001foreign good evening and welcome to tonight's regular board meeting it's Tuesday August 22nd 2023 at 6 PM we welcome all of you who are here or joining us online or watch recorded um we would like to begin by calling this meeting to order and then we will have a moment of silence which will then follow with the Pledge of Allegiance led by Jill Humphries if you will all stand with me for the moment of silence [Music] if you'll join me for the pledge I pledge allegiance to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all thank you [Music] thank you 1.04 roll call Mrs Wilson could you please call roll Mr Chad Thompson here Miss Laurie wood
002here Miss Sheila eugetti here miss Jill Humphries here Miss Rhonda page Madam president all board members are present you have a quorum thank you very much that will take us to item 2.01 approval of agenda board members is there a motion I move that we approve the agendas as presented thank you Miss Humphries it's been moved as our second second thank you Mr Thompson it's been moved and seconded that we approve the agenda all those in favor please vote by saying aye aye and any opposed with me thank you that past five zero we will now go to our superintendent's Report with Dr McCord thank you madam president governing board members good evening and thank you for joining us tonight we are already Midway through the first quarter and of this we are already Midway
003through the first quarter and I couldn't be more proud of our students teachers support staff and administrators everyone is working towards the same common goal and that is improving the education of all of our students on Wednesday August 10th we held our very first school connect Cafe this is designed to help bring schools businesses faith-based organizations and City and town leaders together for the betterment of our children we had five schools at this first Cafe Mesquite High Mesquite Junior High Gilbert L Playa del Rey and Harris Elementary it was extraordinary it was an extraordinary event and everyone walked away with the plan for Partnerships that will benefit our students and our community in the future and on Saturday August 12th I was fortunate enough to attend a back to school shopping experience for some students
004from Oak Tree and Islands Elementary at Kohl's on valvest in williamsfield this event is sponsored by and coordinated by the Gilbert Fire Department each student received 150 gift card and they had the opportunity to shop with a firefighter I'm very thankful for the Gilbert Fire Department and their efforts to support the children and families of our community Mrs wood that concludes my report for this evening thank you thank you Dr McCord we appreciate that that will take us to um agenda item 4.01 request to speak to the governing board if we could please have the admonition read to point H or to the governing board pursuant to ARS 38-431.02.h the board may make an open call to the public during a public meeting subject to the reasonable time place and manner restrictions to allow individuals
005to address the public body on any issue within the jurisdiction of the public body at the conclusion of an open call to the public individual board members May respond to criticism made by those who have addressed the board may ask staff to review a matter or may ask that a matter be put on a future agenda however members of the board shall not discuss or take legal action on matters raised during an open call to the public unless the matters are properly noticed for discussion and legal action during an open call the board requests that speakers refrain from voicing complaints against School Personnel or any person connected with the district as it may impact due process rights policies k e k e b and k-e-d are provided by the board for disposition of legitimate complaints
006including those involving individuals forms required for the use of these policies can be obtained from the Gilbert Public Schools website thank you we have one request to address the governing board tonight Mr Richard young if you'll come up and then we have a three-minute time limit that will begin thank you I chose this is my subject the school bond and also uh social emotional learning which is a very expensive program purchased from a somewhat left-leaning non-profit in the Seattle area and I don't think it is at all a good idea it's far too expensive and it is destructive if you look at their web page it all looks wonderful but if you dig a Little Deeper it doesn't look so very good and I can find some material directly from their web page which you
007apparently have adopted uh it's second step social emotional learning it is fundamental to achieving social justice we are dedicated to advancing diversity equity and inclusion we're dedicated to becoming an anti-racist organization we are dedicated to discussions to validate student experiences of Oppression we're dedicated to encourage youth to use their voices for social justice this actually reads more like a preface to an instruction book for antifa than for public schools and yet here it is it's apparently a part of your program missing from these goals or science math history actual teaching it takes from skilled trained teachers doing what they're trained to do and puts them off on this track of being emotional development people character building which is a trespass by the way character building is not the responsibility of this District it is the
008responsibility of parents grandparents Friends Church Temple synagogue it is not your trespassing into a territory where you do not belong and unfortunately our students are learning that they're going to be oppressors or among the oppressed diversity equity and inclusion I had the privilege many years ago driving from Greece to Austria through Yugoslavia which is wholly dedicated at that time to diversity equity and inclusion I can't go back and visit it because there is no Yugoslavia anymore it was torn apart internally partly because of policies similar to this what has happened at the United States for several years of SEL woke indoctrination in our schools well here's an idea it's a picture that I can show it's a young American student at a rally somewhere and mind you born in America think of it there are
