001a walkthrough of the draft student calendars for 2526 2020 26 27 and I'm going to ask uh Mr. Paul Brown our chief academic officer to come to the podium to do a walk because we have grounded our student calendars for both 2526 and 2627 in academics and so Mr. Brown will take you through on a journey of what that looks like. So thank you Mr. Brown. Sure. Good evening board. Um, Superintendent Brown, board members, community, want to say thank you for um your attendance tonight um for the calendar invite committee. The calendar invite committee. Just just making sure you're aware. So, let me get my thoughts together. So, I apologize. As we think about the calendar, um developing the calendar, it was important for us to look at the calendar from the lens of how
002do we support quality instruction in the classroom. And so as we built this calendar, parents um as you can see from the survey talked about the importance of professional development, teachers talk about the importance of having the opportunity for work days. Teachers talk about the importance of u professional development as well. As you know, um, board members, community, we have rolled out our instructional framework and that framework describes what we expect learning to look like in Petersburg City Schools. And so the calendar reflects offering opportunity for our staff time to work in work through professional development, work in their classrooms, um, early release days. It also has time for what I think is very important is giving our parents opportunity to have uninterrupted time where they can meet with teachers. And so as you look
003at our calendar, we have set aside a parent conference day. And that conference day will be described will be designed for parents whether you can come in person or you can come virtually. And so we're going to create a full day where parents will have an opportunity to meet with their child's teacher. Um and that that that meeting can happen virtually or in person. And so if you look through the calendar and I'll walk through kind of walk you through by month. Miss Brown, do you want us to walk through by month? Is the calendar? Yes, we can. So we'll also ask that you next slide so that Mr. Brown as he grounds the calendar and takes a deep dive just to explain to the board the different the ways that we built it. Um
004we'll start with the calendar instructional days and hours because that is the basis of the calendar and you can walk through by month. Yes. Yes ma'am. Okay. So if you take a look at the slide when we look at for um elementary school we have um in school year 202425 we had 170 days. The calendar that we are recommending for next um recommending for approval has schoolwide 2526 has 169 and a half days. Elementary school rem remembering that the state requires us to have 90 hours. If you look at our calendar, it is for 2025, it is 169.5 days. But if you go to elementary school, that equates to,001.75 hours. So we exceeds the amount that the state requires us to be in school. Um if you look at middle school is 11 is 1017.
005The state requires 990. If you look at high school, it is 11:30.57 hours and again it's far above the state requirement of 990 for the school year um 2627. The calendar includes 171 and a half days. Elementary school the number of hours equate to 1,114.75. Middle school 1029, high school 1,143.91 days. Again, above the 990 required by the state. Next slide. This calendar um development and the recommendation of this calendar includes a parent um teacher back to school meet and greet and that date is August the 14th. Um and we're calling the meet and greet. Um that's during the pre-planning period. The calendar also um one of the concerns and suggestions from staff, from principles, uh from the community was creating some transition um time for students who are first introduced to public education or
006if they're going to a new setting. So we have we have included student orientation orientation days for the schedule specifically for grades prek, kindergarten, first grade, sixth grade, seventh grade, and ninth grade. And as you think about it, those are transitional grades in our um division. We have students from preK who will be transitioning their first experience to kindergarten. We have first graders who will be transitioning up to what we call the the the fir we have first graders because of the state requirement. All kindergarten every kindergarten does not have to attend school. So we create a transition grade for first grade. If you look at sixth grade we have a sixth grade campus. So those students will be transitioning from our elementary schools to a campus on their own which is the our Bford
007um sixth grade academy. And then we have our sixth graders who will be transitioning their first experience to Vernon Johns the middle school. So creating a day to support those seventh graders um as they transition there. And then for the high school the ninth grade having this day and this opportunity for those specific grade levels to transition gives the principles time to gather their full entire staff around to support those students as they transition into a new setting. That following day would be the first day of school for everyone. And so that day is outlined as the 19th of August. The last one is around adding a day around the Easter Monday all staff um it will be all staff holiday um and that is included as well. Next slide. Again, as I mentioned earlier,
008we have created some opportunities to have parent conference day. Um, there will Okay, next slide because that's a part of their 2627. Yes. So, basically we've done the same thing for 2627 that we did for 2526 with the student orientation, the mandatory student orientation day and the back to school meet and greet that will be held. So, that's exactly what ma'am. Thank you. And now we have the employee employee calendar date. So next slide and that will be Miss Dr. Long. Yes. So thank you Mr. Brown. Before we bring Dr. Lane up, I just want to call again back to the B school board around um the calendar. But as you look month by month um at each um month for our student calendar for 2526 and 2627, we've outlined um with a new design
009of our calendar so that it we thought it would be a nice look to have it where we just did just like we did before lots of color coding but some specific days that are new. So, I just want to make sure that everybody, you know, understands that this was a very big part of having the day before all students come that that transition day is a mandatory attendance day for all of those grade levels. And so, we're really excited about that. And then, of course, the week that teachers return on August the 11th or the first Monday um during that second week of August that we will have a parent meet and greet um on the 14th for all schools. And so just wanted to call their attention if there's anything else in the
010months, Mr. Brown, that you want to call their attention to. If not, we can move on to the staff um staff calendars. And I think the only thing I would call um attention to is the parent conference day that we have set aside um and that that first one is November the 4th. Gotcha. Okay. And so I would also um call attention to the fact that this year, Mr. Brown you embedded as a part of academics. If you all remember before we had student and staff early release almost for every early release day and so as a part of the work that Mr. Brown and his team is doing around professional development students will have a st early release day but staff will stay that half daily since they're already at work we will take
011advantage of those early release days for the most part so that we can go ahead and give professional learning in the afternoon while kids are going home. But there will be one opportunity where students and staff will get early release. But for some of them, it will only this time be sta I mean students because in the past it's always been student and staff. And so that's something different I want to call your attention to that we didn't just add arbitrary days for professional learning. We tried to maximize it while staff was already there and kids were we were able to get some instructional time but also get some professional learning time. Is that correct Mr. Brown? Yes ma'am. All right. So, is there anything else we want to call their attention to around the
012student calendar um before we take a seat? I know the board may have questions, but just want to highlight as much as we can um at this point. All right. Thank you very much. But again, that parent teacher conference day is already scheduled and we're going to give parents an opportunity that that is the focus for staff to do in-person parent conferences or Zoom. But the expectation is that our staff will be there a full day and it's all focused on meeting and working with parents around their students performance and support. All right. Thank you, Mr. Brown. So, I know we'll have more questions and so now what we'll do is we've talked about our student calendars for 2526. I'll bring up Dr. Shemica um Long Lane um who is our assistant superintendent of human
013resources to talk us through our staff calendar for 2526 and 2627. Dr. Lane, good evening. Good evening. Okay, just make sure somebody was here besides HR board chair, vice chair, board members, superintendent, committee members, and community. I am so excited to walk you through the 2025 2026 and 2026 2027 projected calendar for Petersburg City Public Schools. You have before you two calendars for each year for 10, 10 and a half and 11month employees and one for 12-month employees in alignment with contracted days of employment. Along with feedback we received, we reviewed the recommended student calendar, Virginia code 22.1-302 and 8 VAC20-441-30 and PCPS schoolboard policy GCBD-R, professional staff leave and absences. This resulted in the recommendations you see before you tonight. This includes the 14 days provided within policy GCBD-R, which states all full-time employees
