001i'd like to call this september 12 2022 sylvania board of education meeting to order adam uh miss julie hoffman here uh mrs kim conklin here uh mr greg feller here this is jill johnson here thanks stanford i pledge allegiance to the flag of the united states of america and to the republic for which it stands one nation under god indivisible with liberty and justice for all all right dr molly it looks like we are with you with a presentation yes sir thank you tonight's superintendent's report is a collaborative effort as we take this opportunity to present a overview and overview of our five-year slovenia schools strategic plan so tonight i will begin and then we will pass it on to the different strategic goal areas or target areas it will be on the screens first
002and some of this for our board of education members you've heard or are somewhat familiar with we covered some of this information on opening day but we thought it was a good opportunity to share with not just our school board formally but also those who may be watching at a later time so we are going to begin with our district mission and this is also i should say this plan has not been voted on at this point in time we will ask for board approval at our next board meeting we wanted to make sure that you had ample time to review and have feedback and provide any suggestions that you may have and that's also from those that are internal and external stakeholders in relationship to our school community so why do we exist every
003good organization i should say great organization has a mission and we took some language actually from our current mission statement so uh we felt that it was partnered that was still very much in alignment with where we saw ourselves going in the future why do we exist we educate empower and spot and inspire students to reach their full potential as lifelong contributors to a global society next our vision what is the ideal future state for sylvanas schools and we have the vision that sylvania schools will be the leading school district in ohio we chose to set instead of saying number one that so often can be aligned with assessment data or some type of data point we look at our work much more broad in scope and we like to take a look at both
004qualitative and quantitative aspects of the district we want to be leading in the state with our programs with our services with our instruction with our athletics with our performing arts so forth and so on and we also have several belief systems core beliefs that we feel will really structure our work it's kind of the application our philosophy and how we will follow or base our decisions as we move forward the first is a focus or core belief in the whole child and that means educating the whole child supporting the child that we serve academically physically social and emotionally in addition to mental health and well-being we would like to support the style and and will support the child in a safe environment where each student may achieve their own personal excellence the board of education
005and members of the team have heard this before we have the opportunity to have students involved in the development of our strategic plan and i have to tell you that it was so nice to have them at the table to have a student voice and they were really honed in on personal excellence and how that is defined next in sylvania schools we believe that authenticity is a key belief making informed decisions and utilizing a systemic clear consistent set of expectations that support fidelity of implementation practice and operations inclusivity we value diversity equity and inclusion we believe it is our responsibility to create conditions that again you'll see this phrase promotes professional personal excellence and a sense of belonging for all students also we believe in collaboration we value partnerships input and feedback with our internal
006and external stakeholders and you'll see there's a unique word here community but it has the emphasis on unity our schools are the heart of our community here in slovenia and it is the shared responsibility of our school community and families to educate our children and this is a new mantra to our district 12 rooms one house it has been said in the past to me and those of you have heard this quote before when i came to the district we it was told to me that we are not a school district we are a district of schools and we really want to bring back the sense of unity that we are one community one school district 12 rooms that we really work together we intersect together we have seven elementary buildings that feed into three
007junior highs that feed into two high schools so we're always going to have a cross-section and we really believe in a sense of collective pride for our students i will say this was another tenet that we heard from our students who participated in the process that um the sense of quote-unquote rivalry between our two high schools they have really become more and more uncomfortable as they feel is taken on a life of its own and so they really want to have more of a connection of we are slovenia schools and we have two high schools but a sense of we are in this together um one of the things we've already rolled out is instead of the famous or traditional rivalry week we are having sylvania schools spirit week which sends a different message of
008we're here together we're celebrating together as one community with two of our high schools in competition with one another real quick those were comments that came from students students interesting yes i think joe you were there for that yeah um and we also have a belief in continuous improvement that we must be adaptive and responsive to the changing educational landscape to ensure that our students are future ready and that has we'll speak more to that when we get into the teaching and learning aspect of our plan but it really is what do our students need to be prepared for life when they walk across the stage albeit career albeit college or the military or entrepreneurial ship this is something that we really are having to look at as we look at what new or employers
009in the field are expecting from our students as they graduate and how we make sure our students have the tools to be successful so now we're going to move into the goal areas of our strategic priorities of which out of our strategic plan there are five we have teaching learning and innovation social emotional and mental well-being of students culture climate and communication facilities and then of course we'll wrap it up with physical planning and responsibility so with that i'm going to turn it over to i believe carla melissa and laura who co-chaired along with cheryl and i also believe julie sanford correct she participated okay i will hand this to you thank you so our team was made up of educators both um profession you know both administrators and teachers and what we did because
010when we started it was close to the end of the year so we started with an entire team in may and then because it was summer we gave everyone three choices for the next meeting so we made sure everyone met but they met at different times so what we didn't know at the time but we learned in the fall was that there was some confusion because the first group would have an idea and then as the groups continued the idea would change a bit so we didn't always have the same outcome as we thought we had so the first group didn't always get the answer that they thought that you know we didn't put up exactly what they wanted so when we came together at the third meeting we discussed that and we tried to
