't know where that fits in correct so that is a possible indicator i think when you when we get to the indicators you'll see that that has to happen for the indicators to come to be true um as i i've talked about it my previous meetings
042we as soon as we embraced and took on the governance model we restructured our central office leadership team meetings i feel like you're already there too not just in book study but also in practice understanding what it means to work through this governance as you know we also had two of our members present for some of the governance training itself um and they are able to take a lead in being able to just deepen their work but um we've made it a priority that each member of the central office team is is trained in both books on the on the governance model as well as um we feel very comfortable talking about this because we practice it at central opposition team before we come to you and that is part of our ensuring that they
043understand each of the policies and govern this model as well and this has been incorporated into any like onboarding of new staff members as well yes well fortunately i've i've been able to hold strong with my cabinet the way they are please any other questions okay now moving into the specific indicators that i am putting before the board uh as a mechanism to indicate next year when we review this policy again whether or not i as the superintendent was in compliance with oe2 the first indicator i want to present to the board is the current version of this emergency prevention list and ensure that is filed in superintendent's office and has been readily been made available available to board members which was in your board docs uh cabinet members which i can hear to and
044that our building principles will receive this via email um so they are aware also the copies are available with our executive assistant who is currently held by rhianna smith the second indicator that would show compliance is that electro electronic companies have been shared with senior leadership team as well as two staff members located in the district office reception area electric copies are also available on the verona area school district website they are currently set under policy on the website under oe2 a third and i think a very powerful indicator that i'm asking for the board to consider is is within at the year the during the review the policy to be able to report that at no time during the reporting period so from now until next year that they were reported in lapses of
045protocol reported to the superintendent during debrief with with the board president so during my consistent uh weekly debriefing with the board for leadership if i if it is reported that there was a lapse in the succession plan that would be documentation uh one way or another but that would be a clear indicator of whether we overhear it here adhering to oe2 and final indicator is if we are able to report at no time during the reported period there were lapses in protocol reported to the superintendent when debriefing with the appointed successor so there's an expectation that the next person in line we do a follow through and debrief and during that debriefing that they are able to report and show also show evidence that there was there were no barriers uh or lapses in the
046protocol that we have established that's why indicators one and two are also so important because we want to make sure that that is very transparent and evident to the rest of our community and our leaders understand a clear succession plan so i'm going to pause the error with the indicators because i think that's where the brunt of the conversation will go uh for reference i want to make sure everyone understands when we say instant command structure what we're referring to our incident command structure in glossary terms is really our management concept which is designed specifically to allow responders to adopt an organizational structure and allows us in the event of emergency to have clear lanes and roads of responsibility and know who is responsible for for those lanes in the event of an emergency i'm
047very thankful to our director of security corps scaffold who helped in the design of that under as well with chad wheezy so but not everyone knows what the incident command structure is so we want to put that in glossary terms for our public to know for indicator 4 what is the cadence at which that debrief with the appointed successor happens that is a it is immediately upon my return so in the there's a for instance we would for example we would put this in the place um there was example of it two weeks ago when i was i had needed to attend the wisconsin state superintendent uh training and we we all every single person in the state goes to that to this training and uh that larger caucus we put the next successor in
048place as part of that process i do a formal debrief uh sometimes written and also but majority time it's verbal as to where all the protocols follow today what is the state of this district and were there any barriers to our our succession plan i'm happy to report no in the short amount of evidence but that would be an example when it will come to the ploy so maybe to parallel with that and thinking about having these indicators in a concrete and quantitative way a year from now would it behoove those debriefs to end up in some sort of written form whether i mean right just a short summary to be able to fully completely document that those occurred and when they did occur that protocols were followed no incidents no concerns surfaced you just
049think the evidence that you provide will be what you determine is there's reasonable evidence to support the indicators so i think that would be in your discussion on how you want to present that to the board correct i mean i i'm not sure the board we want to be inundated with a line every time we we use this um that would that would on top of the other policies being multiple to the definitely so i think it's more of the understanding that protocol is in place that is something we do both through email and and verbal representation to ensure that the succession plan has worked also i think in all transparency there i have no desire to be away from the district but i do know that that does have to happen for uh contractually
050i am obligated to go to some of the state and national trainings to represent the parliamentary school district and i'm very confident in our team when those situations uh arise thanks johnson so my question along those lines um and maybe i'm just not understanding this correctly but um so it indicates that there's i mean the the policy and the interpretation and you get that there's um a secession plan but they don't specifically say that the debrief after these events happen is part of that plan so then later when it talks about uh these protocols and being reported out with the board president or with the superintendent um it i'm wondering if we need something in there that that says as part of either these indicators or as part of the interpretation that there is a