009about eight billion people in the United States in the world half of whom would love to have the Privileges that she has and what does she hold up a death to America sign if we don't stop with this social emotional learning indoctrination this girl is going to achieve thank you for your participation and that will conclude our request to speak to the governing board tonight [Music] we will now move to our reports beginning with 5.01 FY 2024 monthly financial report for month ended July 31st 2023 Dr McCord thank you madam president government board members I'll turn it over to our associate superintendent MS betz good evening governing board members president wood Dr McCord very happy to present to you our first month activity associated with the new fiscal year as you know we are also
010completing the prior fiscal year at this time and the information that we're providing you is very very um early I guess so to speak as we've only had about a week and a half of activity associated with July the July part of the school year um so the report is very short District operating funds Federal grant funds and state Grant funds so first always we start with maintenance and operations you can see the adopted budget there the year-to-date expended encumbered and an available balance of about 14.3 million dollars know that we have gone we have achieved our um our deadline for the 10-day drop and our schools have accomplished those drops so we are anticipating that we may have a total average daily membership loss of about 600 students we had budgeted for a loss
011of 400 I wanted to make sure that you all knew that as early as possible that may result in us having to do an a budget revision by the 15th of December changing that adapted budget however as you know at the end of fiscal year 2023 we're closing out encumbrances purchase orders that were not fully spent we often encumber blanket purchase orders and in the past we have unencumbered between three and five million dollars during the summer which could result in our budget balance carry forward increasing High uh to be more than expected so those two things together may not require us to have to do a budget Revision in December but we'll keep you apprised of that in addition we have some preliminary information regarding the minimum wage increase due to inflation and right
012now we believe that the inflationary increase will be required to be about 3.2 percent the dollar per hour wage increase that we provided are all of our hourly staff which resulted in our beginning wages going up by 50 by 50 cents per hour has resulted as has resulted in us achieving the required minimum wage so we will not have to increase in January and if you remember there was also a budget set aside of about a half a million dollars due to that so again potential million dollar loss due to student loss but a gain of a half a million dollars because minimum wage did that increase as much as expected along with all of our efforts to maximize budget balance carry forward again we'll just keep you a prize as we go through the
013next few months um also wanted to point out the Medicaid reimbursement line here under the operating funds remember that we decided to make a contribution of about two million dollars towards our pay increases going into 2024 coming out of the Medicaid reimbursement and you can see the year-to-date expended encumbered of just under two million dollars and then finally we had normally or in the past the past few years had included school plans up in the operating non-capital section of this grid we had made a commitment to all of you that the school plant monies this is the the fund in which we deposited the proceeds from the sale of of Neely as well as proceeds from other auctions and other means in which we're selling um equipment and capital items so because of all that
014and the commitment that we made to only use School plan for cut Capital we thought it was more important to put it in the capital section of this grid so that will it will stay there now so before I move on are there any questions regarding any of that you would miss you Jenny go ahead question um could you explain the insurance proceeds and litigation recovery please um yes and generally speaking if we had a reimbursement due to some insurance claim we are obligated to put those dollars into that fund um you can see there's not very much activity in there but there has been in the past however I don't know all of the details surrounding that and I will make sure that I include that in the board brief this week so that
015there's a greater understanding of the activity within that fund thank you Mr Thompson so this isn't a question about the finances but about the student loss and maybe this is uh better suited for Dr McCord do we send out any kind of survey so that we can track why surveyed to parents so we can track why students leave or a reason for leaving I mean I realize a number of them are just we moved or you know something else but we will seek out that by school's will in the district level and then they'll give us feedback related to that but it's like you said many times it's they move somewhere else went to a different school went to a different state different part of our state and sometimes we just don't know there's no
016feedback so but what we do is we will call them and if they haven't showed up for the first 10 days we'll call them within that time if we don't know where they're at and sometimes what will happen is people will move or transfer schools and forget to tell the school that they're leaving and so we track them down that way thank you you bet okay great thank you the Federal grant funds this is just a reminder of all of the cares act funds that are totally spent and are going away so note the ARP idea the uh sr1 100th day in person Education Plus up as well as the arpa support all of those have been fully spent note in particular the Arizona on track summer camp monies where there's a hundred and twenty