011pull everything back together so we had one voice in the end so it started out with a great idea that everybody could take their time but then we found out you know maybe that wasn't the best thing to do after all so our task we thought we started with where where we are so what data did we have that we were looking at and where did we want to be in five years we talked about the teaching area the learning area and innovation and technology so we took all those three and divided them up as we went along so with that said um what i put is where we are from the meeting that we just had in the fall so i know you've all seen the strategic plan so our big three overarching goals
012was number one recruit return and retain qualified staff so some of that fell into the hr department some of that stayed with us but that was our overarching idea when we started that we wanted to make sure we not only hired great staff but we continued with professional development to keep good staff as we moved along our second one was consistent student-centered environment and that is for the next five years we look at curriculum and we look at how our students are being treated in the classroom then the third overarching goal was mtss and that was multi-system support for all groups including all subgroups so that was what you've kind of seen from dr motley all along when she showed you the draft of the strategic plan when we met in the fall we started
013with our number one goal and that was to make sure that our administrators were instructional leaders and that's what we thought we were looking at as you would see in the big overall arching strategic plan that was our first goal was pd for our administrators but as we discussed this with the team they didn't want this top-down effect they didn't want the administrators having this pd and then kind of telling them what was happening so after two hour discussion their belief is they would like to have district pd that we would all be on the same page what does good education look like so what is the administrator going to see when they look at the classroom and what is the teacher going to do in the classroom so our first goal is to look
014around state whatever to find professional development that everybody can begin on the same page what we expect to see in each building at all times then the next step that we're looking at is which one i'll just you know as a side conversation when we started this many of the people on our team who have been in slovenia for years no one understand that we're a great district but after our two hour conversation they said you know we really don't know what we don't know we really would like to look outside of our district and see if there's anything that we should be adding so with that we our first visit will be to marysville school district because they are doing a partnership with the high department of education and knowledge works and it's a
015curriculum that's called ohio personalized learning network and there's actually the state has hired so many people throughout the state and we actually have one here in our area at the county who was paid for by the state and they are working through this ohio personalized learning network and basically from our understanding from our first meeting this would be that every student starts educationally where they are and we continue working through still the standards through all the expectations but more at their speed and more that they understand all of the curriculum before they move forward again this is just the first district we're looking at and we just want to get some ideas of what's out there if we're doing everything we can possibly be doing or if there's more we should be doing so that's
016kind of the direction our committee has gone today this conversation really came from our discussions about being future ready and innovation which is how they came to do that so if you also look at we've we've taken the steps in the big strategic plan and we've started working through some of them so some of them was department level meetings grade level meeting we're looking at course offerings we're looking at is everything aligned with the standards we're looking at the age of our textbooks slice subscriptions to see if we're on target there if we need to do anything differently we're analyzing instructional decisions so and mr zero knows more about this than i do every other principles meeting we will be looking at building data and seeing what direction we need to go and moving forward
017districts started that already in the spring they've continued it through the summer someone working on it already this fall so we're really trying to make sure that we have all groups being educated to the fullest so again our long-term goal is to hire the best staff continuous improvement or continuous pd because something else we learned is we kind of do some pd one and done and then when we hire new people they're not familiar with what we've already taught so we don't want it to be one and done we want to make sure all of our new staff is continually up to date on what we're doing and we want our technology to mere the needs of the students we don't want it to be the technology we think is important we want it to
018be the technology that the students need and dr motley said to be future ready [Music] and we said you know back to the beginning that we're all on the same page what our expectations are we feel like if we all know what everybody expects we all expect the same we'll all win at the end any questions for our part i just have one suggestion if i may i know today we met with um miss hoffman and ms conklin about our report card data and looking at similar districts and it was ironic that some of the districts that we are most similar to are not in northeast northwest ohio but in northeast ohio it may behoove us when we're starting also to look at what other districts are doing is to look at that list and
019maybe look at visiting those districts who have a similar population similar size and similar demographic and see if they're doing something that we can learn from or also we can take to them and they can learn from us because a lot of times if you go somewhere and we already think we're doing better than they are or we are doing better than they are we still learn from that and we still get ideas from that so we definitely can do that because julie has our top 20. absolutely thank you thank you lady so as far as the social emotional and mental welting of students i call this team member slash task force i'll get i'll get into the task force piece at the end of my portion but our members were dan greenberg teacher melissa
020mcdonald administrator alex thornton counselor kyle lacey administrator liz casey renee staff kate pink our counselors hannah mutrix uh school psychologist jill johnson is a board member julie turner and tammy goulding are both community members and then myself we had we met six times starting back in may and before i get into those six meetings i'm just going to touch on briefly i do want to thank the teachers and the entire committee first of all but especially the teachers and counselors and psychologists whose school year ended may 27th four of our meetings took place in between june and july and and i didn't come up with a great idea that carlo's group did and gave options in order for all of us to stay together we picked a date and said here's what we're meeting and
