001all right good evening we're going to go ahead and get started and we're going to call this meeting to order dr foley roll call president reese members of the board please let the records show that all members are present thank you we will have a moment of silence followed by the pledge of allegiance all right we're going to go on and i move that we approve the agenda second any comments or questions regarding the agenda all those in favor aye aye that motion carries 5-0 all right dr foley the superintendent's report please president reese members of the board we begin tonight with one of our favorite activities which is the celebration of our amazing students and employees volunteers and community members and so tonight we have cortina tigers and we have the gateway gators in
002the house so ladies and gentlemen how this works is that we will invite the cortina tigers up first we'll have the administration come up and they will call you up one at a time so that we can take pictures and celebrate each of you individually and we are excited tonight to get started so i'm going to invite mrs papke and mrs michelson up so that they can help us acknowledge our points of pride do i just stand right here right front and center good evening everyone madam president members of the board cabinet um this is always one of my favorite things to do i'm mrs papke i'm the principal at cortina and one of the best parts of my job is being able to honor and recognize the great things that our people do so
003it is with great pride that i begin with our certified staff member dr sophia patterson dr patterson is cortina's literacy coach she has served in many many roles over the years that i have known her and she wears many hats from supporting students directly with their reading skills to coaching our teachers providing resources to our teachers just being that support this year particularly as we all know has been unique and she has filled in in as a teacher she has taught online she's taught in person she has filled in when we didn't have subs in our classrooms and no matter what you ask of her she does it with a smile she is just that go-to person she has so many amazing qualities about her and i appreciate her level of professionalism whatever she does
004she does it with great quality and just with the utmost interest of our students and our school so thank you sophia for everything that you [Applause] do [Applause] okay and next is our classified staff member this individual mr bill eager you want to come on up bill [Applause] he is known as mr bill on our campus mr bill came to us almost a year ago and his first day he came to a campus that was completely deserted because we had gone remote and we were not in session and this fella has just done an incredible job since he's been at cortina as our plant foreman things have just been noticeably different he goes above and beyond to make sure that our campus is safe that it is clean that things are done with care and
005whatever is asked of him he's right there with a smile and a joke and he just brings joy to everybody that he meets our students absolutely love him you walk into the cafeteria and he's just having a grand old time the kids are excited to see him every day and we just appreciate everything that he does so thank you mr bill [Applause] and i have to tell you we were lucky enough to get him from a neighboring district and right after we had hired him i received a knock on my door from a child that was very angry with mrs michelson because we had taken the mr bill so when she says the kids love him he is amazing with them so thank you thank you all right next up is our student and that
006is miss lauren camp lauren come on up so lauren is a fourth grade student at cortina and lauren is the type of student who just she embodies all of the character traits that you would imagine in a student that you'd want at your school she has integrity she is one of the most kind-hearted students that i have ever met everybody that she meets she just makes them feel good and her teachers absolutely adore her she's been recognized on our campus for demonstrating character she's been student of the month she has participated in the spelling bee she is active even outside of school she is just an all-around great kid and i just am so happy that we have her at cortina and i know she's going to do great things in the world one day
007so thank you lauren for being an amazing [Applause] student okay and our final recognition is for our volunteer mrs dana whitbeck dana come on up [Applause] so dana is a parent of ours obviously but she has stepped into the role this year as our pto president and she came in during a time of just uncertainty with you know everything that was going on with how school opened and how are we going to do events and how are we going to raise money for our school and support our teachers and she just came in with the most positive attitude she works so collaboratively with me and with mrs michelson with our teachers she wants to do what is best for our school she seeks input to make sure that the the needs of the teachers and
008the students are being met in the best way possible and we are just so so grateful for her so thank you dana for being an amazing parent and our amazing pto president all right now we'd like to invite miss harris and mrs zabo up to acknowledge our gateway gators all right madam president and board members and dr foley thank you so much for having mrs zabo and i and we're so excited to celebrate we don't get to do this often so we're so excited even though our members i think are a little nervous to come up everybody has to come up okay so first we're going to start with miss kylie myers who is our fourth grade teacher so we've had the privilege of serving side by side with kylie over the past three years
009miss myers is instrumental in the development and execution of programming on our campus she has the tenacity to see through any task the focus to follow up on every detail and the compassion to make sure every student colleague and family feel valued over these years i have witnessed miss meyer's incredible growth in leadership not only kylie is a strong educator but she's a wonderful person and we just love her from the bottom of our heart she actively supports her teammates and other campus staff for the betterment of our students she is a positive person who is receptive to feedback shares her ideas and contributes to the growth of our learning community thank you for all that you do [Applause] all right next miss lorraine rosenberger please come on up for our classified staff member so
010if you guys come into gateway this is the face of gateway point her smile i will tell you is the first thing that guests see when they arrive she makes them feel welcome and assures our campus safety protocol is followed her experience of being the director of first impressions as i call it allows her to solve problems quickly and think of solutions in a timely manner her laughter is commonly heard throughout the day and it's contagious when you come to the front office thank you for your loyalty to gateway and making the front office transform into a magical wonderland for each holiday okay [Applause] all right next up is miss ivy dean [Applause] ivy we want to share with everyone how remarkable you are and how much you have stood out in class as a
011leader this year you enter the classroom every day with a smile on your face and a genuine eagerness to learn you have come so far with your growth in reading and math and not only will you continue to do that but you will soar in all areas of your life you have determination to reach your goals and you're always willing to help and lend a lending hand to other students on our campus you are the first one to stand up for your friends and comfort them when they're having a bad day and you try your absolute best and you refuse to give up on any task that is put in front of you it is that perseverance that is going to make sure that you achieve great things in life you are all around an
012amazing student and we are so very proud of you so our volunteer was miss kim gibby but she could not join us tonight and we just wanted to share a few things about her so as everyone knows 2020 is the year of the unknowns and resources to assist families in need for the holidays were difficult to secure fortunately we were able to we were introduced to kim through one of the our teachers moms kim is the children's ministry director at heart cry church in queen creek she is also a title 1 aide at pickett elementary kim immediately was willing to assist and support gateway by including our students on the heart's cry holiday angel tree kim was readily available and made several trips to gateway to pick up angel tree tags we were certain that
013she worked countless hours behind the scenes at the church to ensure that the angel tree program was a huge success because of kim and many members of the heart cry church 21 of our gateway students received countless gifts that included much need clothing winter items and we can't thank kim enough and heart cry church for the work that she did for our community we are grateful for that partnership and we look forward to working with her in the future [Applause] we want to thank our administrators and our points of pride recognize tonight and at this point we always say you are more than welcome to stay for the whole meeting however we also realize you have school tomorrow and if you would like to leave at this time we want you to feel welcome to
014do so my so president reece members of the board for the remainder of the superintendent's report we have our upcoming events as you will see we have another board meeting prior to our spring break so i can tell you we are we are entering into the month of march and so again we will have our two-week spring break when later this year than historical so and that concludes the superintendent's report thank you all right we will move on to board comments anyone with board comments okay we'll move on request to speak mrs reach any requests okay moving right along then we will go on to our consent agenda i move that we approve our consent agenda as it's presented any questions or comments regarding our consent agenda um can i make a comment mrs anderson
015okay um for um the change that's coming on for mr dolan i just wanted to share a a note that i had received a couple years ago from a parent of a child at sauceman and she went on to say as a saucer and parent i can attest we love and that's all caps dolan and the teachers adore him they feel totally respected and supported and he has their loyalty big time even the kids love dolan he demands respect and accountability but he is the first to give it it makes all the difference to have such a great leader i know that changing leadership out of school can be it can rattle the ground a bit and i know it's it's emotional for very many even outside the school but congratulations to the change and
016to your success and coming from cooley previously it was we heard a lot of good things and we were super jealous about some of the fun you guys were having over there so i just wanted to share the positive note and this this is a couple years old thank you any other questions or comments all right all those in favor aye aye aye that motion carries 5-0 dr foley would you like to announce what we just approved yes i would president president reese thank you members of the board with the approval of your consent agenda we have two people who we'd like to acknowledge tonight you have just approved the recommendation of two individuals for some unique positions to come to echo the comments of board member anderson we are really pleased and thrilled to
017share that mr john dolan has been announced as and and approved as our first principal of our higley virtual academy and we are very thrilled with that recommendation [Applause] we are also very proud to share that mr james walker has been approved as our director of our student services and and our title ix director and so we are also very pleased and proud of his his recognition and approval for tonight for this position one of the things that we are very proud of is that we run a very tight process with with and we don't take this easy and we run people through the ringer and again we have a process that we're proud of and we can thank mrs mum martens for what she has brought to this district and ensures that we follow