051debrief that happens upon reassuming control about what happened when they weren't i mean i assume you do that anyway but i'm just trying to clean up the connection between the the latter mentions here in indicator three and four around the protocol um and the the oe2 and the interpretation above which lay out a protocol but without necessary necessarily requiring a debrief hey john i'm going to jump in dr clear if you don't mind if i address this part i think this is where again the board really focuses on the indicators that will be are they reasonable to tell us that there was a superintendent succession plan in place the process for developing evidence for that um the indicators that would be strategy that is housed solely within the purview of dr clarity so we wouldn't
052have um the process that he's going to go through as part of the operating um or the oe policy or the oe monitoring report we would really be focusing on if these indicators are going to be here will we have enough information to determine that the superintendent succession plan was successfully in place and utilized so the debrief process that would be a strategy of how he's going to develop evidence i understand that but and i understand if this if somewhere in this that were to say that when he when he presents indicator three or four next year and it says yes we followed this process and everything was fine but it right now the way that that i'm reading it and i might be reading this wrong is that we're just asking at the end
053of next year that the process was followed but that process is just that control is handed off and control is handed back we're not monitoring whether or not he was properly debriefed when he came back right that's exactly right we aren't monitoring that that's not our monitoring process so i think these are great conversations john just a second these are great conversations let's these are the boards discussions when we go through the indicators if there's anything specific about the um the nuts and bolts of this then let's have dr clarity address this but if there's stuff about whether or not the indicators and the interpretation satisfy the criteria that we have which would be a good this is where this conversation should be housed then let's do that at the next step so are there
054any are there so we'll hold that for two seconds are there any questions about the nuts and bolts of what was presented okay so hearing none thank you dr clarity i appreciate it no problem um so we have reviewed and discussed with dr clarity our questions about oe2 but now it's the board's responsibility to take the indicators and the interpretation under discussion with the board and john that's where those kind that conversation we'll have that as soon as we move into this so in order to move this uh policy into the board's possession to discuss it we do need to have a motion um to accept and approve the interpretation and indicators as presented by dr clarity and then we can own the discussion of that so is there a motion to approve indicators and
055interpretation meredith can i ask one question i maybe should have asked that before you asked for the motion but so i'm like in my mind and we're all learning this process so please bear with me i know this is like the first time we've actually tried to go through this process so i might be stumbling and just not understanding in my mind i feel like indicator three and four are actual measures that succession happened and indicators one and two are more like process and i recognize christina hey i'm gonna interrupt you just for two seconds because that's exactly the conversation we'll have once we make the motion so if we accept these indicators we can still say all we're doing is moving it we're going to make the formal motion to bring it to discussion
056we're not voting on it yet okay okay so we just need to have a motion to open the discussion so can somebody make that motion to so i guess i can make that motion i'm not sure i'm making the motion to accept this interpretation you're going to make a i need a motion to accept and approve the indicators and interpretation as presented by dr clarity now that doesn't mean we've voted on it it just means we're moving it into the discussion okay can i put it in the layman's terms so the discussion is no longer with me it's with each other which is what we want to happen yeah that's good so i think jana's ready to make your motion and has a better um more eloquent way of doing so than i do go
057again so i move that we accept the we accept and improve and approve the indicators and interpretation as presented by dr clary okay so a motion diana do i have a second bi i'll second bye christina okay so we now have moved this into the board's discussion of the interpretation and indicators so let's first start with the interpretation and i think this will be directly to john's um this to john's point so if we look first at the interpretation does the board find this interpretation to be reasonable is it sound is it um sound judgment is it thorough all of those things is it reasonable so john did you want to address your thoughts on the reasonableness of it just the interpretation just the interpretation at this point yeah that seems reasonable to me okay
058any other thoughts from the board i'd like to hear from everybody just as we kind of get the feel for how this goes it's it's a little bit it's going to take some time for us to become fluid with this process and this one is the easiest oe of them all right and so this is the one where we're like this should be common sense okay and now we're starting to see it's hard to go through the process to fidelity so this is where we are kind of working out a little bit of the hiccups yeah so it may seem like common sense but i'd still like to hear from the whole board about the interpretation so any other thoughts on the reason i i have a comment actually what i was fine with it
059and then john spoke um no i i actually i agree with what he was saying in oe oe2 talks about do you have a plan in place did you execute it well the indicators say i had a plan in place and i executed it well the executed at well seems to be missing from the interpretation and that's the only like maybe that's what john was getting at or maybe i just read into it that the interpretation only talks about the plan being there and everybody knowing about it which is great it doesn't talk about making sure the successors are prepared and so that was the only thing that like love the oe i love the indicators it seems like that that piece is missing from interpretation that's my only comment so with that piece of
060it and i don't know if we're still i don't really know if we're like just saying our comments are answering each other's but but to your point and yours john if you remember when he comes back in a year on the document where he i think it's the cover page where he tells us like i am telling you that the information you see here is correct that is when he says here is how i determined that the information that you see here is correct so that's when we get more information about how did you actually get this so i'll just take an example a random one but if we were doing a results policy and he said we used star data this on this date to get to yes we met that mark that's what