021those people who are outstanding and showing up and i think it really shows the [Music] the the work ethic they have and how they want to help move this process forward our process was a little bit of a struggle early on it was a challenge i'll be very honest this is the first time since i've been in this district or any district actually involved in the strategic plan where social emotional mental health was one of the overall sub goals i think it's always one of those things we address in the other goals but to actually focus on it as a topic it became a little bit of a challenge especially those first couple meetings we came in with an agenda that we never touched it was a lot of venting on things that we needed
022and i think it turned into some of the things that the teachers and staff wanted administrators as well so we finally did break it down after about two meetings we just said hey we get we have issues we have systemic issues that we need to address as most districts do when it comes to mental health students what do we have and then what do we need as we move forward so with that being said we came up with the overall goal that we will create a social emotional systems and supports for both students and staff within the next five years so at the end of the 27th school year we will if we're in the same place five years from now we'll have these items in place where if we come up with a new
023strategic plan we're not venting about things for two meetings we can see how we can refine those goals and sub goals we have in place some goals we came up with were curricular programs staffing essential responsibilities and job descriptions student wellness and staff wellness even though the overall goal of the topic is well-being of students is we're all well aware if we don't have a positive well-being within staff that's going to have an impact on the students it can have some negative effects on the district and that's why we focused on staff as well some priorities for this school year or some some immediate needs and some of these have been completed as we talked this summer one we want a consistent i put digital because that's what we're going to put a consistent pbis
024curriculum for our elementary grades we do have that and i'll talk talk more about that as we get into this um go ahead ppi peace positive behavior intervention assistance thanks we also want to connect with our staff parents and students to evaluate the effectiveness of the program and then we want to evaluate you know the feedback that we've received and make a recommendation i save for the junior high for the 23-24 school year but it could also be if we make changes to our elementary curriculum as well for staffing one of the big issues that that needed to be an immediate fix and we wanted to take on and we've addressed this as well was to address the ap testing in our high school that's just the actual testing for advanced placement is a three-week
025process in may and that that doesn't include the other three weeks it takes for registration facilitating the tests sorting the packets finding this appropriate space etc that was falling on our guidance counselors in our high schools and it was taking them out of their day-to-day jobs of working with kids and meeting their needs for about a month and a half starting in the spring so we've made a change that going into this school year that's going to come off our guidance counselors that's going to be taken on from administrators whether it be our student data and assessment director as well as support from each of the building teaching and learning administrators but something where we're keeping our counselors involved with the social emotional aspect of our students not on ap testing we want to continue
026this year to evaluate in-house staffing relative to national and state recommendations as well as local staffing in our surrounding districts on what they have in place for social emotional students essential responsibilities and job descriptions another one that was an immediate fix that i'm happy to say we've taken care of is was to establish and follow a substitute protocol with least impact on school counselors after we came back from covet or even during copenhagen session we were short on subs and josh is well aware that as a building principal as well as the hr director human capital director where we had to have a lot of teachers step up in our building to come to those empty classes the problem with some of that was we had counselors leaving their office to go fill classes as
027well we've realigned that hierarchy where those counselors are a little bit later in the list so we can hopefully keep them again focusing on social emotional needs instead of substituting i know our sub pool is better i don't even know if we've had to get into too many uh teachers filling at this point so hopefully that that that's eliminated itself if not counselors will fall farther down in that in that hierarchy like i said we want to audit and evaluate the job descriptions of the roles focused on mental health a lot of those are a lot of those that are listed are new ones our counselors and psychologists have been in place but we are you know within the last year the last 12 months we've hired a social worker a psychiatric nurse and then
028a behavior analysis through laura so working with our student support services um you know let's evaluate what those people are doing let's compare that to their roles responsibilities and job descriptions and make changes you know this year as we move forward with that for for mental health i put staff wellness before student wellness even though student loans does come first in our goals another thing we did is that we wanted to put in place right away we actually did the last couple weeks is audit and evaluate the overall well-being of staff members um i know melissa mcdonald and student support services has been working with beyond healthcare i know laura led that initiative of bringing them into support it's a one in five recharging connect it's a support they offer virtually to staff two times
029a year as well as uh 30 minute monthly mindfulness sessions i know we had our first one of those last week we've also sent the survey out for our staff as well just to see what how they're doing and how they're feeling mental health-wise we'll continue to evaluate that a couple other things we want to do is this year is re-establish the wellness committee initiatives i know dr motley has been involved with that even last spring and then remove the stigma from our eap program our employee assistance program i think a lot of our employees feel and i would as well i'll be blunt if i was recommended if i was struggling with things outside of school or even school related things that had an impact on my mental health and i was told hey