014whose contracts are less than 260 days are granted holidays that fall within the period of their contracts in accordance with the adopted school calendar. And all 12-month employees shall be granted the 14 days listed before you on the screen. The request within the calendar includes two exchanges. Four additional holidays in 2025 2026 and two additional holidays in 2026 2027. So at this time I'll walk you through the specific changes and requests that we are making with the two summer holidays in 2025 2026 calendar June 19th 2026 which is Junth and July 4th 2025 independence day following on Fridays when the division schools and offices are closed. Instead of us using the preceding or day after as a holiday, which is used when holidays fall on Saturdays and Sundays, we are requesting to exchange Independence Day
015July 4th, 2025 for December 26, 2025 and Friday, June 19th, Junth, 2026 for December 29th, 2025. In addition, we would also like to request to add holidays. Those holidays are November 25th, 2025, which is the day before Thanksgiving. December 30th, 2025, and January 2nd, 2026, to have continuity during our winter break, and April 6, 2026, Eastern Monday, which based on feedback is traditionally a day when schools and offices are closed. Dr. Lang, could you please um highlight that that will be for 12-month employees. Is that correct? Yes, ma'am. That is correct. So, this is for 12-month employees. Okay, perfect. Thank you. Uh, next slide, please. For 2026, 2027, excuse me, with the two summer holidays in 2026, 2027, falling June 19th, 2027 and July 4th, 2026, falling on Saturdays, which could be designated on the
016day proceeding, Friday, when the division, schools, and offices are closed. We are asking to exchange June 19th, Junth, 2027 for December 29th, 2026 and Independence Day July 4th, 2027 for December 28th, 2026. In addition, we would also like to request to add holidays on November 25th, 2026, the day before Thanksgiving, and December 30th, 2026 for winter break continuity. Again, these are in alignment for 12-month employees because the policy speaks that holidays are already provided for 10, 10 and a half, and 11month employees in compliance with the calendar. The 2025 2026 calendar allotss for 190 days for new teachers, 185 days for returning teachers. The 2026 2027 calendar all lots for 191 days for new teachers, and 186 days for returning teachers. There are four professional development days embedded for employees during the academic year as
017well as those at the beginning of the year for pre-planning and at the end of the year for closeout within the number of contracted days and wellness days are also defined for both years. In closing, the adoption of this calendar will allow PCPS to be more closely aligned with surrounding divisions. Next slide, please. While there are no divisions that are exactly alike due to cultural differences, community needs, and board policies, this offers us an opportunity to have commonalities in our holiday breaks. This will also allow our employees to have better work life balance, allowing them to report to work refreshed due to having more time to spend with their family and friends. as they find increased job satisfaction, they will hopefully share their positivity and compel others to come transform with us. Subsequently, we want
018to show our current employees that we value them and their time and that they have been heard, enabling us to retain them. Lastly, transformation in training and development helps highlight the importance of our core business, which is educating, increasing opportunities for staff at all levels to upskill and reskill, which will establish us as a premier workforce as we invest time, direct resources, and provide support to all employees. So again, I thank you for the opportunity to share the calendar drafts for 2026, 2027 for 10, 10 and a half, 11, and 12 month employees. At this time, I'm available for any questions you may have. Thank you, Dr. Lane. Um, I know that we'll have questions once we finish with the presentation. The board will dive in. So, thank you very much for your presentation. I
019just want to highlight again what you said just so everyone is clear that we know that we have four-day work weeks in Petersburg City Public Schools like other localities. And so, beginning in June, those Fridays the school division will be closed. And so given the fact that those days are already closed for the school division, there were holidays that were already built in like the 4th of July, like Junth, you heard Dr. Lane talk about that. And so instead of wasting those days because the school division is already closed, we thought we'd be a little innovative and use those days and apply them elsewhere. So, if the 4th of July were already off because we're closed for the summer, why not take that day that's already given to employees as a part of the board
020policy and move it to another day where they can have more time with their families during the month of Thanksgiving when they can have an additional day to be with their families the day before Thanksgiving and for the rest of that week. So, we added that day to move it and we can also move the other day to December to give them more time with their families. And so that was one way we were trying to be innovative to try to utilize days that were already in the calendar, but we didn't need to use them because you already have the school division closed. And so again, the highlight from her presentation is is that following the board policy with the 14 days, we also had some additional ask that would help us get closer to
021some of the feedback that we got in the survey. And we know that everybody can't get everything that they want, but we tried to be really fair as a committee and sift through those things. And that's why we haven't read our administrative request. And so given that we're asking for those additional days, um, similar to when I came back when I came to you all back in November and asked for those days during the holidays, instead of having to do that, we put some days within the actual calendar. And what you'll see is that I want to highlight is that although we're asking for days, there are days that our employees will still have to take their time because we were unable to give. We did not recommend full weeks, full holidays. We didn't do
022that. But we did ask for additional days. So there is during holidays, people are going to have to take some of their time, but we recommended some of those days. But of course, the north star and what you'd like to be able to do is give them full weeks like others, but we try to take a step at a time. And so you can take a look at the calendar and we look forward to your feedback. But before we do that, I just want to highlight again the key employee calendar takeaways. We wanted to more closely align with surrounding divisions. We can't be exactly like all of them, but we tried to get closer in this calendar. in these calendars. We do want to have opportunities for creating more work life balance where you have
023to three, you know, some consecutive time with your family and friends during holiday breaks. We wanted to look at our calendar for recruitment and retention to say, I don't have to go over to X um school division because their calendar looks a certain way. We want to be a little bit more um compelling. Um it's very different than others, but we still got closer with some of our ask. Um and then of course we wanted to provide opportunities for professional learning and training for not just teachers and staff. I've heard from board members that we need to invest in security training. We need to invest in some other types of training. And we need to have time to do it throughout the year. And so in order to do that, we wanted to make it
024not just teacher professional learning, but a staff professional learning for everyone. And so thank you Dr. Lane for that. I just wanted to go with those highlights that you brought forward. And so with that, before we wrap up, we're going to wrap up and start turn it over to the board to ask questions. So team, if you get ready, but I have to take this time to thank our wonderful calendar committee who took time in the evenings to really work with us and who brought into the idea and vision that I wanted to be able to recreate and transform our calendars here in Petersburg City Public Schools. As you know, my vision is to transform opportunities, learning, and success for every child in Petersburg City public schools so that they graduate with a life filled
025with choices. And it starts with the calendar in a lot of ways for kids and the calendar for our adults. And so, I want to thank our calendar committees. I want to thank board members who provided names for our com for our community members. And so, with that, I'm you see the slide? Next slide, please. I want you all to see who was a part of this work um to develop two years worth of calendars so that we minimize the opportunities to have to keep going back and forth, but we're proactive and of course we know life happens and things may have to change. I see it in other divisions, but what can we solidify that tells the story to people who want to come to Petersburg into our community what we value? And so
026given that I want to start with Mr. Paul Brown was a part of our calendar committee. Mr. Brown, our chief academic officer, Miss Dana Corro, who was our um coordinator of gifted instruction, Dr. Yasmin Gay, our chief of staff, who led this effort, Miss Michelle Hines, who works in our data office, who worked with us on all of the requirements for the state regarding how many hours and days we're supposed to be in school. And as you can see in our calendars, we're providing more time for our kids. And I wish um we had that note ready to tell chief our city council when they asked about year- round schools because we are trying to work within our current structure and given more instructional time um during the school year in hours which well exceed
027what the state is asking for. So although it's not year round but our kids are getting more hours than anything. So just want to say thank you there. Dr. Daria Jackson who is our um um director of accountability um and her work alongside making sure that we had all the correct data. Dr. Brandy Lee and our parent engagement office who really really helped us with our efforts with our parents and community. Dr. um Dr. Michael Lee our transportation director who we know is very important because all of this impacts our student calendar impacts our transportation for our students. Uh Miss Vera Lewis who is our data analyst, thank her for her efforts and helping to crunch the numbers. Mr. Nester Yamas Padilla. He is, of course, you've heard his name several times. He helped us