061would happen in the um the certification report that he would give us at the beginning when we are monitoring this on the other side so how do we know that you actually met those indicators he would provide us with here's how i determined that those indicators were actually met when we have that conversation the next time because the other piece of that is we don't want him to say here's how i'm going to measure it and then he measures it that way realizes that that probably wasn't the best way now he has to come back to the board to start all the way over does that make sense isn't that the point of identifying then what are we voting on so what we're looking at in step two will be supporting evidence that proves that
062the indicators were met and i think that that's what you're talking about how is was this done you know was the debrief process put in place there'll be evidence that will prove that the debrief process yeah i'm sorry i'm saying that the indicators are great and i love them it seems like the interpretation is missing the detail that the indicators provide but that's why that's maybe that's maybe that's okay yeah the indicators kind of act as a supplement to the interpretation the interpretation will be this is the overview that we're trying to achieve and then the indicators will show how we measure that i hear what you're saying nicole because i think part of what um what you're saying brings me back to my thought where it says in the oe someone you know the
063person who's supposed to be filling in is familiar with the board's governance process and issues of current concern and is capable of assuming so those are qualitative you know you're making like a subjective judgment call about were they familiar did they know the issues were they capable and i see what you're saying at the interpretation piece doesn't talk about the capability or the you know being up to date on issues of current concern it's it's not said there i'm still carrying that over from having read the oe down to the indicators but i see what you're saying it's not like spelled out in the interpretation how the capability and ability of that person to fill in and i'm stumbling on the indicators a bit because i feel like the first two indicators are really process
064and what i remember from our training is that the the indicators we're using to measure should be more than just a step in a process they should actually have like like indicator 3 and indicator 4 for me actually do have more of a measurement to them so that's what i was stumbling over like so remember that our um our indicators they can also be they can be measurable and or demonstrable so this is something that we would be able to look at and say it was we can demonstrate that this occurred i you know i think especially with some of the operationals there's going to be some process that is part of it we want to make sure that the end result of the process is that this occurred okay um so that's where we
065have to look at the measurable and demonstrable piece john oh sorry go ahead john so my question to be more specific was what does protocol mean in the indicators so you're looking for like a definition of protocol right because if the authority to make decisions is being handed off and handed back and our job as a board is to make sure that decisions are always being accountable then i'd imagine that that protocol and this isn't our job to spell this out but i'd imagine that there's a protocol that it refers to about how that's handed back but because that term isn't defined here there's no like when we come back next year and have this reported out and if there is some sort of issue about something not being communicated back to the superintendent when
066control is handed back that then later comes up as an issue and we don't know who and where to hold accountable because we're not necessarily asking that question well we do know who and where to hold accountable at all times right it's always that clarity again always a long way of saying how is protocol defined here i don't see protocol in the interpretation am i missing that no it's only in the indicators and i i think that protocol and the incident command structure may be being used interchangeably and that could be problematic because i don't think that it's clear because it says this list shall align to the incident command structure for use during crisis situations which i'm assuming which is me assuming that that is the protocol that's there but that's my assumption which
067means that that could be something we may want to take back i was assuming that it refers to the actual secession so we've kind of moved into like a hybrid of discussing interpretation yeah yeah so we're going to separate it back out yeah and we're going to go back to the interpretation and again is the interpretation presented reasonable not can we think of a more reasonable right interpretation not can we you know we're looking at does it qualify as reasonable and if so we approve it so jen did you have yeah i do and so i'm i'm leaning to yes because oe2 is still the driving peace so whatever dr clarity puts in his interpretation i mean it doesn't i don't think it needs to speak to every detail of oe2 because the indicators that
068we're going to look at need to prove that he's met oe2 so if your interpretation covers enough stuff of oe2 to a degree that you feel like you've thought about it seems reasonable to me the indicators need to tie directly to the verbiage and oe2 that's where we loop at least in my understanding that's where we loop back to every aspect of what is listed in the actual operation expectation does that make any sense yeah i think that's actually exactly right we're making sure that the interpretation is one that we agree represents what we want to have accomplished by this policy and if a reasonable presentation is you know interpretations presented we approve it and then we make sure the indicators are going to give us the information that we want for the oe2 details
069you got it okay [Music] yeah i will readily admit i'm not supposed to be talking right now we're working out this whole process that's fine but i wanna try to try to try to help us a lot here so to john's question and i'll use that as an example at no time during the reporting period where lapses in the protocol reported to the superintendent during the debrief so now we're only talking about the debrief with my next chaining command so for example if i'm talking about the assistant superintendent of business services we are in our debrief session he reports to me this situation came up the principal called me directly protocol was followed he reports to me uh the situation happened at building a the principal called dr hawkins first and did not call chat
