001e hi Sandy and Ellen do you hear me we're just testing the microphones yes perfect thank you so much welcome should our video be on sorry can you repeat that do you want our video um yes please thank you trusty Kim can you hear me yeah I [Music] can see Kim can you repeat that again I can hear you Lucy much e e like Al to order at what time is it 2:34 um okay this meeting is being recorded or broadcasted images and sounds May capture uh of those attending the meeting uh request to attend the meeting remotely due to just cause the board will consider the request by truste Kim to attend the meeting remotely due to a caregiving need for her children based upon the provisions of assembly Bill AB 2449 ab2 2449
002permits remote participation by individual trustees under two sets of circumstances just cause a caregiving need for a child parent grandparent grandchild sibling spouse or domestic IC partner a contagious illness a need related to a mental or physical disability or business travel for the board or another state or local agency and emergency a personal physical or Family Medical Emergency these reasons for remote attendance can only be used if a quum of board members is attending in person in the same meeting location within the board's jurisdiction and that location is included in the agenda a board member may only attend remotely for up to three consecutive months or up to 20% of board meetings in a calendar year trustee Kim yes I'm um participating remotely per AB 2449 due to Just Cause And in confirming that there
003are no other persons 18 years or older present with me I would like to make a motion that we Grant her request to participate remotely per ab2 2449 for the just cause stated I second all in favor I we have to take a okay roll call vote I'm sorry did trusty fak make the first make the motion and then trusty P okay thank you yes Jennifer delbono um yes twin fak yes Gabriella Kim yes Kenny Moreno yes Michelle Nelson yes Linda Peno yes hu Y Baker yes thank you thank you motion passes and then um can we please stand for the Pledge of Allegiance begin pledge aliance to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all
004and then um can I have approval of uh a motion to approve the agenda and this is also a roll call vote move approval second Jennifer delbono Yes twin fak yes Gabriela Kim yes Kenny Moreno yes Michelle Nelson yes Linda Peno yes hu Y Baker yes thank you okay then we are on to item four study session the Board of Education will meet to discuss the planning of gusd strategic Vision plan with leadership Associates thank you trusty fak uh good afternoon trustees I am very excited to um introduce to you this afternoon um some of our colleagues from leadership Associates um some of you met with them the executive board last year met with them um and then our team cabinet and I have also had an opportunity to meet with them um so I
005am pleased to uh present to you Sandy lion Ellen dugery and Blanca kav kavos um who will be sharing with the board today um just some thoughts about how we are going to move forward with the planning of the Strategic uh vision for our district as I had shared with the district uh with the with the board a while ago when we had passed this uh uh on the agenda several months ago um we are looking at um just some strategic planning two to threee planning for the district where we can uh come together and identify what is our common purpose what is our mission what what is our vision uh what is our desire for our students and what what do we really uh what are some steps that we will take um the
006other thing we will be doing is aligning our lcap and our sipsas uh with the Strategic plan so today um our colleagues from leadership Associates will present uh to you and also uh the first step is getting your feedback on what is the desire of the board and uh what is it that um that you desire and see U what this process might look like and also uh ask any questions um that you may have uh from our colleagues today so I will pass it on to sandy and Ellen thank you uh Ellen you are muted thank you so much so I'm going to get started today um and just Begin by um thanking you for um having us here at this meeting today um Dr lion and I met with your leadership team last
007week and they they are quite amazing very intelligent very focused on student learning and focusing on um what they can do to make all students successful so it was really wonderful to visit your district and get a good feeling of um the direction that you want to go so I I'm going to think that there are some slides is the first slide up yet I'm going to share my screen okay let me start that all right can everybody see that not yet not yet yes how about now yes yes we can great thank you and let me just say to the board uh Dr gasos is gonna be joining us shortly and we'll introduce her and let her say a few words when she does come on so um Sandy and I are um and
008Dr cassos we're all uh retired superintendents and um are very familiar with um boards and um the work that you do um we are working we going to work together with the district to help you create a clear and coh coherent vision for your District um I think that just the thought of I know I always think of um someone that's you know on a boat and everyone's there maybe many people on the boat but everyone's rowing in the same direction and that's kind of what you want to do you want to get this to this place where all of you um are thinking the same way and have the same vision so strategic visioning is we really just are facilitating a process it's a structured activity that allows organizations such as school districts to
009cast a vision for the future while allowing staff to set priorities and focus energies and resources towards a common Vision an effective strategic vision is essential to keep a school District focused on the challenges and issues that are most likely to impact student learning so really what your goal for this is is to engage your educational Community um in this process you have the final say you will make the final decision but getting input from everybody that works um towards making all of your students successful is really a great way for um the community to understand that you want to hear from the them you want to hear what they think are the challenges you want to hear what you feel they think the successes are um of your District so um at the end
010of the process you are going to vote on it at the end of the process it's yours and we'll we'll I'm just going to talk about the um what are the elements are but then Dr Lion's really going to go more into the process of how this happens so the visioning will um have the following elements first you have the vision and that's kind of the why the direction that drives you um and drives everyone in your district and then the um we'll work on the mission which is the reason that you exist or the what um um we'll have different activities for each one of these so that you'll um get input from everybody which Sandy will go into later but um so that by the end you can really see how many people
011think about what your direction should be and your reasoning um then the core values of the district what you stand for and what you represent um and then Focus areas and these Focus areas are the focus areas you already have I believe you have three right now and they're aligned with your goal uh uh your l cap and it's the fundamental and essential goals of the district um maybe the team will tweak those a bit before they start so maybe they're a little more uh clear I'm I'm I'm not sure what you want to do with those but you will present the focus areas and then um you'll get input on the strategies the Catalyst that drives us towards a continuous and sustainable Improvement what people will do so that um the focus areas are
012met and then the very end and and I think this is the one of the most fun Parts is the creative graduate profile and I think maybe you've started that but what is graduate profile is as a sh vision of what your graduates going to look like at the end of 12th grade and so you um take the words from the vision and the missions and the core values and you pull that all together and make a profile of what your graduate should look like and then in kindergarten back to school night the parents get The Graduate profile and it follows all the way through so all the teachers from kindergarten on up understand what that 12th grader is going to look like when they're ready to leave your District um and so during our
013process of a day and a half we get input from all the different stakeholders in those areas um also the work will be done in Spanish and in English the slides will be in Spanish and and in English and um Dr kassos is going to I won't be doing the work that day with Dr lion Dr kassos will because she's bilingual and um and I think you had requested that it would be good to have a Spanish speaker all right so we're going to jump into step one process development and what I want to say is I want it's hard sometimes virtually to see if the board's nodding or has questions so after each of these steps we'll stop for a minute and see if the board has any questions or comments so we make