018so that we bring forward the best candidates for you for approval so we want to thank her for that process and for outstanding people internally who who put in and have risen to this opportunity so thank you dr foley and mrs martins as well for providing us with such high quality candidates i know that that wasn't you know always the case and i thank you for that um i echo what you said mrs anderson that i know the sausageman community is going to be hurting a little bit but i also know that mr dolan of all people will help them through that so thank you for that mr dolan and i think of all the um positions that i have probably harped dr foley on was probably mr walker's it takes a special person and
019so we're thankful for you and i wish you all the best and i know you'll be welcomed on our campuses in those times of crisis when it counts the most and so i appreciate that i agree congratulations you guys um mr dolan um we got some work cut out for you we started it kind of and um so we're excited to have one person over it and um i'm sure that you're gonna do a fabulous job and just like mrs kaler said mr walker that that's a very important position i'm excited to have you come into that and i'm excited about you joining the district office team they're working very well together and you'll have lots of support and we're really excited for both of you for taking this next step and it's always exciting
020when we can have someone internally step up and and take that next step so i'm excited for both of you um you're gonna have some work and but you'll have a lot of people here to help and support you so congratulations president ruiz thank you so much for you guys to both be stepping into these roles and i think there's going to be some big shoes to fill in the south so good luck um again mrs martins for another now to backfill those positions because i think both of these gentlemen um really did make big shoes to fill and that's going to be a hard position and i know that they'll do a great job helping you transition their predecessor into that role so thank you and you don't have to stay either any longer
021if you don't want to they're like yeah all right we will then go on to our information items 7.1 is our monthly governing board mno finance report does anyone have any questions regarding our finance report president reece maybe just a quick question did we hear uh mr gad what the sr2 dollar amount is for higley and can you share that with us tonight is that possible we have heard it's 2.7 million for our district thank you very much esser 3 is the one that's still in the congress and has not been decided upon president reece board member taylor we will also build into our next one the sort of an update in the capital and the m l presentation the formal final numbers and you can see how they're all being included with what we
022know i just heard that i saw gilberts the other night so i was very curious of what our higley's was too so thank you for having that available all right if no other questions regarding our monthly report we will go on to our technology device update president reese members of the board so the last we've talked an awful lot about uh particularly our last meeting a capital and you saw technology being a big uh ticket item and one of the things that we are funding you also have approved computers for one-to-one and so tonight we're providing for you an update on the devices we're talking purely the hardware here the devices where we're at and what does it include and what is our plan because uh this past march there were some big changes made
023when we we quickly became a one-to-one district with uh with within one calendar year over three budgets very very intentionally and so tonight we provide an update for you so that you have an understanding of our devices and where we are with uh our our technology from the hardware perspective and robert trope is going to provide a little update and we'll also mr lotzenheiser and myself or mr gad will help answer questions as they arise thank you dr foley good evening president reece vice president wilson members of the board i'm here to talk to you this evening about a technology advice update on our topics agenda today we're talking about the one-to-one initiative where we are with it where we've been and when will it be completed talk about the school refresh for teacher technologies
024that has already been completed we'll talk about additional technology upgrades and some future upgrades and lastly we'll talk about the proposed student and staff technology refresh plan for the next five years and the funding requested to be able to implement it on this next slide it talks about our one to one so we originally had plans to deploy the one-to-one at all the schools over the next couple of years we had to accelerate that implementation due to covet and remote learning so because of that acceleration we were able to deploy one to one at all of the high schools the middle schools and on the elementary side coronado gateway point and power ranch and going back on the high schools in the middle schools those devices the students take home with them each day and
025they're assigned to them in destiny and then they bring them back uh charged and they can do their curriculum from home and they can do their curriculum uh at school and then at the elementary schools and right now coronado uh gateway and power those uh devices are in the classroom and so they're one to one and there's enough devices for each student in in those classrooms and they're in carts and it's not a it's it's not a the carts usually have 36 in them it's it's it's uh the amount of students there in the class and that makes it one-to-one for them and then our all of the student devices are cloud-based meaning they are in microsoft's azure cloud meaning that students can log in from anywhere from home from the school from starbucks their
026friend's house anywhere and they can access all of their curriculum resources and the students are leveraging microsoft office 365 and they're using that for their email for teams for their file storage uh collaboration with their teacher and so it we use an mdm solution called microsoft intune and with that solution we're able to manage the devices that are deployed all of them uh from anywhere and we can push applications out to them settings policies controls um procedures and that allows us to be able to manage them anywhere this next slide shows the one-to-one initiative timeline so where we're going and what's coming up and how how we're going to get to a full one-to-one implementation so as you can see in the first column there in school year 2021 so this year we deployed coronado
027gateway power ranch coulee saseman higley high and williamsfield and you'll see an asterisk next to power ranch higley high and williams field and what that's what that's saying is that last school year we deployed half of the devices and this year we deployed the other half to get them to one to one and that was due to funding and then we're going to deploy bridges and higley traditional academy this summer and as you recall the board had approved that purchase on fed on the february 10th board meeting for 1550 devices and 50 cards and uh back on on this year that was a total of 8170 devices deployed then going into the next school year 2021 2022 if the board approves uh an agenda item that we send to them for centennial chaparral cortina and
028santan at around an estimated cost of 1.8 million for the rest of the 3450 devices and 140 carts that will get us to one to one in the entire district and higley will be a full one-to-one district [Applause] so on this next slide we're going a little back a little bit but uh this is the teacher uh refresh that we have deployed and i'm sorry to interrupt could you give me the total of all three of those numbers or just gift the three numbers again the um devices that we had sorry no problem i was trying to write it down and i missed um the summer 2021. yep so in 1920 we deployed and this year we deployed 8170 devices thank you and then with bridges and hta so the summer we'll deploy 1550 devices
029and then at next school year we'll deploy 3400 devices thank you thank you for that president reese members of the lord and one of the things to note is that we place the order but if there is a substantial back order so it takes an awful long time to get devices in and so hence the time from the time we put the order and received then it can go be quite a quite a chunk of time and also important to note that uh the ex you know the expedition of hurrying this up with the pandemic obviously heightened it but also when we look at our work and curriculum when we look at the standards when we look what we're doing with students the utilization of technology is an integral part to what we do every
030day it becomes as much of what embodies what we do with textbooks or what we did with textbooks and workbooks once upon a time and now is part of our learning and how we engage and so hence the importance of having this technology available to our students as we bring curriculum to life in our schools every day so thank you thank you dr wooley and on this slide this is the teacher and staff refresh that we've deployed over five years now this chart is only showing uh this year and last year but a little history if you don't know we had deployed uh a refresh a previously approved refresh plan over five years and this year is the completion of that five-year refresh and that on this slide is showing the staff and and the
031teacher technology and at those schools it's teacher laptops display panels or projectors phones printers administrator desktops and copiers and those are the schools listed on on there that got that for the last two years on this next slide we have some additional technology upgrades to uh talk to you about we instituted all day help desk and the hours for those are monday through friday 6 am to 5 pm to assist with the students who are also remote learning we upgraded the district internet connection from 5g to 10 gig and we deployed new cyber security software from crowdstrike 24 7 monitoring service in response to the ransomware attack that happened in 2019 and we are upgrading the wireless at both the middle schools and two things for the future we're looking at upgrading the district phone
032system and that's the phone system that has incoming and outgoing phone calls that are the classroom phones that are on the teacher's desks and then looking at replacing the intercom systems at coronado and hta they're about 18 years old and they're it's time to get a replacement is that the phone system that we just keep getting the emails about going down um dr foley a few few weeks ago we got a few emails like right back to back is that the same phone system sorry i forgot to ask and i'm sorry to put you on the president no president reads uh vice president wilson um it rained and rained in arizona and centurylink had some issues with internet cables but we also had some technology difficulties as well um i will let you answer additional
033questions regarding the phones yeah uh centurylink like dr foley had said they there was a storm they had some outages and then the phone system went down for uh various people around the area including us here at the district office so once they had restored that the phone system was back online uh this upgrade would entail a redundant uh system so if one node goes down then it fails over to the other one right now we only have one node so if it fails then it's it fails so that's that's that's also the plan um thank you for the reminder on that thank you i'm sorry to put you on the spot can i ask a question i'm sorry to interrupt um the help desk um seeing a lot of posts on social media has
034to do with a lot of the challenges that happen after school with getting into certain programs or can access and didn't see and find is that something that that they would call for that because you mentioned it's like work hours is that correct absolutely and and the help desk staff are there to help during those hours and they answer they answer um teachers who are remote uh students who are remote and the parents assisting the students so anyone can call in to that number uh we sent out that number for them but we're happy to provide it again if needed okay um that's the number they can call and get assistance from our help desk staff didn't i hear you say until 9 00 pm uh no it's actually 5 p.m thank you yes so
