School Board Work Session 11.19.20

001all right i'm going to call to order this november 19th regular board work session like um seconds to get carla set up before we start the meeting it's really quick i already did it i already called it to order i'll hold off on saying anything else though there was a ray of sunshine today and then the clouds came james are you calling yourself the cloud because that's what happened when you came in my office yeah didn't you see the clock parted all right as soon as sarah's back at her desk we'll get it i'm going okay thank you chair i'm back so um parole call all directors are in attendance um we we have a meeting agenda is there any action i would move to approve the meeting agenda as presented second okay it's been

002moved by chris second by amanda to approve the meeting agenda all those in favor aye aye any opposed okay um first up our action items uh policy review first reading so we are not um i think the goal of this conversation is not to approve these policies that will happen at our december 3rd meeting but what i'd like to do is get to um sort of resolution on what those policies are going to look like if we can um in order to approach that conversation with some some predictability um so with that uh we have three policies before us uh one is recommended for deletion i think that one is uh possibly the easiest one i'd like to tackle these one at a time iibg policy committee do you have any comments about this one

003the recommendation to delete it was it was a bit outdated and technology doesn't stand alone in our system anymore it's part of what we do okay rob and amanda anything to offer on that one or okay all right so that one's going to come forward for deletion colleagues on the board any questions of the committee okay next up i'd like to jump to jba gbn which is the sexual harassment policy and i'm going to ask because i saw an email exchange between chris um and lisa so i was going to ask chris if you introduce this and then we'll hear from the committee and figure out how we'll move forward on this um before i do just so that the board is aware we as a district are out of compliance i think this is

004a district 22 issue or it's a matter of the policy needing to be um adopted at the time that osba provided it and the first reading that we saw was at the beginning of october and their recommendation was to um move because uh the the legislation had changed the law and now we have the older policy in place until we adopt this um the the other thing that i would say is that i did um i i we did see an email and maybe chris wants to speak to that but i did look um and went back to osba specifically speaking to our pace lawyers around um some of the terminology and wanting to be clear that it's not their recommendation to um make the changes um and so i just wanted to state that

005i did look back into it one more one more time after the email came through um policy committee i'll start with you chris okay um so the the email that uh lisa is talking about after we had had our meeting i went back to the referenced ors the oars and the title ix document um and i just like to say it was fascinating um i also went to six other districts and looked at their policy the same policy as well there were a couple of things that i had found because i was trying to find two things i was trying to find where the sentence and the sentence that is is in question is on the last page it's the last sentence above the paragraph leading publication it's in the no retaliation section and it

006was about a false statement and i wanted to check and see where that came from and it came from the title ix document and it came from the update that was the may 2020 change lisa's shaking her head that was where it came from and there were two things that i found there and one of them was that the paragraph leading above and be below that talked a lot about that particular section referencing college level student to student activity there were other places in the title ix document that talked about some of the title ix sections didn't apply equally to elementary school or middle school or high school students as they did to college students so that was one thing i found in others i found some of the school districts and the ones i

007looked at salem beaverton portland david douglas reynolds um and the only one that had that language in it was salem and salem does not use osba as their policy uh writer they do it themselves with their own attorneys um so on that part of it i was less inclined to um that we needed to keep that statement in um the other part that i would like to ask um on behalf of the the general information for the group is mr hugh whether or not not in related to a sexual harassment but any someone stole from me and i made a false statement is there a way to address that that we don't have in policy that it's part of conduct same way with a student to student if they made a false statement do we

008have a way mr cook to address a student to student without having it be calling something a false statement in this document when when if it's between staff to staff and they make an accusation against another staff through your investigation we have findings and if we find that somebody uh reported falsely with intent then we are able to discipline the the person uh based on you know our findings and so we do have a way if it was through staff to staff to be able to investigate and then again if it was proven that somebody maliciously filed a false claim against somebody else we could uh render disciplinary actions based on that information but that doesn't have to be in the policy for you to be able to do that action that's considered part of

009the employee correct conduct okay and then mr cook same thing with the student to student very similar we could if there's a false statement made or there are policies against that as well making false statements and kids can get we can find that in our findings and make decisions about consequences based on that okay and so then my final part on this is that we do look to osba to give us recommendations they have had their attorneys look at things that's what we pay for and um occasionally there are places where there's there's some room that we can make an adjustment without harming our district our students or our employees and um the osba would would err on the side of caution that's the way lawyers do things they err on the side of caution

010so with all of that um from what i had looked at and after we had our conversation with the committee it seems like that particular sentence could come out that it was not going to harm the policy nor was it going to not allow us to investigate anything that had happened it would be it would come up in the course of the regular investigation and not delineating between a false investigation and an accurate or real whatever word you want to use but it doesn't take that into a separate category just says we're going to investigate and that's the end of that so that's that's where i was um could you could you direct me to where the um false statement references so it's on the last page and i don't know what page it is

011it's page 12 11 in our our page in our document okay it's page 8 of 9 of the document itself so on page 8 of 9 of the policy there's a paragraph that says no retaliation and there's quite a lengthy paragraph and then there's a sentence that starts with charging an individual with a code of conduct violation for making a material a false statement and that's the statement that is not universally in all of the policies i looked at and seems to be one that we have other ways of addressing that rather than putting it in this policy in a way that makes it um a standalone statement okay uh amanda do you have any further things to say nope i showed up at like the last 10 minutes of that meeting so i don't

012have anything to contribute uh robin amanda we didn't go over this in the last meeting uh this was just i think came up based on taking it out of the consent agenda last time and not approving it based on the statement yes i am very supportive of taking that language out this is uh one piece of information that our students you know are going to be reading when it comes to reporting and a lot of times in cases of sexual harassment there's a lot of uncertainty around it and any language that we can take out to center our student experience and make them feel more uh more supported in coming forward and reporting i am very supportive of this and so i do think that this will make this a little bit easier for our

013students to report okay any questions from the board matt i see your mouth moving i'm not picking up any sound uh no not yet i do mouth read though no still not about now oh yes okay i had to take my microphone speakers on i'm sorry um just going back to lisa's uh initial comment that um osb is not recommending this to come out or the they're agnostic to it or attorneys or you know i think that so correct i first talked to this the the person that is ultimately in charge of just getting this information to us and that was her recommendation i then went forward and made a request specifically to the attorneys and it was was uh suggested and then my only thought chris was i went to the policies that you

014were looking at as well and what i'm wondering is if they had not been updated on the website by date and maybe you specifically looked at which ones had it or not my concern is if the old policy did not include that or and the new one did um that that might be one issue as to why it hasn't uh shown up but here's what i'll say to your question matt is um and this has happened in the past if we decide to strike something or remove something and we submit it and it's approved and osba is highly concerned then they return it again for us to um to review one more time with that with that saying that they that they uh are recommending not to post it that way so are they coming

015back to us on that second try or uh we haven't done it we haven't approved it and and submitted it for uh the policy yeah i just would be interested to know why they uh they're concerned about it but if we're gonna get us if they're gonna come back and kick it back then i don't see any harm in taking this out at this point that's at least my thoughts and i think when i did the review lisa i think some of the policies were updated which was surprising to me and some were very old and they needed to get their act together and get them updated um because i tried to make sure um on that as well i know since it since it changed and i think our first chance to get it

016on uh on our on our view was october i just don't know how many really got it on there and done so yeah but it sounds like we could go ahead and take it out and if osb really has heart attack about it then they would kick it back and say no here's why you really need to have it but let's let's take it out and then move this one onto consent agenda then are there any other questions from the board okay i yeah i i concur with what you i just laid out chris and appreciate your diligence and hunting down cutting down the language um so i i think what the board would like is to see it stricken uh lisa if you have if you get anything back from osba just uh maybe

017flag it to chris and the committee and i'd like to be cc'd on it but otherwise we'll get we'll get our yeah yeah we'll submit it after it's approved yeah we'll submit it after it's improved and we usually hear back um relatively soon with uh sounds good oh so we're gonna see it after the december meeting is when osb will review it yes oh got it okay then sounds good thank you all right our law policy is the newest one from the state um with the all students belong policy uh acb and once again i'll ask the committee to weigh in in the same order so chris so on this one um we had a long conversation about it we had multiple things because it's a brand new policy just trying to figure out and

018so i see that there are some things struck from it that it was a student policy and we didn't reference um employees or visitors um that that was was taken out i'm not quite sure why the paragraph bias incident was removed the other part we had been strongly encouraged again by the attorneys and by ode to not make changes to this [Music] and the only thing [Music] it looks like that all students belong and then to make it easier to find this was a search mechanism part if someone was looking up for hate symbols it would be really hard to find it in this policy because it's not part of the title it's not really you'd really have to do a clean search for it and i doubt that there are a lot of people

019that are are as good in string searches to find this policy so we were trying to figure out without taking out the title all students belong that was odes and the committees that worked with ode not just them as the five member board but other folks that they talked to and whether or not we could add something underneath a second like a sub title prohibition of hate symbols and put that in there um we were encouraged not to add any more symbols to it that there may be revision later but that wasn't where they wanted us to go because there was criteria that they were using about what was considered um a hate symbol disruption to the education right and this is one that we do have to have in place by january 5th first

020january 1st so so this is one that we need to have and i admit it's not a perfect one um but it's uh it gets us going and there are already some conversations with some board members in other areas of the state that don't agree with a lot of this for a different reason on the other side of the coin so it's um it is an emotional policy but it's one that needs to be in place and on saturday chris if you want to share that they invited us to fill out a survey and volunteer to be part of that advisory committee all that information is in the osba website and the session that was provided where we could learn more about this policy is recorded if any of us want to watch it again

021um it's there and um yeah and the link to the survey as well as there okay um amanda any um any thoughts from your end no i wish i could have been part of the conversation for this one but i do have a question um why is bias incident struck out what what was that yeah that was i don't know like that was me sorry i'm just checking what that's about i'm just curious yeah and so you know overall like the discussion was what is the purpose of this it's like um all students belong but really this is a policy about hate symbols and making sure that this discriminatory language and symbols are not on our campuses and so yes speaking about um hate symbols um renaming the policy itself bias incident and bias incident

022complaint procedures that's also in there are really inaccurate ways of describing this these are over forms of prejudice these are acts of intimidation and these are um it should be hate symbol reports right this isn't like um you know i'm celebrating christmas and i'm not acknowledging you know that other people have other cultural preferences and practices that during this time and i'm exercising my bias this these are symbols that are intentionally used to intimidate to express hate and that have clear defined definitions around it and so i thought that using bias incidents was was inappropriate i had also um made the comments about taking out some language around um that we are not going to use any around the disciplinary procedures that that wasn't corrected um it it tried i felt like it tried to

023minimize it you know if we have disciplinary procedures that we are utilizing in our districts then these need to comply with the disciplinary procedures that are that that we have i didn't think that it was appropriate that we were kind of like oh but we will not discipline if we don't have to um and then i also thought that that this policy was a bit too limited as they only called out nooses swastikas and confederate flags but this was a district liability question over student experience and so we were told that with time that we could expand it we just want to see how this is going we want to have a pilot program but i do think that this policy would be more effective if we had a list or if we could refer