030why don't you go talk to hr and see what systems they could give you i think that immediate reaction is oh my gosh i'm struggling and i'm looked at as a bad employee and that was kind of the consensus of our committee so we want to work on getting some some more communication out on what that eap program is what it can provide it is a proactive positive way to to connect with staff rather than always being reactive so we're going to work with human capital on that and then as we do as we've done the last couple years offer mental and helpless health and wellness options for staff at our annual pd day that's coming up on november 8th what are some things we can get involved in i know melissa and laura again
031are working with beyond healthcare one in five on some options that we can have for teachers on that day student wellness is a little bit different and it's it's more of a work in progress it's one of our sub goals that we don't have any immediate fixes for i think we have a lot of quality strategies in place with our counselors our psychologists with a psychiatric nurse we've added a social worker the beyond health care so we have a lot of those things in place but we also want to work with an outside agency and i'm going to talk about them here a little bit before we dive deeper into evaluating student wellness renee stack as most of you may know she is a counselor at stranahan she's working on a doctoral program right now
032at the university of toledo on mental health and social emotional needs of students and we actually had dr wendy cochran and dr brandon wood they came in from the university of toledo southview applied for a grant about a year ago where they came in and worked with just strictly southview's pbis system and how they can move forward as a building and they came in during some of that great time and spoke with our group um one of the things they talked about is before you just throw this survey out to students and where they're at with their needs and we know those on a daily basis like i said with the interaction between counselors and psychologists etc before we find this i'll just call it an epidemic that there's a mental health issue with south
033wars we want to make sure we have some responsive services before we just send this out we get this feedback and it's like okay now what i'm not saying we're not going to stay responsive to our students we do that every day and i keep repeating that but we want to work with them hopefully them but we'd like to get some more feedback from an outside group they would be great they're willing to to contract with us they have familiarity with the district working with southview obviously renee has a little bit of pull now hopefully being a student there we can we can work with them on how we can better meet the needs of our students when it comes to student wellness for the school year um just the last couple items essential actions
034that take place by the end of this year i know i said in the beginning that it was our strategic plan team as well as our task force those 11 members along with myself and i'm very i'm thankful for this and i've told them that um but it was one of those things where we put in a lot of hard work coming up with these goals and sub goals but the positive is i think even more positive than doing that work is we're all going to stay together and continue to do like like we said a couple times this summer the easy work's done now we have the goal set if you guys want to prove them but now we have to focus on the hard work in addressing these needs and some goals in
035our district so i'm happy to say we're all everybody is willing to stay together um and and start we have our we have our next meeting on thursday so we're not just done with this work we're going to start diving into the goals so we're going to continue to work with union and district and school personnel all those people on our committee to to implement an effective system of supports for students involving curriculum staffing essential responsibilities and student staff wellness by the end of the school year that ties in with our short-term goal is to focus on immediate items that can be addressed to meet the needs of our students and then the long-term goal is kind of goes back to our overall goal where are we going to be five years from now our
036goal long-term life that had a reliable system of supports for students and staff and the latest schools by the end of 27 school year that we're not banging our head against the wall trying to come up with who will have them in places that's social emotional and mental well-being of students jill i don't know if you had anything before oh i have nothing to add cover that quite well i wanted to know did you also i believe you spoke about this in partnerships for example with spa which i know i think uh no julie your own spa was there a conversation with partnering with agencies within absolutely okay absolutely continue to do that but as far as like the student wellness piece we're probably gonna i mean spock could be a part of that there's
037their partnership now when it comes to right um but maybe invite them to the table i'm sure they would appreciate it question the um in your conversations and in the goal planning and this may be actually something that happens and i'm not aware of it the is there professional development for teachers in terms of i mean they're sort of the first line of defense with students and educating teachers on what and what to look out for or i mean i think there's obviously mental health stigma associated with all kinds of i don't know just things stigma breaking education yeah that type of those are some things we'd like to look into um coming up in november it's tough though and we've talked about this in our committee i think people who work with them i
038don't know it like you know walk around with the call or the sniffles or it's it's a silence it's a good way to put it back and it's really hard if kids aren't going to talk about it i mean we have to find ways to connect with those kids and the other issues for that matter the other piece is parent support i know we're supporting and i know by supporting students we're supporting parents but i think there's a lack of parents who may be struggling like with their children and whether it's anxiety or eating disorders or other mental issues going on where do i go what do i do who do i call um so hopefully the and i know it's only one and i know melissa is meeting melissa mcdonald's meeting with perrysburg this
039week who just hired their second but we did finally get a social worker that can hopefully help with those interactions with families and resources i mean going to my first question i guess i just i'm hoping that we're looking at you know do parents say okay hey my kids got anxiety or hey my kid do they go to a teacher and and divulge that without coming across as hey i want you to treat my kids special or hey i want you to give my kids some spa which nobody really wants i just want you to be aware and how teachers react to that if i may one of the actions that tim talked about is that partnership and that collaboration with beyond healthcare so timberstone is kind of serving as our pilot building for that
040this year and what we did is they did serve a building survey and then based on that data we built the services for that building and that included um staff training so one of the needs at that because every yes we're one house we have 12 rooms but the needs might be different so one of the needs that arose from that staff was more information and training and like trauma informed care for example so based off that survey that we used to implement that tier of support in the building timberstone was able to reach me on outside of the united here and they brought in the esc of lake erie west to provide a since it's going to be a year-long cohort both specifically focused on trauma-informed care um another thing is it's um with