035on this next slide we're talking about the next few slides actually we'll talk about the proposed the next five year refresh plan but this time we're including student devices because as you know we're deploying one to one and we are proposing that we obviously refresh them so that we can keep them in working order president reese members of the board the other thing is important to remember too when he talks about these refresh plans the technology budget is a little interesting it's kind of one that has multiple braided funding because there's sometimes there's e-rate funding sometimes there's bond funding sometimes there's capital so when we look at total numbers obviously when these things come to you we look at these with all of those accounts in mind so it's kind of a quilt that comes
036together of different funds if you will but we'll talk about what what are those those needs and pieces that are part of the technology and then obviously we would approve it by the funds when the time comes or the recommendations come to you for purchase thank you dr fully and on the school refresh sides so we're talking student devices and what that means is replacing the student devices and then on the school and uh teacher refresh technology that's teacher laptops admin desktops display panels or projectors and then the network infrastructure such as network wireless and and servers and copiers and this next slide here we're going to break down the school years and what schools are getting student device replacements refreshes and teacher device replacements and the estimated cost so in school year 2022 2023
037power ranch higley high and williamsfield are getting replacement devices for the students and you'll notice that it's a little less than than four years so uh apologies i didn't uh say this in my last in my last part is that the student refresh is four years and the staff refreshes five years but in 2022 2023 the student refresh is actually slightly less than four years due to the fact that we want to bring those devices in line uh because we did half one year and half the other in addition having devices available uh as a stockpile to swap out for devices or having issues and having some available for the hva school on the uh next column it's the school refresh for 2022 2023 and that's uh cortina gateway and santan and that's an estimated
038cost of 3.75 million for both those uh uh refreshes together and then in school year 2023 2024 we have coronado gateway cooley and sussman for student devices and then teacher devices we have coronado higley traditional county in williamsfield at 3.325 million and supervises for bridges haley traditional academy you'll notice now that that's the four years from now going into uh that refresh during that school year and then the teacher of technology at chaparral power ranch in hindley high at 2.49 million and then on the next slide it shows the last two years of the proposed five year refresh plan and the student devices at centennial chaparral cortina and santan and at the teacher technology at the preschool centennial cooley and sesame at 2.47 million and then the last year of the proposed refresh plan we
039have and that brings it to the uh the fi the fifth year for the teacher technology and that's power ranch higley high williams field and then the teacher technology bridges in the district office for 3.75 million so president reece members of the board you'll notice that hva isn't up there and isn't listed as a school that's dedicated to have its own refresh and that's for a couple of reasons one of them is we're anticipating our students that are filling hva are already members in our district for the most part so their computer will come from the school they came from and so that's where that allocation was we're not going to set aside a significant number just for them because we're they're already going to have one and so we'll just reallocate them within our
040system so that they'll be listed as an hva computer and not for instance a williamsfield computer or a higgly high computer and at the same time one of the things about accelerating the refresh for the high schools that it's going to develop a stockpile of us so we have some devices because we do know things break sometimes they break after warranty sometimes they break during warranty so that we'll have available devices to help fill in gaps for when we're having problems one thing that we that we know in our research is that the wear and tear on the device at the high school and middle school is quite more significant than it is at the elementary schools as they're taking it home and who knows what happens with it then and so um that is
041one thing that we are prepared for for that higley virtual academy and i think it also gives us time to truly know the scope and size because we don't know that right now and especially in a post-pandemic world how many kids are going to be taking advantage of that we don't have an answers and so we're going to be flexible within our plan because of our stockpile and how we're reallocating but we will have the devices that we need that any kid who is going to be attending hva will have the opportunity to have a district device and they can work on it at home president reese members of the board one of the things that we learn with with one-to-one plans is that devices somewhat become consumable because they become they become used they
042become part of an engagement of what we do every day and that's and that's a an essential part because a lot of curriculums as you know are becoming electronic and the way one of the ways we uh and you know provide intervention is because we have electronic uh resources that allow us to differentiate for the needs of students and so obviously the ability to continue to replenish and refresh and those that still have good life become the backup when you accidentally drop it that way you don't go without because truly as we utilize the technology and the curriculum the way it's intended the utilization of the device is essential and it's going to continue to be more so and i think one of the things that we've talked about too is is that while while
043the pandemic may we evolve from this we learned some things through this and the utilization of how we use technology is important and it will continue to be um in fact canvas and our learning management platforms will be how one of the ways we continue building on learning and so this is something that is sort of the next part of an important part of figuring out uh curriculum and resources which again we'll talk about another time we're truly talking devices but this just goes to show how important it is to plan for not only the hardware in the classroom but also those devices for learning i'm glad you said that because something was concerned like with the ipads they were neat to have and it was a good resource if you knew how to use
044and had the the software to to utilize it with but i'm glad that you're forward thinking that um that you're going to look into some software for those teachers to use um because then you don't have the buy-in and at least my next question um if you don't have the buying from the kids you're not going to take care of the of the devices so what challenges and i apologize for not sending this earlier but what challenges have y'all seen so far with these devices going out i mean president reece board member wilson one of the things we've actually learned is that when students get the devices checked out to them they actually take better care of them than when we just randomly have devices that you don't have ownership for that tends to be
045actually one of the things that we have learned as a team of educators across the east valley as different districts did one to one roll out is is that the ownership of something that or the responsibility of this is checked out to you you need to keep tracking your device in fact we were just talking the other day that one of the things we're going to work with juan and the warehouse honor we have barcodes obviously with the way that we check it out to our students we're going to get some that actually allow us to put their names on it so because we do have students who accidentally leave it in our in their student union or in a classroom and that way without even scanning it we know who it belongs to and
046how to get it back to coming with your devices charged is one of the things that is a new a new thing that you have to routine and then it's an expectation and you'll see and you'll see charging stations divided you know vice charging areas and spaces and places at the secondary level become more important but the the the ownership piece is a big one for that now we have had some loss we have had some stolen we have had some broken um hence the importance of having the warranty pieces for them during the time they have that there and i will let robert speak more to the specifics of that we have had that but but when you look at the amount of students who have devices and how long they have them and
047are using them the loss return is is nowhere near the it's the value of having them far outweighs the the the few that we have issues with thank you dr lee yeah the uh specific devices uh that we see a member of anderson is that uh crack screens keyboard or uh keys um like peeled away from the keyboard we have a warranty on that it it'll cover accidental damage things like cracked screens and and and keyboards um and then there's a warranty for mechanical issues that uh need to be replaced right now that warranty is five years on the on the current devices that we are ordering and they'll cover that it does not cover loss or theft unfortunately president reece [Music] there's not a lot of great things we can say about covid but
048this is something great that came out of copenhagen because i think several of us on this board um have been screaming from the hills one to one why aren't we one to one we're higley we're not you know we're not even like the biggest district and we we can do this we can do this and so thank you for all the hard work finance department everybody working together to make this happen for our students is very welcomed and very much needed and i appreciate you thoughtfully putting a plan together and spacing them out knowing what we need when we need it so that we can work with finance and make sure like you said we're coming on the tail end of our refresh of of some of our sites and things like that so i
049mean we started that process but thank you for including student devices everyone knows once you get a computer laptop whatever by the time you get to know it it's out of date and so um keeping that in mind i mean we we used our ipads and they were like you said they were great and if you knew apple products and things like that but um we really used them we we used them way too long and um where it wouldn't serve some any longer so i appreciate you thinking about that having a plan having it documented so that we can we know what we're looking at we know when these are going to be coming to us for approval and we know why and how much and granted prices can change and and at their
050estimates but it gives us something that we know is coming so i i appreciate you taking that time i'm sure it took a lot of time to figure out and how we're going to do it so um thank you for for planning ahead thank you president i have a question apologize if i missed this but what would our percentage of stockpile be um that we would have for new students and damage it'd be about right now because of the high school and after we bring those in we'll have about 20 of the devices it's going to go down as we shuffle devices uh down to schools but we'll start with about 20 stock uh we'd like to stay at 10 percent you president reese members of the board you'll notice that in his refresh plan
051the schools that started the one that had the asterisks it sort of had some devices there so again they finished that set but it goes to show that would be the perfect switch out so that you have that back up and you're you're always having the more the newer set ready to go for that back stack issue if needed and again um we have found that and even in the elementary grades going to your question board member anderson one of the things that administrators have learned is even the students know in their little carts which ones are theirs and they take you know they take pride in it they take care of it you know it's it's important that they have that rather than shuffling and shifting between multiple classes and you never know who