024students to a resource to to support them and saying okay this is a hate symbol so that they can report it awesome thank you for clearing that up um yeah i do agree discipline disciplinary actions should absolutely be done um just an anecdote i remember when i was in seventh grade eighth grade middle school there was a kid he had a swastika in his locker and nobody did anything about it just because nobody on campus wanted to talk or have that conversation so i think it's really important that we do put disciplinary issues or measures in there so so what um so that's kind of a question that if you don't mind blake from mr cook um so what are non-disciplinary remedial actions what what does that generally apply to in other situations repeat the

025phrase for me one more time so what is it so it says the district will use non-disciplinary remedial action whenever appropriate so what does that look like there are times when adolescents are adolescents and children are children where learning needs to happen so instead of a detention things like that which may not teach what needs to be taught then you have that other option and we're going to have this conversation we're going to call your mom and dad we're going to do these other things and you use it as a teachable moment and try to get changed that way so that would be one example uh often that works is is restorative justice the other part of that is that could be okay and practices and i'm 100 supportive of restorative justice in nondisciplinary remedial

026action um however i do think that this is very that these are very strong offensive and that by putting that in there it really diminishes the importance of this it really trivializes it it minimizes this experience of somebody putting up a swastika putting up a news putting up a confederate flag because we are talking about those three things that we all know that those are death threats and use is a death threat and to say you know to minimize it by being like well we're not going to to use our standard disciplinary procedures that this is our first line of action i don't think that's appropriate well um i you'll get no disagreement from me but to add to what my answer was before i can give you a direct example of a student experiencing

027autism adolescent at the high school his social understanding was a challenge uh he was attracted to things like this his family didn't support it it was part of his disability and we needed to work through that socialization piece with him and it took six seven months to really do that i wouldn't want to put us in a position to where we're punishing a student experiencing those kind of challenges where the student wouldn't have a full understanding of the actions or what it means so i think that that's already you know clarified within our disciplinary practices right whether you're bullying and somebody doesn't understand that they're harassing somebody i would think that like if our practices are restorative um and that that's how we treat all of our students then we wouldn't have to call that

028out here particularly um and that's where i see the difference between you know bullying harassment it's the same thing this is bullying harassment but it's using hate symbols to do that but we don't use that language in our bullying and harassment policy but yeah as it pertains to these prejudice symbols racist symbols then all of a sudden it's just like oh that's the first thing that we we jump to i should hope in all of our practices definitely i'm all for restorative we should always do that first but by particularly within this policy calling it out it doesn't seem fair at all i would jump in and i i robin that was my my thought as well if if our other policies aren't clarifying that um and yet we we can have confidence in restorative

029um disciplinary practices then then i i would agree it's kind of a bit of a flag i guess my um my over yeah anyway go ahead and lisa i was just gonna say the other thing to keep in mind that we're aware is that this was something that was worked on through the summer and they're asking for it to be adopted however the the we were talking about procedures this is the policy and then the procedures the rules and others will follow and i think there will very likely be um an ar or other things that will continue to be added so a list could be um within that or it could be discussed later because i do know that when when it was presented to us it was the urgency and then there was

030also oh we have not completed the rules or the or the proceed you know the procedures um something also to keep in mind when we do receive our policy updates this is the policy update guideline that came with it um there are two things i just wanted to point out it said um the rules allowed adding the and it says right on the policy that there are rules that allow adding to the list of prohibited symbols but we strongly recommend consulting legal counsel before doing so so when we did say could we consider that they said at this time we do not recommend that for that reason the second is the rule also defines a bias incident as and requires related procedures and requirements sort of like what we're saying is we need to go

031into those related procedures and requirements later because these requirements are unique to bias incidents there is a separate complaint procedure if considering incorporating bias innocent incidents into other complete procedures please work closely with legal counsel so they're asking for that to be in the policy and um if we are going to add it or make it you know because you were saying looking at other policies then we would want to bring those policies forward to our council as well okay to just try to find the path forward so we have i'm hearing two stated issues one presumed future issue and i heard that from robin of this not being an exhaustive list of hate symbols and what i was hearing from you robin was you'd like to see in the complaint procedure some um some

032reporting um criteria or some some reporting process for prospective hate symbols that aren't included in this policy is that is that a reasonable representation well like if we if we could get like a there's other non-profits you know there's like a center for hate and and racism and they have a list of hate symbols if we could partner and say you know i as identified by this you know legal organization so that people will have a reference to use um i thought that would be useful rather than reporting seeing like additional resources for for kids to understand well is this hate or is this you know some other symbol and blake if i could um go back to the disciplinary section can that sentence just be reworded the district will use appropriate disciplinary remedial action

033as necessary so that way you're not calling out non-disciplinary you're just saying it'll be reviewed so a kindergartener maybe is not going to get the same punishment that a senior or someone that absolutely knows what they were intending to do versus someone who thought it would be a funny joke and neither is appropriate but if we just kind of reword that sentence so that says yes there will be consequences and it will fall in line with with other student conduct whether it's restorative justice whether or not it's something else that that requires more discipline i'm happy with that i'm also in deferential mode where i'm just trying to get this pushed forward as even an imperfect policy but i i'm happy with that um adjustment uh catrice i saw your finger go up the the

034good one sorry um i and i hear everything everyone is saying and i do appreciate the input and the that information um i'm just very hesitant to say make any tweaks to it because of legal recommendations for us as well and the things that we need to change can be done in our ars which is what really what applies at the school level the policy is a policy but we take the policies and make ars which are the regulations of how we operate um and that's where those things will count i'm just very hesitant to change anything um in this in this policy because of the numerous times we've been reminded as superintendents please discourage any changes to this policy so i'm peter on both sides i totally understand i totally understand that the ask

035i really do but again i think there's a different way to take care of that and that's through our ars which really are applicable at the school level not necessarily the overall policy itself and i think that's where it would be important for any of us who do have suggestions for changes to this policy to volunteer to be in that advisory committee and that was made very clear on saturday at the information session about that policy um so so i mean i recommend the recording because it was it was very informative i was glad i watched it or joined and the two parts that they did say that we could um easily strike are back in the very beginning that talk about all students are entitled and then it talks about all employees and all

036visitors those are struck um those are not required and i think let's keep it student centered right now and i just want to point out again like my values when i'm looking at these policies i am going to center students and i'm going to consider most vulnerable students that's one of um our values that we state before every meeting i know that the district has certain liabilities that it assumes by updating and changing policies but again when i'm looking at these policies i am looking at the impact on our students first and foremost and um i i do there are liability issues and i understand coming and they're student focused and centered and folks and focused on the most vulnerable okay um i i think in the interest of um so this policy is going

037to come before us in december and we have to approve whatever version we we have in effect um or be out of compliance with what the state is saying um i uh i hear that advisement dr pereira i'm again trying to discern the will of the board here um i'm i'm happy to see it move forward i think it's a huge step forward for our our state to make a statement like this and i'm grateful that folks advocated this way um i uh i also do hear the concerns presented by the committee and individual committee members of highlighting which ways this policy is perhaps imperfect [Music] i uh i'm going to go down a list one more time to identify what issues because i don't want to have to rehash them in december and kind

038of get one more last vehicle for comments and then uh we'll we'll try to come to some level of resolution so the first one has to do with the title all students belong um i chris talked about how this is not a searchable format most community members aren't looking for all students belong they're looking for hate symbols i took that at advisement really well i think that was smart of the committee to to bring that forward is there any concern over potentially having some hybrid title or a subtitle or anything that would make this document more searchable this man i just think that uh if you're gonna i'm no problem with the subtitle uh personally but it should be prohibition of symbols of hate because that's how it's worded in the document itself okay i'm

039saying general head nods that doesn't mean anything but any anybody want to rebut matt's statement there there's a chance for a fiery debate okay lisa um did you catch that prohibition of symbols of hate we'd like to include that in the title when we see it in december okay um those two employees and visitors stricken i have no issues with that any board members have any concerns with um those stripes okay we're going to move forward um bias incident uh director stowers had a concern over the use of bias incident being as these are more the symbols that are specifically referenced by this policy are not evidences of bias but evidences of intimidation um i i didn't hear any level of consensus was that the consensus of the committee not sure what we would put

040in its place then since that is um really kind of at the meat of what the um the ode committee had done so i'm not sure what else we would do in that well and that last paragraph or the last sentence in that paragraph uh biased incidents is actually defined and so that's your whole you'd have to change that word as well and i think isn't wherever this is this use of this ode came up with this so then we're changing the verbiage of the ode and i don't think i'm comfortable with that again as myra indicated there's opportunity and on saturday for uh some discussion uh for future updates and that would be a good forum for that and this is the definition that the entire state is using so i think it for

041this for ode and for us for for the districts it's i think it's very important for us to have common definitions and this is the one that odi is currently using so until that advisory committee decides to change anything i don't think we should change it either okay other thoughts i think this would be a good opportunity that we could use to be to lead by example and to make a statement that this isn't biased incident this isn't jokes this isn't something trivial that that this is real and that we take it seriously and that students and parents or anybody that engages in this behavior that we are going to take it seriously act seriously and it's not going to be misconstrued as oops i didn't know what i was doing um dr i see

042your hand i wanted to see if carla or amanda have any comments to make carla no um overall i do agree um not particularly happy with it either but i also do see the uh the timeline that we're under so i mean this is kind of just part of working in government i guess just kind of meeting that deadline and going back to it i would love to go back to it um i actually wasn't part of the conversation when we first had this and i really would have liked to have been part of it but um yeah we can just bring it up another time that'd be great well and we can and you can join the advisory committee or fill out the survey because i know time is is of lesson so you

043can fill out the server and provide that that feedback where is it like is it od it's in the ode website um osba uh sorry not only the osba website for the conference that we had on saturday um all the recordings are there the links to the surveys are there and to sign up to be in the advisory committee is there okay no thank you that's an osba advisory committee myra um it was cody invited people to join the advisor session on saturday okay um carl had no comment dr pereira like to hear yeah i just wanted to um again revisit that piece about the employees and visitors we do have visitors that come to our buildings we in one of the things with osa with the athletic switches these are put in there because

044of things that were happening at at events at schools so that protects employees and that also protects visitors to our campuses so that's why those in there and i understand that we're student about the students but these two were put in because of those reasons um and so without that they have no leverage at a game to say you can't have that on if you will if it or there's something that's being projected towards a an adult visitor i mean those things are in there because of those reasons as i understand it a question about that though if if they're at a high school game that there are students present then it seems like that becomes then our our baseline that it's our students and peripherally that includes people who come to it and i

045get where you're saying that but i i i wanted us to try and keep it focused so that we wouldn't get to where would we draw the line then because we don't want these things and i understand where the confederate flag may be flown but if we start with students have the right to have that then you can file the complaint because it was shown in front of students if that works um true but we we've had some issues that are at our athletic events um and i think every administrator on this call can tell you that we've had a lot of incidents with adults um and it's not just about kids um as well and so again we have an obligation to the visitors who come to our buildings as well as um any