014sure that that we hear from you today um Step One is the process development and as you know this is really sort of already happened um and is happening as we speak uh we were given Direction the board gave direction to staff who contracted with us to start this process and so we are already underway with a number of these pieces but I'm just going to go through them for the benefit um of the entire group uh we're the your team is working to identify key team members who we already have met with and we have the cabinet working away already on some of these elements and what we did is we went through with them this process in a much more detailed fashion than we are today and as um Dr munchie mentioned we
015are help going to be working with them to make sure that this aligns with your lcap one of the things a district needs in order to move anything is coherence and alignment and so while there will be some things undoubtedly that will Bubble Up out of this process that may be unique or different or an enhancement of something that already is a pursuit of the vision of the board and the direction of the district uh you do do you already have in your goal you know your first goal I won't remember it exactly but it's around academic achievement and preparing students for the uh 21st Century Learning uh work environment that they're going to encounter we're going to just build on this and and we all know that our L caps are not necessarily sticky
016messages and at the end of this we'll talk about how what we're going to work with your staff to create will be that it'll be that messaging the vision uh the direction the Strategic initiatives that your staff and the board will work with to really give a concrete uh understanding of for your community and your education Partners about what that will look like um already staff is working on determining the participants for that day we really want a wide net parents teachers administrators community members students student voice is crucial to this endeavor and our goal is to have a student at every table and a student panel on the second day that helps set the tone as they really dig into the initiatives um business members any other partners that you all have that will
017be meaningful and I know Dr Munch and staff are already working on who those folks will be we've already worked on the timeline I think you know that our input sessions are May 1 and 2nd um and this is an Adaptive adjustable process and so one of the things that emerged during that time was the need already to think about adding an evening input session and we will work with your staff to make sure that happens so that you you are really casting a wide net on uh who's there as you know with any process that has a finite timeline everybody can't be involved but we're working with staff and they're going to have an accordion process that will allow anybody who wants to have some input to be able to be engaged in that
018um and then what your staff is working on right now are these bottom goals which is are bullets which is really around creating the district profile so that we are able to set the stage for everybody in that room that day as to what currently exists in the district um we will have people in that room we hope who have maybe some specific familiarity with Gilroy but maybe not a wide view of all that you're doing and so what we ask is we really want to set the stage clearly for everybody about what currently exists then we spend some time we call this the educating and input Gathering and as I just stated the big goal with the um educating is to make sure that we're all starting from the same uh vantage point of
019what currently exists thinking about your divisions your three priorities your lcap goals and how we focus that team that day on thinking about what the status is because our goal is really to get from the current state to the desired State and to work with them to enumerate what does it look like then if we want to get here how are we going to put in place some strategic initiatives that will make that happen um we spent some time working with them to solicit their hopes and fears of strategic visioning and I know even in our meeting with the executive committee of the board one of the concerns was we'll do all this work and then it will be one of many binders that sits on a shelf and so you know we will listen
020to the community to really understand what their hopes and fears are and make sure that we can give them some confidence about what those next steps will be and when we get to the end of this presentation with you all we will make sure that um you understand kind of how you make this a living document that lives well into the future can can I ask a question absolutely I I guess I have a process question um this is Trusty delbono I'm yes I'm just a little confused right now I feel confused um I feel confused because is this a presentation the whole time are we are we getting a presentation right now that was the goal is really to give you the the scope of the work to stop at each session and see
021if there something that you just heard that you'd like us to adjust give us input on the process okay so and I'll explain my confusion sure we met we met prior on January 25th and it was a board retreat to do our strategic planning right and we met in a in a like a a U-shaped form very informal Workshop style um we had a we had someone from leadership Associates we had food and we didn't quite get to strategic planning so we asked then for additional time as I'm understanding so that we could complete our strategic planning as a new board and so we're here today this is a different setup this is like right formal board meeting and I'm like where am I right now okay okay and and what are we doing and
022I'm hearing that executive I feel like I'm hearing things for the very first time that I don't even know that is happening or that I'm up aware of did I miss the email where this process has started and I I I just I'm not sure what I'm hearing right now that like I feel like the Train's moving and I'm being told where the Train's going versus being part of where this is going so that's my confusion right now so go ahead J Nelson ditto so this is not because we're not making any decisions in terms of what this street plan is because we haven't done the process yet right so this is just them who we've hired um telling us and and again I totally understand your confusion because it's kind of like the the
023first board you know the prior board hired the organization uh right and then so you're kind of on the the not the tail end but in the middle of it so there so we we did um you know approve the contract last year right so this is it's all new because they're telling us what they foresee the process to gather the data is and then we can say no don't like talk to that group or no include this group so that's what this session is for um to get our input in terms of the process that they're going to do so once they gather all of the data we're going to have another meeting to analyze the data and say Here's here's what we think based on the data that we receive the Direction the
024values the goal should be yes go ahead so so the only work that's been done is is gathering the data so that they can yeah like you know the student data the lcap data so that um leadership Associates can when they present to the community that they can present the accurate data that here's where what where we are now so this is all the go ahead behind the scenes all right so input sessions are already scheduled for May 1st and May 2nd I I didn't know that and why why have they been scheduled for Thursday and Friday I believe that was discussed not in the retreat but maybe in the okay that's one of my so how are kids supposed so is it going to be in the evening is it going to be during
025the day because the kids need to be nothing nothing is set in stone that so today this is a study session this is an informational meeting and it's an opportunity for the board to ask questions make recommendations so that this group can then move forward what we had planned at at the retreat if you remember it was Dr Frasier it was not a study session that was literally Dr Frasier would have said so the district is going to engage in a process and that's what that was going to be which is why if you remember it was a very short agenda item at the end of the day and we never even got to it this is the um this is the first meeting for the board where this group is bringing this is the