052had your device last you know that it matters there's little pride in that so um i think that that's an important piece about having that one-to-one and there is accountability for those that your your device that you're using president reece mrs wilson i just had a quick question um are sixth graders using their own device or is it going with them to the because they switch classes in sixth grade fifth and sixth or eighth or just sixth are they using their own computer or is it staying in the classroom and they use four computers or five i don't know how many classes they go they rotate through but do you know president recent board member wilson you know what it may vary from side to side and i don't know a hundred percent so i
053would but we could we could look into that a little bit to see how they've done it at the sixth grade um so that we could i can answer that question accurately because it probably may be a combination of both so i will we will find out um i was just thinking if it would be better for sixth grade to have more like a middle school model or not and it probably does depend on each site in each campus but it was just a thought i had as we were going through this that if they're you know going through four computers every if they have four classes that's what i'm thinking because that's what my children did historically so that was just something to think about but i'm sure our educators know exactly what to
054do and how it's working best at their sites and mitigation strategies have we have really gone with our mitigation strategies to try and keep even supplies classroom supplies to the individual students and again you'll see that our elementaries are some of them may have not had the luxury because we weren't finished with one to one yet to have the many as many devices to do that so the ones who got it there would be more likelihood for that but as we move forward and these devices are deployed some of these mitigation strategies are staying in place and so it would be also a health and safety mitigation piece that's a part of this as well plus it matches what we've learned about the ownership of taking care of taking care of it when it's yours
055you know and it's you keep it the way you like it president reese members of the board i know at power they sign him out at the beginning of the day because they've been one-to-one they take it with them to all their classes and then they sign them back in so it's true like the the schools that have gotten the one-to-one are in a different position but typically when they go class to class if i'm number 16 every day in science i get number 16. so i think we're moving in the right direction where everybody will be one to one very soon so that's that's what i know mr one last question um i know currently power ranch has chromebooks um are we going to continue with chromebooks there are we going to change them
056over to the other computers that we're purchasing where are we with chromebooks president reese members of the board so one of the things that was unique at power branch is that they were a google a google s google site if you will they were a school that went to google docs and google classroom and one of the devices that they used was the chromebook now one of the beautiful things about the lenovo device that we have purchased at the other sites is you don't have to have a chromebook to continue using google it works it transcends device so one of the things what we haven't addressed here is exactly which device you would purchase but beyond beyond to be honest whether we purchase a chromebook or we would purchase a lenovo device the work that
057they're doing in the google suites could continue and be part of it it's likely that we may evolve to a similar device across district because but then again we haven't finalized that decision and you can see we've got some time here to do that and i think we will plus delta the difference is here for that site um specifically but what this they did keep them in the one to one their chromebooks because that was what they had now everyone has the same device at that campus so but i will say when we refresh them we'll refresh the whole school with the same device the good news is though as a district at any given point we wanted to evolve or utilize google docs we have people who do a platform between microsoft teams and
058then google in in google regardless of the device you can play in both worlds and our devices work which is really important thank you so much any other questions regarding our technology devices all right thank you then we will go on to our other information item our graduation for 2012 class of 2021 update president reese members of the board we had a question a couple weeks ago saying okay so what are we going to do with graduation and mr lotzenheiser and the high school administrators have been deeply steeped in the world of what about what ifs and how do we celebrate and acknowledge the class of 21 in an era of covid and yet progress being made without an adhering to mitigation strategies without becoming a super spreader event so tonight he's going to provide
059to you an update of the work that this committee has done um and i greatly appreciate the amount of fact-finding that has gone on so that we can begin to make some decisions um as this time becomes closer to i know as a parent of a senior this is important stuff so mr lotzenheiser can you fill us in thank you dr foley president reese members of the board yes we know how important graduation is especially for the class of 2021 who's had two kind of crazy years or ends of years as we're moving forward and so tonight what we're going to talk about is a little where we're at in the entire process our goal is to provide something memorable and great for our kids and for our families we know this is such a
060milestone event and please understand that all of our decisions we're making is with the utmost goal to have the best experience for our students and our families as possible some of the things that we've done before aren't going to be allowed to have happened we've researched alternatives we're going to try to once again provide a great opportunity for our families and for our students initially we got to go to asu it'd be on the 27th of may two ceremonies in one day i haven't gone through it yet but you guys had apparently it's a great day very exciting as we were down at wells far fargo eye issues informant that's not going to be available we were holding out hope we got a notification probably early december hey if we're holding a graduation you can
061hold one obviously things are not going the way that we want them to do they're not going to be holding a graduation and therefore we're not going to be allowed to host and i know many east valley schools are in the same boat with the inability to hold things at wells fargo so we got together and said what are some other places that we could possibly look at because our goal is to get as many people as possible there and so as you can see on the screen there are a bunch of different places we looked at state farm is one that the west side schools use a lot and we thought that would be really exciting unfortunately they are booked with the west side schools the only date they could give us was a
062sunday two weeks prior to graduation we didn't feel like the timing of that was very appropriate for what we're going to do so we looked at chase field who was not an option for us on that date as well or the dates around it a talking stick arena so now we're looking at where the sun's playing the coyotes play how else can we hold they either don't do most of them do not do high school graduations uh so then we switched and after talking to people in the community and president reece we then looked at the baseball fields some of them one of them said flat out we won't put anything on the field and so we're not going to put a stage out on the baseball field and then one we had hoped for
063but they said but we'll limit you to two two tickets per per person which is as you're going to see later our initial proposed plan so they were limiting as well for the attendance and then one of them said sorry we're only allowing groups of 50 or more and so they didn't fit the needs as well and so as we looked at these we thought well let's then now focus on the next step what would it look like then to host on our own campuses and so the brainstorming process that went through it said we know that there's going to be limited capacity there was prior to pandemic before we went to asu we know how limited it was so we need to live stream and i think that technology has improved significantly since pre-asu
064days that higley went and so what does that mean we started looking and say what equipment will we have to rent we do have a district stage but do we need different ramps chairs the sound system the reason we talk about the sound system you think hey we have one on the football field that's designed to be set out into the stands and not into the field so when you're on the field you can't really hear what's being said so we need a different sound system to make sure everyone on the field gets to hear what's happening as well it included a change of time and date we were not going to hold it at 9 30 in the morning and 2 30 in the afternoon i'd be okay you know um yeah i don't
065think i could survive that time but i think we look at that and say so now we're going to have to go tonight and what does that mean and so we're going to propose a plan where we're on two separate nights because we will be using some of the same instrumentation on one field and then the next and so that's going to help us alleviate some cost as well as we know our community is very connected with only two high schools we have families that are very connected to both of the high schools and would want to watch those events and so when you look at our proposed plan we're looking at williams field on wednesday not the thursday but wednesday at 7 30 on their football field and higley high would be thursday the
066traditional day that we've done it at 7 30 once again on the football field so then we started looking at so what does this truly mean in terms of how many people are going to attend because that's important and so the graduates our graduating classes will be somewhere between 500 and 550 students then we have faculty and staff and workers probably another 120 people that are there at the event we do have the additional underclassmen that are there with our band orchestras and choirs and so then we looked at the spectators and right now what we're saying is that we would look at going to spectators per graduate and i want to put a caveat and we still have a few months and let's all hope and pray that in the next few months the
067things go to where we are allowed to have more within them if you look at the that's a lo that's around 40 capacity at our fields and so that's more than we were doing at the football games if you remember that pretty then but we think that it's an important part once again so that parents can come and be there and for that celebration president reece dr foley i know there's been talk about our field especially the higley high field i think it was in our superintendent's report would you be willing to share with the community um if we are allowed to be on the field etc because i know there was some talk and i believe it was in our superintendent's report president reece board member vice president wilson yes one of the questions
068and concerns that had come up was obviously with our turf fields concern about chairs or stages damaging the field so one of the things once we heard that concern that was brought to us and thank you for sharing those concerns we worked with dr fowler who worked with the provider of those to provide to us in writing and we have it in writing that there that we will not violate a warranty or cause damage that we're that we will be able to use our fields for this purpose that that shouldn't be an issue so we did get it in writing from the vendor for the turfs that it is okay to use them for this purpose and any guidance that we need we're also careful about the kind of chairs that you order or that
069you rent so that it's appropriate for not potentially causing damage to a turf field so the good news is we do have it in writing that this is an okay thing and will not harm or hurt um or violate a warranty and it and on that it's a good um reminder to our ladies to not wear spiked heels on that day because having it at asu over the past couple years you know a hard floor they could wear whatever shoes they want but i've seen the ladies struggle on the field so that will be another reminder maybe as it gets closer wedges wedges are great president reese vice and remember kayla absolutely that is going to be an important thing to acknowledge and remember so thank you for that point yes thank you i would