070protocol was not followed and so i would mark that as as in indicators no our protocol was not followed but and that was only during the debrief where we are we have like that's this indicator is only for the debrief and so i'm talking about that process i'm talking to my next chain of command did the people that we have communicated to follow the expectations protocol so i can maybe i have expectations to that but protocol of the chain of command that has been presented to central leadership team has been presented to our building leadership with the expectation of this is the order by which you receive a response in the event of an emergency okay john go ahead what was your about just the interpretation of just the interpretation so my and i'm gonna
071start with my reading of o2 is that this is an ongoing thing this is a policy like we're kind of in a spot because we're doing this all for the first time but this is to ensure that this process this protocol of transferring authority is followed well into the future my question about the interpretation is that it's written as it's written is about creating it for the first time it's not necessarily written to define a process that's ongoing so like if you were to say like the superintendent with input for canada shall maintain a succession list instead of create that would make a little bit more sense to me and if we view it from that way then that interpretation should include like yes the power has transitioned its transition back this is the protocol
072that happens that's down there and i can see that sort of happening you know whether or not it's debriefed i guess and how it's debriefed is and how it's done is his purview but you see what i'm saying about so i think my hang up came from the the tone there that's being written there i i i think your um your note about changing create to maintain is well taken and i think that's one that we can you know add in as a an amendment to you know if the board you know agrees i'm not following the part about protocol because i think you're starting to get into i mean are you this is again we're looking at is this an unreasonable interpretation i will i will say i still believe the interpretation line leaves
073out the quality piece i'm not going to lose sleep over it because i think the indicators absolutely address the quality piece well that's where the quality piece come in right i do think it's weird that oe2 states process and quality interpretation leaves out quality for no reason that i can see and then quality comes back in in indicators i do think it is reasonable if i think and if i was voting on interpretation as reasonable i would not vote yes because i do think quality is missing that being stated i think the indicators go above and beyond the quality and the process so well remember we'll be voting on this as like a hole so it's not like you know but i think we're looking at this the quality piece does come in through the
074indicators um is there anyone who has a different interpretation of that so i'm just curious and this is a question for board members when we say that we want at least one other executive staff member who is familiar with our board governance process in the interpretation would we not assume that he created a succession list with at least four people who indeed do have or who are who are familiar with the board's governance process so you're saying that's kind of baked into the right i'm just curious i'm just wondering like why we would want that repeated that somewhere that's my question and that's my question to us like why would we yeah why would we want them to restate that these people are in fact familiar with the gourd the board governance because i think
075i think that's the point of an interpretation right you're restating in your own words what someone has written in policy so i do want you to restate and i'm again i'm totally okay with like the indicators get me what i want and they're beautifully detailed and that's what he's gonna report out on and so like i'm happy with that but i guess just being ticky tacky the whole goal of an interpretation is you regurgitate back to me what i've told to you or you tell me what i've told makes sense and to me when we start to use words assume with things like policy i don't assume anything in a contract i don't assume anything in a policy so that's the only place where i'm getting thrown off but at the end of the day
076like i can also get over it and accept this because these indicators are get at that detail so i will not okay so i think we've got a general sense that okay interpretation is reasonable i think there's still you know some concerns that you feel like are and i think that john's point about um changing out create to maintain is one that's well taken um let's take a look though at then the indicators to see again we're going to judge reasonableness of just the indicators now um measurable demonstrable and will they provide us with the information we need to verify compliance with the fact that only of oe2 that there was a an executive staff member who was designated um in the place of to serve in the place of dr clarity in the event
077of an emergency this is why i don't interpret it i think the indicators are super reasonable and absolutely demonstrate oe2 sorry okay and i feel like i'm either like completely on the flip side of what's been happening but i feel like interpretation great you interpret it i'm holding you to oe2 right so when i look at oe2 and then go to the indicators i don't see an indicator that states that these executive staff members were trained under our governance process so i don't need to see that in the interpretation in my mind that's something i want to see as an indicator to show that that part of oe2 was met i i feel okay about the other ones but that's the connection i'm seeing between the policy and indicators that show us every part of
078the policy has been addressed i'm in agreement with you on that because i was thinking let's say something happened and this person who is in succession was here at a board meeting with us because our superintendent couldn't be is there so you're thinking like that the importance of them being upped with our governance process and current issues you know issues of concern is really important because they're filling in at a board meeting so again i was like would these indicators get at that that the quality of that person's ability to fill in that's the part that i'm stuck on too like where is the indicator that shows me the quality of that individual's preparation or whatever it needs to happen so that that person's prepared equipped to be very successful as the step you know
079the person for the replacement see and that's exactly where i think meredith corrected me that that process is up to him his cabinet members should always be well informed we don't need to tell them how to do that but do we want an indicator to say it was done well it's going to be part of the certification process so when we come back to monitoring step two dr clarity is going to have to certify to the board that these all occurred that all of the indicators occurred and part of that in that is the they were equipped to do so and i don't know right off the top of my head but i believe one of our policies for the superintendent is that his cabinet is trained i don't remember the policy right off top