026scope of the work we had identified last year when we signed a contract with them if we need to amend it if we need to expand it if we need to change it then that this is the opportunity for the board so the work has not happened yet the meeting dates that we planned are literally just to hold on the calendar because we have to find a the if you inviting a community we need to have a place so if uh today there are any recommendations from the board this is the opportunity for the board to provide those this is a study session um which is why it's a special meeting the board is not taking any action on anything tonight it's the board is making recommendations the board is asking questions that they might
027have so we can have the opportunity to say okay if students are going to be involved they have to be even their release which would be bad for them to miss school or in the evening okay any recommendations that you make that's why the the team said that we are also planning uh sessions in the evening because we realize students may you know it will be hard for our community as well as students to attend during the day but the way the sessions are designed there might be um some part of the meeting where there there has to be continuity because the team is going for people to provide input they have to understand where the district is currently and again this is where I think our system is very diff everything that we do
028must be driven by the lcap we don't have a choice about that we are a district that's in year five of differentiated assistance based on the performance of our student so unlike many other agencies where we can have very broad goals our primary responsibility is to follow the goals that have been identified in the lcap which are then approved by the County Office of Education if they find that our goals are not aligned with what's on the dashboard and that's where the board this board has responsibilities that are a little different everything for us a lot of our goals are driven by dashboard data and uh so when we start the session it is going to be based off of the lcap depending on where we go with this are there other things that we
029need to add to the lcap for next year as you know right now there lcap sessions some of you that are parents might be um receiving invitations to uh engage in those sessions right now it's elcap season so we um survey students we survey parents we survey staff so all of that is happening now in the next few weeks um but today's session is really just to gather input from the board but also it's an information session to say this this is what what we are proposing and what would you like us to do exactly so if um I'm happy to stop now if we want to have a further conversation just about this initial process but what I do want to say as an overview is that uh the idea that the board what
030we set up and it's on a slide that we share with the entire educational partner Community that's in the room is that ultimately they are making suggestions and recommendations you know coming up with innovative ideas all of which will be presented to the board for the board's further discussion prioritization and ultimately adoption of whatever strategic initiatives uh are created so the board this is is the board's work and what we are doing is a process to gather for you synthesize aggregate data so that then you have a place from which to finalize your vision for the district so um a trustee yeah I just wanted to also just add my thoughts so um I think the question that was being posed was I think there was maybe a lack of um Communication in terms of
031what the expectation was of today I guess I was confused too because um I thought it was a continuation of our Retreat and so I just thought study session was that I didn't realize that I mean I know we talked about study session and now it's it's it's um it's menting in my head a little bit more as to the purpose of a steady session and I'm totally fine with this process I think this is very helpful it's kind of the scaffolding parts that we need to to kind of shape I think further discussion around our strategic visioning I think what would have been helpful is it just because I'm a visual learner and you know here I'm making diagrams for myself as we're talking about our vision um is to have maybe some kind
032of timeline perhaps uh just so and and you know for the benefit or maybe for the continuing trustees too to just kind of get an over kind of bird's eye view of this process so that that to better understand how we're moving forward with this particular process I think that would have been helpful in in just um understanding us coming in here what the purpose of today is and and I'm totally fine with what we're doing today I think um perhaps if we it was just better communicated to us that here's kind of what we're going to be doing because I think I also left with the idea that we were just doing a continuation of what we did back in January understood and you know what we can do uh is provide after we
033get input from you today um and work with with uh Dr munchie and staff to come up with a more specific timeline but as we said this is all adjustable and adaptable and we're here to hear from you today as we outline what the what the scop and sequence can can look like and then we get your input on what you'd like it to look like all right I think I will um move on then with um really I think um Dr Docker already talked a little bit about this but um so as you think step one is really the stage setting and as was stated some of this started when we uh first uh came on board met with uh some of the board members uh in the fall or in the winter and
034then have begun going forward um that process is what I just illuminated this is really when we get to that session if if it's in May or whenever the board uh decides where we actually are in that Gathering of in information stage and so on that day day and it's really a day and a half that we have everybody uh together in the room um one of the things that we really do is go through these different elements where we look at the profile of the district as I've just stated we really talk about what those strategic topics are and again it's uh this you know conversion of both your your three priorities your lcap goals and then we go through your vision your mission give the participants an opportunity to give you data data
035around does that match up is that aspirational is that what we want so we'll collect information from them through several activities about why that's important as well as the core values and then as we work through the day and a half we get to as Dr dockerty said this idea of strategies where they you know they've listened to all this information we've provided them with some literature and activities to jump off of where they're thinking about what are the skills our students are going to need now and into the future um what is you know School Reform and District reform really look like what are the elements that they need to consider um and then really what you want your learners and graduates to have with them cognitively social emotionally and as members of your
036community and then again we have this opportunity to engage with our student panel and voice um and so you know as I said earlier but I really want to reiterate all of this is Rich Community data for you from a variety of perspectives with a variety of backgrounds and experiences and they work together in a team they stay as a team for the day and a half which helps them and again these are diverse teams at every table so that they get to really grapple with this is my experience with the district this is what I know this is what I heard this is where I'd like us to be going this is what we'd like to share with the board and all of that input is collected I'm GNA stop there because um and
037I apologize for the confusion I understand uh that you spent time with Sally and that had that and really we had given her this information to go over with you as a board and apologize that there was a little bit of a lag in how we're stepping into that space with you and especially being virtual as well so appreciate your patience in that um I'm just going to stop sharing just for a minute before we get to the writing portion though and see um so that I it's hard to see you all but at least I can pull up in my view a little bit of the um the boardroom and see if you want to ask us any questions or at this point as we talk about that Community input what that day and
038a half would look like when we're Gathering that data what questions or concerns do you have for us I also want to pause and um ask trustee Kim if she has any um questions because she is uh virtual as well yes um I think I'm okay right now thanks thank you any questions from the board can you restate the The Prompt sure um after just hearing about this initial you know the set setting of the stage working with your staff and then the day and a half how it's kind of constructed to work with the input from your community um and I can put those slides back up so you're thinking about the elements of who's in the room the timing of it the Gathering of the data any questions or concerns so let me