028with our EL population and our um Latino families. Um Dr. Shemica Long Lane, you just heard from her, our assistant superintendent of human resources. Miss Joy Lowry, our director of secondary, who really helped us around our hours and instructional work with Mr. Brown. Dr. Tori Manson, who oversees our special education population and really understanding how this calendar helps meet their needs as well. Um, Miss Ebony Massie, our director of elementary, who was at the table with Miss Lowry to help with that academic work. Miss Chelsea Vonger, our chief communications officer, who worked with all aspects of making sure that we could get the word out and getting all the engagement. Thank you to all of our school board office employees. And so now, thank you to our school leaders, Miss Alicia Fields, our Petersburg High
029School principal, who gave great feedback into our student and staff calendar because she is a employee. She's a um longtime employee and she's also a 12-month employee and she's also a school leader. So, it impacts her in so many different ways. Thank you to Miss Reva Green, our principal of Vernon John's Middle School, including Blandford. Thank you for her work to give us a perspective because she too has a lot of perspective on Petersburg and her work with middle school students, but she's been at all levels and so she understands the importance and the impact. Miss Belinda Urkart, who is our principal at Walnut Hill Elementary School. She too has been in Petersburg before and gave us a perspective from a principal perspective and really understanding the needs of our elementary kids and what we
030needed to do to move forward. And she also has experience in other school divisions and so that's been very very helpful. Thank you. Moving on now to our PCPS teacher of the year, Mr. Frank Maddox. He was a very big part of this work and he really gave us perspective from the teacher perspective and he weighed in on all the calendars and the survey and we really appreciate his focus um from the perspective of a teacher that we were getting it right with moving forward with our professional learning focus. And a special thank you to our wonderful wonderful community members, Miss Vet Robinson who was a champion for this work. She provided us all the information that we need historical on Petersburg. she was able to really really help us have a tie to the
031community on how we needed to get the word out and the impact that it has on the community. So, Miss Robinson, we thank her for all of her great sense of humor and all of her historical knowledge and support. We were so glad to have her on this committee. So, thank you, Miss Robinson. She is in the audience and so we're excited. Thank you. Thank you. Thank you for your support and work. We couldn't have done it without you. And then of course none other than Chef Vanessa Crawford who also has a historical historical perspective here in Petersburg and she was able to give great feedback as well. And so we're really excited that our community members what we brought to you today board members our community members have been a part of from the
032beginning. And so we thank them for their efforts and their time. And then last but not least, our pea representative, Miss Kimberly Mason, who operated as an employee, but she also operated as as um a representative for our Petersburg Education Association, who also gave us perspective from teachers, employees, and was a big part of this work. So with that, I'll ask everyone in the audience on our uh calendar committee to please stand again to be recognized and thank you. Thank you for this work. Thank you. Thank you. So with that, Verair Pritchette, that completes my presentation for this evening. And me and the P Petersburg team, we're ready to answer any questions and take any feedback. Thank you. Thank you, Miss Brown. And once again, I echo Miss Brown. Thank everyone who participated on the
033committee. um thank everyone who um volunteered and gave up their time from their families and friends to be on the committee and from other engagements. At this time, we're going to start with um to my left, we'll start with Mr. Lundy and let him go first with any any questions. You have to use your mic. I just think it was a a very good idea to uh use some of the the wellness days because we have a lot of things that I noticed that go on on television where our kids are being able to do things to assist other children who have gotten into some type of uh accident or what. So I noticed that in we don't have defibrillators in uh uh where we usually would have them in in an area where you
034can see things but it makes a difference so that we can have these things that our teachers and our students can learn to train because it's very important. So, I hope that's something that we might keep in mind because we never know when things come up and that's something I've been wanting us to try to train on different aspects of safety. Mr. Martinez, you have any feedback? I know you're writing profusely. So, we're going to move on with questions first. Miss um Tucker. Um just to mirror what um Mr. Lundy said, I just want to say that um it was very thought out. Um the committee um you all grabbed people from everywhere and I definitely appreciate that and I'm sure the community does as well. Um I did have a question for the student
035orientation day. I know that is the day before the first day of school. Could we consider making that the Thursday so it gives our teachers times to prepare for the first day of school? I know that they're already preparing and doing professional development within the building, but just to give them an additional day to get classrooms together and to be prepared for the next day because I think that could be a lot to go into the first day of school. If I'm not mistaken, the 18th of August, we're looking at that as the student orientation day. That's Yeah, absolutely. Mr. Brown, we want to Mr. around and I can tag team on that conversation. Um so yes, the 18th is the day that we um planned to um provide or can I ask this is
036it going to be a all day event? It is going to be all day event. So it is all day. Yeah, absolutely. So I think Mr. Brown, it is planned to be all day for a full day because I think Mr. Brown will agree that we thought about trying to make of course the first day of school was going to be we thought about the 18th but we got feedback from the committee our principles and our teachers who said that Petersburg did it years ago and that there was a time where it was a time for kids to actually transition in and that's a full day um that they found to be very very effective because when kids come at one time and if you look at Chesterfield's calendar I think Chesterfield is doing that
037exact same thing on that first day before the first day of So, the intent was to be able to provide a day before school because everybody's getting ready for it. We'll have all our community events that weekend, but we know that that Monday, we find that and we liked it from Chesterfield. And then Miss Field said that we did it before years ago where it was much better when those transitional grades had a chance at the beginning of the week to be able to go into classrooms and the teachers can talk just to them and they can figure out how to move and talk and think. So yeah, that is our intent if that was your question. Board member um Y Tucker, that was the intent was the 18th. I don't know if Mr. Brown
038has anything to add, but I know we've talked a lot about it. I think the only addition is board member Tucker, we did create an opportunity for new teacher orientation to be a full week. Okay. So that is actually the week before pre-planning and then we have our all of our traditional staff members returning the week of I'm trying to look down at the calendar week of the 11th. And so that's a full week. And so the meet and greet on the 14th, that's actually where we're asking parents. They are just coming saying, "Hey, I see my child's teacher. I know what class they're going to." And there will be a followup in September where principles will be planning like their curriculum night where parents will get a copy of the syllabus, things they may
039need um at curriculum night and they will principles also will have an opportunity to give a state of the school address letting parents know here's where we are with our data and here's our plan as we move forward for that year. um when principles talked about the 18th, those transitional um days, it was where the full staff can wrap themselves around and provide strategic support to all kids. Um I just think about our sixth graders when they transition to the the middle school campus, spending time getting them settled, making sure they're oriented and they're focused on that first day. is really pouring into our students when they transition to these different campuses, giving them an opportunity to have a day where they feel special and they get to know that campus. Did they answer your
040question because I believe you asked also when would teachers have an opportunity to get their classrooms together? Yeah, he answered it. So, it's the week of August 11th. Which day are they doing it? August 11. So, teachers are if you go back to I'll go back board picture. If you go back to week of the 11th, that is our pre-planning week and there's time built in for teachers to get their classrooms together. So teachers will return on the 11th first day back. Teachers will return on the 11th. They will be spending time at their school. We're in the process of working out that schedule. We have had an opportunity to talk to principal there. During that week, there are some days that will be devoted to professional development and there are days that devoted to