041that partnership with beyond healthcare that we're implementing it supports family involvement as well so it's like making those school-based connections but then being another layer of support able to have like if the need is there what sorts of outside groups are necessary there's a need that extends beyond the school day our teachers have had training in different buildings at different levels so we're trying to make it cohesive across they've had they participated in the trauma book study do the efc and the esc now has a has a person that works directly with lucas county families for resources for a family so great thank you so our plan i'll speak for melissa here our plan with the implementation of beyond healthcare at timberstone is to kind of let's build it let's go slow to go fast
042let's build it let's create because this is something brand new that we've never done in sylvania before let's kind of um package it and then be able to replicate it so we can replicate it faster than we can build it but we want to take the time to build it well so that we can say the next building okay here's you know implementative ability we packaged it this is the script and even though it might look a little bit different because everything's going to start that building survey we know we talk about what is on our buffet services our professional services and then we can enroll in more questions great thank you all right i am going to talk about our priority area of culture climate and communication those are the committee members we had
043a pretty diverse group on their board members sca members opc members we tried to stretch it across quite a bit of classifications you'll even see we brought in transportation as well to try to get input from all the relevant stakeholders we had a meeting in april and like tim had mentioned his very first meeting it really became i had to tailor it down to try to refocus everyone but they really we're looking on you know some of the pitfalls that we have experienced some of the things that we need some of the things that are missing some of the past things that people were just weren't happy with and that was in regards to a lot of the communication that was going on uh one thing that are in the notes and i forgot to
044mention so amy and don watson co-chaired that committee with me your credit we did come out of that represent meeting though and i have it in the notes here and one said that climate and culture are completely tied to communication and so i think we realized that some things that came out of that meeting that were missing we noticed with the changeover we really folks didn't know who to call so little simple things that they weren't sure when they needed something who to call you know they even mentioned that we were supposed to have a district directory we haven't had that for a long time and then a few of the other sidebar conversations in that first meeting were in regards to establishing josh i did have a like for example this is our old
045one and it's from 2021 and before that everything was online yes i do believe um and we'll talk about the directory in a minute because we're already in the process of moving forward with some of that some of the things that we were looking at is establishing operating standards and procedures as well as long-term lies looking at things like employee handles and those types of things just so that the communication is clean and clear which i think was what they were really talking about that was lacking after that april meeting again we had lots of discussions but nothing was really formal we had very much next month in june and uh we were tasked at hand tasked at hand in june we have had two and needed to walk out of that meeting with our
046goal and some immediate small school small scale action steps so we did so in the june meeting we landed on our goal developed a plan that will strengthen internal and external communication maximize community partnerships and promote an educational environment in which individuals feel supported connected empowered and respected very respected how we're going to do that the committee is going to continue to stay together and work on the action steps that you'll see here in a few minutes we're going to have to meet here at the end of september beginning of october to find out exactly where we are and how we're going to accomplish some of these action steps i'm going to show you here in a minute we felt really good leaving in june where we were at we had a small handful of
047action steps so we had a jumping off point we knew that the majority of our committee were going to scatter over the summer and what we didn't want is it sounds like what happened with your group is to have people moving in all these different directions we want to stay together as a whole to try to tackle these action steps so these are it and i'm glad that we are going to meet in september and october because what happened is when we left our meeting in june there were a handful of action steps and over the summer that handful grew a lot because i don't know if you noticed the trend what happened is all these other committees and all these other priority areas have these great ideas and great things that we need and
048what happens is that they tend to fall under the culture climate and communication portion of that priority area so these are the action steps that we have there's quite a few of them i don't want to read them word by word but you can see them up there a couple i'll highlight there's the one updating distributed district staff directory annually again this is one that's not a very hard task to do it's just a task that needs to be done and cheryl is already working on the front of that to develop the digital portion of that when the digital portion is done we'll then get hard copies out to folks problem that we had in the past with that just as a sidebar is that we would do it and then things would change people
049would move buildings and it didn't really live anywhere so i'm going to take ownership of that on the second floor so we'll be in charge of once it is up and running to make sure that it's adequate and updated the big one on there is evaluate the current communication processes that's i think one of the things that the committee is going to have to tackle this year is how are we communicating out to people what are we communicating about is it to the right person what avenue is it going through review analyze and update job descriptions tim had mentioned part of that again that's going to fall under that consistent operating procedures uh review hiring practices we want to make sure that we are able to and can handle can't hire the best candidates that