017thousand dollars about available we have um made a request to find out whether we could apply those funds to another summer school session or intercession is our understanding to date that we probably will not be allowed to spend that and that money will go back to the State of Arizona at that point in time if you remember that Arizona on track summer camp was a cares act fund that was processed through the governor's office and so for the next presentation of the monthly report you will see all of those funds gone this is kind of an FYI okay and then finally State Grant funds wanted to point out instructional Improvement monies so our adopted budget was very conservative at 1.3 million dollars we had seen somewhere between two and a half and three million dollars
018of revenues annually two years ago we only received 1.2 million but we received a late payment in July of about six hundred thousand dollars so that was reflected in the 2023 school year um arguably it should have been reflected in the 2022 school year so we were wondering whether we would receive that same payment that late payment in 2023 and yes we've just received it we received it Monday and So based upon that our carryover amount out of instructional Improvement going into the 2024 school year will be increased by probably over a million dollars great news for our academic programs giving us opportunities for professional development and as you know we're contemplating going out for an adoption of math adoption this year so so we may make a decision to hold some of those monies
019aside allowing us to implement the the new adaption going into the 25 school year so this adapted budget will definitely be increased you will see that the year-to-date expended encumbered over time until we revise the budget may show a negative available balance but that's because we definitely have additional Revenue so I wanted to make sure that was clear to all of you and then based upon all of that that is all we have to share today unless they're on the other I could you go back to the instructional Improvement and just remind us where what what is that tied to how is that how's that amount determined so generally speaking it's totally based upon revenues received and when the State of Arizona allowed the gaming industry to come into Arizona on all of our Native
020American reservations throughout the state at that point in time one of the commitments made was to provide a portion of those revenues back to uh back to school districts and charter schools in the state of Arizona okay so it's coming from those profits thank you for refreshing my memory on that are there any further questions board members Mrs page or miss you jetty do you have questions no I don't think I just have a comment yes I mean um I really appreciate how carefully we're managing our budget because since we are in a current year financing the fact that we have fewer students and anticipated um without a carefully managed budget that could be a problem that because it's so carefully managed I appreciate that we don't have to look forward to budget cuts surrounding
021having fewer students than we anticipated so I managing very conservatively I really appreciate it because it is important and I guess just to follow up with that can we continue to discuss and we'll continue to discuss the enrollment and what we're doing in and our reasons and going after it and that kind of a thing we don't take it lightly no no something we look at every single day so um this was when you delve into reasons why their student loss remember we projected pretty much every year for 400 student loss and we haven't made it to 400 up until this time and so we've been outperforming our projection every year but if you look at certain things that are factors related to that the birth rate has steadily gone down over years as well
022as the housing market it's really difficult for um people with young children to move into our area just because of the prices of houses and so a lot of those things factor in I have had conversations with my peers here in the East Valley as well so we we have others have shared that they have seen greater than expected losses in students throughout the East Valley so we are all of us as my peers are looking at all the reasons why as well to add to the discussion as we move into the new year thank you very much all right I don't see any further questions so we we thank you mispets for that that will take us to 5.02 teaching and learning academic Spotlight Dr McCord thank you madam president governing board members tonight
023we'll begin the first night of a regular report that will be on our agenda and that is the teaching and learning academic Spotlight so I'll turn it over to our assistant superintendent teaching learning Mr Jared Ryan thank you Dr McCord Madam president governing board excited to be here this evening we've talked about this for quite some time the fact that multiple things come your way throughout a year you give us approval you give us feedback you talk to us about goals and and the initiatives that we have out there and we're excited to bring tonight the beginning of a monthly report focusing on some of those initiatives and some of the programs that we're rolling out and how they're benefiting students so this evening we have Dr Cox and we have Monique de Juarez that
024are with us to share information related to grad tracker and grad tracker is a program that we use is a a function within each of our campuses that they're going to share with us tonight to make sure all of our seniors walk across that stage prepared for whatever it is they choose to do in life so here there all right good evening Madam president governing board members of the community and Dr McCord we are very excited at the opportunity to just get to celebrate one of the fun things that we get to do behind the scenes and uh when some of these topics were first shared uh our counseling team and admin teams were really excited to be able to share this and we're hoping that this can help get the word out to our