046adults that are there present for the game um and beyond i see a lot of those complaints that come through from different districts it's quite embarrassing to see them to come from our district so again i i i'm not saying what you do is what you do i'm just sharing with you why i i understand those two things were put in there and being on osa board and having to deal with a lot of those things i i see this as leverage for school to be able to do what they need to do to ban up someone from a game or whatever it is so if the district prohibits the use of it at any of our events then again does it have to call out all employees all visitors if we say the district

047prohibits the use display grounds districts school-sponsored program service activity it's it's in the paragraph that says no it doesn't matter who's there um that this is not acceptable this is not our policy got it just letting you know why i understand why these two were put in there that's that's where i'm coming from with it again i'm not arguing whether it should be here there or not but i'm sharing with you why the uh the justification the rationale for putting those two in this particular policy so thank you for sharing that i think it's really helpful and i do think that you know upon hearing that and seeing what the issues are that that does sound like it's something that's useful to stay in i would agree with that thank you for the clarification okay

048our um superintendent's compelling speech just reversed course on on that on those two statements which i think is excellent that's uh i just want to make sure the board has a chance to weigh in if anybody is in disagreement with what the superintendent shared and and what now sounds like the committee is advising no okay then let's keep those statements in thank you um i'm uh robin i think your your statement is really well taken um it helps me understand how um a phrase that i don't know the intricacy of um can be misleading with bias incident what i'm hearing from the board is just a general spirit of let's pass this through i would encourage the board um board members to get on that ode committee to make the improvements that level um in

049fact i'd ask myra or or sarah if you already have the link to share it um yeah i'm actually i was just texting it to amanda but you need to log in you have to use your okay so uh yeah i was just texting it to you okay um if you could provide kind of a step by step possibly to sarah to distribute to the board okay that would be super helpful um and i lisa i'm i think we'll keep bias incident as it is for the december meeting um and and the board can uh we can deal with it at that point uh the next would be that or the last part that was brought up no we've got two more one is um the uh list of hate speech um hate symbols um

050rob and i i heard you share uh possibly broadening that list through an alliance with some or or reference to another a third party's list of hate symbols um wanted to kind of open the floor to the board to uh for any comments on this point well it sounds like we don't wanna or not we i should say uh the district's position is that we should not broaden that at this point uh just from a legal standpoint and based upon what we're hearing earlier from legal representation on the policy that we should not so that's where my stance is i don't think at this time we should broaden it i think the discussion later on would be it would be useful as well like the bias incident conversation are there any other comments from from

051the board on that point um one one comment i heard from robin and i just encouraged the district leadership and the board is welcome to shoot me down on this one if you'd like as you approach the ar is that a pre-packaged ar that's going to come to you i'm assuming that it will but it probably is going to stem from the conversations that osba and ode are are bringing forward with this committee i'm i'm certain that the rule and the regulation will be coming from more of because this even this policy came from a group of people working on it so i mean it will come from them yes okay my my advice and i think i'm um i think the voice in my head right now is robbins um but maybe it's not

052i would um some level of hate symbol reporting or a complaint procedure would be of great value to the district in particular that's my position the reason being hate symbols um first off are often locally or geographically significant even within our state and and unique within our state and i think also some of the lack of awareness there is lack of awareness as it relates to hate symbols um and uh a confederate flag for instance and which is stated and well should be um a confederate flag in virginia means something different to many people who might wear it on a t-shirt or something in oregon at the heart of it is a discussion that we have to have and that's what i want to make sure that we draw that discussion out so that we

053can see what local influences are disrupting students education in our in our district i don't know if i'm making a ton of sense but um i think leveraging that ar to have important conversations and giving us some insight into what how how do people see this stuff because um you know i know not all of us see everything in this discussion the same but i think we're all on board that these three symbols absolutely shouldn't have no place in our schools um i would imagine that we could probably land on a few more that maybe shouldn't be in our schools too but i think there's a wide birth of interpretation of what those symbols mean and we need to be able to have that community conversation and the only way to do that is to

054hear what symbols are are hurting people and intimidating people so if any way that that can get into an ar or a process would that would be my advice or hope does that work okay um next up is the disciplinary matter um director howitt or chris robin um amanda i think you were on board so basically the whole committee is coming forward with the thought that maybe um highlighting that this disciplinary in effect disciplinary action non-action is that that odd disclaimer dealing with that matter sounds like the committee is advising against having it um even right that's correct yeah and it kind of that's the one a couple of things that sound like when the committee of ode that was working on this as well as the other folks um that felt like something that

055they didn't realize that we have 75 other policies that have components of discipline or not discipline and we don't call it out in every one and so it just felt like a sentence they put in that i don't think we need to because we have we have discipline student conduct and um and so putting that in there we would give leeway to the cabinet member and the principal and the teachers to work with the students in the event um but to not call out non-disciplinary remedial i get where they were coming from but it seems unnecessary uh any other thoughts from the board um i take that as as a as concurring with the committee on that one dr pereira and lisa i i'd like to see i think the board's going to be looking

056for a revised statement on that point at the december meeting um and uh chris i believe you proposed an alternative language if we wanted to start with that uh do you do you recall what that was yeah let me get back to the sentence again but it was just rearranging the words a little bit i think um i think i saw mr cook kind of writing some of that down i'm going to put him on the spot and say that but it was just the district will use appropriate remedial action or use disciplinary medial action as appropriate but just take out the non-disciplinary um that you'll use whatever remedial action and sarah's got it on tape so sarah has it too but yeah it was just kind of rearranging that sentence the district will use

057appropriate disciplinary and or remedial action so in summary the title is changing and that statement is changing the rest of the policy is going to come forward as as ode presented it but i i really do want to thank the committee for doing some hard work behind this even acknowledging that a lot of your great advice is not going to come before the board in december i know that it will have an effect on on this policy going forward and one of the things i think has come up regarding some of the other policies but as the ars come out lisa if you would kind of make a little flag that i'm really curious to know how many of these responses reports we'll get um and so whether or not that's be something in the

058ar or how that would work um dr pereira on just a summary of how are kids doing how are they feeling about reporting it and and what's been the response to that okay um with that we're going to move past policy review and we'll see that again in december uh next up for action item is school improvement act sia grant approval um lisa this has your name on it thank you chair peterson and um board i have um just a a an informational item that uh has been um included tonight around um the continuous improvement plan and what uh we want to share with you and i i guess i will be sharing my screen is that sarah is that the easiest way to do this i'm sorry to interrupt and just just to clarify

059this is the school improvement act grant approval is that right are we talking the same because the next one is the district continuous improvement plan update oh i'm sorry excited i take it back okay so all right sorry yes we're we're doing the sia first okay um my apologies uh i have it out of order um yes uh we are uh giving just a compliant we're part of the compliance for ode is that as you recall all last spring and then submitted in june was our student improvement fund and the sia dollars what uh what occurs is that there was um a reduction to our um 9 million of the the 9 million and it is ended up being um just a little under 2 million dollars and when the grant approval came because we

060were approved it comes back and this is just a reminder to the board that not only is that needing to be posted but it also needs to be signed and sent back with approval through the board in a public meeting and then then the funds will be dispersed so we're in that process of just finalizing the grant dollars to give you an update as to how much money and just also for you to be aware that there is not a requirement from ode to make any grant changes yes we did spend to the nine million dollars and we will only have um slightly less than two million but we move forward with the funding being approved by the board and um and then move into having the possibilities of receiving the funds okay um all

061right this is the first reading got it right and so really all that you're seeing that is attached is the the school uh investment account grant um authorization and so we're just submitting that to you for approval uh it will be at the public meeting and it is uh the the portion of this funds that just goes directly to the k-12 school this the the school districts themselves and so basically we have to do this so that we can get the money this is the legal legal mumbo jumbo that says we promised to spend it in the way that we said we were going to and report back how we spent it so that they'll give it to us exactly right there's nothing that we would need to change on here this isn't the plan

062this is what we would how the parameters of how we would work with the money once we get it correct and um in in the spring when we submitted it the grant was submitted to you along with the intent the intent and the budget and uh this is just the the final and last step for that to be dispersed to our district so it says the grant amount is uh 2 one 977 seven hundred sixteen dollars and sixteen cents is that the amount that we're getting well my understanding well and jordan maybe you wanna step in because today i i received the email of that it's a different amount which was my one million nine hundred thousand so there's there's a new amount and did you say that we we already had a plan to

063spend nine million dollars and we're still spending nine million dollars and this is just going to reimburse us for some of the programming no and again jordan can speak to this but last spring when we knew that we were going to receive this grant the decision was made from the district and also the board was aware that we were not going to incorporate this into the general fund nor were we going to spend it until we received it so we haven't spent any of the money on any of the planning and once we are once we receive the funds then that will be the amount that is spent we are not spending the the plan of the nine million dollars no and this is for students mental health or behavioral health needs um we when

064i looked at the exhibits and what the goals were they were very broad but it didn't really have very clear deliverables of what we're spending the money on it's like oh students will be healthier and happier and achieve better right talked about student achievement more but do we have a plan about that two million dollars what we're doing with it or are we just correct that plan was worked on all last year and then submitted to the board and was approved in last may june and it had the specifics around the uh how we're helping our most vulnerable populations how we were improving our mental health supports how we were incorporating multi-tiered systems of support for not just academics but also for social emotional and and mental well-being and um though and the the the

065um grant was actually about 40 pages of of research and um utilizing what our community was actually asking for uh we had a lot of input from the community as to what would really meet the needs of their um their stu the students that were asked the parents and the community around um everyone that was involved just as a recap as i recall it and if i'm off on any details let me know but february at our strategic planning meeting is when we saw the bulk of the of the prospective plan at that point there was still some community engagement to be had but that community engagement was driven by the state um as well i would like to think we would have done it anyway but there were state requirements around that engagement for

066i think eight special populations or special groups that were called out that might be wrong but that was in the because this is all the um corporate activity tax funded student success act stuff right and a lot of that go back even a year prior to that where there were forums and town halls that were held throughout the state with um legislators that were on the committees there were students that were specifically requested to come there were some board members involved and a lot of conversation about what would change if this money was available and one of the things as board members we talked about was not having the legislation come and say you will have a class size of 24 for kids even if that was not what would be the best thing for

067us to do gave that flexibility along with having the student voice the parent voice the community um it was quite a long uh process that they went throughout the state they didn't just hit the i5 corridor either they made sure that they went a lot of places and so that was a year prior before they came up with some of this and um so they they wanted to give us that flexibility of how each district would use it within the framework of making sure that it fit certain classes of of type of activity but not prescriptive down to exact numbers of what you had to use it for so i want to sorry i wanted to just correct myself i apologize the grant um that you are seeing is actually the funding um and and

068so in my mind it was decreased so much that from nine million i was like oh it's slightly under two you are absolutely correct robin it is slightly under three it's the two million it's the two million nine hundred and seventy seven thousand dollars seven hundred and sixteen and sixteen cents um and uh and so i just wanna just state that i and i just wanted to emphasize that this is not the part of the process where ode is asking us to engage the community on what we'll do with these funds we did that last spring the board approved that plan this is this is actually unusual for ode normally we do that first step and then we're done from there um the person who is in charge of the student success act at ode