050are out there and then retain them we do know there is that teacher shortage that's out there so we're going to have to evaluate how those processes work this is some long-term goals on this slide you can say develop and publish a new employee handbook that is something that's going to take some time to look at and work with both of our our unions to make sure that what we're putting in there is what we have in practice again really developing consistent standard operating procedures which i think is really needed and uh one thing that we can talk about district wellness committee is not here as well so that's part of ours as we jump down there too big thing is there's a lot of items on here and a lot of work that's going
051to be in front of us so the next big question we have is how we're going to do this and that's where the committee is going to reconvene in september and october we will start looking at our action steps and figuring out all right who's going to do this when is it going to be done who's going to be able to do it so that none of these fall off we want to make sure we feel that all of these are important and we need to tackle all of them over the next four or five years of the strategic plan okay so for our facility plan these are this is the group that was on our plan um as you can see we had a quite a diverse population on our group we used we
052tried to have a reference a representative from high schools junior highs elementaries oopsie we had a student that was wonderful as well as a community member one thing with our northview student that actually was on our group i have to say wonderful young lady um she was very open very honest from the student side of what she would like to see in the schools who would help develop our facilities and continue to grow the learning and in the ways that the students want to see it grow so she was wonderful so i thank her very much for that mr feller was our board member on there as well okay so our first meeting was april 27th um during our first meeting we got together and spent a couple hours discussing uh you know which way
053do we want to go what way do we want to go with our facility as uh you know everyone knows our facilities the majority of them were are were built back in the 50s and the things that we are doing these days with learning teaching um we're not really accounted for when our facilities were built so this is something that we had to look at so um we discussed some of the issues with the facilities um you know being at the hr what we have to do to operate and so on and so forth um we decided that we needed to put into place a new work order system and have a building assessment done so our building assessment which has ever been done in the district we had all 14 buildings in our district
054assessed by a company that went through um tagged everything with numbers that will tie into our work order system so we can track if items are being are breaking a lot and we need to replace them how much money are we spending on them as a district this assessment will also give us average life span of for example heating and air units we'll know that this brand of unit lasts around 30 years we're getting close to that 30 years on that unit we need to you know can we sink the money into it or do we just replace it and get new so we have that um how do we get caught up on outstanding issues so as industry we've kind of been on that that uh i guess repair mode so once it breaks
055we repair how do we get out of that mode how do we get caught up on the things that are broken and how do we be proactive and not reactive on everything so you know we're looking to look out and look for issues before they break and then going to to face those issues um how do we keep all the stakeholders informed you know not only our teachers not only our board members and our administrators but the community how do we keep them informed the community kind of mindset is we're spending money we have all this money we can spend this money we can spend this money but how are we spending this money are we spending it wisely what do we need to spend it on so if we can create something that will
056inform these community members whether it's you know a website or something of how we're spending our money each year through our facilities what are we looking to do moving forward you know we can look and say next year we're looking to put this this and this into this school which will create this this and this for the students so that's a nice piece i think um we met again in may to kind of solidify our goals and our action steps for these items that we talked about in april so in may we count by their goals which is understand the scope of our facilities the condition of each facility to determine future needs our strategy assess and evaluate each of our facilities via a district-wide audit which that was kind of our building assessment but
057with that building assessment we're going to do annual audits to come through see how we're doing on the the assessment and when do we need to do another way to keep up with where we are our facilities committee is going to be twice a year this document's going to be a very fluid document for facilities as we fix things other things are going to happen other things are going to go on we're going to come up with new plans for learning that may require different facility upgrades so it's going to be very fluid it's going to be something that that we're going to update twice a year on our facilities plan so kind of our action steps as you can see and i'm gonna touch on some of the really important ones is uh we're
058going to study on the learning space we're going to study learning spaces in the facilities meet with the principals meet with the teachers see what the needs are down the road see what what the you know five-year plan kind of thing is for the schools for their curriculum and how we need to have that ready from a facility standpoint our building assessment we have had them come through already alpha came through we did our building assessment we should have the results of that in february so at that point we'll be able to sit down dr motley myself some of the board members if you would like and add them and create a plan as to where do we need to spend their money what years do we need to spend it in and and look
059at that we're assessing all of our operations to see what can be done in-house if we can do it in-house and not bring an outside contractor in we're saving money so that's something we've really focused on even in our hiring efforts is what skill set does this person bring to the table is it a different skill set than someone we already have hired that way we can do more things in-house we're going to be focusing on on things that are not cosmetic for the next few years um yeah you'll have your cosmetic items that need to be done but we need to have a larger focus now we need to have a focus on you know getting things up to where they need to be from for a teach anointing and a technology standpoint from
060from all of our for our students so we're going to cut out a lot of the cosmetic wants and we're going straight to the knees that this needs to happen it's going to the front front burner maybe what else is saying regards to safety as well correct yes yep yep because i know we have some chairs at south view that we need in the auditorium we need we need to replace some seats um everything we are everything we are going to do is going to be based on a couple of things it's going to be based on safety learning and then do more cosmetic ideas so safety is top priority learning and then cosmetics so um our new work order system that i spoke about that will be tying in with our building assessment that