025families and our parents that have high school students so uh really it all is surrounding our graduation tracker and we want to start with a little bit of our the history that led us to creating a new tool so all of our high school students obviously have to stay on track and have to plan for success to be able to complete their High School graduation requirements and historically in Gilbert Public Schools the way that that was done is there was a tool that somebody years ago had created known as a credit check which was simply taking what the state requires what our district requires creating a little template on a document and was able to embed that into Infinite Campus over the last decade the issue with that is that some of the way to
026track and put notes on there the only way to do that was to have to hand write those on and so what happened and what we started to notice is sometimes there was some frustration with our families with our students a lack of maybe communication not that we were meaning to do that but we were turning back to notebooks filled with papers and papers of notes and so when you repeat kind of some of those things year after year we had stepped back a few years ago and really started to question if there was a better way to do the credit check and where we are now and you'll hopefully by the end of this presentation just see uh the the fruits of the labor that have turned into what we now are proud of
027which is our graduation tracker so what we were able to do is work with our amazing technology Services team and we get the luxury of coming here tonight and presenting and it makes all of our jobs easier but none of it would have been possible without our technology uh Department So within that department there's a few leaders that I would like to just give a shout out to so Ryan Nelson and Michaela Fernandez I'm not sure how they are wired the way that they are but we pretty much come up with all these ideas and they work their magic to make it happen within the system and this has been two to three years in the making and so I make it seem like it's this super easy you just snap your fingers and it
028happens uh Ryan and Michaela would probably give you a different story and we'll probably confess to spending hundreds of hours working on this so it ends up creating a large version of coding that allows us to give students the most accurate detail of their academic planning and risk factors and if they are on track to graduate in addition to thinking through the lens of our students and making sure that we are opening up all of the opportunities and doors that are available for them all through targeting and coding what they have done and completed up to this point so with that we were able to slowly transition away from the old credit check that uh we were we found out last year that um it actually was no longer going to be supported through Infinite
029Campus so had we not started this work when we did we really would have been in a place where we probably would have gone about five years ten years back in time and would have been doing a lot of this stuff by hand so at that point um what we now have is a tool that really helps our counselors to be able to have more meaningful conversations and get to do more of the work that's super important with the students instead of spending hours going through paper and transcripts to make sure that their best guiding students and ultimately what it results in is a more effective communication tool to truly give students an accurate reflection of where they are academically and within their High School journey and um what we've gotten away from is relying
030on every counselor editing their own notes and tracking students their own way and I'm going to go into a couple of those scenarios just to kind of help under understand the significance and importance there and then Monique I was very excited to kind of bring somebody who in I guess the best way to put it is she works in the field when we first started this transition change is scary and we had a lot of counselors that had done it the same way with monitoring their students for many years so when you talk about change and they don't really know what it looks like and you're creating it as it goes that can be intimidating and we had a group of counselors that we reached out to and last year Monique was in a counseling
031position and she was one of the people that graciously stepped up to kind of pilot and give feedback and through the help of the counselors that were willing to step up it has perfected the tool so much so that we went from two years ago where counselors were like probably hiding from us when we were trying to engage in this conversation to at the end of last year when we reflected with about 60 counselors in a room and we opened it up we asked them what feedback they had for the year there wasn't a single person that listed this as any type of a negative or something that needed Improvement as a matter of fact counselors from every single one of our schools listed this as something that they were proud of that they felt
032was a strength and they felt improved their relationship with students and communication with parents so as we dive into what it looks like a uh this is just one component we just wanted to kind of share if you're curious to see the the full graduation tracker I don't mind providing that but we have to redact some information so it was easier to kind of just look at one Department uh to go through this for tonight so within the grad tracker it's broken down by department and what you'll notice is this is the English Department it's going to show you the the requirements for English when you look at the math section it lays out the requirements by the state for math which obviously each department has different criteria that's set by the state and even
033from our own District policy when you look next to that it's going to give you the required amount of credits and the total amount of credits that that student has and then when you get over to the column where it says grade year score those are pretty self-explanatory it's the current year or the year that the student will be taking that the school year and then the grade that the student receives the next three columns are going to show you the credits that are earned in progress and planned out so historically we were able to look at IC for the classes that they had completed by clicking on the transcript tab then you had to go to another tab to look at their current schedule and then you had to write out their plan on