069the person who was hired for that decided that they would like a step where the board formally acknowledges the intent to utilize these funds which is that's that's all we'll be bringing to you on december 3rd is the grant agreement itself um and it's it's just the the district agreeing to accept the funds that's that's helpful background um that 9 million got shaved to 3 million because of anticipated revenue losses for the state right so it's making the state school fund whole is that is that accurate yeah part part of it is going to the state school fund to make the state school fund hole the other thing too the 9 million that was originally discussed is a biennial appropriation and this is a single year appropriation so yes it did get reduced it got

070reduced much less than we expected we we had anticipated uh roughly four and a half million this year and um and of course it's going to come in just under three but uh the but the state school fund was kept whole by utilizing some of the corporate activities tax for that purpose okay any other questions yeah you get applied next year or when is the next application process or is it just all done money [Music] no as far as i understand and lisa would probably be a better person to speak to this but um one of the kind of core intentions of this revenue reform was a continuous process with our communities and so this this will be every year we will go through a similar engagement process to the one that we did this

071year it may not be quite as robust but it'll be similar okay any other questions from the board all right so we'll see this in december um lisa what uh would you have a time estimate for district continuous improvement plan update i have a time as hell yeah do you expect a um i the the purpose is to just explain what the continuous improvement plan is and the next steps in it for it to be approved in the december meeting so i would say less than 10 minutes but i am also doing this so those that were not on the board or new have an understanding of the continuous improvement plan so it's not confused with the sia grant or and how they they work together well my board do we do we want to

072recess before information items or do we want to power we don't have a recess on the agenda i want power through power through okay so spoken all right lisa district continuous improvement plan update thanks all right thanks i um now i'm thinking i will be able to share the screen and go through uh if if at all possible um and i am sharing it so i will present it chair peterson oh yeah interrupted just a moment just as lisa's bringing that up i just wanted to uh remind the board as well and i'm sure lisa will cover this that although we have a continuous improvement plan of district-wide every school has one as well that is aligned with what we have so and you'll see that um down the road here but i just wanted

073to put that out there as well for those who are new so there's one for the district but each school has their own that's aligned with this that you'll get privy to as well throughout the year thank you um so just just a reminder that this is a continual process it is a flow of year to year and on a three-year basis and it does work from the board's mission vision and goals along with our portrait of graduate that gresham barrillo school district looks to as our output and it this does work with any of the grants and the fundings that we do receive from federal and state programs so just a reminder of our out our outcomes are really around our graduates being prepared in our ever-changing global community and our continuous improvement plan

074does follow our learning ma our learning model as well as um the work of of utilizing our grants and supports around this as we are looking at utilizing our budget so these are the four areas of our continuous improvement plan they have been detailed out in what these mean to gresham barlow school district down to what we see in the classrooms and then we have focused on these specific areas that will target our improvement and growth and support our strategies so uh just to quickly remind people that in the end of december is when ode um is asking us to finalize our district uh continuous improvement plan uh that we want to explain the process then the process is all about in in engaging in continuous improvement work for uh obviously outcomes for our students

075and the way that we work with our continuous improvement process is that we want to find out in root cause analysis what we need to uh work on and what we need to change we have established a process utilizing ode's guidelines to engage stakeholders to affect this change we continue to do that as we have had our key communicators we have our core key community partners that we are soliciting and also using thought exchange quite often with our public meetings that we and we had one just last night so those are the things that we are asking our community to provide input and having two-way communication so that what we are asking of our community we can place into our continuous improvement plan and to ensure that growth we also leverage our practices to implement

076a plan and that's why we do just this that we we have said these are our leverage areas we want to make sure that we are updating them especially in this specific year if we look at these we know that social emotional learning has already always been part of our plan but now it is an equal and it even trumps uh much of that including our relationships and our safe and caring environment certainly have taken on a new meeting and so you will see a a variety of changes from last year to this year because those uh those areas have been newly defined to be defined because of coven we also use data to monitor and make timely adjustments that's our multi-tiered systems of support where we had brought in panorama to look at attendance

077look at our improvements in uh in discipline and um referral and then also in our academics and although our data has changed uh with not all of our assessments being uh equal this year uh our graduation rates uh are come in and we look at our our a to f's we look at how we've done proficiency-wise on our internal assessments versus waiting for the states that we did not have last year here's an example of of how we go through this process every year yet we build upon year after year on a three-year plan and we started with last year's plans being the first is that we have set the direction we follow the boards and then we continue our needs assessment looking at our data we have created the strategic plan we build upon

078it and then we monitor and adjust based on those assessments here is the process that we are part of it's remember it's a high needs assessment it's a robust review we analyze our data and we engage our stakeholders we also have always an ambitious priority driven action plan on the front of our continuous improvement plan always shows our ambitious goals and our targets that we would like to reach as a district and the way that we do that is reach it by each individual school and as dr pereira was speaking is that we look and we are reviewing those school improvement plans now and you will have an update in the new year as to how everyone is working individually in their schools so we have a strong collective agency in our continuous improvement plan

079for the district and then we continue our routine collaboration around how we have conversations with our schools how we have conversations with our different departments to ensure that we're making progress and these are some of the things that the leaders ship does with the continuous improvement plan and the school improvement plan so there's the sip and the sip but one's a c and one's in us so we establish those goals we continue uh to look for evidence of progress we engage in our collaborative learning and problem solving we do deploy different strategies and make adjustments we do that right down into the the classroom we know our teachers do that every day we do the same with our strategies and then we make sure that we have loops to come back and communicate and and

080make uh changes we'll continue to work with updating our school boards our represented community input and and then of course we share with the state as well the next steps are that we are right now we're reviewing uh what this process is quickly about um and to give you an update of yes we continue to work on our continuous improvement plan we would like to present it in the next board session december 3rd for approval at a business meeting then we present it then we will continue on with the school improvement planning and present that to you school by school in the new year and then finally once approved we submit the updated version to ode and then we post to our website so that's the quick what is the continuous improvement process what is

081the continuous improvement plan that districts work with their with their goals and their targets and how that aligns with every individual school improvement plan any questions around this any questions from the board all right we look forward to presenting it um next month um with the uh updates to um all the things we've been working on thank you thanks lisa um next up information item is a key performance indicators update and tim collins all right sarah do you want me to present do you want to put up the presentation what's going to work best on this one um if you could present that would work best that way i can still take notes while you're presenting i can do that let me see about getting that up just a second gonna pull up i'm fighting

082with my screen here just a second well tim is fighting i'll just uh purse with um as a district we're always looking at a variety of different data points in order to chart our progress uh we feel like the one we have here will be able to front face for our public uh was what tim is going to present if you recall back last august we began this process and uh another update came in february and then this past august as well and this is another uh touch point before we kick live go live here since we didn't have any data from the spring um yes um and i'll i'll keep it in this presentation mode right now just going to walk you through the slides that are here uh you guys have a copy

083of this i believe in your board packet as you go through and i'll highlight this uh with the presentation itself the links starting from slide four on down are actually all live to actual um web pages themselves so our goal really as lisa was talking about the continuous improvement plan has been to find a way to put the information and the data in front of our constituents in a way that's understandable in a way that's readable and also as a way to hold ourselves accountable to the goals that we've set so lisa already talked about our learning model and the various elements of that she also talked about the fact that we're monitoring key performance indicators as a part of our improvement plan namely we're looking at attendance we're looking at state test scores which

084lisa already mentioned we don't have from this past spring we're looking at ninth grade on track to graduate we're looking at graduation rates by and large as some of the major indicators that are indicating how we're doing in terms of servicing our students so with that uh this is a picture of the web page itself if you were to click on the link it would actually take you directly to the page that you're seeing there on that particular slide i'm right now in the process of working with it to figure out a way to make this more visible and a way to find it easier so right now it's hard to find but it is live and up and ready to go people can access this if they know where to find it um so

085a couple of things on this page i'm just gonna walk you down through uh the page from top to bottom so you can see what's there and then as you have time you're welcome to play around with the different visuals that have been placed on that page itself so the page opens up with just a couple of things related to how to navigate the page specifically dealing with both with filters and also some navigation pieces with the visuals that are specific and unique to the way google studio presents its data also reminding people as they're looking at these there's a little bit of a lag because some of the data files that it pulls from are rather large in terms of the content that's sitting behind the visuals itself if you're to keep scrolling down

086the page what you'd see are nine or six different boxes and those boxes go back and relate to the different key performance indicators within the continuous improvement plan uh the first one if you go simply down and then left to right is a page of our demographics so if people wanted to know who we are and the students that we serve the visualization itself if you were to expand or blow that up our current enrollment and this was as of a week ago is 10 493 students if you wanted to filter down by school specifically and see what individual schools have as far as their enrollment is concerned also broken down with the different demographics you'd be free to do so on this particular page as well we also have a comparison to last year

087so those that are interested to compare year by year and they give some context for the numbers and for the data so they can see how things have changed just even over the course of 12 months if they wanted to see that the next visual is attendance and this is actually live and it's current as of a week ago so you can actually see what the attendance rate is for all of our schools the graph that you see there if you were to expand that you can actually scroll up and down but it shows you the daily attendance rate and also the state says we're interested in how many of our students are per attending at least 90 percent of the time so that's why there are two different metrics that are there uh once

088again you can drill down both by school name and also putting an emphasis as you look through the visuals on race and ethnicity knowing that that's been a value for us to start to highlight some of the differences that we've noticed over time we want to make sure that that data is out in front of our public so the attendance piece is there um and once again that updates usually every monday um as i pull that data off of the information servers that we have uh there's a historical attendance trends as well um on that particular page so that again people can see how is our attendance doing in comparison to where we've been in the past if you keep scrolling down the page uh graduation rates would be the next visual that you would

089see and once again zooming in large is how that would look if someone were to actually click on that page you can filter both by different schools in this case it's looking at either spring water trail gresham high school or san barlow and then also gender and race and ethnicity are included on this one that's been a key focus um both with gender and race ethnicity at our different high schools which is why both of those are there as far as filters and you'll see the same thing is true on the ninth grade on track the same sort of filters are there there is a piece with the graduation in case people are interested that looks at some historical trends at different subgroups these are all ones that the state has published and if any

090data is missing it's because the subgroup there is too small for the state to actually publish the data or statistics usually it's a cell size of smaller than 20 individuals in that particular population but once again it's an opportunity for constituents to see how we're doing relative to various subgroups that they might be interested in tracking the last things on the page are the state test indicators and you'll see it's really small right now but that red down below says that the state tests by and large were canceled for the 2019-20 school year there is some data from the 1920 school year our high schools actually began testing right there at the end of january beginning of february so the data that's there is actually reflected from our high schools alone so if you use