061will begin on the 26th of this month we actually just had our training on it so it's a wonderful system we've spoken to a lot of different school districts to use it and they're very happy with it and i think it's going to allow us to operate more efficiently and more effectively we're going to create a decision rubber that we're going to use um annually to kind of base everything that we do often so every year when we look when we look at this we're going to create that rubber and we're going to decide what what is necessary and what is an unnecessary offer off of the rubber and you know what can we afford and what we what can't we report afford now of our need to be honest with creating a specific plan
062to be transparent with the board staff and public we're establishing a district pm plan preventative maintenance for those in the audience sorry that's okay preventative things plan if we have proper preventive maintenance we make sure everything's greased it needs to be greased make sure everything's clean that needs to be cleaned in a timely manner that should eliminate a lot of the retroactive repair situations that we're having [Music] keep keep it up keep it good extend the life of our units to help save us money that's basically what i have any questions yep i have a question shoot um the committee members is there a reason like there were no teachers or sca members did they just not want on this committee yeah nobody had what was interested really i mean we invited even more we
063might have right double what was on there and times didn't work out for anyone we actually had four more students we wanted as well we would like to have had a student from southview and the students weren't available either it was track season at the time when we were meeting right it just surprises me because i get so much feedback from teachers about issues in the building yeah the teachers teachers are going to get more involved as we're going down the road um you know we start doing the assessment with where we go to the buildings and we assess each individual building with the principal and the needs that's when we're going to get teachers more involved with that as well to see what they need okay all right thank you [Music] thank you and
064we're not going to put adam on the spot but just for the fact that folks know that adam just joined us as a treasurer on august 1st and had to put words in your mouth adam but i know you do plan to add a component to the strategic plan once you kind of get settled in your position and have an opportunity to assess our financial situation beyond what you already have yeah correct absolutely i definitely look at it as what can i do financially to help support the district initiatives in this strategic plan you know build budgets uh in collaboration with the departments and and the buildings to uh support the need of their um of their work year in and year out so excited to jump on board be transparent and communicate with the
065public on where our money comes from where it goes and support our students and staff thank you and for those who may be joining us later or watching this at a later time i do want to announce that we will do a provide a state of the school's presentation on tuesday october 18th that meeting is scheduled for 5 30 and it will be in the northview theater where we will again go over components of our strategic plan with other nuances as well i believe adam's going to give a financial update during that presentation so we invite those our families community member members stakeholders to join us at that event as well as our board members what time is it i want to say it's 5 30. ready hopefully you got to save the date from
066the doodle poll if not we'll make sure you get it i don't think i did i didn't get maybe that you didn't get one i knew i got the doodle pull but this is when i this is the other one yeah i didn't know what it was okay we'll make sure you get the doodle polls and make sure you get it in your calendars for sure i just put it in my camera you're good thank you we're good all righty this doodle polls i tell you they're going to be the deaths all right mr feller that's the conclusion of my superintendent's report thank you to our team members thank you to all the teachers and community members who participated in this process we've it's been a year a long undertaking and we do appreciate the
067input from everyone involved including our own board members again community members business owners the ministerial folks in our community parents thank you so much we couldn't do it without you great thank you this is our first opportunity for public participation for agenda items i'm guessing no so dr miley we'll be back with you thank you mr feller i recommend item 4.1 which is the acceptance of gifts we have a donation of a baritone horn at timberstone [Music] uh julie yes kim yes greg yes jill yes thank you i recommend item 4.2 for approval you'll note overnight field trips for students from our buildings you'll see the first one is for south view of south view cougarettes to perform at the alamo bowl which i think the superintendent should be allowed to go also we have
068our north view high school cross country players who will race in culver indiana and then we also have 11 northview school dance team members to perform also at the alamo bowl which is in antonio texas december 26th any discussion julie yes kim yes greg yes jill yes thank you i recommend item 4.3 the approval to make a revision to the exempt salary index and schedule for the position of social worker a second any discussion julie yes kim yes greg yes joe yes thank you i recommend item 4.4 which is an agreement with the northwest ohio educational service center this specific agreement is for a hearing impaired classroom and related cert related services for speech therapy i'll move approval a second discussion um quick question this and the next three they're all these three are all
069different yes they are services yes they are okay just one clarify anything else all right calderol julie yes kim yes greg yes jill yes thank you i recommend item 4.5 for approval this is another service agreement for a hearing impaired classroom and also related service i'm moving i'll second any discussion called julie yes kim yes greg yes joe yes thank you i recommend item 4.6 another agreement with the northwest ohio educational service center and this agreement is through between us and the center for the services provided at the independence education service center [Music] a second any discussion called julie yes kim yep tammy greg yes jill yes thank you i recommend approval of item 4.7 which is an agreement between our district and the green options for autism of lucas county a second any discussion
070julie yes kim yes greg yes jill yes thank you i recommend item 4.8 a memorandum of understanding with grad point through our district and with the mou with sca this is an annual item for our grad point coordinators i'll move approval a second any discussion caller julie yes kim yes greg yes joe yes thank you i recommend approval for item 4.9 which is a transportation contract as noted i'll move approval now second any discussion this is for uh transportation from last school year it is for a special needs student and so why wouldn't we have entered into this previous yeah i'll have to pass that to tim do you recall i know we were working with laura on that no we were and she just left but i think we were we were paying them