034paper so you had all of these three columns in three different places so this tool and the way that they were able to code it allows us to see from start to finish where the student is at what they still have to complete and so on you'll notice that one of the pieces of feedback that we got from our counseling team is that they really liked the previous credit check because it fit on one page and it was very visually easy to understand for our families so one of the things that we added to this was the color uh green it's kind of like a stoplight so your green means you're good you've passed it yellow is that in progress you're kind of going slow but you're on track you're good at any point that
035you would see red that is an indicator that you are off track you're missing something or you have failed something so for example if a student had failed in English class it would show red but if then that counselor scheduled it or planned it with them into their next year schedule or that next semester you would then see uh yellow replace that because now it is back into their plan and they are back on track to graduate another area outside of the four five six core areas and you're so you have your four core areas and then you have an elective area your CTE Fine Arts that's what you would see very similar to what I just shared under the English column um but there are additional requirements that these pieces are all pieces that
036counselors gave us feedback that they were having to go to different spots in Infinite Campus to then look at these so we were I spent the beginning of this presentation talking about just classes and credits and transcripts those aren't the only indicators that lead to a successful completion of graduation so for example you'll notice up here there is a total number of required credits our students have to pass the Civics exam and looking for applying for colleges we then extended this to get feedback from our students we want this to be a tool that is really for them and so with our parents and our students the feedback that they had given was that they wanted to see their weighted and unweighted GPA obviously students depending on the future that they're aiming for are looking
037for different pieces and if it's for scholarships or college entrants so we went ahead and included that this is what you'll see all of these boxes fit onto a page some of our students that take a lot of classes it might go on to a couple pages but we've tried to keep it very condensed with just the most important crucial information that leads to that graduation and you'll notice that big green box on the bottom shows a quick visualization for all stakeholders involved that the student is on track at any point if any variable is missing not planned this box would turn to Red to show your parent your student and or counseling admin teams that the student is not on track to graduate and so there are ways to run reports to focus in
038on certain groups if you're looking at students who are off track on credits or if you're looking at students who have not passed the Civics exam and so on and so with that I'm going to let Monique talk about some of those risk factors and what she kind of was able to go through as a counselor lens to give more to the full picture okay so as a counseling team and administration we want to focus on the proactive rather than the reactive right so one of the proactives is the family freshman meetings at Campo that's where I'm at um as long as a lot of the other high schools they have family freshman meetings where the families come in with the counselor and they go over their entire plan this year at Campo the counselors
039have redirected like it used to be a form that they filled out and now they're going to be working in Infinite Campus under the academic planner which then feeds into um the grad tracker so families will get to see it they'll understand the plan and then if they Veer off course they can see where where that happened so also senior credit checks this was the first year in the past as Dr Cox said they had a piece of paper and they took notes and they met with their seniors and hoped that they didn't miss anything that's always scary at the end of the year if something has been missed with this or this year they were able to pull it up with each of their seniors and show where they're off track if they're off
040track and then where they're doing well um we are also planning to do in class visits for our sophomores and our Juniors so everybody will have this to see and to understand um we know that sometimes our kids do get off track and that's okay but this is a great Visual and also communication with the parents so sorry looking at my notes here um they're also able to monitor our our students don't only get off track for reasons like failing classes or taking a misstep sometimes our students or a lot of times our students are very high achieving in the Arts or music and they also take off campus instruction like Seminary which can kind of gear them off track if they haven't planned ahead of time so this is another great way for them
041to keep make sure that each year excuse me excuse me each year they are on track so as you can see the the different graduation risk factors number of missing courses so if they for some reason didn't plan everything correctly that's going to pop up and also let me backtrack really quick all of this information feeds into Tableau Tableau is the program that the counselors and Administration use for their data so counselors can go through pull their data of their students that are missing courses or off track in any way so in progress failures if they're failing any classes right at that time number of failing grades on a transcript um Behavior incidents we know sometimes students make a mistake and they're suspended or something and that might throw them off track absences we we