041getting their classrooms together. So the first day back on the 11th as Mr. Brown said typically when a when principles being a former principal myself that when teachers come back to school what happens is in the morning principles typically work with them give them breakfast get all the day things in the morning out around what are the expectations the handbook and all of those things and then the afternoon typically and I'm not speaking for our principles but typically that afternoon they get to start working in their rooms and the fact that there is professional learning that happens for the school for the school division that we will have two days and then those other days I think all day Friday they have the opportunity to work in their rooms as well. Mr. Brown, is that
042correct? So that would be based off the principal's schedule. So principles were building a schedule for pre-planning, but it does give an opportunity for teachers to work in their classroom. And I will speak as a principal of 18 years being in elementary and middle, the more time we there there only certain things you can do in the beginning of the year to get your classroom ready. you should not have a classroom that is fully um engulfed with posters because students have not had a chance to do student work. And so our focus next year is we want our teachers to have the classroom setting up where kids will be ready to learn, but we want the walls to represent student work instead of storebought materials. And so because we want kids to learn and see
043their work on the board because if we're going to improve our student achievement, our kids have to see the work they're doing as a resource in the classroom. And so we are really structuring that planning time, but there is time for teachers to work in the classroom also. Um thank you for that. Um, also when we when you all are looking to plan the orientation, can we incorporate transportation and have some buses on site? Um, I know that that's a huge thing um for some of our new babies that are coming just to get them acclimated with some rules on the bus. And I think that could really be a a good aid for our transportation and our um bus drivers as well um as the aids if we have any bus aids to be
044present. 14. Yes, on the 14th. On the 14th. So that adding that as a part of buses being on. So what I'm saying is having buses there so that as parents come in to meet their teachers just to say hello that they also get a chance hopefully can meet some of the bus drivers they can say hey you get some information on here's what we do with the buses here's how your child you know you can make some connections okay so and and maybe the bus um maybe transportation can have or the bus drivers they could have some expectations that they can give to the parents or maybe a QR code that the parents can scan with the expectations so that our parents don't say they didn't know what the expectations are when the students
045are riding the bus. I think Yes, ma'am. Um board member Tucker, I do appreciate that suggestion because we had planned on having board um transportation there telling where kids can find out what bus they ride. But I think it's a great idea to have bus drivers there so parents can put a face to the person who's driving their kids. So, thank you for that suggestion. And Mr. Brown, just a clarification. I know that I know Mr. Martinez as well. So, I know that on the orientation day, we will be picking kids up just like it is for all of those identified students for kindergarten, first grade. We will be running routes just like we were running routes for all students. So, the buses will be picking up that orientation day because that is a mandatory
046day for those grade level students. That's their first day of school. So, or so, so we need to have that information um in preparation for those students who starting on the actual 18th. So, that's great. Thank you. Thank you. Mr. Proctor. Um, I thought that was a well presented uh and and involved um program regarding the calendar. I did have a question of maybe your intent I don't quite understand something but maybe I do. Um, and that has to do with the two extra I I think it's two extra days for holiday or um I think it's holiday around um Christmas Thanksgiving and also Christmas. Um, are you are you justifying it because we only have 990 hours required by the state and we're well above that. Is that or am I missing something there?
047Those are not connected at all. I'm sorry, but um um board member Proctor, I just want to make sure that I'm clear. You're talking about the employee calendar, right? Okay. So, the employee calendar. So, I want to make sure that I'm following. So, the employee calendar and you're looking at the recommendation for which day again? You said December. November. December. Go to the So, I know that. So you're referencing, just so that I'm clear, the administration requests for November 26th, the day before Thanksgiving. Is that correct? And then the December 30th and the January 2nd. So those are actually not connected to the student calendar. Those are the staff calendars specifically for our 12-month employees um that we're asking for the day before Thanksgiving. If you remember this year, we actually came back I came
048back to the board and it asked for some specific days that were different than what was on the previous calendar. So what we decided to do was to ask for a couple of different days upfront so that we wouldn't be coming back trying to say, "Hey, we want to add these days that those days." These are additional days. Of course, the board policy already outlined some days, but we wanted to make a request for the day before Thanksgiving going back to our um kind of not priorities, but things we were trying to attend to that more continuity. the day before Thanksgiving. I think we talked about it in a slide that talked about continuity for our employees the day before Thanksgiving, the day of Thanksgiving, and the day after. So, it was more about continuity
049and work life balance is what we heard from different feedback. And I know that we have all the feedback, but that's some of the things that we've heard from our survey data. And so, we asked for some days in December, I think was it last year, December? And I think you as board also gave some days in November that you all gave. We were asking for December and then you all gave an additional day in Thanksgiving I think earlier this year for this year. And so what we did was we went back and said we want to ask for our 12-month employees the day before Thanksgiving as an additional day that goes into Thanksgiving and that they would have those three consecutive days which gave them consecutive continuity continual time with their families. the December
050same thing, winter break continuity that they would have the 30th and then they would have January 2nd, the day after January the 1, just for a little more continuity and to be a little bit more competitive because we've heard that, you know, in other school divisions, they have full two weeks. They have full time. And so, we didn't ask for a full two weeks. We just asked for an additional day in on the 30th and an additional day on in January. And then of course um the 6th of April, Easter Monday we heard with the resounding noise that people wanted Easter Monday off um for employees. So yes, so those don't are not attached to the student calendar. Those were just additional days that we asked for. And you all actually gave a day in
051November this year. Um outside of what I had asked for around the holidays, you all actually gave November as some additional time. Is that right, Board Chair Pitch? I remember the board gave Okay. Um some additional days. Thank you for the clarity. Thank you, Mr. Pierce. Thank you, Mr. Chair. Um, just a couple of things and they are only comments. Uh, the first thing is I applaud you guys because there is no reason for u our staff, those are employed by us should have a issue with days off. Normally there was a there is a wide range of concerns about being off wellness days and we don't get enough breaks. We don't get enough rest. U I've got one calendar here got 24 27 days. You got time to rest. That's one. So I applaud
052you for uh the collective way that you've you've done the calendars. I applaud you for using your data well because you did get the numbers to put all of this together. Uh I do have uh one question about uh I know we have division professional development days uh uh indicated on the calendar. However, uh is there any way that we can be a little bit more specific about that? Because usually when we put that on the calendar, I just say it the only way I know, it eliminates those persons who are like cafeteria workers, uh, janitorial, it eliminates them because we we say it, but we forget them. And when you have what uh, Miss Tucker was mentioning about having a bus driver there, if they're not developed well, they'll say about anything to a
053child. they'll treat a child in a way that may not be conducive to the way we expect from. So if it can be identified and we know that we're going to target them, then they'll get the proper development that they need when they're addressing the child. I'm just asking Pierce, we did um that was part of our conversation and when we define divisional day, we need to be a little more specific. we were including bus drivers, custodians because we know that we have to professionally develop them. And so I know that there is a plan in place to make sure that they are getting professional development on those days as well. It's not an off day for them. It is a day that we are going to focus on professional development as well. And we'll
054add it to the calendar because what I hear Thank you Mr. Brown. I hear what uh Vice Chair Pierce saying that putting it right on the calendar so that all of the different teachers, nutrition, maintenance, listing it out on the calendar that we bring back on the seventh for you all to vote on that it's very specific that it's everybody. So, we will add that to the calendar. And uh and uh it's not that I don't believe you. I know that these days and times, people believe what they see. If they know that it's there, they're going to pay close attention to it. Um um the other thing I noticed um I noticed that we have uh we we've indicated uh schoolboard meetings on the calendar, but if if we're going to post this on