039I'll share those um slides again so you can kind of think about what uh what questions you might have we have copies of those oh thank you that's right thank you but I'll put those up for anybody else who might be watching um any questions about so this basically is a process that is getting input from the community but it comes back then to you so that the next part is the writing part where they actually try to um where we do do and I'll go through that in a minute but then when when all of this is finished and this whole process is done then it all goes to you and you just have input from everybody and then you um actually make final decisions on what all of this will be but you
040then have um heard the voices of everybody in the community so this process is really just an input process um for then you to be able to finish and um complete and make the final decision on on the on all these pieces I have a question um so I'm I'm Gathering my bearings and understanding where we are understanding that there's this process is step one um establishing timelines the dates um what will happen who will be there step two Gathering the input right of the community and I guess my my question and my my question is where in this are we ensuring cultural proficiency of the process and or is that ours to to also advise just want to make sure that that's in here that we're really culturally proficient that we are ensuring that
041we're engaging all members of our community um in this process that's meaningful and um that we have a really solid Communications plan in here I don't see that really it might be I just need my glasses um we and because we have in the process development if we could already start thinking about what the communication plan is for getting people there but also then reporting back out and and thanking people for being part of the process sure um and I will be happy if I don't know if any of the um if uh Dr Munch she wants to speak to that but uh that's one of the reasons that we will have Dr gasos Who's um wasn't able to to log on but she will be there we understood that having a Spanish facilitator was
042really Spanish speaking facilitator uh was important we will have you know documents in Spanish as well if there's other pieces around language in particular um then we definitely will want to know how we can assist with that in terms of you know the timing that was one of the concerns is how are we going to make sure that a variety of of Community Partners and education Partners can be there and so we're looking at adapting that and you know we what we want you to have is a real accordion process that meets a variety of needs as you take what ever we get and give you and go back out and get input and bring it back um and so I know that the staff is already thinking about knowing your community knowing the needs
043of different aspects of the community how will we structure it in a way so that is part of our dialogue right now um so I don't know if anybody else wants to add to that from our team um I I can share a little bit so just like with all our other plans including the lcap the board provid provides a general direction that's the role of the board but the operational piece in terms of How It's actually the the communications plan for it that's part of the work that my team and I will be doing what we're looking for today from the board is what is your broad sense of what should be part of this plan uh the communication plan and the you know scheduling where the facilities and those are things that I
044I'm not sure that the board wants to be involved in that that's the work that my team and I do uh that's the operational piece uh today is really just the guidance from the board um and we will keep the board informed um but the communications plan will be developed uh with the Pio and I we'll be sitting and working on that in terms of community input uh we are very fortunate that we already have the structure for a lot of different um groups that we work with including several Partners our parent groups we have several parent groups we have youth advisories um the the plan is to have a very broad um scope like make sure that all the voices in the community are heard all the partners that we work with and that
045again will be the part of uh that'll be the task that my team and I will be working on and then also to your point trusty Del Bono if if you um in terms of the cultural competency and if you see that you know we're missing something please uh you know voice it and um leadership Associates can help accommodate it absolutely um I if it's all right I will stop sharing just for a minute before we talk about the writing because uh Dr kassos is with us now she was able to log on and I would just like to introduce her and um let everybody at least see her and say hello Blanca good afternoon it's a pleasure to to be with you and I look forward to working with you and your education Community
046thank you um she's a real asset to our organization and our team and I have had the great pleasure of working with her in other settings and so I know she will be a wonderful facilitator and we're we're trying to absorb all of the input we're getting from you today so we can make sure that we meet your needs when we are in the district doing this work maybe Sandy I should go on to the writing process because it kind of everything together and then um maybe things will be a little clearer after that great so after that that day and a half where we just get you know it's a lot of process a lot of activities um we have videos we have little articles to read we have um information to give people
047so they they know this the state of the district and then um have um usually there's posters all over the wall that each group has made with um verbs um and ideas for vision and Miss and core values and then all of that comes back into the uh to the district and we can um assist them various ways but how most of the work is done by a district writing team so um you create a district writing team and this is not in stone but it's just a way to bring all of those posters and all of that information together and um they kind of prepare um a rough draft of of a vision a mission a core values Focus areas and uh strategies and aligned with the lcap and The Graduate profile and usually
048how it works is the writing committee will work on like the vision mission and core values and they'll get that together get some ideas get some maybe some rough draft and then they send it out like an accordion to everybody that was there um it's for you to see for everybody to see and to get an idea of of um no that's not what we meant that's what we meant this makes more sense um and then again do it right do the focus areas and the strategies and once again take it out let everybody look at it make sure that this is what they the input that was given um and then come back and also with a graduate profile and then um after that um it's reviewed with the Community Partners and then it's
049revised each time depending on the input and then um one thing we also thought we could do is if there's focus groups like um your deac or a a group of um parents or different groups in your District that might want a night meeting that then they might want to look at it and get an idea of U the thought that's been put into it so that they can give their input also um and through all this you're you're reading this you're giving input and then there would be a study session with the board and you would have the time to just sit there with all this input and revision and then the final step would be that you would adopt and talking about a timeline if in fact this meeting is the beginning of
050may you would have through you know the summer or this um May and June to be writing and and getting things in and out and then possibly when the School start school starts in September you'll have your um strategic visioning completed let me just go through this last uh step with you all which is really the implementation and then we'll open it up for some more discussion um and so in this final step what we really want to help you work with and I know this was said to us in the first meeting that we had um in the winter was the idea that you know they really did not you did not want this to be a binder that sits on people's shelves or a handout that nobody looks at and so what we
051really talk about and work with you on is this idea of making it teachable making it visible marketable personal and measurable um the lcap is not those things and and yet it is what's driving our work for short term this is really me meant to elevate up and get people focused on again where you're headed as a district over time um and so we work with you around this idea of making it a sticky message which really has it's simple it has something in it that's unexpected you all have probably seen the acronym around success which is what they use with the idea of a sticky um message and so so one of the things that we really recommend and work with boards on is the idea that in addition to having this out there