091the filters and say take a look at san barlow or to say gresham high school you would see data for the 1920 school year but if you were to actually drill down and click on schools and select one of our middle schools or elementaries you'd see that there'd be no data for that 1920 box but there would be data for 18 and 19. and that's true for both the language arts and also for the math tests um like i said both high schools were able to start that testing prior to the shutdown right around the middle of march tim you wanted to share that number the number of there was a very few i mean a minimal number of kids who took the test yeah oh yeah we're talking uh right around 300 students total

092um between all of the high schools and that tested in 1920. tim and you said this is on our website on the district website it's up in live it's not you're not able to find it yet and that's why i'm working with i.t to make it um discoverable and also trying to put it in a place that's prominent right now i'm working with it to get a drop down for the research and assessment department the one that i had in order to link this directly off of that so people can find the information that's there next steps yeah we can use this slide it is pretty amazing myra you can click yeah and it's taking you right there and i gotta not go there because i wanted to show it to my sister so that's

093working on our website but you will find that um like i said some of the visuals will take a little bit of time because they're literally plowing through hundreds of thousands of data points and actually adjusting the data in real time there were some things that i've been working with jeff on the back side to make it a little faster the next steps for us on the district side of things is to shift to tableau which is a much faster interface there are some technical components that we need to work through with that but this is the the stepping stone from no information that's public facing to a much faster and much more streamlined interface um as we keep putting data in front of our constituents so with that like i said all the links

094within this particular powerpoint are live and you're welcome to take a look at what's there um this has been up for a couple of weeks and our district leadership team has had a chance to look at this the instructional leadership team has been looking at it for about two weeks i'm giving feedback in terms of things that worked things that um were confusing so as you guys are looking at it if there are things as you're um navigating through the visuals that are there if something comes up that's confusing or doesn't make sense let me know um because you want to make sure that this is usable by the public and that the data that's there can be easily digested um by the folks in our community so with that i know that we've got

095a pretty packed agenda but i want to open it up are there any questions that you have around the key performance indicators do you have any ideas of how principals are using any of this information for their work plans or to inform their goals for the year i can answer some of that so um i've actually created one for the principles that has many more filters than what you see here and it allows them to drill down specifically uh into subgroups and sub populations that would get down to cell sizes of five to ten students if they wanted so based on the requests that principals have for me um they actually have access to this it's not available on a web page it's available through a secure sharing function but yes principals are using this

096specifically as they're writing their continuous improvement plans or their school improvement plans to identify subgroups with needs and also to notify trends over time thank you chef peterson yeah go ahead dr prayer i just wanted to remind the board that um this data these data points are based on as we kicked off our new strategic planning um and implementation of that last last fall of course we haven't haven't had a full year of doing that um but nonetheless i wanted to make sure that you're aware that those things so again we gonna get that momentum to get a full year in i think you'll see some different data as well all right chair periods we'll turn it back over to you thanks tim this is really really good information and i'm excited to have it

097at our fingertips thank you absolutely and it's going to get better and better i mean that's that's the goal starting with with this is the start but making it even more i think visually appealing is one of the things that i would like to do having just a numbers interface or numbers-based interface is a good start the google data studio has some excellent features but some of the visualizations in terms of graphs and charts aren't what i would like them to be so that's kind of the next piece as well is trying to present the data in a way that that's visually appealing beyond just kind of the hard numbers that are there but thank you thank you tim all right our next agenda item is an information update uh return to learn update uh

098this was uh a late addition to the agenda um there is a uh there's an attachment within this agenda item that is publicly available um and uh this one has a lisa riggs's name on it but dr pereira do you want to introduce it or yeah i just wanted to share that it was a late entry because we had some new regulations that came out guidelines i should say uh yesterday and we wanted to make sure the board was aware of some things that that we could make some changes and um actually i thought john was presenting but lisa we decided to tag team so thank you doctor for her and board um a few things um that we need to share yes we've had some updates and then we also have had some key

099communicator meetings uh with these questions and um and when there is a change that's why we seem like every time we meet we are sharing the the metrics and the updates and so that kind of is something that we have to do and as soon as we take it off the agenda guess what we have to put it back on so what i will say is i will share um my screen one last time just to um provide you the one page uh that we have and then john will probably speak here at the same time um i need to find the sorry i gotta move you guys um i apologize i think it's this all right hopefully it'll open all right um this is uh i guess that's as big as it's gonna get

100okay here this is what we placed in and then john and i can speak to this is that um a lot of people are just looking at what is our timeline and are we ready to return if hybrid is at all possible in in our county and the answer is yes john is uh and his team and his response team is uh ensuring that we are ready and that we are able to make those adjustments uh if and when the time comes so we put together a timeline knowing that the first if we were given a chance we would be looking at the first week of january and at that point staff would return and prep for a hybrid approach and that would be both k5 and 612. we do have here as an example

101again this is just an example where students would return for a one-day practice but what we know is that we have talked to our community and to you as as rolling this out in a phase by phase which means that not all k5 would start on one day and not all 612 would start on one day but we would be starting in the weeks ahead of uh the of january 8th we also wanted to explain that there are two choices we have or choices but there are two things that we're working on and that is students returning in that hybrid approach with a group a and a group b and then we also have what people are calling the lippy which is the limited in person return which um is really about our most vulnerable

102students some special eds some english language learner other students that may be experiencing failure that really need that interaction and engagement um and we would be moving uh into that as well and then most important another important piece as you'll hear from our surveys is that egbsd will continue to stay in place and that is what our students are experiencing now where they could continue online and not re-enter uh face-to-face or be part of a hybrid or a limited in-person return that is so we can give you an update of all the things we are doing behind the scenes that include schedules and rolling things out but we want people and our community and especially our board to know that we are prepared and ready um in that in that pivot and then uh john

103why don't you share the the recent updates that we received that include some of this and and additional pieces thanks added to what lisa said chair uh the we're confident that if the metrics meet there we can meet this but i want the board to understand the nuances that people outside don't always understand the transportation implications are huge in the planning that would go into a hybrid piece is substantial the rebalancing of classes depending on what parent choice is is also going to be substantial kids will switch classes we'll have to switch staff around to staff whatever option that we do so the disruption necessary the necessary disruption could be substantial uh because we do have to do all of that work but we're ready and we're starting some of that schedule work now the

104safety stuff the transportation stuff the meal stuff we believe we have in place pretty solidly now the real work of balancing classes and redistributing staff if necessary comes into play okay there have been some athletic changes as well the oregon help well and it didn't come from osaa the oregon health authority weighed in on athletics let me give you a broad overview before i interpret the document that came yesterday uh prior to even the board meeting before we had started to discuss you know how could we bring athletics back so we had a i had already asked to convene our team of athletic directors and activities directors and we met for the first time last week gave them some directions to come back to me with information this week jordan had already written a protocol

105that we could follow safety wise that i put out to them i wanted to know their answers on how do we engage students that may not be able to get to a school because they don't have transportation could be taking care of kids how do we address those students that don't have those means gave them a few other questions too from that lens we'll start processing through those answers this week the oregon health or tomorrow the oregon health authority weighed in yesterday six pages of information right now what they're telling people is if you are in comprehensive distance learning which we are you can do training conditioning competition uh and competition for outdoor non-contact and minimal medium uh minimal and medium contact sports training conditioning for full contact is all that would be allowed though

106none of that can be indoors it all has to be outdoors and given what i'm seeing outside that's not gonna be a pleasant experience for people um the um they are prohibiting um school sports oh i just said the indoors piece um they are hyper vigilant about the um sanitation sanitation of equipment who does that and how and that will be the responsibility of our coaches um they are also uh and they will enforce and we will enforce mask wearing and all the other social distancing guidelines that we need to do the they have although we i don't anticipate events at this point because of season one season two hasn't started that's december 31st and two i'm wondering what osa will say given the metrics are where they are but assuming that a season does

107start and we do have competitions outside they'll be limited to 50 people um we'll have the social distancing piece in place and we'll have to have people monitoring that i think i have covered um the highlights of the six pages of um entertainment um what have you either lisa or john what have you seen so far in the survey that was sent out recently lisa if you want me to i can speak to that go ahead um we we got the results today uh updated too yeah what we're seeing from the initial results in the survey the last time i checked with tim we had 6 000 students represented which is a strong response we have 10 200 students enrolled so we'll need more eventually it gives us a lot to work with about a

108third of the families are electing to stay in egbsd obviously two-thirds wanting to elect to the hybrid piece many do want information and this was kind of that chicken in the egg conversation of we need information to make decisions you want more information to make decisions so it was really a a tough survey to give out because we needed to get started somewhere but six thousand is a great response we re we according to this survey about forty percent of our students would want to ride the bus 60 say they will find another way and i'm that's a safety piece i'm sure uh i didn't break that out by level yet so i'm giving you broad numbers k-12 but we will and i think that answers the question unless you add another one no okay

109no i i i was just curious to to see if you had seen any trends yet but if you're going to present on that once you play around with the numbers i can't wait will do other questions um just just to clarify so we are bringing back sports but they're only going to be outdoors we are bringing back training and conditioning and a limited deal the actual sports seasons uh haven't started yet uh and let's put it this way we have gotten permission to do that now we need to plan to make that happen okay i'm just a little scared because uh my mom she lives out in michigan and uh the town in michigan that she lives in uh they let sports happen again and they already have like 19 cases in their school

110district just from the sports so my sister in ohio has a similar experience at the high school that her kids go to um that's why it's incumbent upon us to make sure no matter what um that we're following those guidelines for social distancing mask wearing etc because that's where the real safety is and we need to make sure that happens and um one of the reasons why we also brought this to your attention is to give you the update and give you the update on the sports and athletics and those pieces because it is a community interest but it's also because our next timeline although i showed you a timeline was that we are we were saying that we would discuss and return with um the next steps in the this at this time frame

111it was mid november and so john or we can all speak to it that we know where our metrics are we had over 1200 cases today higher deaths um today than ever which is so difficult to see and continue and and john has been sharing those metrics and showing and and and here's another sad fact tim keeps having to change the metric um numbers so it actually reaches the numbers that we're hitting so we are we know that we cannot make a a change right now for in person or hybrid and we know that we have to share that and need to share it with the board first and then to our community so um with that um i think that we're safe to say that the next step would be um obviously after our

112different winter breaks and uh knowing that that takes us nearly to january chair peterson we also received um communication yesterday from oregon health authority about the limited in person and that if we had not started it they'd strongly advise us not to um until further notice so we were again wasn't just going to be sports conditioning we're also looking at some limited uh in person um but unfortunately we received that information yesterday as well in a different document that asks us not to if we have not and i know our risk manager there jordan's in the background wanting to say something about all of this but again i just want to make sure the board understood that we were looking at both um but now all we can do is outdoor and that's just training

113it's not competition by any means it's running sprints the part that i hated about sports but chair peterson i had a question about the timeline go ahead um mostly it's uh i appreciate seeing the timeline on the 612 line if there's some way that some of that sentence i know what it's saying but the fact that it's dead center in the middle of the page and it says that limited in person return some sped ell and kids who are failing and boy if your mind doesn't just go to sped and el and failure all into one group and so if there's some other way to say that um and especially not have it be right dead center in the middle of the page it to me just stands out and i hate saying that kids