070not have thought of that so if we'll go ahead and go on to the next slide so we go back into logistics and looking at our expenses for this time there's a graduation fee per student we look to keep this because even though we're having it on our fields the costs are still quite a bit um just so you know the 50 does not cost cover the overall cost of the entire graduation ceremony we supplement using mno funds to be able to to cover the ceremonies the streaming service and sound rental is significant but we do have a company lined up that has walked with both of our principals and making sure that we are set and ready to go they've included our i.t department to making sure we have clear communication to make sure
071that we're able to do that live stream um having gone through a ceremony last year um that the company we're using is the company ironically the one that i had when i was down at bashar they did an outstanding job and i'm really happy that they were available for us on those nights we are looking at chair rentals we have that lined up we have our own stage but we have to rent an ada compliant ramp to make sure that that is uh there decorations the the balloons and different things to make sure that we're saying 2021. we are now because we're going to be inside looking at having fireworks and uh going through that process and i put up the wristbands because we're talking about how do we manage the crowd and that is
072two per student and uh the idea that we were going to use is that when the kids come on that morning to come to practice they'll get their two wristbands and then they'll give the two wristbands to the two spectators that they want to come to the event like i said should our should our subjects be changed and we're able to allow more than they would get more wristbands going there i know some districts are using go fan which is what we use for ticketing for athletics right now we just felt like the wristband idea was even easier than that they can get those and then share them and have that opportunity to go so that that kind of finishes up the graduation part of it but we also know that the spring for a
073senior is much more than just graduation and so i kind of stole a slide in here because i wanted to update you about uh where we are at uh and looking at additional events and so prom is a big one prom or and or we're going to say prom like activities and the reason we say problem like activities is because it might not look like the traditional prom if we have to do more spacing so might be in a different location we are working through that process right now i'm meeting with the high school principals and the high school people who are in charge of those events and they're bringing proposals to me about where they would like to do it i do want to say we will be holding some kind of event that
074we will celebrate with our seniors in a formal manner and i know that's a big deal for seniors we are looking at perhaps limited it might not be a junior senior prom this year it might be a little bit more limited especially if we look at going and continuing to use off-campus locations for us where we can spread out both inside and outside i do think it's something very important for our students and if you think about these kids they didn't get to go to a junior prom right and now they're coming around here and i think we all hoped by the time this time you know this year we would have those opportunities and they aren't going to and so we'll find a way and we'll work with each site it might look a
075little different at each site depending on the personality on what they want to do but i will oversee that and help and assist them in providing that opportunity may i suggest a masquerade ball [Laughter] that theme has been echoed quite often and so uh we're looking at that uh additionally we're looking at our awards nights which are very important nights especially recognizing once again those seniors and their awards and so right now we're looking at holding both higley's and williams fields at the hcpa because we can have more people in there limiting it again to two per uh per uh senior however we can still hold those events and we're also looking at the underclassmen one as well to provide that opportunity for people to be a part of those nights and then the third
076thing i don't have it on here but this came out of our meeting this year we're looking at how can we hold an assembly for the first time this year outside on our football fields and this would involve honestly a pretty complicated plan where instead of holding one assembly we would hold three and we would have a third of the school at a time which is much less than the capacity above our fields however they would be allowed to socially distance to spread still wear masks be outside but help have some of that i guess camaraderie and school spirit and and some of the recognitions that we traditionally do uh we're looking at alternative ways in doing that during the fourth quarter uh the one thing i don't have on here is a communication plan
077our goal is after tonight we wanted to present this publicly to you first but we are anticipating sending out letters to families of seniors on friday letting them know the adjustment of the dates and the times we don't have all the specific logistics done yet but we can tell them date and time so families can prepare for that and i i hope they would appreciate that as a fellow senior mother we want to get our announcements done so i you know they will appreciate having that information thank you for this thank you for giving that and getting the information out it'll be a bit it will be bittersweet for some that don't like going to graduation and then those that really want to make it um but did you guy do you guys have a
078formula to determine the two people like is are you going by numbers to determine it's just two people at what point will you poss potentially raise it to more than two people that can attend for one student maybe it's because i'm in charge of athletics but it's kind of following that model a little bit and as we look for things to open up we're gonna kind of follow that process to think about that okay you know when we looked at that percentage and it how we did it were spring in in the fall with the football and we had to adjust and lower some percentages because of the amount of people in there has made us kind of aware that we don't want to overshoot at the start and then have to withdraw and retract
079so i'd rather start low and this is the bare minimum and i know this isn't the best but if we're able to add that that's better than having to pull back and so that's kind of where we were looking at okay thank you president reese board board member anderson one of the things we learned uh having gone through this in the fall was what does that number look like in our capacity in our in on in our in our facilities if you will and we we you saw that we went large and then had to scale back because of how tight uh the seating was in our in our facilities and so this is even um higher than our um when we kind of cut back this is leaning more toward before we started cutting
080back so this is still going to be more crowded than um then this will still feel more crowded with the numbers that we have right now again we are all hopeful that as numbers continue to trend in the right direction but we're also trying to be really careful and acknowledge our mitigation strategy so that we we ensure that we're providing a safe opportunity for everybody going off of um uh the amount capacity what is the the max amount that a student could have um as far as right two right now if could it be three or four that what's the max amount that that if possible president reece board member schultz right now our our maximum capacity is listed on our steam is 2700 okay and so we're going to 1100 right now which is
081which is below that 50 mark if we doubled it we're at 2200 we're getting we're getting closer i think that's a great question i don't know if we'd ever look at doing more than four okay but because because we are getting close and i think we've all had this discussion we've been on our fields we don't have huge stadiums we've got great turf we don't have huge stadiums and so that's where it is it and two people are as amazing because i know across the country there are many students that won't get to to celebrate like this it's wonderful that you've been able to put it together president board member schultz one of the things that was a challenge is even pre pandemic utilizing our own fields was tough because there was going to be
082a capacity and that was one of the reasons why asu was fabulous because you could have as many as you wanted and hence that's really one of the bummers of losing that facility is the ability for large space for as many people possible so though we were lim had to limit numbers prior and definitely are going to even if we were able to come up some we'll have to limit mrs wilson thank you um in the letter are we going to share that there will only be two tickets per child um just to think this out if parents are thinking they're inviting their whole family in and they find out you know a few days before oh by the way so i i'm thinking through how a parent would maybe handle this that we maybe
083should share in this letter um there will be a limited seating if somehow but good luck formulating those words president wilson yes uh they are sharing out limited i don't know if we were going to plan on putting the number in there but we are going to say there is going to be limited spectators and then once we finalize some of the logistics and are able to share more completely with them we'll put that out there thank you the communication will definitely include the fact that it because it's held there it it there was already gonna have to be a limit there this has to there will not be the ability and we will stress the fact that this is going to be live streamed so that any and everyone can have access to watching
084this and in real time live who are not able to be a with their family in the field and as a parent of a graduate as three of us i believe are up here and one sitting right there i thank you for thinking this out early that we're getting a plan we're coming together as a community and trying to solve a huge issue so i appreciate the time and effort that is put in at both high schools and as well at the district office thank you president reese this gives me hope by coming up with something for prom and for graduation something so big that we're able to do that the younger grades in the fourth grader quarter will also get some of their special assemblies or things like that that we might be able
085to figure out a way to bring that to them at the end of the year which i know they also really love and and miss as much as our seniors do as well so thank you president reese i was like wait i don't know that way mrs taylor i i really hope and pray that we can at least do four to be honest and my personal opinion i just know that there are families that have um you know students have two moms and two dads and i think that's going to be really hard on our students to have to pick if it's just two so my hope and prayer will be that we can get at least four but i understand the two and i support that for now with the hope that we can
086do more [Music] thank you for looking at all of our options well one of them does chandler gilbert community college on their baseball field i won't say which one but so they do hold them i'm not saying that's happening this year but they're not it's after spring training they'll have no one uses the fields but um no i appreciate it and and i hear you mrs kaler if all's we can do is too i'm yes it's horrible and it's we all want to celebrate and that's why we went to wells fargo arena but the other thing we have to remember too is we're going to have to deal with weather and we're going to being outside we're going to have to hope and pray that we don't have rain which doesn't happen often but you