071retro actively to archbold i believe so it's a reimbursement from last year correct did we not know about it yeah i mean that's my question as to like that's a good question and i wish i would have had laura right here because we did talk about it and i had the same question if it was this year or last year agreement beforehand yeah and no like we're saying hey we can't transport it they're saying we'll do it for this one for some reason this just seems and we discussed this and i'm going to ask the gentleman in the room to help me with my recollection because i want to say it was missed because this was during the transition in which our former transportation director left the district and i believe this may have been
072missed and should have been placed on the board agenda but i do know it was something that we are paying retroactively i mean yeah because it was signed on july 5th of this school year yeah this school year it says this is retroactive it is to october 25th so i guess i have questions about this well we can certainly we can table it and revisit it because i think it's appropriate that you have your answer your more information absolutely i guess mike are we going to have this again right are they doing it again this year i i don't i can't speak to that i don't know the individual child's placement for this year because it would be noted in their iep but it could be a possibility i'm sure depending on if the child
073is still there i mean they're just going 10 miles away i've got it with an arch well it's that it's 10.3 miles one way 20 miles per day it's that leap does this have to do and this is more than the payment in lieu statutory amount so is this because and that was my other question we're paying mileage is this is this not payment in lieu of or is it it is not payment different because it's special it's a special school yeah okay we could certainly table it so we don't want to make more information can we note that in the minutes do you want to just mess with john yes somebody just somebody just make emotions i would make a motion to withdraw it and table it for another time thank you i'll suck
074it discussion what i will be sure to do is ask laura oh i'm sorry for discussion i will ask laura to provide us with an update this week prior to soup notes so you have and probably jim too yeah he would he would know that some of the background mm-hmm julie yes kim yes greg yes joe yes thank you i recommend item 4.10 a recommended administrative stipend for ms debnish hello approval second discussion julie yes kim yes greg yes joe yes thank you mr fowler all right mr diversity we're with you yes i am recommending approval of items 5.1 through 5.8 gets sent to agenda basis 5.1 is for hire of social worker 5.2 is a licensed new teacher 5.3 are the aspire able staff 5.4 licensed substitute teachers 5.5 licensed substitute teacher resignations 5.6
075our unpaid leave of absences 5.7 is licensed extra duty and 5.8 our licensed wrestle mentors i'll move probiotic percentage basis items 5.1 through 5.8 oh second any discussion all right caldwell julie yes kim yes greg yes joe yes thank you i recommend items 6.1 through 6.5 on a consent agenda basis 6.1 are classified new hires 6.2 are classified resignations 6.3 is a classified termination 6.4 classified personal changes and 6.5 are classified unpaid move approval for item 6.1 through 6.5 on a consent agenda basis a second any discussion julie yes kim yes greg yes jill yes thank you i recommend approval for items 7.1 through 7.3 on consent agenda basis 7.1 our supplemental positions for the 22-23 school year 7.2 are for student life guards and 7.3 are athletic volunteers for the 22-23 school year i'm
076voting for on a consent agenda basis item 7.137 a second any discussion um i had a quick question and we've got the junior cougars football coach and obviously the season has started is it he had pre-approval he has all this stuff in and had pre-approval work we just need to get wordpress okay okay um i've heard some comments about that particular coach okay um i'm not sure it's appropriate to discuss right now let me know thank you for the julie yes kim yes greg yes joe abstain all right now we are at board committee reports okay i have nothing tonight well let me make sure um no yeah i'm i have nothing um jill went to this many schools i didn't get to go because i was oh we're telling that about repelling down the
077building yeah you know yeah yeah i'm sorry that i had the heart i'm sure your meeting was much harder but no i have nothing thank you okay julie um yeah you all should have the invitation for the athletic hall of fame for the foundation we actually have a foundation meeting this week i'll have more on that next time so this is october 22nd if you can attend uh let's see spa but we had a meeting actually forgot my notes on our last meeting but they did talk about usually they do red ribbon week every year that they're gonna do it in conjunction this year started with i love olander day which i think is this upcoming sunday and they're gonna have like obstacle courses so they're they're kind of shifting what red ribbon week looks
078like so okay that's good to know yep oh and i did go to collaboration day we were invited by dr motley to go to that focus 3 presentation honestly i went i was just going to stay for you know like 15 minutes but it was really good and so and actually i think i said to tim like i thought it would be very valuable i don't know if anybody else had an opportunity to go but i thought it would be very valuable um for us as a board to do so that's all what was it the focus three that was on collaboration day over and like they offered two sessions a day so it was sort of like building culture and climate in a district and how honestly it was way more interesting i wasn't
079sure that it was going to be perfect to a board member but i would show up if i'm invited so i went and then i ended up having to leave like 10 minutes but it was really good so that's the e plus r equals o on tim's laptop so i actually think we should look into you know the guys in texas it might be cheaper for us to go to texas i'm just saying it might be it's expensive like january when it's cold yeah um we had we had a transportation committee meeting last week um i think a lot of those notes were in the suit notes so you guys all got the highlights but and i forgot my notes i was gonna bring my notes i forgot but the one thing that sticks in
080my mind is we have right now 61 drivers and 64 routes but we have a potential seven starting the training process so hopefully what you just said about the transportation meeting and also the slovenia city services meeting um i've been asked to be on an ad hoc committee to discuss child care and that's what we are doing right now so i think i'm going to participate on the task force perhaps the after school preschool yeah yeah scs what's the topic just the fact that they're not in every school anymore we're looking at the provision of services and [Music] making sure that they can be adequately provided all right and the second opportunity for poker participation since there's nobody here just let me know uh we do not have executives tonight so i will make a
081motion that we adjourn second adam colarol julie yes kim yes greg yes joe yes