114are failing in any way and if there's just some other way that that that could be presented students that need additional support um it's kind of a different way of saying it but i just don't really like right now the word failure agreed any other questions all right thank you mr cook thank you lisa john i don't know why i gave you such formality there i'll give mr cook i've been called worst chair okay all right thanks for the update okay now we move on forward into discussion items first up is board operating agreement so the board operating agreement committee which is a new committee this year met on monday november 9th to discuss the board operating agreement they utilize the board operating protocol adopted at the november 1st 2018 board business meeting along with

115the previous board and superintendent working agreements to develop an updated board operating agreement time has been set aside on the agenda for the board to review the operating agreement and discuss any additional changes or updates that may need to be made for the benefit of the conversation maybe you know by policy the board the board doesn't have a lot of self-governance except through policy and we do have a policy that says we're going to abide by operating agreements it's what um allows us to function well with the district leadership team specifically through our one employee dr pereira and uh and with each other and so this is long overdue but every year by policy we have to review this document so this year i had asked chris howitt and myra gomez to review those forests

116and kind of present a starting place for us and i think they've done an outstanding job so at this time i'm gonna turn it over to uh one of you uh myra myra i think i saw most communication from you would you mind uh introducing what's in front of us yeah so we have uh looking back at our at the attention so you can see that we have the board and superintendent working agreements um and input is appreciated so the revisions that we made or suggested the first one is on that page one and to add to number one establish refine and review annually a long-term vision for the district through the district's equity lengths um since we know we have an equity lens now now we thought we could add that last phrase to

117to number one under the purpose we didn't do the cool thing that the policy committee does chris where they have you know the red and the additions and all of that i just took notes on a regular doc yeah i think i think you got the the things on there you know on that first one i think that was the only thing that was was on there and then you went on to the next page page two number nine and number ten we thought of combining them so that it reads uh while communication between the school board and district staff are encouraged requests that require staff time and resources shall be communicated with the superintendent number nine um in that same page and page two if a communication is a planned meeting between a board

118member and a staff member advance notice to the superintendent district is expected and 10 the superintendent will communicate with all school board members will communicate with all school but all school members requests and responses to requests that the superintendent is able to fulfill and then on page five we wanted we suggested adding two to more a number nine and a number ten because right now we only have eight so adding a number nine would read board reports should be related and relevant to district school business and at a number 10 the board will use robert's rules in conducting meetings because we already do that but it's not in writing um did i miss anything chris sorry there's still one on page six that was in red that never got out of red about keeping current

119with email and respond promptly um and that was one especially making sure when we got emails from sarah to respond to those in a timely manner she's trying to gather information or or a tally or account so that just needs to come out of red that's not anything we added that's been on there it just didn't get updated yeah i think that just wasn't updated from right two years ago so i will go in and update that thanks i conveniently forgot that one because i break that one all the time me too me too and most of these come out of our existing policy they came out of and part of it was trying to get to where um things that have happened you can see there's been updates to this over the years ten

120years ago eight years ago several years ago and just trying to make it easier when especially new people come on board and having it in one place to see how are we doing this and a lot of it feels like common sense but making sure that it just has that that standard look to it um and make things go a little bit smoother so there wasn't a lot that we changed with it um and it was just verifying the information that we had in the policies already and um and how to make sure that that we did our jobs efficiently and accurately and and uh professionally this man i do like the fact that we added number 10 but it is actually in policy on bdd for robert's world order yeah i thought it was

121yeah it is in policy any other discussion about this i you know after the last meeting uh you and i have had some conversation chair peterson about um your role as spokesperson in communication and i really haven't gotten clarification because my request you know for so the board knows was we received a lot of outreach and i was just interested in having contact information so i could just thank people for participating you know not in any like official like hey this is the board decision and this and that but i was told um i wasn't able to and i was asking like what was the reason around it and then i was referred to these um agreements and i'm not really sure how those these agreements right here prohibit me as a director in just

122communicating as a director with the community with the community and there's some things to be said about our working agreements there's some things to be said about our policy and then there's another thing to be said about our culture and as a board what are we just doing right because if we are just saying our chair is responding 100 to every inquiry um that's not in our policy but that could be in our culture and i just want to get some clarification around that because it says you know speak for and about the board and describe boards processes and positions um and then another one act as spokespersons for board matters in the community and it says parent groups media etc and so that seems like a forward-facing position but what about that prohibits my

123ability to to reach out and speak to people as a director yeah i i'm not um perhaps it is a culture uh you know this this issue has not come up in my three years on the board um not that we haven't received public engagement but it has always been deferred to the board chair to respond um for a unity of voice um i haven't been here as long as others so i don't know if there's other insights into that um go ahead i'll just say if you look at uh policy bbaa individual board members authorities and responsibilities i think that answers some of your questions uh robin now in terms of uh again what blake was indicating earlier and you were saying earlier as well you cannot act for the board um or you

124cannot talk for the board you can talk for yourself but not for the board so what blake the chair is doing is talking for the board so but any that's the biggest that's the differentiation you can talk to somebody about a subject as long as they know it's your opinion not the board's opinion exactly all right i have bad lag no no i was i think i was gonna try to restate your position because honestly i'm i'm um i care probably a lot less about this than you think i do um the specific request was um robin wanted to ask the board secretary for the list of all email addresses of anybody who submitted public comment in order to dialogue with them or engage them um the board secretary referred that to um to myron

125myself um and i consulted with the superintendent and um i felt that i had responded in fact i didn't respond to many of the public comments because i referred them to the superintendent which is also uh board practice and i believe stipulating policy so um the specific question is engaging with public comment that it comes to us by email and i imagine there's a lot of other expressions that would also apply to this conversation we have the board operating agreements in front of us if it's not governed by policy we can deal with that conversation right now how we want to behave as a board and i'm i'm here to facilitate that conversation i think tara peterson um and i i don't have my finger on the policy but um in this hybrid meeting environment

126that we're having um there is that implied access with the people who are making the public comments if that same person came to the previous format where we would be in the business meeting we would have the public response to whatever they want to talk about and they would give that information the board does not engage in dialogue and it's referred to the superintendent for further review because oftentimes we don't know what the back history is we don't you know we don't know what it is they're going to bring forward so it's an unusual scenario that we have what feels like this easy access the potential downfall of that is the community and i say this very very very very carefully the community is not always well versed in who who and how board members

127can speak and so any of us that would take on replying to all of those would elevate that board member to a leadership position that maybe they don't have and would also lend more weight to they've made a decision and it's not accurate and it's not true and it's not the intent of the board member board member just wants to engage with the community but people don't see that they really don't understand that it's seven people and one of us doesn't make a decision um but the part that we have not engaged directly when there has been public testimony our meetings are public our meetings are not public forums and that's why we have other town halls forums other ways to communicate with folks but that's not in policy and in practice not been how

128we have done things occasionally when there's been a hot topic we have allowed for a larger forum at one of our meetings but again when people come and give their public testimony it's not with the expectation that we're going to engage in conversation and so engaging in conversation via email is the same as engaging with them at the public meeting which is not what we do so you don't get trapped into something that you they feel like you've promised you're going to fix something you're going to bring back sports you're going to bring back school you're going to bring back outdoor school whatever it is you're going to do and so it's it's a careful balance of that but we don't by policy and by practice we don't respond as an individual when someone speaks

129to the board on a board topic so that's just the the direction that we've been given in the past to not to not cross that line and wind up getting in trouble and you didn't mean to you meant to to engage with the community but the community doesn't understand your role personally i think that this is very limiting for me in my career and my values i value community engagement and i really appreciate when people are able to reach out and i do appreciate having the opportunity to continue certain discussions to be able to further understand what people are going through to be able to you know just thank people for their engagement and and really encourage more of that um we don't have any of that right if i i really think our restrictive

130community engagement policies are are way too restrictive i do think that this is something that's really important for us to really fully understand about people's experience in the community personally and i don't even have to say personally as board members all of us we do have we've read the policy and we know as individuals we don't speak for the board i am not trying to speak in the capacity at all as a spokesperson i am not trying to speak in any capacity as the board this is just an opportunity to fully understand more of what community members are going through so that we are able to make better decisions on on uh the directions that we provide our guidance you know and if we if we can't talk to staff we can't talk to people

131who make public comment we can't talk to xyz it's just like well how how are we being informed to a certain point and you know if i wanted to say you know oh thank you you know what what is your experience with this or could you tell me a bit more about this and like i think that for me that that would help me fully understand um what the issue is and then to be able to strategize with the board you know that that and with that information to come up with better responses and and have better discussions about what the issue is okay so there's two uh there's two matters at play um there's the public comment portion and then there's the regular interactions with the board portion because whether or not we're in

132a virtual setting we do receive emails uh as individual board members and as um and collectively from time to time also all of our personal phone numbers are on the district website spoiler alert and people can call us they can walk into chris's store which they do and talk to her about board business i certainly interact with a number of other families who are have kids in the district in my day-to-day life i think that's part of representative leadership is we're in the community um and engaging in those conversations in our in our day-to-day that's why people have entrusted us into these positions and if we don't do well at it then they will no longer trust us in these positions i i think the matter before the board is public comments um because i

133i disagree that we're that restrictive on engaging with staff we're just talking about the process so it's working through the superintendent in order to access the staff not working directly and it's the superintendent and these operating agreements if i read them correctly the superintendent providing whatever answer they that her staff provided to that board member providing it to the board broadly i that's how i see the operating agreement if if i'm misreading that then i'd look for my colleagues on the board to say otherwise i think the matter of the staff we've always had that go through the superintendent uh primarily because she knows the load leveling of those individual staff members and so i don't see where there's an issue with that going to the superintendent am i missing something on that part i'm

134afraid i'm mischaracterizing um particularly robin i'm afraid i'm mischaracterizing your your comments so um as it relates to the superintendent and or not having access to staff i don't think that's found in the operating agreements but i'm i'm just saying for example i'm not going to the schools or like you know having direct access with um with teachers with counselors for example in order i think that might be appropriate but you know i'm saying that these individuals that are coming to us right now in this public forum and we do have access to like engage in conversations that they want to be engaged in that this is an opportunity that would help that person feel you know heard engaged it will help us better understand as individual directors what the issue are what the issues

135are if we choose to reach out so when i say i don't have direct access you know that's just through you know i don't work in the school you know i don't work in a school and you know to be able to go and to have you know to forge that relationship and so forth is going to be very different than a person who's coming to us and telling us you know about an issue that they're having for us to engage in a conversation with so yeah i didn't mean it in that way thank you for that clarification um and and again i didn't mean to misrepresent anything you said um okay um i i feel like this is an issue that deserves a resolution either today or or at a future meeting public comments

136how do you want me or whoever succeeds me as chair to deal with in a remote environment i don't know that we need an amendment to it to talk about virtual environments but how do you want me to behave bored and then i'll take my marching orders don't you do i have a suggestion you have a policy chair peterson i understand we have a policy i think the kbcv kbcb which is as you can designate others to speak on behalf of the board at your discretion so this may be a case where you say or the chair says whoever has more time with uh parameters of again making sure that the person that is receiving the communication does not feel like they're receiving um information or a promise or a direction that it's a gathering