055the website, somebody might be looking at the date that it's supposed to be. We know it's the we know that it's the first and third Wednesday of the month, but it may not be identified on the calendar. So we we may or may not do that, but I'm going to ask that every year when I see the calendar because I'll tell you right now that there are persons who will be looking online or be watching us and they'll just simply say, "Well, they didn't post it on the calendar." I'm just saying. Yes, sir. So, so I'm just I'm I'm just going, you know, the devil devil's advocate is going to do what the devil advocate does. Uh um I do thank you all for sharing the information regarding instructional hours. That's another thing that I'll
056always ask. We this time you you indicated it on the calendar. I see it in the presentation, but at the bottom of the calendar, I don't know if anybody else paid attention, but the fine print is the fine print. It'll give you it'll give you the days. it'll give you those hours for those for those those schools. So, I appreciate that because again, I know some persons will just simply say, "Oh, is that going to balance out the hours you're supposed to have with a middle school? Is that right? They're not legal." I'm just telling you what board members get. So, I I can appreciate it because now you can see it. And these are the types of things that you all collectively have have have brought out. So, it's it's a visual target. You
057can't miss it. You know, if they look, they can't miss it because I didn't miss it. Uh and um lastly, uh I do appreciate the efforts that you put into this. Now, now I'm going to say this, you know, I'm just going to throw it out there. If anybody in the federal government wants to come down to Petersburg and get a class on DEA um DEI, y'all just did it. Very diverse, equitable. It's for everybody and everybody was included. If you didn't get it, you'll get it because this is a primary example of what DEI is all about. It's it's inclusion. No, now we ain't missing anybody. We haven't if they did, they just didn't want to be a part of it. I'll just put it that way. But uh I'll just simply say that
058uh it was well laid out. Now granted, I'm sure there's going to be some tweaking along the way and we're doing that now. And as we do that tweaking, we'll we'll be able to put our hands on any other thing that we may have missed. But I'll just simply say grand job. I appreciate the effort that you put into it and I I don't see any reason why this just can't it'll flow a lot better. It'll flow a lot better for everybody. Thank you. That's all I have. Thank you, Mr. Pierce. Mr. D, I think Mr. Pierce said much about just about everything I wanted to say. Um, one thing as a board we've been working on is trying to build morale in Petersburg City Public Schools and this calendar is is definitely a good
059uh start to build morale among our employees because happy employees are good employees and we want our employees to be happy about coming to work, glad to come to work so they can be productive in educating our children. Um I commend the uh committee on what you have done. A very good job and a lot of thought was put into it. So thank you for a job well done. Thank you Mr. Dance and Mr. M. Thank you for the committee for what you've submitted. Um, honestly, I did not come here to approve two years of calendar, two two years, just looking at one. I appreciate that you did two, but I I was not compared to prepared to even consider two years, but one thing I do have a concern with is the survey that
060you took. Uh, I talked um it need to be broken down more. You got parents, guardians, employees, employees need to be broken down between um um teachers and 12 month employees than other employees because each one of them has a different consideration as to what their calendar should look like. So we should be able to see that in the survey. Teachers going to have a diff, you know, I really when I look at a school year calendar, that's who I'm concerned with the most. but the teachers uh the ones that actually on the ground um in the trenches dealing with the kids and making sure that they have the things they stand in need of. Um I looked at the 11 I look at these two the the 10 10 and a half 11mon employees
061and the 12 month employees calendar. Okay. So we I want to be fair with everyone. If we're going to create or take two holidays and move it so the 12-mon employees can have two more days off, I want to see where the teachers and the rest of them get two more days off. Okay? And and I want to be fair. We want to when we when Mr. Dan says something about everyone being treated fair. If we're going to move something or change something, it should affect everyone equally. Equally. Okay. So I see where the 12 Now I don't have a problem with anybody being off any day but when you're a 12-mon employee you have days that you can take off or but I'm not going to give you an extra paid holiday to take
062off when you have when you already been paid. So it should go towards the days that you have. So the thing is is that I don't have a problem with anyone being off any day during the holiday during the holiday week or any but to move a holiday that said that you going to put it here and we take June 10th and 4th of July. How does the teachers get that? How do the other workers get that? I want to be fair to everyone. Everyone. So if we're going to give it to one, let's give it to all because if they already off that's not benefiting them. It's been it benefit benefiting only the 12 month employees getting an extra day off paid holiday. So when the reason why I'm bringing this up because I
063know somebody going to complain that hey they they got an extra day but we got our same days. So now um it's something that we need to really take a look at how we going to benefit the others with those two days. Okay. To be fair, just to be fair. Okay. The other thing I'd like to talk about was the great idea Miss Tucker had about the buses for orientation. I love that you're doing orientation. I think the um to piggyback on what you said about orientation, I think we should be at full staff far to bus schedule to even that the parents that doing kindergarten, first grade, sixth grade, seventh grade, and and ninth grade can even ride the buses with their kids that don't have transportation so we can have as the the
064highest percentage of participation as possible. So we should be at full staff with the buses since all the kids are not coming. If we had full staff, we can bring the parents that don't have transportation with their kids. They can accompany their kids to orientation if possible. Uh I know some parents got to work, but we should bend over backwards. I love a school system or any system that's willing to inconvenience themselves to serve the public and and and we could be an example to not just Petersburg, but to the whole Commonwealth of Virginia doing that. Okay. So, um, I have some other things to say, but you know something, you did a good job, but we let's take those things into consideration and see if we can make sure that we won't get a
065complaint because like I said, if if if one going to benefit from a from a those two holiday, I think everyone should in some form or or fashion. That's all. So, um, and we're not gonna recreate the wheel with the calendar, but I did not come here tonight to approve two years of calendar, but thank you for doing the work and that given us something to even look at for 2627, so we have a better idea far as projection in the future. Thank you. Um, thank you, board member Miles, for your thoughts. Um, I want to just kind of respond to a couple of things just so we're all clear about the two days that you referenced in the summer that we're trying to take. And it does only affect our 12-month employees. And so
066those two days are not additional days. Those are days that are already awarded to 12-month employees because they're on the calendar because they're already national holidays. And so the benefit is first of all, our 10, 10 and a half, and 11month employees are already off for the summer. 12-month employees are also already off because we actually implement a 4-day work week. So onesies have to work four weeks worth of four four day work week and then they already get the Friday off as a part of cost savings because it's a fourth and it's already a a paid holiday. We ask that we since it's already counted in the numbers, we could use it another day because they're already off. So, it's nothing that affects anyone else but our 12-month employees. But, it just so happens
067on the 2025 calendar, the 4th of July falls on a Friday. If it fell on a Thursday, we wouldn't be asking for it to be moved to another time to be used because it's not a Friday that we're already closed. So Petersburg when I came, you know, I didn't realize that there were the Fridays were already off, which is a great thing. A 4-day work week in the summer is fantastic. But you all already provided for that in the calendar. The national calendar just happened to say that on those Fridays, we're going to have two national holidays that were already included that you would basically not be using them because we're already off. So, in order to be more innovative and say, "You already gave the employees 12-month employees off on that time because of
068the 4-day work week, but we still have that holiday. Why not apply it somewhere else, which means you're not losing anything. They're not getting anything extra. It was already there." But again, because of the wonderful 4day work weeks and the school division is closed, you didn't want we didn't want to waste that holiday. Teachers are already out. they're not working in July 10 and a half. So that's what we tried to do was to think about an innovative way that we wouldn't have to ask for more days from the board. And so those days are already there. So that's not any additional days. We had the days as you noticed in red what we're asking for. Those have nothing to do. Those were days that were already on the calendar. Um, so I just want