052that you know you have to decide where do you want to see these strategic initiatives how do you want to make it visible um and then as your staff works on the smart goals around those strategic initiatives how will you as a board Monitor and work with those uh strategic goals uh because again if if it's not part of something that is visible to the entire Community to the board and something that progress isn't being measured for um then it isn't work that gets done and and we understand the importance of investing this kind of time in something the community is going to want to see that that progress has been made on those goals and initiatives that have been established and so this is the fun part of the work but it is something
053that very often um districts don't engage in and and so it really is wonderful work of the board to keep this front and center once you've gotten the initiative into a place where you as a board are saying yes these are the three five things that we're really focusing on these are the action steps our staff's going to take and this is how we're going to monitor uh the progress we have toward those goals let me yes I have a a comments and a question so um being a a decades long employee of G unified I was one of The Reluctant uh folks regarding strategic plan because I have been part of many that ended up being uh great door stops so I like this uh process but one thing I would ask is um
054as a board member I'm very cognizant that I'm not the doer staff staff is the doer but in terms of making sure and I use the word trust uh lightly um that the process is as uh diverse and deep as we need it to be if we could have updates on a weekly or bi-weekly um what groups have met how many people were in those groups um um and just being kept a breast so that when we are asked to give our input that we are uh feeling good that indeed the process was Broad and deep and meets our needs and uh I I really don't want that to happen at the very end and say here it is but if we could be brought along because in addition we board members have to be
055brought along as well so if we can get um updates to the process first of all a timeline for the whole process and then a timeline of when we will get our um updates it is it is and it will be truly just an update because that's our role not I'm not asking that we uh you know in Spanish you say you know you put your spoon in a soup and there's too many spoons in a soup and our role is not to put our spoon in the soup so our role is to look at the soup when it's done so I just want to be able to really know that what went in the soup is enough that makes sense first I want to acknowledge and welcome our our single Community uh member so
056thank you for coming and and spending your time with us this afternoon if I can get a little bit of kind of a history uh context because I I I guess I assumed when I was coming into this process that this was a um kind of a I'm sorry okay um this is just our packet from so I thought we were coming in uh to revise to make new uh an older strategic Vision process but it sounds like this is a new process for us that we've never done this before is that correct because I'm looking at our uh the the Board of Education goals I guess from last year and just wondering how I guess that will also fit into this but this is exciting if this is a new process but I guess
057I thought I was coming in and we were going to be revising an older um uh Vision that that had already been established but that's not the case is that correct you are right it is not so let let me give you the context you're right context is really important so as you know I I started in this position about a year and a half ago um and what I found is we had the lcap we have sipu we had a almost a paragraph long mission statement we did not I couldn't find a vision statement we I couldn't find a copy of a strategic plan um and you know when I asked the board at that time um trusty Pano as she mentioned I think the last time we engaged in an activity like this
058was probably 15 20 years ago so there is no no documentation I am a person that is I need to have a plan that's how I function so right after I started in this position at our first retreat at that time I asked the board I said what are what is what is your plan for me what would you like me to focus on and there were seven board goals at that time which were really really Broad and they talked about a lot of things and I said it includes a it's too many things if somebody parent or a Community member or a student asked me a staff member asked me what are your goals this year I want us to focus on something that I can say quickly this is what we are going
059to really hit hard this year this was our first meeting first Retreat uh at that time Dr Fraser she was facilitating and the board at that time four of you were part of that process uh we went through an exercise and the board uh the the governance team the board and I together uh eight of us we literally took chart paper and put down what are some areas that we as a district need to focus on we we had just come out of covid we have 30% kids proficient in math and 40 in Reading which is unacceptable our El's let's not even talk about the DAT so there really for me as a new superintendent there wasn't any direction and I needed Direction so the three U Focus areas goals that you saw that's what
060we came up with that year my team half which was also new at that time could not find a lot of um plans in place um we we just couldn't find anything so we had to create what they did is they aligned then they blew up the lcap and aligned the three goals that the board at that time came up with and said we're going to put those in our lcap goals because then that's what we're going to focus on those were shared by me at our welcome back staff meeting those were broadly shared with our parents in every newsletter the expectation was every staff every principal was going to uh go over those goals and keep those at the Forefront of all the work my evaluation of our principles is based on those three
061goals so we and this is just a year and a half ago so then last year I went to the board and I said we need a real plan like what is what do we want for our kids our community has changed a lot in the last 20 30 years what our kids are being expected to learn learn has changed tremendously but most importantly how our kids learn has changed so keeping all of those things in I you know in in mind I went to the board at the executive board at that time and I said how do we want and you know trusty fact you were vice president at that time um and president pace and we said okay let's let's look at some folks some districts that are doing some work why don't
062you bring some ideas so I I looked at some U districts I looked at some I spoke with some colleagues we met with leadership Associates because they had already done the retreat with us they had been part of the recruiting process they had they knew a lot of the work that we had done so we had some initial meetings the board at that time the executive board at that time then said it doesn't make sense for us to start this process when we have three new members coming so like like sign the contract but then it needs to stop because the new board needs to engage in this process so that's the context so that's all the work we have done what you're seeing they they met with with the team with my team last
063week really to talk broadly about logistics what would it even look like like where would we meet which is why those dates that you saw their calendars are impacted we've changed dates twice already and they need a solid day and a half to be here to do this work at least a day and a half to start with the other thing is the scope that the previous uh board at that time decided if this wants to move away from that and expand it this is our opportunity to do that but the the reason I share this with you is um this is new work this is work that the previous board said we need to just pause and start with the new team in place so what you are seeing really is for this board
064to provide input and for us to create a plan for our students in our district where everything that we do then we get behind that I as a as your superintendent I cannot get in front of parents and staff and students in our community and say this is what we're going to do this is our plan when I don't have a plan for me to be doing my job well I need to know what the expectations are so that's where this is coming from uh yes trusty tono so couple things I I do get a little confused when I hear that we don't have a plan because the lcap is is our plan right it is the plan and if it's not the plan then what has this board been endorsing for the last 15