137of information and it's presenting and says yes the board heard the board saw the board looked at and thank you and that's about it but the chair can do that it's right there in kbcb the chair can say okay robin guess what those 12 000 emails you're on it and then being very careful not to reply to those in a way that someone would misconstrue and also being careful as we set that up that again people will send an email to you and you think you're the only one that you received and they've also sent it to me and they're looking for a different answer from me and they're trying to get a different different perspective from it only they're trying to get a different response from it and so i do get a little

138bit concerned but being designated by the chair is an option because there's a lot of work that the chair does and the chair can designate to the vice chair to other board members and say this is what i would like for you to do during this time and it doesn't mean that when we get back to in-person meetings that we would respond during the meeting to what was going on it would be follow-up or follow-up by the superintendent but not they're not public forums their public meetings i'm i'm not interested in taking the role of chair and responding in that way i'm interested in communicating as a director um and and getting to know the community so so those are two different things i don't have a problem with you know the chair responding i

139don't have a problem with the um superintendent responding however i would like to be whether that's a document of um you know these are the responses you know when staff responds or when the chair responds if that's my response i want to know right if that's our response i would like to know exactly how it's worded and in what we are saying to the public so i would like to be informed of that but i don't have an issue with staff or uh the superintendent responding i don't have an issue with the chair responding my comment was like well can i have access i guess to these uh this uh contact information for people who make public contact to engage as an individual director and this is um it's not written in policy anywhere this

140has been a cultural abort cultural issue that we've just deferred everything to the chair but now i'm going back and saying you know is that something that the board would be interested could i have access to that and if the board just says no then that's the robin and i i agree with you in um in wanting to get to know the community because that's i mean that's the fun part of being on the board right like you get to know the community and get to see kids and all of that so you i mean you can visit schools and you can't talk to staff when you visit schools just let the superintendent know and their principals know that you're gonna go visit and and you can go visit um or you can be like

141a guest speaker in a class or you know attend staff meetings i've done that too so you can you can engage with the school community directly without without everyone else so i know it's hard right now but but but from from my from my perspective you know as a community outreach engagement specialist when you have people who are already here who want to be engaged who have written in the process who are already part of this a big that's a huge asset and i just don't want to let that go so yes you know going and doing i guess cold calls to schools introducing yourselves to students and teachers that is an opportunity um however this is a group of individuals who who are engaged who are part of this process that i you know

142would find that further conversations might be very enlightening um i do understand that there's other options in getting community engagement but i'm speaking particularly on this process yeah so do we never if if i could just jump in real quick i i think at the heart of it and i chris i appreciate you actually kind of helping it click for me the heart of this issue because none of what you're asking or what you asked from would be um you wouldn't need that in a public in a in in a non-coveted environment um you know when when we have um people provide public comment we typically have a recess somewhere around there and you go and you introduce yourself and you say hi thank you for coming i'm so grateful that you you know spoke

143up and if you need anything give me a call i'd love to know what what you're saying more and i i um yeah at the heart of this is just the clunkiness of virtual meetings uh honestly i think that wouldn't solve all of our problems but it'd certainly solve a big one um so um matt i interrupted you earlier did you have something to add yeah i just this is this unfortunately this conversation is kind of weaving all over the place so we have like three almost three different topics we're talking about but going back to blake's direct conversation a moment ago regarding public comment during a meeting and the difficulties on the virtual environment i'm not sure why we can't so like our last meeting we had a tremendous amount of comment and unfortunately

144we couldn't take him normally what we would have done in a case like that we would have looked at each one of those items and said okay there's five of these folks have the same topic three of them have another topic and one has another so let's have three people talk one on each comment or one topic and so that way you're not having um nine people talk you have three people talk so you're not taking hours on a meeting when you can take 15 minutes which is really what's allocated for that so is there any way in the virtual environment where we can allow the public comment um because we already have that in those comments correct or aren't they submitting something prior to the meeting like they would in a regular setting no

145that that's correct um and and so then what we would end up doing is uh you as chair can say maybe there's a box they check or something say hey i'm willing to talk on camera and then sarah can unlock that person when it's time for them to uh to speak so again i again i don't understand maybe i'm not being clear my the the process but i think there's an opportunity for public comment in the virtual environment because they're listening they're on they have a camera or they have a phone now i'm not saying everybody it's kind of like grouping it like we did you know it's something to think about um yeah we uh i met shortly thereafter with um with myra and the superintendent to express that i uh that was that

146was something i had wished i'd handled differently in in inviting that personal touch of somebody expressing their public comment we talked through the logistics it is possible uh that is how we'll move forward um with it but so i don't know if um if robin knows that after public after public comments like um somebody from our leadership team follows up with with that family or with that comment but i'm also wondering yeah because of the virtual setting that we have right now we don't get to talk to people during that break that we normally take after public comment so is there a work around that or if there this is the first time that we've had such high such a volume of request for public comment since we started virtual meetings so do we hold

147our own listening sessions like does the board hold their own listening sessions to allow the community to talk directly to us and for us to listen or i'm just trying to think um of how we can go around around that so that we do still have that opportunity i have a question like on the uh the last meeting was the chat function open outside of the public testimony piece so people were making comments during other agenda items and that confused things a little bit as well because we're not in a two-way communication with people during every single agenda item that's why we have a public testimony part and it's not supposed to be throughout the meeting so was that something that happened and wasn't supposed to happen yeah this is the is my confessional is

148that what you're asking for chris i was flipping it to sarah because sarah's great and sarah would would fix it but no you know in fact i i put um true confession i put sarah in a very tough spot there because our chat is typically disabled for that exact reason because of that two-way street we've hosted other district events where we that is a two-way uh chat feature that works really well um but for the reason that you stated earlier it being a public meeting not a public forum um we had taken the practice of disabling the chat the chat was active however initially i saw it as active it was disabled and then reactivated when i put sarah in that position so uh no by typical practice the chat should not be enabled during

149a public meeting because we've asked public comments to be submitted beforehand by email myra asked a question as well before you had asking about whether we want to host a board listening session um with any with any regularity or are you thinking do we ever do that and do or should we during this this time that we can't the only times i recall that we've done that kind of thing has been primarily around um bond conversation about improvements to the buildings about things of that nature and matt is that kind of what you recall that when we would have the forums we'd go talk to ptc's and other things would come up but the introduction was to come in and talk about the improvements to the learning space um so is this so is the

150current situation we're in something that that that that would benefit us of having a visiting session like you did for the bond what would we learn that wouldn't be operations sure you know i don't i think i'm totally leadership and and something like that but typically when we were uh going to ptc's or uh doing listening sessions like that it was usually one or two two or three board members that would go so it wasn't the whole board [Music] right that would mean we're having a meeting correct isn't that what that means chris that exactly didn't have a quorum right so we would do three never had a quorum so we were not having an actual uh meetings where decisions could be made right someone couldn't ask us a question and four of us would

151say sure and then we just agreed to do something right so that would be the concern that you would have on a listening session is if you have a quorum um okay i'm gonna uh i'm gonna move through that part um that's that's a task on amira i think you and i might present some options to the board with sarah's uh advisement about what the technological limitations might be to facilitate those um what i have in mind is that we what i'd like to see us do is provide board members the technical resource and limited district staff requirement so it will work through the superintendent uh basically i'm talking about sarah um to be able to provide digital listening sessions we're gonna figure out maybe how how we facilitate that process um and in so

152doing retain the board business meeting as a true business meeting which uh is in person just as clunky as far as the interaction between the board and the public um as far as coming to resolution because uh for all the reasons we've already said and i won't revisit them so um i i that points well taken myra i think we can explore some opportunities for the board um but only the rest of the board is interested because sure i i think yeah and i don't think we're making that decision today uh is the short of it i think we owe more clarity on what that might look like and so i'll i'll uh engage in that conversation with you and superintendent i'm very interested in you guys pursuing that conversation thank you um so um

153sorry i have a question i don't mean to backtrack a little bit um but i was kind of thinking so like we had 18 public comments and they were mostly just about you know schools reopening totally normal you know people are frustrated and they want to talk to the board and everything so um i was thinking that like if we get that volume that you know a volume like that of complaints on one specific topic um just to make everybody's lives easier like the teachers the administrators and every everything like could we just all just collectively just write a statement about the issue that they feel and then just let them know that it is what it is uh if if that's what the yeah if if we come to a consensus as a board

154statement sure i'm not gonna speak uh on uh which you're not you weren't asking me to so i don't need to say it um if if the board wants to make a collective statement um in those situations sure um because that would be really important thank you amanda yeah um because no i just whenever i talk to the public or anything like if they have any problems or anything like hey you know just email the board and this was like when i was like newer and they would just say like no that doesn't do anything that's crap it doesn't do anything i never get a response it's like a brick wall or something so i understand that frustration um that people want to go through the process and then you know like we'll get you

155know some people that are saying like you don't speak on behalf of the board and um you know it's not like we're really trying to speak on behalf of the board we're just trying to you know help with constituents their reasonable grievances you know um yeah um under understood um i understand what you're saying and so i i think the best way to do that is um uh somehow that conversation has to happen within the board and i i would just say if you're inclined toward that statement send it to me i hope i'm not a brick wall in those situations um and i can try to facilitate that conversation um for the board i can get it on an immediate agenda which i think we've done in the past um in fact i'd make

156note that once we saw the volume of public comments we did not have an agenda item that was dealing with return to learn for that business meeting and we added it and i appreciate the district leadership team being super accommodating of us asking them to deliver that because of uh because of the interest so it's not for lack of trying um it's it's figuring out what the best execution is particularly in a virtual environment but not exclusively now that is all about public comments and public meetings which the board operating agreement does tend to um and it sounds like we're sorting through the particulars and i don't know that we resolved everything but we'll work toward that resolution that said we have a board operating agreement draft in front of us and we at some

157points i think it should take board action to approve the board operating agreement because we asked for that in policy that doesn't have to be today um but if there's interest then we can yeah i would encourage everybody to read it i know that this was when i met with chris was the first time i was seeing it i don't know amanda if you have seen it um before this um yeah it was it was sent back in july i remember i'm so blamed because i spoke on behalf of the board against racism so um until until um i read it with chris so um yeah if i would encourage everybody to read it even if it's a review i i did have a possible amendment um we have on there right now robin like

158right it's just really quick but we have on there like you know like saying that we will respond in a timely manner um to uh staff requests or to to read and so forth but also i don't know if we can put that you know for staff to respond in a timely manner to some of our requests i know that we are still waiting on certain information or i'm still waiting on certain information that has been requested like over a month ago and um if that's going to be an expectation of us and we're going to outline it i think it should vice versa be an expectation of staff as well i think we're also delinquent on safe schools training so if it's going to be a two-way street it needs to start with us