069to make sure that we're clear that the only reason we're asking that because we happen to have two holidays in the summer that fall on a Friday that you already gave 12-month employees off. Now, just to be perfectly clear, exactly what you said that they're going to be off those two Fridays, right? So, you're gonna move the two holidays so they can use them later. Okay. Now everybody off those two Fridays whether you're working 12 months, 10 months, 10 and a half months, 11 months, everybody is off but you going to move it for them. Okay? So now we got to take into consideration how the people that the other people that are off, the ones that's off during the summer, they still off. It doesn't make any difference whether they um working during the
070summer or off during the summer. We're moving two national holidays to benefit part of our staff. So the thing is you got to take into consideration that if we going to move it for anyone then we move it for all. So how can we how can you work that out where the other people that are off also even though they're off during the summer doesn't make any difference whether they working or not. They all work for Petersburg City Public Schools. We're not going to do it for some and don't do it for all. So, we got to think about that when we do that cuz you're setting a precedent that we're moving a national holiday to benefit just the 12 month employees. Okay? If we going to move a national holiday or we going to
071move any day for to benefit anyone, it should be for the whole, not for part of the whole. This is not, you know, one one of the problems I have because I live, can I say this? I hear is that we don't want to do anything that look like we're we're favoring ourselves. We're favoring ourselves or we're showing um any type of special treatment to a certain group or anything like that. If if if if if if if I'm off that day and I find out somebody else is off that day and they getting it another time, I would say, "Why can't I get it another time?" That's what I would say. I mean, I'm I'm just being human. So, if I'm I'm off that day during the summer and I say, "Wow, they off
072that day during the summer, but they gonna be able to take it be off that day during the summer and take it later on." Well, I'm off that day during the summer. I want to take it later on, too. So, I'm just being human. I'm not being critical. I'm just saying somebody else can look at it that way where that if we're going to move a national holiday, it should be to benefit everyone, not just a certain group of people. That's all. Thank you, President Miles. But I let me I I want to go back to your comment about because I want to make sure that the 4-day work week people are working the same hours. They're working. So, what we've done is we've taken the five day work week. Am I correct, Dr. lane
073the five day work week that people would already be working and we're going to put those hours into four days. So basically they are work they would have been working had we not done four day work weeks. So had we not had four day work weeks they would have automatically been off for that holiday. They are working for that time. They're just working it in four days because we happen to have four day work weeks. Am I I just want to make sure that I'm clear about that. It wasn't necessarily giving anything because of the fact that they worked four days worth of five days worth of time. Is that right? So they've been working. So it's it's not necessarily and I need to roll back. It's not necessarily that they are given anything. If
074we weren't doing four day work weeks, they would have that Friday off because it's the 4th of July. But they are working for 4 days worth of five days of time. And so they already earned that time to be off on that Friday because we have four days worth of work. That would have been five days, but now they're working it in four days. So however many hours that is, Dr. Lane, if you want to come, people come. However many hours that is for a four day work week compared to what we would have worked for five days, then a 12-month employee is working those same number of hours. Am I correct? Yes, ma'am. 10 hours. Four days. Yes, ma'am. So, we're just squeezing into four days and they're working for it. Yes, ma'am. So,
075that's a day they don't have to come in because they've already worked the time that's allotted in their schedule and in their contract. So, I I just want to make sure that I'm clear um about that that we're not taking anything and giving our 12-month employees anything special. They're working for that Friday day off because they've already worked. It's just they don't have to come in and work it on Friday because they worked it Monday, Tuesday, Wednesday, Thursday. And then Friday, they don't have to come in because they've completed whatever their work week is. is if it's 37.5 or 40 hours, they've already worked that amount of time in 4 days. So, they don't have to work on that Friday. They've already fulfilled their work requirement. But on this calendar, the fourth happens to fall
076on the day that they don't have to come in because they've already fulfilled their five day work week within four days. Anyone who's not working in the summer, they're not working. So 10 10 and a half 11 months they're not working during that time because their calendar is over. So I just wanted to Dr. Lane am I if I'm correct. Yes ma'am. I just want to make sure and I understand um that we want to be um equitable to everybody but also there are different nuances between our different groups of employees because our teachers have already worked their calendar time. Typically, you work nine months, but you get paid for 12 because what you did, you already worked for, and we're just spreading it out over 12 months. Is that right, Dr. Lane? Yes, ma'am.
07724. They're not even included in that. So, no, there nothing is being taken from them. They wouldn't get anything additional from the summer calendar because they've already worked their time. So, this day just happens to fall on a Friday when we've already worked the full week in four days. So, that's you know, um I understand your perspective, but I just want to make sure that I am clear about the way that the work weeks because when I came, it was a nice surprise to see that in Petersburg that in the summer months, you provide an opportunity for employees because that doesn't happen everywhere. That is that is uh um a excellent perception of what I just said. All these 12 month employees worked every hour of that week and it was already they already got
078their work week in. Well, all the other employees don't work every hour of their contract also. So, if we going to give them a day, give them all a day. That's what I'm saying. That's all I'm saying. It just so happened the holiday fall right there. If you going to give them the holiday, if you going to give them the holiday, if we going to move a national holiday, if we going to do anything, everybody met their full requirement. Not just the 12 employees, every employee that work for Petersburg met their requirement. So if we going to make an exception, make it for everyone. Make it for everyone. Every everyone work supposed to work. That's all I'm saying. So take it take it the way it is. You know, it's going to get approved one
079way or the other. I don't have a problem with anybody taking off, but if it need to be a a day that they take off that they get, you know, if they they going to get paid, then we have ways to do that. And at the same time, we gave days last year that was supposed to be approved for this year because we gave them days, okay? And we never went back to visit that because it was supposed to be just for that year. And now I look at the calendar and those days are automatically on there because if the board remember we gave them days last year to work things out and those days are on here permanent now. So like I said, you're setting the president when you do certain things and you
080got you got to be careful because people going to want the same preferential treatment that everyone else get because like hey they off and then look we always have a problem of doing a summer with the 4 day work week and we were talking about doing away with the 4 day work week because everyone is not coming in working 10 hours of four days and we know this. So we have a problem with people talking about how we going to monitor that when it comes to um um 12-mon employees and we haven't been monitoring and so we can't run this like a country club. Education is a business and we got to run it like a business but it seemed like certain people or certain jobs or certain officers get preferential treatment. And the thing
081is that I'm not trying to be hard on certain people. That's I if you do your job and you got time to take off, take it off. Anyone you need your time off. You need your time off for your sound mind and your wellness and everything what whatever it is that that that you need. But by but stick to the contract. So if we going to change the contract for a 4-day work week during the summer, then that need to be 10 days. I mean 10 hours Monday, Tuesday, Wednesday, Thursday. That's a four- day work week. Now, I'm telling you, I had been I'm right there at the school board and I had been there where that parking lot was clear by 4:00 3:30. I mean, I came by there and boy preacher know I
082counted cars in the parking lot and I don't know if you took off or you was giving off. I don't know. I was just telling them how many cars was out there. Now, everything could be legit. Everybody could have took a day off. Everybody could have took time off. You can take a half a day off. You're a 12-mon employee. You can take a half a day off. You can take four hours off. It doesn't make a difference. But I was just telling them how many people was out there. So the thing is is that this is not uh once in a while. This is all summer long and board for chairman Pritchard brought this to my attention and that's why I started paying attention to it. Now you had brought this up. This had