087know what happens when it you don't want it to um and the other thing we need to remember is perhaps some of our grandparents and things even though it's at 7 30 at night it is hot it is still hot and again that was another reason that helped us make the choice to go to wells fargo arena at multiple graduations we had to have paramedics there because people were fainting and they were too hot and these were spectators not not our graduates who were wearing gowns and and all hot and perhaps nervous but we were having family members and people in the stands fainting and um overheated and we would have to have paramedics there on multiple occasions so um while yep we're going back to traditional and that's okay and i'm just glad that
088we're looking at being able to do something and i we keep we we take a beating and we have since we've been in person and we continued in person after the winter break and did not pause there and people perhaps may not be ready to hear that we're trying to do some of these events i mean we're still getting some emails of of some parents who may disagree and we all definitely have to make choices based on our families and understand that i know our principals will definitely work with those students who for whatever reason may choose not to participate in an in-person graduation and i have no doubt that that will become part of the plan and that will try and make it just as special for those who choose not to or cannot
089and so it's it's going to be difficult and i'm sure we're going to hear um some people saying we're not ready for this and but when i keep hearing over and over um our national experts say we're good we should be doing this we need to you know we need to be moving this direction and um everything we have done they are now saying is okay to do and it's not that they've waited to say it's they've actually looked at it and it was safe for when it when we did that so um we potentially could be leading the way on um choosing to hold these type of events in person but we have done so with everything else very carefully thought out we've not wavered from our mitigation strategies we have told the aia
090they may not use our fields for things because they wanted more people there than when then we were comfortable given our own mitigation strategies so while we are working on it and planning and again we will try and do everything we can to make it just as special for those who choose not to attend for whatever reason um we will continue to do it with safety in mind for our students our staff and our community so i i hear you on the two and i hear we have some very large families and um like you said some have split households and and multiple families so um but i would be happy if we can at least have two so knowing that you guys feel it we can do that safely is important so um thank
091you for putting this all together and um i we will keep moving and working with those sites mrs wilson what is the expected date of williamsfield field house to be done because that is the bathroom i think for the field like we did at the football games we rent um porta john's to come in and so we will have restrooms available for the people that there i don't anticipate it being done at this at that time can we have the nice ones there's a nicer one there's really nice ones well you know they have the nice ones at one time and usually i'm just the campus is also open perfect okay there's the bathroom right by just thinking that there is an actual bathroom right okay thank you i just want to make sure that
092we were thinking sorry that wasn't a question i was prepared for him okay thank you president mrs anderson um thank you for bringing up the um students that may not choose to attend that is definitely something to consider especially with online students um also i heard i wasn't there last year um i heard good things about a video that was made that really represented the students is that something that we can mirror or do something i know we're short on time and it's a lot of work but i heard it was very meaningful not only to families but to students to have a video like that and also um it sounds silly and i don't know if it's possible and forgive me if it anyway is it possible to have the fans or with the
093misters anywhere near or close by just to help with cooling i know people it's a little moist but is that something to consider to rent um president reece a board member anderson i'll we'll have to check in on the renting of the misters i don't have an answer for that one so that's something we can look at part of our discussions and looking about that video please i hope everyone understands how time intensive and how much it was and so part of the thought process was because we are able to live stream the event and it can be recorded that that would replace making a separate video from what we're doing because it and the live streaming is not like it would be at a football game where you're zoomed back in and you see
094the whole feel as as a whole they have cameras close and so it's why seeing individual kids come across stage when their names are read and things like that so the thought at this time is uh that we would not be putting together another one of those um videos uh for what we did but we would be using the live streaming option instead for them we will be looking at how specifically if parents are going to opt out what what other option we can give them whether that's a small date that they come in and the principal gets to shake their hand while they're in their diploma or something like that and give them that that would be a smaller thing set off to the side maybe at the hcpa how we would do that
095but at this time we are not planning on doing one of the as comprehensive because i heard all about it being in a different district how much awesome it was but we are not looking at doing that perfect thank you any other questions comments all right well that takes care of all of our information items do we have any future agenda items okay then we will adjourn our regular meeting and go into our work study session which we're here so um i usually at this time does anyone need a really short two-minute break or are we good to go everyone's good okay then we'll keep moving so we will go on to our work study session which will follow our board training [Music] this year our our new board has attended two board training sessions
096um from the asba which has been extremely helpful and those were held on january 16th and january 30th the session that was held on january 30th really focused on our governing board and superintendency communication and so we had a lot of conversation in that training and were presented some different tools and ideas and so dr foley is going to she's wrapped up all that information that we all shared our asba trainer shared and then she was able also to go back to cabinet who were also on the call and uh get their input because we really do want this to be a collaborative effort so dr foley if you want to go on to what you have uh created for us here president reese members of the board i have in front of you a
097folder and so i want to kind of spread out i want to tell you what you have in your folder and have you set it in front of you so that we can kind of walk through this together and i can explain how we married the work we did together in one document so in your folder you have a couple things you have a little packet that looks like this that only has asba on the bottom that was the actual packet we worked out of on the 30th and i wanted you to have it with the blanks there because i wanted you to see that this is nothing that we didn't start with together so you have that is the reference for the actual resources we had that day with the blanks that we worked
098from so you can set that to the side can i just interrupt you really quick i'm so sorry yes just for our new board members so in our work study it's a lot more conversational um it we don't have voting items it's just if you have a question jump in and ask and um so sorry i didn't want to interrupt but just so you guys knew what to expect so this is just a whole lot more conversational um and that we don't have any board voting items so truly this is a dialogue and in in pre-covet we actually sit in the back uh together kind of in a round circle and we now have the technology to record them but because we have points of pride we have enough space for people to come we've
099kind of left it left left it like this but definitely this is more informal so you've got in this packet the initial handout you had with the blanks that we talked from the other thing i included was the notes from nikki so i know remember she kept saying throughout this whole training dr foley is going to have some homework dr foley's going to have some homework and um and i was taking notes and nicki was taking notes and kind of capturing some of the conversations that we had so i included that in here for our record as well as in addition to your notes the other thing i have in here is a little packet with some policy references because as we'll start talking here in a minute we're going to reference our k e
100r k e b and then when we talk about executive session i just asked our wonderful darlene to put this for us so we have it to reference when we're talking about and then what i did was took our work and blended it together and put it in this document and this one is the one i want us kind of walking through it's got both logos it's got the higley logo next to the asba because this is the template from the asba training that we did together on best practices and important conversations to have and then we're kind of creating this like our own handbook if you will this is our this is our higley governing board superintendent uh team agreements and so this is where if we've missed something if we didn't catch something
101if where we need to fix something this is where we'll do it and we'll talk about it and we'll update these documents so that we all have them so what i've done in the powerpoint is just copy right from this packet so you don't have to worry they're the same things but i wanted anyone watching to follow along to see the same thing you have in front of you on the screen so we'll start with the we'll start with the fact that this this just explains that we met on two meetings just as president uh reese explained the first meeting was more about our roles and responsibilities and getting to know our unique communication personality styles and the second one was okay and so now how do we formally communicate let's be clear so that
102everyone understands um and so this is just a summary that outlines our processes our protocols obviously the theme of our year has been it was one of your strategic goals was processes and procedures and we're outlining them for everything so we figured let's formalize these two um so that we have these procedures going forward you're going to look at this and go that looks just like our form with our unique information kind of tucked in there and a few things came off only because it was redundant and i'll kind of walk through them so obviously that the hosd governing board expects to this is what we kind of agreed to that day receive regular communication from me every week unless there's a holiday break and one of the things you'll see that i would always
103do would be all right we're getting ready to go into spring break there will not be a status report for the next two weeks because your team of leaders who would be writing your status report are not here um and you don't want to know mr lutzenheiser had a wonderful time on the beach um you know although i'm sure he'd like to share that with you um but essentially though you would know though if there were ever emergencies or concerns you would be emailed immediately or texted obviously as per our agreement but that would you would expect regular communication from me every week you'll expect daily communication from us on the number of of cova cases that is that is a unique thing you know in our uh pandemic crisis management process that we agreed
104to do as part of our protocol for every day you're aware of the number of cases on which campus if we're going to be making any phone calls for quarantining or otherwise you're informed about that so that you know in case questions come to you you know the number and the schools and then the next day is the dashboards updated so you're going to receive those daily communication you're also going to receive weekly um there was also in the the template quarterly monthly well mostly that is our business of our governing board packets and our quarterly updates are our governing board topics so we kind of blended that into the you expect to have access to the same information that board packets and supporting documentation prior to our meetings usually at least five days prior