065years you know and um and you were also on the board so that it's like we have a plan it is an lcap plan but the I guess the Strategic plan would be to be more intentional about that lcap plan okay that's what I'm trying to hear and and what I'm hearing right now and then the other thing too um I guess I just want to make sure like when this process is happening that it is through an equity lens we already have data we already know where areas of of strength are and where areas of need are it's clear it's on a dashboard they're red you know we see them and it's the same people and so when we say if we determine if other focus groups are needed like daac that might be
066the first group that we're engaging right so we utilizing our data to know where we need to engage first or as a priority in this process um and our Community Partners and I know that you know um leadership ass leadership Associates is is very well known and respected but you're not from our community right so our community has already groups that engage with our families that are much actually deeper in relationships than we are as a district we can Elevate that those relationships right to support our process through through partnership to make sure that we're hitting all of the communities that really need to be supported through this process our Els you know our foster youth Community our students with special needs um our migrant communities our Spanish speaking I already said El's but you
067know even our just Hispanic Community we don't have a long history of great parent engagement so there's it's an opportunity I see this as a huge opportunity to start that process to really engage our community in a way that's meaningful and elevates the voice in a way that will hopefully get us the results that we're wanting to see that we can't currently identify and so that's what I'm hopeful of yes truste you bigger um so let me just add to that that was one of the questions I had too is that if we were without a strategic plan was the elap then U kind of um kind of a placement for for that and then I guess my other follow-up question to that is um what exactly does the accreditation process look at I I
068would think that that's one of the things that we are reviewed or evaluated on is a some form of strategic plan so if it's all just based on the lcap plan I'm curious the Dynamics there a district is required to have an elcap plan which we have like I mentioned earlier we're required to provide it the County Office of Education approves it that's an lcap plan which talks about very specific academic and other goals that we identify the Strategic plan is much broader so when I said I couldn't find a plan I did not say I couldn't find an lcap plan we've always had an lcap plan a good lcap plan uh but last year because based on the three goals that we identified we uh aligned our lcap plan with that what we didn't
069have in place is a strategic plan a district is not required to have a iic plan there many districts including us like the LA as I mentioned the last trust you% what 15 20 years how many years ago did we engage in this process so we are not required to do this this is not a mandate it's something we desire to do to to come up with a broader plan of really what like as a parent what is your desire when a student graduates from Gilroy what should all of what qualities should all of our children have what is our desire for them right what is a as as a board as a superintendent as a community what do we want our kids to achieve those are things that are not written in an lcap
070plan an lcap plan is very specific to um you know on math on reading on academics on whatever goals we identify what would that look like and then you tie the dollars to that that's what that is right I would also just um as a um uh as part of this process it'd be helpful for us to also know what was in the last accreditation report to also I think I don't know if I've ever do we have an accreditation report we there is none not by District each High School does each oh the scho only the high school so they don't they don't do one for the whole District then just the high schools okay all right this is a mute issue then thank you and that do is a three to five year
071accreditation which is whole different process yeah so I think um the the real yes it is a broad broad like it's it's the direction right the lcap is more tactical where this is what we're doing to increase scores and all of that stuff but like what is like what is our broader vision of where we want our students to go right and then the plan with the strategies also hones down in terms of okay for this next three you know three to five years this is what we're going to put our concent ation our resources in not to say that the other things aren't important right but that might be in the next strategic planning session so that and and it's really important for I think the reason part of the reason why our kids
072are struggling outside of you know covid and all that stuff is like this district is I I feel we're floundering right we're floundering because we have lcap we have this goal we have this each school has their own mission statement like we're all working from different angles trying to get to the same thing we're not working together so this strategic plan that's what it's going to do it's it's going to hone in on what the community needs what we as a board governance team needs to set the direction based on community input and then just like really hone in on those um you know core goals that we decided on and then for the next years that's all we're going to do and then you know reiterate for the next board okay question yes trusty
073so I'm obviously new to this um process um and I'm struggling with understanding the order a little bit um I see a lot of things like linked to lcap and aligned with lcap and various connections to lcap can we do a Str strategic plan without knowing what the lcap turns out to be which is why um when the team talked to our cabinet members the lcap will drive the Strategic plan right so which is why right now the surveys that our team is collecting from parents and students and staff that's how we put together an lcap plan based on whatever input we get so then that lcap plan we take that and say okay in the broader picture what are we hearing from our community and then through the community sessions what is our mission
074what is like what is our purpose really I I I understand that and you said it's elcap season and I get that so I don't you know I don't know if that season has an end to it I don't know when that ends I don't know when El Cap data stop cyclical yeah so at some point I know we it stops and we we formate formulate plans based on it I just don't understand how we can move to strategic vision and planning until that process is done you sh what I'm saying so we already have the lcap plan which is why it'll go hand inand we cannot stray too far from the LC cap that we already have because the the the county office when they approv the plan it is a 2 to threee
075plan just like I was going to go with it so really all of the new data that's being collected all of the new expectations all that is really not going to be for this plan the Strategic plan we're doing now because you said it's based on data we've already done this from the lcap from last cycle right so this plan will not have data this is really the desire of the board so the board could say we want 100% of our students we want to focus on Career Pathways right so maybe I'm not understanding what you're saying okay and maybe I'm not explaining it well but the idea here at step one is Gathering data so they're Gathering data you explained or she explained um I think Sandy explained it um I just feel like
076I'm not understanding the order a little bit because I let me jump in just a little bit let me just jump in a little bit um because whether you're using you know the data that you have right now in your current l cap summary or whether that data changes and some of the action steps change and shift uh in that next iteration that you approve in June um the basic understanding for this the group that the groups that we're going to be working with they're not going to be in the weeds that much it really is about what's the current state what are some of the big initiatives where are we you've already talked about your cast data um your English learner data there's going to be some big picture things in there that they're