083nothing to do with this committee. It has nothing to do with you. We're going back four years. Isn't that right, Mr. Chair? We going back four years. So everybody working there, you're clear what I'm talking about. This is we going back talking about other uh years where we had problems with people with um the 4 day work week and people coming to work and supposed to be 10 hours what what is it 10 10 10 um four 10our days and the whole board know what I'm talking about. So, I'm I'm not I don't have a problem if you take the whole summer off, but you but it's not going to be a paid summer off. It going to be your time that you earn to take off that you have those days coming to you,
084personal time, vacation time, um time that you built up that that you are deserving of, that you earn. Those are your days. But the days that are scheduled, those are days that you owe to the city of Petersburg, Commonwealth of Virginia to work to diligently to serve this public, to serve this school system. That's all I'm saying. Thank Thank you, Mr. Miles. I will go next with my questions, Mr. London, and then I'll come back with you. Is it a Is there any way because we always get this question. Is there any way that we can put the school times and central office times on the calendar, the hours of operation? Because we always get that parents never know when the school opens and they never know when central office is open or closed. Then
085they call us because the office not open, right? So, Dr. get anybody. We um and Miss Vir the hours of operation somewhere we want to make sure so that we figure I think it's on on the student calendar is we're talking about student calendar and employee. Okay. So student calendar recommendation from the board is to put the school time. So that probably will need to figure out if it's an addendum because we do we actually need the hours on the student calendar. So we added that we I mean so part of that was to let parents know and community know how many instructional hours and days are in the calendar. And so if the feedback is that we don't need the instructional hours and the days would be the times but it was more of
086just being transparent about hey here's what the calendar is. So, if we're saying that that's not uh a part of necessary for them to know how many hours of instruction kids are getting, then we can I mean, not unless you not unless you squeeze everything in there. That's what I'm saying. I'm looking at Miss Vera because we're trying to figure out So, Miss Gang, you hear the feedback that adding the start times and end times, which we talked about an addendum to the calendar because I know we looked at Chesterfield and Chesterfield has an addendum to a calendar. doesn't have I don't think they have that information, but we're trying to figure out how to add information for parents to be able to know the the the the the Mr. Superintendent, Mr. Chairman, um start
087we we weren't talking about instructional time. We were talking about central office time. Say, for example, if you working a a 10-hour day, if you working a 10-hour day, you should get an hour and a half of lunch. That time that we're talking about. So if you're supposed to be there from from from from from from during the day for 10 hours, you should get an hour and a half for lunch cuz we don't we ain't thinking about no breaks or anything. So what is the start time that office time that we talking about when the parents call and complain to us cuz they can't get anyone at central office? See you you weren't here during that time when we got tons of complaints about people just can't get through. They can't get through the
088HR, they can't get through to this, they can't get through to that. Dur especially during the summer and we had a lot of complaints. Matter of fact, we had a few complaints. We had complaints last year because people were trying to apply for positions they were trying to get and things were being submitted and it weren't going through in the proper time or didn't never did get applications, resumes, whole lot of things didn't get submitted, didn't go through the system. and then we'll get in contact with somebody and come to find out they had to push it through or the thing got, you know, or or get it in some kind of way. But at the same time, we're talking about process at central office. We're not talking about the schools. We're talking about c
089running, you know, central office. And uh so if somebody is working a 10-hour day in central office, they should get an hour and a half cuz that including their you know should get an hour and a half for lunch. But at the time we got to have that office open for that 10hour period. So are we going to open at 8 and what are we going to be closed? Can the public expect us be open if they need to get in contact with someone? Uh how we going to do it? Um because those the complaints that we get. We weren't getting complaints about the schools. We weren't getting complaints about the school hours or the instructional hours. We getting complaints about central office because um um you know and if somebody is on vacation, we
090still should have somebody there to cover because everybody not on vacation. If somebody take a personal day, somebody we should have it covered. Thank you, Mr. Miles. Yeah. And and Miss Brown is going to take care of that. Um, yeah, I we will not put it on I know we will not put it on the 12-month calendar because we don't want to confuse anyone with the regular calendar in the the regular hours in the in the summer hours. But but what Mr. uh Miles is is is talking about is true. This is before you all came. Yes. We did not know until employees started calling the the board that individuals that superintendent were allowing 10 month 10our staff to leave at 1 and 2 o'clock in the afternoon and the parking lot was empty and
091they were not using time. It was it was during the summer it was during the summer hours. This was under another administration. And Mr. Chair, I just want to make it personal clear. I'm not attacking the people that are talking about pass um Mr. chair on the order. Yes. On a board. I think we need to continue by allowing you complete your questions. Yes. Then allowing it to move uh according to what was directed with Mr. London, then back to Mr. Miles. If we can do it that way, I think we can share that order fairly with everyone. Thank you. Right. So, you had that. And All right. And so, Mr. I I was going to bring what you already knew about it um to your attention on the audit that was done and the
092information shared with us about the importance of us moving forward with a time clock because one thing they had put in the audit that they were concerned that staff may have been not working the full schedule and and so um we were missing out individuals were as they say taking time and and so we need to look at at some type of time clock system and I know you said you were familiar with it and there was a system that you were you were going to look at. Um so thank you uh board chair Richard. I want to say that that's absolutely correct. So as a part of our assessment by Alvarez and Marcel one of the things they talked about was a time clock for a lot of different reasons and so one of
093those reasons had to do with um calculating time and making sure that there's not unnecessary funds leaving the school division. But it also talked about leave days, making sure that we could track when people took their days, that we could keep track of leave, we could do all of those things. I think it was a compilation of all of those. Of course, we looked into Kronos, which is very expensive, but one thing that you all had already approved, which was um frontline. And so the frontline system that you all approved prior to my coming on board is an HR system. And I think Dr. Elaine can talk about because we're trying to get things cleaned up and so frontline is the system that we're planning to try to put in place that will allow us
094to be able to track time more closely. What I want to say is um with any type of time clock and this is going to be I just want to be very honest is it is not to send a message to people that you are every single minute you're trying to catch people not doing what they're supposed to do. We're trying to provide a mechanism where we can track our resources in a way that we're maximizing our resources for the school division. And so lots of times when you implement something, it's all about people sometimes have a perception. Maybe not here, but I've seen it where the perception is you're trying to catch someone who you think is doing something wrong, but we're trying to create a culture where everybody is accountable and responsible for
095managing the resources that we have here in Petersburg. And so because people watch that when you're talking about trying to work in a school division, they want to know that you're working in a division where there's some levels of professional trust, but there's also accountability around what we're doing. And so I want us to be able to balance that in Petersburg because we're trying to attract people to work in a division and where we're going to be competing with other industries that create a work environment where people want to work and it's not an I gota culture because that's a lot of what we have just across education. And so we have to do what I'll say to you is you're absolutely right. Whether it happened before the team came or not, it may have
096been where people weren't working the four days, the five days worth of time for the four days. And that has to be addressed and we're going to address that and we're going to put that in place. Your question around the time clock, we don't have one now because that takes a great undertaking because when you have a time clock, it ties into your payroll system. It ties into all of the things. It doesn't happen simultaneously by itself. You have to have the right payroll system. First of all, you got to have the right people working in positions and right now we don't have that. Dr. Lane is still cleaning up. Who are we paying? Who's working in Petersburg? And are they the right people? Because there are people who haven't been here that are still