105to a scheduled meeting obviously if it were an emergency scheduled meeting we would it would look different than that but you'll we'll talk about that process here in a little bit um that one of you asking for additional information would result in all of you hence our our question answer process and of course when we have our meetings and we talk you're all getting it or if something comes up additional information so and again that special communication are done for everybody um these bottom shared agreements were things that we talked about with nikki that kind of came up is kind of the underpinning understanding of agreements in this so that what we know and what we expect from each other you know obviously um you know collaboratively we set the stage for how we function
106and in the business of our district so next slide next page so again superintendent expects we talked about the fact that questions regarding operations emergency concerns or feedback are always direct to the superintendent never and the appropriate cabinet member or and our board secretary never ever worry about i don't want to bother her i don't want to give her one more thing my awareness of it is how we can monitor and prevent things from happening so one of the things that's important for me is if you know something you're aware of something there's an issue there's a concern that i'm made aware of it so that we can work with the appropriate cabinet member we can take it down the chain tan on the chain but we can also address the problem because it may
107or may not be something that's systemic that it needs another level of process or procedure or revisiting a training for dr foley just real quick just a few weeks ago it was a sunday morning and all of a sudden there's fire trucks at cortina and i can see him from my kitchen window so [Laughter] sorry dr foley i know it's you know 9 a.m on sunday morning but i don't know why fire trucks are at cortina so there's an instance where i did bugger on a sunday and i tried not to but we had to we had to find out here's the deal and and it was a lovely drill that they were doing there was no emergency there was it would be nice if they let you know hey we're going to use your
108parking lot for a drill um but again there's there i guess the thing of it is is that it's important for me to know and that you make me aware of it you know you you call email or text that i i would expect that you let me know um and then all we'll work with who else we need to involve in that as well and again these agreements are similar and they were part of the conversation we had with nikki that we kept here that again this is how we support each other this is how we keep we make sure everyone knows who needs to know and communicate so that we can address it you and i have all seen where we all have different we have information we all have different parts of
109the story and sometimes they sound alike and rhyme and sometimes they're very different depending on upon the perspective the more information i have and then work with those to help us all understand the better so again so that that is kind of the you don't did never hesitate include me in communication kind of the next one so our emergency protocols so this is when we talked a little bit with nikki about so when we have an emergency what can you expect well you'll get some depending upon the situation and what's happening a quick text it may be an email where i can provide more information know that sometimes it is completely confidential information i'm sharing with you what i know and we also talked about the fact you may also know before i'm even aware
110of it but maya you're making me aware of it or i'm in the process of being made aware of it we will get you information as soon as possible you can expect that um when we have and again we talked about how in in pandemic in fact today we sent communication to our administration how um in in precaution with limiting close access cleaning you know bus evacuation drills or something that have been postponed and are they have recommended continuing to postpone because again this is one of those where the risk is probably dealt with the benefit although as we go into this next year i think there are going to be some things that we revisit that have been put on hiatus this year um when you have um an emergency thing or you'll be
111made aware either in a text or or an email if you have or if it's going to be newsworthy every now and then something happens um that may end up meaning that we may be on the news um and if that's the case you'll be made aware of what i'm aware of and the perspective that will is being shared that i'm that obviously we know about you can expect that if there are additional questions sometimes in the middle of it i'm still getting information either darlene governing board secretary or i will get that information and then we'll share it with all of you so if either if one of you want to just text us hey i want to know more about this individually we'll get that information and provide an update to all of
112you on that so again um emergency plans and understanding one of the things that we've talked about and you've asked for is what are our emergency plans one of the things tonight is we we just formalized the individual who will be in the position and we'll be working with james to take a look at our processes and our procedures and more formalized passion this week we had a general administrators meeting where we warned them this summer we are having some training on some processes and procedures and there's going to be updates and one of the things that we would want to do is bring those updates with our to our administrative team and then provide them for you as well and these were things that we would do in an executive session probably because you
113don't want to broadcast your emergency plan um out there but i want you to know that july and august what we will do is have our updated emergency protocols and then plans for you because we will have formal lines that are we're trying to create more of our written processes and procedures so that we're consistent across the board that we can provide feedback and training for people and that it continues to happen consistently um which is really going to be important because i think post um covid crisis management we've learned a thing or two and some of our plans need to be modified anyhow to address some of those mitigation strategies so that is a an important task our new director will be working really quickly on he will even tell you when you talk
114to him he is excited about helping us with processes and procedures um and again under what circumstances would an emergency board meeting be called obviously if any time that there is going to be one you will be notified you will be notified by email you'll be notified by text normally there's a 24-hour uh from both with the meeting notice being posted until we hold the meeting obviously when emergencies happen that's the very nature of them they're hard to plan and predict but what we would do is work with you if you were not in town to be able to call in or or connect with us if possible obviously we will notify you as soon as we know that the need for one and this year was this year was an opportunity for us to
115have impromptu meetings okay the state is going to be releasing metric information they're going to release it they think on friday well then we call the meeting on saturday so again um unique circumstances call for for situations so know that if and when that needs to happen you'll be communicated with and we got phone calls as well just to make sure to the new board members we got a phone call mrs reach reached out to us and said hey we need to have an emergency meeting does this time work and she kind of planned our schedules really well and i appreciate her doing that and being our babysitter okay so our current board agreement so how do we build our board agenda items so the way that that we are working this and it mirrors
116best practice for for board relations is this that i will work with the board president and i meet uh approximately seven days in advance of the board meeting so literally the way it works is every stan every every week we have a meeting the following tuesday i have a standing meeting with president reece so we are we are always building as you see you know we have these things coming we know what we're bringing to you so we're in you when you look in board docs you begin to see drafts are already building so we're already kind of while we're straddling working on one week we're straddling the work for the next and so what happens is we will bring uh to she and i will work on the board agenda here's the business we
117know that needs to happen here's the presentations we're working on here's the uh issues that we need to address in order for a time there are some agenda items that are just annual things that happen and it's just par for the course that we have to do there are some compliance things and those that sort of help dictate what happens on there so again we talked an awful lot with that training with nikki about how consent agenda items are usually for some of those business kind of things that are that aren't requiring in discussion sometimes they're annual things sometimes they're unique things that have gone through procurement and processing and all those things always if at any point you have questions about those you know that you're you're you're noticing that we're trying to front
118load in status we know we're working on them we know we're coming we're in the process of building it you will inform you about that so that you can kind of anticipate oh yep that's what that's about and if you have additional questions you ask us you obviously can can depending upon a situation can request to have anything pulled from consent we talked about the fact you'll want to let me know as soon as possible so that there may be extenuating factors connected to that in other words timelines um compliance pieces that that may impact or that could be concerning and so that dialogue for me knowing ahead of time or or providing that additional information that may help you is always important and we also talked about how that if we pull a consent
119agenda item in a meeting that where we'll talk about it in our meetings is after you approve the consent agenda we'll then talk more about that item this will be our process for hey need to pull that want to talk about that great you'll vote on the rest and then we'll talk about it then and it would help if i knew you were going to do that so that whatever information you had on the spot you could could do so hence as soon as possible this is where though where it helps when you're hearing questions concerns and issues that are from our constituents from our community from our employees that you share it with us so that we can get that additional information to help inform it's a it's an important um piece dr foley
120also it was back a couple slides and it kind of goes hand in hand um that's why we ask about future agenda items so if there is something specific that that you want then we get it recorded and and figure out where it can go the other thing too is it was back a couple slides it's in our board policy piece i don't have the policy with me but um you can also formally request an item to be added to the agenda by emailing the board president and formally request it um if you go forward it's actually you are actually a perfect you're in a perfect anticipation is that okay you're actually it's the next there was this future go next one one more forward there it is this is exactly while i work with
121her to set it any one of you can help me create those agenda there you go you were you were right on it was the next slide so there again you you can request you all have the ability to help build the agenda and priorities and sometimes we decide when and where um the agenda items should and again we talked about the agenda items this was a piece that she had in her dialogue again agenda items should should do these things um you can request it during the portion of the reading or directly to the superintendent or exactly to to the board president so that we're aware of that and we can figure out um who we would have do the presentation what information we need and what's the best time for us to provide