042saw a lot of absences through covet and we're trying to get that back over scheduled so again the students that are very high achieving and they want to do all the things but there's only so many hours in the day This lends itself to see okay where do I have to cut back or how can I rearrange what can I take online all of those things and then subgroup classification and the successful completion of the Civics test which Dr Cox went over as well to anything you want me to add for that so as you can kind of hear from a counselor lens there's a lot of risk factors that they're juggling so historically it was very easy to just focus on the credit check and thinking through how many credits do they have but
043when you're thinking about the whole student it isn't just about how many credits they have and it is a very reactive approach and granite I think that that was historically the way like that's how it was when I was in school and that's to no fault but truly through the support of our technology services in kind of hearing us out and seeing the vision that we wanted I wasn't when I share that how like thankful we are with what is there our teams are really proud of this and we feel like it's going to take our students the next level and when Miss dwart brings up the Freshman Focus visits we are starting to be so proactive that we are like able to plan out a student from their freshman year which is allowing us
044to put them in to more intentional programs and higher level courses as opposed to being so reactive that we're so focused on seniors because of all these variables that it's allowing that time and effort to be spent way more meaningfully which is why I really am excited to share the piece about how excited counselors were when they kind of saw how much this freed up their time from the stuff that they hate doing which is the paperwork and allows them more of that face-to-face time with our students so our last little bit on here is just a quick couple steps for our parents so we mentioned that this is all with an infinite campus so if you are used to going on to Infinite Campus through your computer when you go in there underneath the
045district announcements there is an icon that looks just like this visual on the right that will allow you to get there and for any parent that has the app on their phone you just go into the app you scroll down and it's there it is their K-12 but if you have an elementary student or parent that's listening right now when you click it it's just going to redirect you with a fun little alert letting you know that your student's not quite in high school yet but the minute that their enrollment line switches to ninth grade year they will have access to this graduation tracker and it opens up that communication for successful planning and opportunities for our students that concludes what we have brought and again we're very excited to share but I wanted to
046save a little bit of time if there are any questions or comments or any feedback from the board thank you I will first ask Mrs page or miss you jetty did you have anything I don't thank you I don't either other than I just want to say super impressed thank you thank you Miss Humphries well I I have to say I really appreciate this having gone through and doing doing student schedules and learning in the process a better way of doing them I really think this is exciting that we're really making sure kids have what they need and then planning ahead so they have those opportunities and I think that's that's wonderful to keep track of in an easier way I mean that's one of the advantages of technology so kudos to the counselors and
047to the academic department and to technology for working on this and putting it together so thank you it comes in did you have something yeah I have a question or two um are students required to meet with their academic counselors each year starting with freshmen I mean yeah I can answer that um they meet with them during registration that's the the requirement I guess I would say they always have the chance to meet with them but every year counselors sit in the hallways and they pull students out one by one and they go over their plan um talk about classes for the next year and then any anything that they might need um to change or alter based on graduation okay there are also just and I don't know if this is the extent of
048what you're looking for but there are presentations that are required through their ecap which all students are required to complete and those are presentations and visits that the counselors do but they're more whole group or sometimes smaller group but they're not as they're not one-on-one and for those of us that don't know all of the acronyms by heart yet what is ecap oh you're gonna put me on the spot the educational action career action plan educational career action plan education planning for high school so that when they get to post high school they will have taken the high school classes they need for whatever they want to do I always think of College and Career exploration so I apologize that I didn't have that right at the top that's okay um and then my last
049question is there if they're meeting with counselors once a year at registration and then they're being pulled out it sounds like like counselors are are just pulling random students and saying hey what's your name let's go over your plan no every um counselor has an alpha split So based on their last name and that's how they pull so there's we get a lot or not we anymore I'm no longer a counselor but they get a roster for every class and they pull out their students so they meet with them year after year I also want to say with the family freshman meetings we understand that not all families are able to meet and that's okay in the past they did a whole group meeting with all students whose families didn't um schedule a meeting with
050the counselor and then counselors met with all of them this year they've changed it a little bit and they are giving the option of having the parents schedule the meeting knowing that they won't be able to make it so then the counselor can meet with the student one-on-one okay and I think this is my final question um and and is there any way to bring the the presentation back up the screen with the the green checks and the yellow uh clocks that implied if a student had passed a course or if they were uh enrolled in it or planning on enrolling in it I think it was the uh this one um is there any mechanism to alert an academic counselor if a student is in Jeopardy of not getting a green check mark and