097on our role that she's trying to clean up. So that individual system by itself is great. You can come in and it's the days of old and it's not the days of old. You punch your time and you keep moving. That's not the system that we're in. And I know that's not what you mean, but I'm just saying my experience that I've had people talk about that this system is supposed to allow us to measure and monitor our resources going in and going out and that's what it's about. So front line, I don't know if we're ready and Dr. Greywood, I can also say to you that we fully intend to implement a time clock system. We've got to figure out in the summer how to do that. If a time clock system is not
098ready to integrate with all of our payroll because when you take time, it should automatically send it to payroll that you've taken time. It comes off your leave. It should be a process. And I don't know, Dr. Lane, if we're there yet, but what we also have to do is the leaders of every department, you are held accountable for your employees. If this is our 10-hour work week and we start, that's what needs to be happening. Listen, I do not, Mr. Chair, Miss Mr. Superintendent, I do not believe any 12-mon employee need to punch in. Period. They are executives. They do not need to punch in anywhere. But if they say they are available for that day, I don't care if they in their office or in their car or somewhere else, they should be
099available. So if somebody call and need to talk to them, they should be able to get catch up with them. But when they're not available, that's when we get complaints. You understand? No. 12 month employee. I don't know how we got to that in this conversation. That's not what I'm saying. I'm talking about availability. Do you Are we on the same page? You didn't say that. I did. You I said it because Stop saying it. Stop saying it. We not going to go to no. Wait a minute. Hold up. Hold on. Time for no employees. I said it because the order was brought to us and the superintendent herself said it. She presented to the board. That's why I said, "Okay, these are executives. We're not going to punch in and out executives. We're moving
100on. Mr. Come on now. Come on now. Moving on. Take turn your mic off, please. Hey. Hey. I I didn't want to lead to that. Go ahead. Turn your mic off. I apologize, but I don't Okay. Thank you. The time. Go ahead. Can you talk about the work around the time clock related to um um to related to frontline for all employees I think? Sure. Yes ma'am. So we are in week two of our uh implementation for the time and attendance module which in frontline it was a process that started but due to turnover we had to start over. And so we first began by looking at the substitute system formerly known as ASOP to ensure that all components of that system were in compliance. First, we just finished that two weeks ago. And so
101now the HR team has started their training and we're going to be adding in the payroll team so that we work collaboratively to make sure that all of our systems currently keystone key and frontline are integrated so that our information is moving from one system to the other when employees enter their information in the time system. So again, so what your picture what you're So we are in the process of that system, but what I hear is we need to be very vigilant this summer for the four day work weeks and I'll be working with the managers of each department just like we did for the remote work days. That's who's accountable for your staff to make sure that people are adhering to the calendar and the work time based on those four day workers
102because that is a part of um the expectation for the Fridays being off. Is that correct? Yes. Okay. Yes. Gotcha. Thank you. So my I think this is Oh, it's two more. Now, are you doing the pallet program at Pleasant's Lane this year? And if so, are we going to give them a separate calendar? So, thank you board for the question. We are not. So, this year we got the grant for planning year. So, we're planning this coming up school year with Pleasant Lane Community for implementation the following year, which will be 2627, which means Pleasant Lane will absolutely have a different calendar if it's approved. Okay. By the board and the state. Okay. Right. Okay. And so um just also want to bring to your attention also um which you you put it up
103there GCBDR once we once we approve this we need to update our regulation. Okay. Gotcha. Perfect. But we will like I said I will we will Mr. Dr. Greywood is also working on those assessment um recommendations and that's a very big one. But we're trying to do a whole grand scale um um overhaul at some point with our entire system. But what I can assure you all if we're going to keep the 4-day work weeks and I that's a question I have with the board at this moment because that was already in place when I came. Are we still in alignment with having the 4-day work week and Fridays being off with the expectation that we're going to implement those days differently this summer and holding people accountable for their time? And if you have
104to work with your administrator to take time or do whatever you need to do, I'm expecting that our executives, as you call it, Mr. Miles, to be able to do that. Um, and so, but we want to make sure that our people are available is what I hear that they should be available when someone calls. But I hope that since the time we've been here that you're getting less complaints about people being available and we are. And so hope you see that we're moving because I'm leaning on my team because we don't want the board. I tell people all the time I don't want Mr. Percher calling me. Can you please can you please stop addressing Mr. M. Address the board because we'll never we'll never get on. Sorry. Sorry. Thank you, Mr. Pitcher. So
105excuse me. I need to move to Mr. Lundy. Gotcha. So that's my comments. Thank you. I know that people got to be laugh. Excuse me. I was just um sharing with Mr. Brown last year when we had our teachers trying to get their materials out. It was a very hard situation, very chaotic. And with the different carriers that we have now, we need to be placing thinking about how we will place different uh materials so that our teachers won't get as confused as they did last year because we're going to have a number of carriers. We have Amazon. We have all of these carriers. So, we need to be really prepared for this situation and it won't be as chaotic as it was last year because the teachers didn't know where their materials were. The
106materials were coming in late and I think we could probably do better with that. Thank you. Any other questions to my left? You good, M? Miss Pro, you good? Mr. Pierce, Mr. Dane, you good? And I know you good. I know you're good. I know you're good. So, Mr. So, if you all could bring us back updated change, Miss Tucker, I only had one question. when we're looking at um our professional development days, can we also incorporate and I know it's probably on the schedules for like the principles, but can we also some team building so that we can kind of start to build the morale in the buildings like expectations of what that should look like um when it comes to the professional development days. Thank you. Okay. No other questions for the calendar.
107Just just um if you would um even if they're ready by um Friday. Yeah. Bring it up. Yeah. We should have them by Friday, right? Friday afternoon to put on the calendar. I mean to put on the on board docs for the board members. Okay. So, next next we'll move board members to 2B and and I just wanted to read just to read this to you all. I would like to express my strong support for holding our regular schoolboard meetings and work sessions at 5:00 p.m. with closed sessions beginning at 4:00 p.m. I believe this adjustment would be highly beneficial for several important reasons. First, many of our school many of our division staff, administrators, and teachers begin their work work week as early as 7 a.m. or 8 a.m. Extending the workday late into
108the evening for board meetings can be physically and mentally exhausting, impacting their ability to remain engaged and contribute effectively. By starting earlier, we show respect for their time and well-being, um, which ultimately promotes better decision-making and a more productive meeting environment. Additionally, starting earlier may improve attendance and participation by both staff and community members and an earlier schedule makes it more feasible for families to attend before evening commitments such as children's activities, homework, and family time. It is also align is it also is it is aligned with the natural flow of the workday helping all participant maintain focus and energy. Finally, setting the closing setting the close session at 4 pm allows the board to address confidential matters in a timely manner without delaying the public portion of the meeting. This structures promotes transparency, efficiency,
109and respects to everyone's time. In conclusion, addressing our meeting times demonstrate a demonstrate a commitment to our staff well-being, encouraging greater community participation, and enhancing overall effectiveness of our governance. I respect I respectfully urge the board to adopt the proposed schedule. Our first 5 ppm board meeting would start on June 4th of 2025. And I ask that you would so gracious consider this and we will put it on the May 7th board meeting that we will start on our first meeting in June at 5:00 PM and our work sessions at four o'clock p.m. And it is also aligned with city council. City council moved their meetings up to five o'clock also. And and so starting earlier starting earlier is much better. And that mean we will not we will not go into 9:00. We will
110not go past 8:00. [Laughter] So that that would be for consideration on May May the 4th. I mean I'm sorry May 7. I have it approved. Oh, you wrote the letter. I'm sorry. Thank you, Mr. M. You approve ahead of time and we've done good tonight. I believe it's 7:29. What time did we start? It's an hour and a half. Okay, we're going to move on. No closed meeting. Is there a motion to adjurnn? So move. Moved by Mr. Miles. Is there a second? Mr. M. Mr. Second by Mr. Dan. All in favor? Opposed? Motion carries. Thank you all and see y'all tomorrow. Tomorrow at 4:00 pm from 4:00 to 7:00 we are having our career fair for our young people and for the community. So please come out and check it out. But our
111regular meeting is next next Wednesday 5:30. But our close sessions at um I mean I'm sorry close sessions at 5:00. Our regular meetings at 6.