159i'm done with mine harlow and i are done with ours so blake are you out in yourself are you the only one that's not done nope i'm not out in anybody i will say that we're non-compliant as a board and if you've received numerous emails from district staff telling you to get it done then you should get it done okay what does that have to do with this in like the request for time it has to do that you're asking the district leadership team to be held to a standard that you're not holding yourself to right now i think that this is really disrespectful and you need to refer to our superintendent working agreements blake thank you okay review the board operating agreements we'll talk about in december yeah and revenue if you can email

160that the your suggestion that'd be great we have community outreach process for sro feedback mr cook thank you chair uh sarah were you gonna present this or did you want me to um if you can share that's helpful or if you can share um that would be helpful for me while i'm taking notes i will try to present i just don't remember how to do it in zoom i know you guys have this as part of your board packet as well john there isn't a there's not an attachment with that oh there isn't oh i sure oh and that got missed i should i shared it earlier in the week uh let me um anybody want to give me a quick tutorial and zoom on how i share my screen so you can go the

161green do you have the green button it says share screen yeah you kind of click at the bottom and it pops up at the bottom i'm really glad i could ask thank you all for your help can everybody see my screen now okay on september 17th we did uh promise that we would uh generate an outreach plan to the community this is that outreach plan the engagement plan uh groups that we will reach out to are 10th to 12th grade students they have experience with sro's ninth grade doesn't and we don't have sros and middle schools our district administrators district classified and licensed staff members and parents and guardians most of that will be done separately well they'll be done separately in groups but all at the same time and i'll explain what that means

162in just a minute thought exchange is a new tool that we have in the district it it it enables us to very efficiently and easily gather the demographic data needed to break down answers it eliminates dominant voices and conversations because people can engage on their schedule at their time frame equally with everyone else it facilitates that equitable voice when you are in a live session even with hundreds of people because people are just looking and commenting on other people's thoughts starring whether they like them or not and it's flexible because participants can do it 24 7 whenever we open the window which we plan on opening the window for five days beginning december 7th if that's the monday of that week i can't remember for sure the engagement process for students and staff we're going

163to make sure that all of those students can be involved by going to their advisory not going to their advisory classes sending this link to their advisory classes giving them directions and then giving them time to participate staff and administrators will be similar we'll send it out so they can have it in a staff meeting and that would be voluntary for staff to participate in we wouldn't mandate that same with the administrators and i did have the date right december 7th that week we will do a virtual town hall december 9th with parents and guardians and the process that i described to you with thought exchange is the one that will be used we'll get several survey questions answered the demographic data and some other things their experience with sros and then there'll be a

164question for people to generate and comment on so that we can get a feel for where the community is after that we'll compile the data and bring it back to the board i imagine given that we're reaching out to every parent and about 2500 students and a thousand staff we could have anywhere from 500 participants to 5 000 participants depending on how many people want to and the system can handle that but the reason i say that is that could take a while to compile that data and get it back to you but it will be shared with district staff as well and we'll make the results available to the community thought for me are you working with any equity specialists on this um what we did was uh model surveys that were done for

165other districts and incorporated their thoughts and their work because it had been done and we did it that way so no no although um our carla gay our executive director of innovations and partnerships uh is somebody who i would consider very well versed in the topic i just don't see this as centered on diversity equity and inclusion if we can um that's why we'll be asking the demographic questions if we can dissect that information this way everybody has a voice we see which groups respond in which way i would again encourage staff to seek guidance diversity equity and inclusion um especially those with uh who are specialists within racial disparities we know with school resource officers what demographics what groups are most impacted and so to really dive into it take it seriously be anti-racist

166and go out and approach this in a way that it's very intentional that not that we are just in addition to answer ask having everyone asking the same questions we are dividing them into subgroups that we are intentional and have a holistic approach when it comes to really looking at this program that we know impacts those communities appreciate the input yeah um building on on what robin said i'm wondering of the like not just using um the online tool but even having uh focus groups with parents um i know we had like a listening session with staff but i'm really curious to know what what parents of my poc students would there is an option once this is done to do that because then you can see what the different demographics are saying because we

167will be able to get that data out of there uh director gomez and then we could target and take it that much further yeah i yeah i'm curious to do that just to have a conversation making sure that they understand the questions that the terms that we're using mean the same thing for them as they mean for the district yeah i just i really want to hear their thoughts any other questions and that's that's a focus group that i volunteer for like if if if it wouldn't violate any confidentiality or anything i'm happy to help co-facilitate that i don't think when in a focus group that it would director gomez uh and this is set up so that we're not violating confidentiality either people get the answer anonymously and not have to identify themselves which

168also frees people up to speak more freely before the survey is sent out or before i certainly can share that with you thanks mm-hmm blake did i hear john could you say again what um where you got this or who what was um how was this process crafted it was crafted um i called um portland publix um i can't remember his title jonathan garcia who facilitated their process uh first and he shared a bunch of research for me that he had done with that he had gotten from toronto schools westland bills wilsonville and then his process and it was a melding of all three of those uh it had a good long conversation when it was very productive and helped design it any other questions of john the superintendent okay all right be updated or

169would powerpoint be included in the agenda uh i was i shared it with sarah it just got missed so we can put that in or i guess sarah can i'll add it tonight robin sorry about that okay thank you john you're welcome okay the next discussion item is strategic planning for future board agenda topics um this uh so we set aside some time to discuss upcoming agenda topics board operations and meeting needs the board is hoping to utilize this time for strategic planning to determine when specific topics will be discussed at future scheduled board meetings do we have a spreadsheet sarah of i know we were keeping one for a while at google doc that had um requests by board members of topics and we used to plug in based on this calendar that we

170have here when certain things would most likely fit so that the information that was being gathered would fit within the timing of when the information would be relevant so we do have a the board requests documents that i believe i shared out following our last board meeting um so that that is a document that all the board members have um editing capabilities for that they can go in and add requests to it um i know at our strategic planning retreat last year we had kind of utilized those request documents and actually placed it in month by month when those would be so i don't know if that's something we need to look at doing as well but we do have a board request that just kind of has the list of all the requests but

171not necessarily the dates when they will be addressed by the board and when does uh contract bargaining start because there'll be times on the agendas when we'll have updates and conversation about those directors however we are we're hoping that we would get word from the gba that we might start sometime in january but at this point they have not gotten back to us with dates at this point we're looking at february or march to start chair pieces let me ask a question yeah clarification um i know in the past you know i've had the conversations about the list that goes the the spreadsheet the board members putting things on there there are times i think when items that are on there could be a session with a individual board member as opposed to an entire

172board topic and so i really would like to be able to review those and reach out to the board members themselves and set up a time for them to speak with either myself or someone else in my office about those things again i just want to make sure we have maximizing leveraging the time that you have as board and if things are being presented one month and then two months later we're asking for the same thing that's not a good use of my staff's time so we really would prefer to do a smaller session that's a good idea and my team has uh the instructional leadership team dlt have put together a list of items that we know goes to the uh ode that we will have on our calendars throughout as well so it

173may be something someone's requesting but it's not due until you know another month out or two so again to synchronize everything so we're not randomly scattered especially in this day and age with all the other items that are doing again i want to make sure i'm using my staff effectively and efficiently on the things that we know are a priority right now well that's um i appreciate that uh dr pereira um i'm just reviewing this and we haven't kept the dates of when stuff is on updated um we had intended to get to health education sex education at this meeting but the agenda agenda and also the staff preparation pushed it to next month so that will be on our mid-month work session additionally the bond update is coming to us at um i believe

174the business meeting in december and we had talked specifically about disciplinary action um we talked about that a few months ago and what we're looking at there is when the data is updated is when we were going to provide that facilitate that conversation that's also true of the ell report update that so i'll work on updating that spreadsheet with sarah sarah you said that we had access to this it's not in my shared drive where is the the french i just i just uh search board requests in my email because i'm still stuck in 1998 as it relates to digital access of files but um i do want to make sure that the whole board has access to it like i did the same thing and i'm not going to call myself old who wouldn't

175choose the late 90s right now myra you know 2020. so uh director stowers i did just re-share it with you it's shared with the entire board but sometimes it gets buried or may not come up so um i did just go in and reshare it so hopefully you've got it there's some other lingering topics that uh i do need to get to um requests from um pretty pretty well-rounded requests from the board so um if my words probably don't mean anything unless it hits an agenda but i just want you to know that this is i review this on pretty close to a weekly basis i just haven't updated the dates um to make sure that we're catching these on the agenda i think myra can attest to how i try to shuffle the agenda

176and organize it to make sure we facilitate full conversations but productive ones so as far as this agenda item that's really um the limits of i think what would be productive tonight is just to say that's that's where we're picking up those board requests we do have a strategic planning meeting most likely coming in february it's typical amanda i see your hand hi now i just wanted to do one more request before we move on like i'm really excited we're gonna do sex ed soon um can we bring up a land acknowledgement too bring him to our schools it's so funny that you said that where's my why why is that funny it was gonna it was gonna hit that request sheet whether you had brought it up or not but i'm glad you did

177so thanks amanda awesome okay that makes me happy thank you see ya great minds think alike so uh we have a february strategic planning meeting uh usually what we look at there is budgetary focus we try to keep the august one to calendar focus covet has really thrown both of those into into a loop but i would imagine that our conversation february will be oriented toward the budget and i will work with myra to sort that out and the superintendent okay all right so for announcements um we have board work session december 3rd that will be virtual uh so too will the regular board meeting um i imagine that also our work session in uh december our our second work session will be virtual because we'll be right on the limits of the multnomah county

178restrictions so i i think we're virtual for the rest of this year um but those are our two announcements um are there any others that i'm missing from the leadership team not board related oh i'm sorry i got distracted what was the question well i was asking um if if i was missing anything besides the board meetings you know sometimes there's school or community events that are school related those aren't happening too much so i would imagine the answer is no but just to confirm um we don't have anything between now and december 3rd are we board chair are you still thinking of having that that meeting in person in the chambers or have you have you reconsidered what's your thinking which which meeting the third december third i just think with the increased restrictions

179i i think it would be inappropriate for us to that's yeah i figured i just wanted to yeah i'd love to meet in person i like it a lot better um so uh is there another town hall that i could announce dr pereira i know we just got through one when yeah that's coming up the first week of uh december i have the students on the second um and i've lost the date of the town hall but i'll give that to you before we end here you can continue on i believe they're on the same night actually it's the same day sorry they're back to back in the students and then the community yeah they're back you know as far as the portions that i touch um athena and your team have done an outstanding

180job of communicating that i've we've we've gotten a lot of uh um anyway we've seen a lot of the information flow over the the town hall and the survey the next one will be um in two languages spanish as well um simultaneously bilingual i guess throughout karina will be there too that's the one i have on my calendar i'll be back we had a good turnout last night um i would say about a hundred and what i don't know i forget the number oh nice you had a great over 100 like 130 40. it was about 133 134. uh sarah i think you were saying something so just a reminder for the board um you're free to attend the town hall just please let me know because i have to send out a quorum notice

181if there's going to be a quorum of the board there um just to let the public know that forum will be there but no decisions or board business will be taking place sir i'll be at the one on december 2nd thank you director gomez all right then there being no other business before the board we're adjourned thanks everybody