077going to sort of understand where they are and really what you want your your community input to be is not in the weeds as much as it is in the vision right where where are we headed do we are we about social emotional well-being are we talking about the whole child when When We Gather what what their perspectives are on that graduate profile you're going to have a lot of data that helps you understand the vision that these community members the students the business owners the parents have about what they think the district status is and where it's going to be you're you're the board that's going to have all the details and all the rest of it but remember that it is okay for this group to not have that up to- the minute
078data because what they're really kind of looking at is this Gestalt of where they see the district is as a whole and as they envision your graduates in 2030 2031 2032 what do they telling you as a board that as a community we want to make sure you've got your sites on um and so the work of the elap what I've seen with this work is often it will knit some of those pieces together it will Elevate certain things that are really important in your community in one Community it's about early literac a focus on early literacy with uh achieve with specific achievement for English Learners so they bubble up things that are in your LC cap it's in the work it's stuff you are doing and they want to bring it to prominence so
079if I'm standing before a community group I'm saying these are the five initiatives that we are really focused on as Gilroy unified okay thank you Sandy I just follow up just with that so we're going to have this uh this is going to take through the summer um maybe if the stars align it'll be ready to go by the beginning of school sorry that's the plan yes that's the plane but in reality when are we expecting it to hit classrooms um because I would assume that administrators need time to to implement teachers need time are we expecting mid year mid school year next year to be fully engaged in this process or is that just going to be like we're gonna because I don't know what I'm asking yeah so um and I also want
080to say that my preference is if it takes longer to really have a solid document that everyone can get behind it then it'll take longer um I'm not so much in in a hurry to get it done I just want to get it done right um and also part of the Strategic plan you know the three to five year goals is okay in year one we're going to accomp we're supposed to accomplish XYZ in year two then we accomplish you know ABC so it it's it it will have um like the smart goals right the smart goals we have okay this is what we want to accomplish this is when we expect it to accomplish this is how we're going to do it and then we're going to have you know progress updates right in
081terms of okay this was year one goal are we on track to hit it if we are great if we're not what are the barriers and how do we overcome those barriers so it it's like a working document that way other thing is we never we don't engage our broader community so the the lcap surveys are only for our parents or staff and our students when we talk about us as a district we have a lot of partnership we uh the idea also is to engage them in that process um um and then come up with the plan it is a long-term plan I agree with President fak I don't think we should rush through it this isn't something where you rush through the process and finish by summer and then you know first day
082of school tell everybody here's a plan it it's not going to work like that this really is about uh beliefs our beliefs and our values as a district um there are eight of us sitting here I can guarantee you if we talked to all eight of us individually and said what do you value most for our students we'll have eight different answers if we are going to function as a governance body that is driving how successful our students are in this District at least we we need to have some common visioning and that's really part of this process yes trusty Delon uh two things I know that we've um some of us on this Bo board have had conversations about a sense of urgency around the work that we do um you know our kids
083are in school now right they're they need what they need now and so I just want to emphasize that you know as a board member I'm still I'm expecting results now this year right for our students and I but I do see how this process is extremely valuable I thank you for bringing it forth and really pushing this forward because it will only enhance and strengthen what we do moving forward um but I do want to just emphasize that you know results are expected now right there's an urgency to it now and um I'm also wondering when we have public comment opportunities because I see hands like I want to talk and I'm just wondering about that process yeah so yeah I yeah um typically it's per before the presentation but you came in late
084um so I would love to finish comments and then I will allow the um public speaker are there any other questions or comments yes Miss Peno I just want to say in the past we've had lots of plans we have lcap we have sipsas that seem totally disconnected to the lcap um we have and every sypsa has a mission and a vision so we have 14 Schools and 14 sipsas and 14 visions and 14 missions and this is a chance you can't make progress when it's all out here we have to focus and my um my support of this is in the hope that it does Focus us because there I do absolutely have a sense of urgency that our kids need uh everything now and I know as a school principal when that happened
085it's when we focused and we couldn't be all out here we have to focus on what is it that we really really want to do and that's when you become successful and you have to have a laser light focus and I think this strategic plan will give us that that's my hope and that's why I support it and um our kids need it now I agree yes truste Baker so you know I've been in higher education for over 30 years and I think every institution um that I've worked at um uh this is part of our life you know we're always updating working on master plan strategic plans and like what commission uh what Linda had said earlier sometimes it just becomes you know a do stop and and I hope that that is not
086what this is going to become with that said I think um and I certainly understand the urgency and I again I thought we were coming into this thinking we're going to clean this up so that we can start rolling this out for this year it sounds like this is not going to be finished for a while and I respect the the process uh to have thoughtful input and discussion so I think there have we have to strike a balance um because I think a successful strategic plan is one in which uh there's ownership um and there's buying and and um it's transparent and so um so I want us to as we move forward with this process just kind of keep that in mind that while yes we want something so that we can start
087to measure um our goals and our successes and you know kind of have those benchmarks and at the same time if we rush through this process just so that we could have a pretty little you know strategic plan that we can say look what we've done and no one really knows what it means um then it's it's a failure so I I think we have to optimize um the the wonderful Consultants that we have here um and work in tandem with them um and be just really thoughtful about this process but I'm excited this is this is cool so I'm I'm uh you know to to be a part of uh something that has not happened in 15 years so that's all I wanted to say are there any other board questions or comments okay
088then I will open up to a public uh speaker and a menoa you can go up there otherwise we first I want to apologize because late but I had to get my kid out of school to be in this meeting um excited for this um finally um I was part of the first El Cap um when the plan even El Cap didn't existed then so um having the parents to be part of this and I mean as a community like um trusty Deo said um board member um there is a lot of organizations out there they have a higher numbers in community to bring out the information to the parents um I noticed that most of the because I'm visiting schools now as a parent to see how much um how many parents actually show
089up to the El meetings and you don't have a lot um and and that's that's that's a big problem too um and to start that ulman will be so nice for this because you need it right um so when you're talking about it it's like wellow I seen this and the sipas it's the same thing you know you do the the exactly what you're talking about they all three go hand those two the alab and the sips go in hand in hand what you guys are going to do to my understanding as a parent so I'm talking to you as a parent as a parent that was involved in all those meetings constantly having those goals and you know advising them and having a Super Nintendo I'll appla you on that to actually say you