080of my head because i don't know him by heart but i am i if i remember correctly that was one of the policies that we set when we were setting his policies so i just want to quickly remind our board that we are intentionally we were intentionally trained to stay away from strategies the things that you're the things that you're asking me asking that are not here are strategies we are specifically staying away from strategies because that is the responsibility of the superintendent to implement a strategy so that the indicator does not fail you will know that i did not have an appropriate strategy if the indicator fails and so that's why we're trying to wrap this into the stage of the indicator if you if it's like if you give me a an essay
081and give me a topic then it is my responsibility to develop strategies to inform you of that of that topic right now you're looking at indicators you give me the proposed indicators then it is my responsibility to put every strategy possible to make sure that indicator does not fail and that that's where we are we're really kind of in this also between the lane of the superintendent and the lane of the board so if you could i train that's exactly right i think again let's let's recenter again it's going to take some time to become agile with this we are only focusing on do the indicators provide us provided give us enough information to determine if doctor clarity adhered to the policy yeah and i think i think what you just said kind of resonated
082with me dr clarity because if for some reason jen to your point and christina if somebody wasn't trained right they didn't understand this process and they are sitting in for for you and they say they don't follow the correct process in your debrief with the board president meredith will say nope there was a lapse in protocol that didn't follow so i think that for me clicked of like agree how that's covered by the indicator yeah so i think this helpful mixing it really does highlight how hard it is to separate individuals oh my gosh it's ridiculous and yes strategy to achieve indicators that's not our role and helpful to do this in what we're all sort of agreeing is a semi mundane operational expectation to try to hash this out now because we are talking
083about something that i think we all would agree is like common sense yeah yes this should be in place but as you see they get these policies do get far more complicated there's a reason we're doing this one first because these are it's hard to kind of focus our attention on the right things and make sure we're not focusing on areas outside of our lane i agree that it's a simpler worded policy that does not take away from the amount of responsibility and accountability i have i have that if i step away there are five thousand seven hundred and forty forty seven seven students that i need to have a staff a trusted trained qualified member that will take take the lead to ensure the safety of of our of our districts ali i do
084understand and appreciate those but and that accountability level is i the intentionality of coming back to you in october of next year when we look at this policy you know and you know take the opportunity to really re-read these indicators did we fail in any of those indicators if we did for whatever reason and then this milestone responsibility look at the strategies did i put the wrong strategy in place and be able to answer those questions about why wait we held you accountable for this and if this indicator failed and so that is my responsibility as well so but i think we want to keep us in that lane let the strategy be mine and then you hold me accountable to these indicators that will show you that the strategies actually were effective i'm impressed
085by how fast i found what i was looking for in this binder but in oe4 which is our personnel administration it says that the superintendent will assure that all staff members are qualified and trained to perform the responsibilities assigned to them so if they're assigned to being the superintendent while he's gone we have already stated that if he's going to assign them he must assure that they are qualified and trained to perform the responsibilities assigned to them so we do cover that they are trained in what they would be doing i think that's the challenge of going through each of these policies one at a time but as we see you know and to dr clarity's point this is not a simple policy it's critical which is why it's one of the few policies we
086have in our operational expectations but the process it's a less complicated policy without numerous steps so for a monitoring perspective it should be simple and it's it's still one that's kind of hard to grapple around with so where are we at now kind of with the indicators i want to just get a sense of the board are we good with the indicators as written as reasonable measurable demonstrable sufficient to provide us information for monitoring okay i see nicole nodding i see jen nodding the side of the table yeah i'm assuming based on our conversation that protocol here refers to the actual succession that's up above so yeah i'm i'm fine okay john's good christina you're nodding i'm still i'm still letting it sink in because this is a process that's a lot more you know
087it's deliberate and intentional ways but it's also like something we're still learning so yeah absolutely jana you're good john is good okay so at this point are there any other issues with this as far as the reasonableness standard that we want to take a look at and discuss with the board or are we comfortable moving forward and approving the interpretation and the indicators as presented did we change the word create to maintain okay so if you would like to make that amendment and i think it's a good one then um go ahead and you can add that as the amendment move to approve and as interpreted by dr clarity with the change of create to maintain so if you are ready to make that motion right willing to entertain it i move that we approve
088with the amended verb change from create to maintain the uh oe2 interpretation and indicators as stated okay do i have a second for that a second we have a second from nicole okay so the motion made by john to amend to approve or to accept and approve as um provided with the change of create create to maintain and that motion was seconded by nicole okay any conversation to be had on that amendment all right in that case um let's take a vote on that amendment um all in favor of the motion that john made signify with i i i all opposed okay the interpretation and compliance indicators for oe2 with the modification um made and john's amendment have been approved by the board okay or that was this is gonna take some time we're gonna