051what is that mechanism what is that threshold and how is that input into the system yes with Tableau that is one thing I don't know how much you've looked at Tableau if you've looked at it at all but counselors can get on and gather data that way they can also create a weekly summary or monthly whatever type of summary they want to create time frame and give I mean all of those risk factors they can look to see who's off track which it gives like based on The Credits based on absences all of that so then they can go through and check in on those students so so if I understand this right they can basically run reports and they can say show me all the students that have you know a 60 or less
052correct and it'll administrators can do that as well but they can also get the reports done to them each week so that it's just a reminder like and sometimes often kids will come onto that report week after week or they fall off just based on where they're at but yes they can run the report or have the report sent to them automatically and our counselors are they required to run these reports on a regular basis so with all of what we just shared the reports that now exist this is the first year that they we've ever had them like this and so last year we spent time going around and training each counseling team and admin team and giving them the X the data is only as good as some of the pieces that are
053in there so last year's plan was to just get as much of the student planning done now in this year the expectation is regularly that admin and counseling teams are monitoring that we also have a few people at the district level that are watching maybe where there's significant dips and with all of the risk factors it also is color coordinated to where if there's a student that is in a risk across the board they're going to pop up as like your most alerted student and the part that is my favorite is that our technology Services Department was able to update the coding for some of those fields that change regularly so it's lifetime data so if a student overnight their degree drops to an F if that counselor gets into Tableau and looks the very
054next morning that student has now escalated up whereas if maybe they just missed a test or didn't do well or whatnot and then they're good the next week they would fall right off of the report so this year our goal is to work with the teams to set more and more um layers for accountability and consistency because we don't want maybe some schools that are looking at it and using it more often as opposed to a school that maybe is more frequent and so we've been setting those expectations with our admin and our counseling teams thank you this seems like a good way to um prevent it seems like a good prevention tool for any students that might be falling through the cracks or or uh may need a little little extra encouragement so thank
055you and we are when we talked about the over scheduling Monique hit on a couple of times where the counselors and the more that we're using this and they're seeing how beneficial it is it's really giving us data and evidence to support kind of both ends of the spectrum so we obviously know we want to be proactive and preventative with some of the students that are showing risk factors for a negative reason but also we have found that we have some High Flyers that just take a full caselo their whole schedules AP classes all day long they're taking Seminary they're taking collaborative credit and it now also gives the counselors the report if they want to pull that way maybe that's offering a small support group to these students who are on the other end
056of it to be preventative that way as well so that you don't then have students that are having breakdowns right before final exams or the end of the year because it gives you some of those indicators that stand out a little bit more than what we were able to kind of see beforehand if I can make a suggestion absolutely is giving parents the ability to go in and set targets or thresholds for their students for their kids where it says if my if my you know if if Johnny sophomore Campo drops below a b in their math class I want to be notified as a parent and that way parents that maybe aren't aren't knowledgeable about this don't know about this or they don't check it regularly then they can get that notification and and
057try to figure out what's going on and why their student isn't meeting the expectations that maybe they set with their student at the beginning of the year so absolutely so thank you for that feedback well thank you guys I'm excited for the impact and support this will give our students in graduating but I'm really really really looking forward to like you said the proactive piece of it that allows our counselors to actually help students see the opportunities that are ahead of them especially as freshmen and say look these are all the options that you can go through and if counselors can have more time to you know give CTE ideas or other Pathways that can really shape them for their whole High School experience I think that will be exactly where we want to be
058so thanks thanks for all your work and thank you for the presentation thank you [Music] all right with that we will go to our consent agenda items 6.01 approval of consent agenda items board members is their motion a move that we approve the consent agenda items as listed on the agenda thank you Mr Thompson it's been moved is there a second second thank you Miss Humphries it's been moved and seconded that we that we approve the consent agenda items as presented all those in favor please vote by saying aye aye aye and those opposed with nay thank you that has passed 5-0 that will take us now to our action items and we have some policies first trades that we're going to go through 7.01 policy development first read a policy DB annual budget Dr