090know what this is our boat and we're going to work together because it takes it takes a village to raise a child so every person involved in this community it's part of this whether we like it or not yes we need more time um because because it's like I'm looking at it as a parent and it's to get the parents impul or the community you're going to need more time for this even though like you said if you're going to do it right just do it right you know and let's get everybody involved how where and and you mentioned about the ELC cap right you said that um the surveys are going out when was the last time ELC cap surveys have to go out every year they they are legally we are supposed to
091send them out we send them to parents uh through parents Square we send it to we bring them to parent club meetings elac deac SPAC uh and then last year we started the youth advisory so I I actually because I was looking at my email and the last one I received was in I mean obviously it's once a year yes but the thing is that's my point right now a lot of parents so I look at my emails constantly right but if you as board members get bombarded with emails imagine that section of parents that are not aware of them they're not used to doing technology so when the alup started a few long time ago we used used to have focus groups at every elac meeting when the ELC cap was you know parents
092had to be surveyed we used to do those you know those posters all over the walls I think you remember that Dr M she so that's when we had a lot of parents involved I think if you literally go back into your data and see how many of those surveys really got back to you and you kind of compare it to your parent I don't think it matches I don't even think you get 50% back so maybe moving forward maybe holding those uh meetings like they used to be before or a reminder and paper to the parents because I I look at my emails and I'm telling you like it's there just so many that come through it's like oh I forgot to it and you just forget you just forget to get to them
093so that will give us accurate data because right now we don't have it even though even though we have those meetings even though we say we have it if you really look at it the numbers don't match so I'm actually happy that I'm here but there was even though it's a public meeting look how many parents showed up wrong timing it's 2:45 parents are picking up kids from school and I think that was a bummer I think a lot of other people would have showed up today but looking forward to it are yeah there's still on um is there anything else that you wanted to um provide to us to the board I think one more Point um one of the things was said that we're not part of your community we we're just the
094facilitators we facilitate the process um under your direction where you want us to go and um so it's that's why we're not part of you know it's we're outside people just facilitating the process not not um thinking that we're members of your community and trustee Kim did you have any questions I don't at this time um I think this is great information and a place to move forward from and obviously we have lots to discuss um but I agree uh we don't need to rush it I think there's great things happening in throughout all of our schools right now and the Strategic plan is just going to I think it is actually going to end up highlighting that work as well thank you trusty Kim is there any um input that the board would like
095to give to leadership Associates as part of this process uh trusty Nelson First is it possible to have focus groups in person for the lcap it's not related to this yeah so can you send that or you can bring that up tomorrow's meeting thank you yes I would like to just add to that so the lcap structure has changed a lot the the process that you were describing that was the first year of lcap we we yes where you the dos and everything U okay so but I can get back to don't want to make a commitment to yeah online now all I'm asking her to do is bring it up at a request tomorrow yes yes um so a clarifying question for leadership Associates what would help you right now what input from us
096or um what would help you right now how can we help you well I heard a couple of things that I just want to get clarity on and then we'll work with um staff on the nuts and bolts but um work on the timeline so that it it actually we make sure that if we need to extend it we will absolutely do that so we'll work to finalize what those input dates uh look like and we'll work with Dr munchie on the concerns around uh timeout during the day what works better we we've done these in different places where it's you know a day on Friday a half day on Saturday I will say I I understand the concern around students uh being out of class and you know depending on the student depending on
097the timing um it can still be you know students go on field trips we do a lot of other rewarding things this can be a really great Educational Opportunity I've had students participate in things my own students when I was superintendent like this and um I know that it was it was really fodder for their thinking about how uh the school district worked sort of overall so um I think we can work around how we can make that beneficial for them so I heard that really appreciate all the input around making sure that we're culturally proficient and how we move forward so we'll be very sensitive to that working with your Pio around Communications um so I think you know if there are other specific questions please let us know but we are as as
098Ellen said we're here to help facilitate a rich process that meets the needs of your community gives you the data and input that you need then to operationalize what those strategic goals are and the messaging that you get out of a strategic plan is really what will drive work that you know you all sort of said that there is already good stuff happening and specific things happening via our lcap um but they're not bubbled up um they're not the three things that people can tick off their fingers at the beginning of the school year or in other settings that really help Drive The Narrative help people ask good questions help people see how the work is moving so um I really the input for us I think was invaluable today and you know obviously you
099can continue to ask us questions and give us ideas as we move through this process with you but we're excited we really appreciated the uh enthusiastic participation and discussion today I assume um that if you feel that we are not um being culturally proficient or commensurate with that or if there is something in your experience because you've done this far more often um than our staff has that of course you would provide that input to them absolutely thank you but it's good to know I mean we do go in with that lens and filter and you know we've all been superintendents in very diverse districts and so I do believe that is a a filter and a lens that we bring to our facilitation and um and we want to meet those needs for you
100as well uh truste Moreno yeah I just wanted to say um on top of what Linda had said earlier updates would be really important I think I think we could all do better to have more information than less and being able to follow along in a process that really most of us have no idea about would be helpful so I would appreciate as many updates as as you can give and I'll just I just want to add to that just quick quickly that um it's a public process so I think you obviously need more granular updates that will be a little bit more specific for you all as the board and we do encourage you to keep those public updates about the process going so people are aware of what's what's happening um during those
101months as we do the work and so um would the board like these updates in the weekly rep superintendent report when there's activity when there's activity and that's the way that you would like that communicated to you okay okay I I would also there's a lot of things I would love to see on our website our district website but I you know if there were other people who thought there could be a nice little you know area where it says strategic planning process you know so everyone can know if they're wanting to know yeah I'm sure we can we can do that and is it possible to put them this is grand scheme but is it possible to put it on the each individual schools a button that will take them to the district Ian
102it's it's possible but can we do it in that timeline I mean because I know it takes time that would be great I will work with our Pio and our technology team to make it work and I assume it'll also be available in other languages um B great yeah any other comments questions okay seeing none I will close this study session wow do we have announcements thank you ladies know it's not on announcement appreciate you being here I just wanted to promote the mam Mia um uh uh play at Christopher high school and I'll uh just have a mommy brag moment my daughter is the choreographer for Mama Mia so I'm very excited and very proud of her this weekend and next weekend think and I too wanted to thank Miss Mendoza