089get there um and really this is one where take a look at you know kind of go back over some of the the reading that we did especially for next time i think chapter four will be really helpful and you know i think christina and i went through this for three full days last week um this took time really to sort through um which is it it's hard work and it's it's unusual work for us right now in a year's time we will have enough facility with this that it will be able to move along much you know more streamlined i think just really quick meredith i know when we voted on our policies i had mentioned um that us establishing our policies was not easy we went through this for five days like eight
090hours for five days we went through like create or maintain a period or a comma like we went through every single detail um and you know i know right now we're we're pushing through and we're learning but we had to learn this process and put it in place and implement it within a few days i mean we had stuff to do at home but um you know you're just seeing a little bit of what those five dates look like so i know i mentioned you know we have this beautiful set of policies and it looks good and polished but this is how we got there thank you i think that's a good point and i think to the entire board it goes to the seriousness with which we take the monitoring and accountability yeah that
091is you know afforded under this that we are responsible for so i am the time that we're doing this this is a learning curve and i think it's time well spent because again it speaks to the level of responsibility that we all know we hold in executing this process okay so we can now put oe2 off to the side we will see this back in a monitoring report in a year based on our annual work plan and at this time we can move to public comment um do we do we have any okay so um any members of the public who wish to address the board on any topic related to boardwork or board policy are welcome to do so at this time if you have filled out and turned in the public comment form
092um please form a line over by the ram on the right side of the stage and you can approach the microphone on the table um right over here as soon as your name is called so as a reminder masks must be on while speaking they must remain on well speaking speakers are requested to limit their report marks to no more than three minutes to appoint a spokesperson if the concern is a group concern and to refrain from referencing specific staff members or students during their comments so hey good afternoon good evening everyone i'd like to welcome k mclaren hi ms mclaren thanks for speaking today go ahead is this on it is good okay hi i'm here as a mother of four children in the district i'm so glad to hear you guys talking about
093reasonable um because i am also here to ask you to hear my story in terms of applying reasonable discretion listen to it just as parents i'm asking that you think of the spirit of the law here with reasonable discretion being applied to the letter of it we received a call from the school nurse that our varsity soccer player was considered a close contact of someone infected with covid two full school days later after the exposure my son and three other soccer players were escorted out of their classes to the nurse's office to wait for immediate pick up we took immense persistence on our part to find out this close contact was not a teammate as we were actually told it was a player of a visiting team they played outside now we have watched our
094fair share of soccer games over the years and it is without question physically impossible to have met the cdc's definition of close contact during a soccer game against a member from the other team outside given that wisconsin is a state which has a constitutional duty to educate our child when that responsibility is reneged upon the district has the burden of proof to show evidence as to why they are not living up to their duty we went up to the school the next morning to inquire we were shown the public health medicine sports action plan which was recently adopted after the census for funding um which i can't find on the website which was not sent to us uh which states essentially that when there is no proof of close or direct respiratory contact all unvaccinated
095players must quarantine based on this and i quote anyone who played on the field for 15 minutes or more is considered a close contact this 15 minutes of playing time with the affected player need not overlap with my child this policy doesn't care if the positive child on the other team even played when my child was on the field outside the chance of virus transmission here is not only minimal it's infinitesimal it's not reasonable when two of these players pcr tests came back during day five as negative they were told that they would not be allowed back to school even though the test came back in the morning until the actual quarantine time was finished this is the letter of the law not the spirit of wanting to educate and this is not reasonable discretion
096it was very helpful helpful when doctors dirchy and clarity intervened and allowed the boy these boys to play in an evening game my child was literally distraught already from missing school he's in ap classes went to bed sick to his stomach with anxiety because his test was delayed and he didn't know if he was going to be able to show up the next day at the school to take his pre-calc exam so i have some ideas as to how we can get our kids back in school faster it starts with rapid rapid antigen tests this is what i feel our cobit funding is for these tests are widely recognized by school districts and corporate america to provide instant results my husband works for one of the biggest tech firms in the company in the country
097and they accept the pcr or the rapid antigen test just imagine if we allowed our kids to take a daily rapid antigen chest in lieu of quarantining they'd be at school that's what i feel the funding is for at minimum we could allow a rapid anticipation test on day five instead of a pcr which could take days to wait for kids missing school number two coveted funding could be used to take videos of these games a minimal expense as contact tracing per public health medicine sports action plan allows for and asks for in these cases so that we do not have to resort to this very far-reaching 15 minutes of playing time criteria remember also that you are sending kids home from school who may or may not have even been on an outside field
098at this at the same time as an affected player to protect kids at school who are vaccinated you would be living up to your promotory statement by offering to look at each sports and quarantine situations through a lens of reasonable discretion here and not simply applying this public health medicine policy because you can thank you thank you ms mclaren we appreciate you taking the time to come and speak with us tonight thank you okay are there any other public comments tonight i'm hearing none i have no other blue sheets um we can move on to the next section of our dr clardy did you have something miss mclaren i'm sorry i just wanted to make sure uh for follow-up am i allowed to call the number that you presented on the blue sheet thank you