059McCord thank you madam president governing board members before you are we bring before you first read a policy DB annual budget uh this has gone through our first read with our policy committee and so we bring it here tonight with this specific policy under letter c number two there's basically just a strike through at the end of that paragraph the strikethrough is in fiscal year 2022 this four percent carry over Target would be would amount to 11 million for uh 400 000 and so obviously too specific for a policy such as this so we would like to strike that thank you Dr McCord board members is there a motion I move that we approve policy DB um first read thank you Miss Humphries it's been moved is there second second thank you Mr Thompson is
060there any discussion see none and reminding everyone that we will take this back to policy meeting our policy committee meeting and then bring it back again for a second read before we put before we enact this is as the change um I will call for the vote all those in favor of approving the First Street of policy DB annual budget please vote by saying aye aye aye aye thank you and any opposed with nay okay thank you that was five zero 7.02 policy development First Street at policy DH bonded employees and officers Dr McCord thank you madam president board members we bring before you policy DH bonded employees and officers again this is uh minimal change but um and this this particular policy is basically just a paragraph long we struck through many items at
061the end of it and added uh this verbage and the new verbiages the governing board authorizes superintendent to include commercial crime coverage within their insurance procurement to meet this bonding requirement the amount of this insurance shall be no less than one million five hundred thousand dollars per occurrence and then at the bottom we add risk retention trust coverage agreement appendix a 0.1 endorsement number six a thank you Dr McCord board members is there a motion I move to approve policy DH thank you Miss Humphries it's been moved I will second it is there any discussion see none I will call for the vote all those in favor of approving the First Street of policy DH bonded employees and officers please vote by saying aye aye um and any opposed with me thank you that has
062passed by zero that will take us to 7.03 policy development First Street at policy jje student fundraising activities Dr McCord thank you madam President we bring before you policy j e student fundraising activities minimal changes to this as well in the first paragraph we added the word governing before board and then on letter a at the end of the sentence we added or designees after superintendent and then in letter C we added uh to the second sentence where it says fundraising authorization and approval form signed by the school administrator and so we wanted to make sure that we had all that clarified and the procedures were appropriate for the policy thank you board members is there a motion a move that we approve uh policy JJ e thank you Mr Thompson it's been moved is
063there second second thank you Miss Humphries it's been moved and seconded is there any discussion I have a in and this may just be a clerical thing can we have it back on the screen please jje uh paragraph C signed by the school administrator should that read signed by a school administrator or is there only one school administrator authorized to sign for this question generally there could be more than one if you're at a high school or Junior High so yeah we can we can definitely make that change and we'll take that back to the policy committee thank you anything further thank you seeing nothing further out call for the vote all those in favor of approving the First Street of policy jje student fundraising activities please vote by saying aye aye and those opposed
064with nay thank you that will that passes five zero that will take us to our requests for future agenda items board members is there any requests tonight okay again as we always say please please let it be known if you have an item that you'd like to request um either to myself or to Dr McCord thank you that will take us to our board committee reports beginning with 9.01 city of Mesa liaison Mrs Laurie wood I don't have anything tonight 9.02 town of Gilbert liaison Mrs page nothing tonight thank you thank you 9.03 Gilbert Education Foundation as well as the audit committee Mrs Humphries the audit committee has not met but the Gilbert Education Foundation we're looking forward to the cornhole tournament on September 28th and there are still we're still seeking sponsorships and it's
065going to be held at the whole nine yards a new venue on Gilbert Road we also are in the midst of our power of one campaign and that will last until the end of September you will have received that email through the district and we're encouraging everyone to contribute at least a dollar and that money will be used for our Innovation grants which open October 16th and that's where we um the teachers apply for things that they would like to try in their classroom that the district cannot fund so I know some of the past ones have been some books for the Spanish Immersion classrooms and also golfing to for sports for math for a math unit lots of wonderful interesting things gardening things it's a variety so it's very exciting and we encourage everyone
066to make a contribution thank you Miss Humphries 9.04 Insurance trust representative Mrs eugetti I don't have anything to report tonight Mrs wood thank you 9.05 legislative representative Mr Thompson nothing tonight thank you all right thank you all we will go now to our future meeting dates Dr McCord thank you madam president government board members are scheduled for September uh September 12th board work study and brief board business meeting September 19th board policy committee meeting in September 26th the regular board business meeting okay thank you all that will take us to our adjournment board members is their motion I moved to adjourn thank you Miss Humphries is there a second second thank you Mr Thompson it's been moved and seconded that we adjourn all those in favor please vote by saying aye aye any opposed with
067name thank you all we will adjourn do I need to sign this