099okay thank you everybody okay so next section on our um our agenda is a new section called board development and this is where um the board's going to house discussions among the board related to our governance culture policies including the board's annual work plan along with any topics that should be accounted for within that plan like community engagement board development opportunities things like that this is also where we'll hear report outs from other board members who are representing the board on outside committees or organizations okay okay yeah can we do like a two-minute bathroom bird we absolutely can okay we have a yeah we're going to take a quick um quick recess and we'll be back in two to five minutes quick research um [Music] this policy is about but it'll model what's coming right
100exactly uh foreign yes she's push me out no attention the rest of time bye thank you okay [Music] all right we just need to bring a treat because it's october 4. thank you yeah okay so we are back from our recess okay so um i wanted to take a look at our next section our board development section and i'm going to just start over so we are all on the same page so this is a new section um where we'll house board discussions on our governance culture our gc policies um including our annual birth plan and talking about items that we want to have included on our annual work plan um this is also where we hear report outs from other board members who represent the board on um outside committees or organizations outside of
101the district we'll hear a few of those tonight and i know that there's several topics related to our work plan that um are of interest to some of our board members and i want to make sure that we have an opportunity and a place to bring those discussions those topics forward for the full board to discuss and so moving forward we'll um we'll be adding specific items to the agenda in this section um in a way that balances and prioritizes board work so only topics that are listed on the agenda are up for discussion um during a meeting but if there's something that you individually want to see in this section and have a discussion on um please let me know and i will make sure it's added to the list of topics for agendas
102and we can work it in and still keep prioritizing our workflow as you see health our oe monitoring process can be a little bit time consuming we want to make sure that we're not here until three in the morning um so we may keep them light this first little bit of time but we have you know i don't want to lose sight of the things that we we know that we as a board prioritize and i think you know john has mentioned things like you know our onboarding process or community engagement these are the things that we want to make sure we do have a place to talk about as a whole board so also if you are um on a committee you're representing the board on a committee either inside the district or outside
103of the district let me know of upcoming meeting dates so i can make sure that i get you on the agenda for a report out okay so tonight this is just a quick overview of what we'll be using this section for but tonight we do have a few updates from board members and i'm going to start with uh john for a season 2 update so i am serving on the border control for cisa ii and for those who don't know seesa is the cooperative education service agency that's mandated through the state wisconsin dpi there are i believe nine regions in the state of wisconsin and we are in two which is a large swath of southern wisconsin um and what this organization does is supply districts in their region with cooperative services this might be
104consulting services it might be uh special education driver's ed is one that people see a lot of times it might just be supplies purchasing where they can purchase in bulk and save districts money so that's kind of what they do and they take a board of control from various school boards that comprise their district or their area um and so that's how i got there so uh it affords me a chance to talk to other school boards kind of across our region and see uh what's going on in their worlds um not nearly as calm as our world which is i think by design and good uh but they are yeah just plugging along providing necessary services um particularly the smaller districts that might not be able to afford to hire like uh uh special
105education staff around like hard of hearing or things like that um and so they share those services with other districts and cesa will hire someone in a full-time position um they've recently started adding to their consulting staff around their language and culture center for excellence to provide consulting and staff development in districts responding to um the current uproar around critical race theory and helping to educate board members and also administrative staff or faculty around what that is and um and that sort of thing and they do do a fairly good job of reaching out and getting nationally recognized speakers on the matter to come in and put on events they just finished up an event that i was not aware of until our last meeting kind of talking about the political machinations that lead to
106some of that uproar which is very useful to understand so you can stay on track as a school board thank you john we appreciate the update and kind of the overview i don't know that i've gotten such a complete overview of like what cesa does yeah i think the big things that they do is they provide necessary services for a lot of districts but also like the purchasing is a big thing and the consulting to like be able to come in and do pd is really good because they can provide pd on topics that you know a particular district might not be focused on but still want to bring in um so yeah no i appreciate that like i said like we've had such a great thorough update um before so i appreciate you bringing
107all that information to the board so okay um so let me know when you have your next meeting dates and i'll keep you in the loop on every month maybe only check in with me every three or four months because they're not all eventful meetings uh okay so the next thing on the agenda is uh the wisdom sharing conference and um christina and i attended that last week but um christina is going to give the rest of the board a report out from that okay so meredith and i spent three days on zoom long zoom sessions um and originally i had a whole bunch of bullet points and then i realized okay i really need to condense this so i'm just going to give you an overview but i will also uh email the board
108with the bullet points i had just so i don't take up too much time so this training included um the aspen group and also districts from all around the state of wisconsin and the nation from places like colorado and you know all over the country and it was really now that we've gone through this oe exercise once it was really just kind of talking about the journeys these districts have made in implementing governance and you can see just from our bit of dipping our toe in the water that this process it's a journey that there's a big learning curve involved it's very deliberate intentional and thoughtful those were in a lot of my bullet points but it also involves substantial time getting into a group and even districts that had been doing it for a
109while are still working to refine it and share it a lot of what they've learned over their journey so there's a lot of learning going on so i just have a few notes um you know what we just went through with operational expectations there were districts that prevented like their step by step what they do and they start as many as like some of them five weeks out from when they know it's going to go to a board meeting they back up five weeks and of course there's their superintendent their leadership doing their interpretation and indicators and all of that but they back up because they know that there's going to be time put into all of this to refining reviewing different people in the district looking it over providing input tweaking so it's very
110deliberate and very intentional um one of the struggles that a lot of districts had and i think the aspen group leadership was very kept bringing us back to this was in doing results monitoring that boards need to really really try and protect the time that they spend in meetings for student achievement and student results and districts would say this over and over they'd get off track and they'd find less and less of their time was actually focused on that and so aspen group was constantly reminding you know it should be 50 or more there should be a big bulk of your time spent in board meetings on student achievement and student results and we can all see why that doesn't happen but it's something that districts were really struggling and trying to do there's also
111interesting points made about student representation on school boards different processes for that different models for that about public comment and formats and how districts handle that differently in different communities about linkages so efforts to build strong communication ties with community leaders and key communicators and all of that so i will send a more comprehensive document to all of you but in summary all these districts were still working on their journey um you know they had examples and a lot of them had been through some very tumultuous times um leadership turnover interim superintendents having to you know put in process a place for finding a new superintendent i mean some community controversies covid but the thing that was really positive for me the takeaway i had was that because they had engaged in this governance model
112and this journey that kept kind of anchoring them even when they had very bumpy roads and with cobia we all know that many school districts are going through a lot of um upheaval but that the governance model helped anchor them and it seemed to be lasting so even when they had board turnover or leadership change that the model itself sustained them it had a kind of a lasting effect so that was really for me a bright point that that this model can outlive any particular board with elections and change um so yeah so just look for an email from me with more details but i guess those are the higher points of our training that was a great overview thank you it was yes three full days on zoom i know everyone is wildly jealous
113the time we got to spend sitting in front of our computer screens but it was it was really remarkably helpful i mean just we learned i felt like we learned so much christina and i were able to divide and conquer into the different breakout rooms and i would concur with everything that you said it was really strengthening to see that we're on the right process um and how successful um the districts who have been engaged in this and a lot for a while have been um through this model so thank you all right so the last part i just wanted to just give a quick appointment process update as we know we you all saw the notice for the appointment go out that we have our applications are due october 15th and then on the
11418th we will be sending out information to anyone who's applied about what the rest of the process will be and so i just want to clarify that for you depending on the number of applicants we um if we have a high number of applicants then we will have two rounds of interviews if we have i think we're talking maybe five or fewer we might just do the one one round of interviews if we do two rounds we'll be interviewing on october 25th and november 1st november 1st will be our target date for an appointment if we just need to do one round we will be interviewing on november 1st still with that is our target date for appointment so we've had a lot of emails of interest we've had good um resumes it's been exciting
115to see that people are very excited to be involved in our board so i'll keep you posted and we'll know more on the 18th i'll let you know how how the uh what our numbers look like okay so that's it for me and again we'll use this you know keep me posted if there's things that you want to see added to this okay so um we have a board consent agenda has anyone had a chance to take a look at that are there any questions any concerns okay hearing none um we approve the consent agenda with the um september 20th 2021 meeting minutes all right so our future agenda items or future meeting dates again october 18th so we're going to go back and we're going to add on the superintendent consent agenda but anyway
116okay um excuse me on the superintendent's consent agenda for policy gc 2.4 we have personnel items uh i like the consideration approval for the consent items under superintendent agenda for matters of personnel actually not for approval just a recognition of personal items excuse me okay so this one isn't on our board doc's agenda but if there are um can oh yeah correct okay let's hold those until we will hold until the next meeting yes okay so we'll hold till the next meeting for the superintendent consent agenda and we'll add that to whatever comes up in the next in the interim time all right so we have our future meeting on october 18th our special budget session is october 25th and again the 25th could also be interview dates november 1st as a regular board meeting
117in november 15th any questions about upcoming meeting dates if no questions then we are going to adjourn to closed session under wisconsin statute 19.85 sub 1 sub g to confer with legal counsel for the governing body body who is rendering oral or written advice concerning strategy to be adopted with respect to litigation in which it is or is likely to become involved do i have a motion to move okay motion made by janna do i have a second second second by john we will take a roll call vote starting with john hi christina hi yana i jen i nicole hi and i um i from me as well we are now in closed session everyone thank you