122that um for for the whole board again we talked about number four requests uh may be satisfied with an additional conversation that will be followed up in writing for all the board members going along with the fact that if you had said want something for graduation and we hadn't done a whole presentation and we had written it up we would make sure the whole board had that same information so that we addressed that item in writing but typically we will usually try and do it as an information because our superintendency our team believes you know this is part of how we communicate with our community with our employees and you'll notice one of the things we've started doing is after our board meetings we have teresa help draft a summary of here's what we did
123and here's what we talked about so that people have ongoing information and that and that has actually been very very well received um so again going to uh request to the superintendent expects um items that the superintendent think will take a huge amount of time or become an issue we would have a conversation about um whether or not this is a priority at this moment or otherwise usually our goal would be to address those requests as quickly as possible or if there's a time frame that would be better we will propose that and communicate that with you um moving on so we also talked about uh board board member meeting preparations that again you will call or email the governing board secretary with questions with a with anything in the packet at least the monday
124before the scheduled meeting now we know that sometimes uh life happens um and so as soon as you've got a question you want us to know the better because that way we can become prepared because we want to be able to answer the questions sometimes we we're trying to front load it in our status reports to you but there may be specific pieces to that we haven't addressed or that you would like us to provide additional information on will do we then we then take your questions get our aunt we divide out who's going to help answer these questions we summarize it and get it to darlene to email it to all of you so that way you can see it ahead of time and sometimes questions have hit when we're in the middle of
125a board meeting that's absolutely fine and know that we don't expect i mean we'd like to know what you're thinking but sometimes in the middle of dialogue you go i have a question that doesn't mean don't ask it it means though that if we don't have the information what i might say is that's a good question let me get let me have myself with the team get you that additional information what we do is put it in status report so that you all have it um so let's see here you guys come to the meeting prepared you'll notify me if you hear concerns or issues about things that way you help be a pulse you're a representative to the community you help me be aware you know that going back to the support not surprises
126this is how we help each other make sure that the business goes through as it's supposed to and if you're concerned about issues and again sometimes i don't have all the answers on the spot and i will honestly tell you i don't know let me look into that because when i put it to you i want to make sure that i verify it and then i talk with others who may have more information and help them make make it make sense so that's kind of our preparation agreements that we talked about and kind of formalized moving on so during the meeting this one's kind of long but this is kind of this is this is the work we do together so again the board president makes sure that one person speaks at a time and
127that everyone has an opportunity to participate um the board members are our models and you expect you are modeling the behaviors we expect of our staff our students our community members that our procedures for public comment are clear and available at the meeting the board member the board president will respond to public comment during the meeting you may she may recognize the superintendent for factual information and the board president may recognize a board member to respond a personal attack obviously we're always real careful in public comment because if it's not on the agenda we don't we can't really talk about it where this is where additional information can be provided to you um in another venue at another time which then gives me time to look into that the superintendent will provide clarifying information to
128the board members questions or tell you when i'm going to get it or in the process of getting it issues not people will be discussed during meetings and that's kind of important um you'll listen respectfully to each other and staff and not engage in side conversations and this is one the monitoring for open meeting last kind of like all of our responsibilities and if if there was a point of order where we're where we're off this is where we move the beating the meeting back on track um and then obviously just these were again most of this was lifted right from the conversations we had with nikki that day we just formalized it here this next one we didn't have in our meeting um with nikki but it kind of came up in conversation and
129it came up in conversation with cabinet afterwards so it's which is obviously we have in your packet we had these board ethics and portal calls we thought there's just husd meeting norms that apply to all of us not just the governing board because we feel that you know in husd we conduct our meetings in a professional collegial and respectful atmosphere the governing board and all district administration will hold themselves to the following expectations we kind of looked at here these are norms that just help us embody the professional collegial appropriate relationship yes we can be i'd like i i like the you know again we're on time we're we're participating we're here we're participating we silence our phones in it but life happens and we know that happens and if it does just step out
130so that you can take care of life rather than trying to do both at the same time that we're listening attentively with openness and respect for those who are speaking um i think that's something we do really very well in higley and now we just think it's important to formalize this and then that we voice concerns as we go and i think we are honest we're open we're real um that we're respectful um and we think that those are kind of nice to formalize that this is how we conduct what we do here um dr foley can i just jump in real quick um and this is some things that you know i wish we've had for a while um we need to remember it's on this page and on the previous page too it
131talks about um that the board members will model behaviors expected of the student staff and of community members we need to we need to be mindful of that we are seen and we are leaders in our district and um we need to make sure we're remaining professional um that our words are professional our actions you know how we dress how we talk how we social media how we how we conduct our board business social media is always a big one out there it's hard to you need to be careful with opinions that you put out to the community because those could become voting items and well i think most of us or all of us we don't we don't follow each other we don't we stay away from each other's social media but it doesn't
132mean it's not screenshotted and sent to us it doesn't mean that um there's you know it it doesn't mean we're not aware of it and so we just need to make sure that when we're addressing issues on social media that you know hey i'll get you in touch with or someone will get in touch with you and we just need to make sure our words are professional and and how we respond and um you know that we are we are the leaders in our district and and we are looked upon that so um we just need to remember that level of professionalism we're all human we all have moments um and everything so um but we i i appreciate dr foley putting all this together and um it's been something that's been talked about from
133this board and for years and so i think it's that we just need to ensure that we're holding ourselves to a higher professional standard and that just the same as we're expecting our cabinet to we're expecting our superintendent to um and we need to uh do the same so um there's things in here that i literally have experienced my time on the board of people have literally having conversations while someone's presenting it's hard to get up there and they i don't care how many times we've seen the presentation they deserve our undivided attention and respect and i've seen people um having in previous boards and previous leadership literally having text conversations with people in the audience and um that's just not what we want to do so um like dr foley said we life happens
134i mean my family and they know how to get a hold of darlene because i won't answer my phone i won't look at my texts or things like that during the board meetings they know how to get a hold of darlene if they if there's an emergency but there's also been times like you said life's happened and i've had things going on before i got here and i've just said hey just so you know i'm gonna look at this if something comes across i may have to step out i'm not going to announce it i'm just going to kind of get up and and walk out and we all have life happens but let's um let's be aware and and remain professional and give our presenters the respect that they deserve because i i've seen
135it not happen and it's sad to me so i just wanted to put that in there because you have professional and we just really need to remember our professionalism and we're conducting business you know and that's important president reese members of the board one of the things i learned this summer and i wouldn't have ever really had had the opportunity to but in the middle of covett crisis management i was watching other board meetings across districts and one of the things i learned is we have something really amazing happening in higley not all board meetings are are recorded as quote with as much quality as the higley board meetings i will tell you i did not know this until you spend too many hours watching what happened at this meeting what happened at this meeting
136i we were even in meetings and i would have my husband watching to tell me what happened what did they do um and one of the things he pointed out to me he said did you know that your higgly meetings are far better quality than i've seen the others normally it's a big room far away you can't tell who's talking they're all blurry and fuzzy and he said yours uh the skill set of of of curtis he skin that scans in so you can see the you can see your presenter you can see things but you can see things so the one thing you know he's like did you know you move your do this or that or whatever like then i that i was so conscientious of it because it's you could see it
137and they notice it but i just thought that was something i didn't know how nice our videos are but then that note to self don't uh don't you know make sure you turn this off before you take a drink or whatever it is but um i just thought that that was something special that i didn't even realize that we had it's the high quality of videos that show us everything so facial expressions where i am an open book what i'm thinking is feeling is all over my face and so note to self um that's just one of the things that i realized um that is a blessing and a and a potential challenge if you're not aware of it um so anyhow thank you curtis for for making us look good um the other so
138after our our meeting norms one of the things so that was kind of an addition that i added there someone as part of our part of our during the meeting this is something that we agreed to as a whole learning group so this would be kind of an expectation our whole cabinet team goes that's good um what's also great is that we can use these with our other meeting groups and teams because these these we use norms with our meetings and our expectations of others too and these are it's nice that they're consistent so this was another piece in there that nikki talked us through which is after the fact obviously that as a governing board we make a decision sometimes it's not the one you were wanting or or had hoped for or have
139concerns with but that we support um that we as a team decide we go along with the decisions that were made um and why you may not support it you stay silent and not undermine um that goes first board members and staff um abide by confidentiality laws of executive session hence we kind of reference what are those executive session notes um and then that i will ensure that documents and records are processed and maintained in accordance with laws and policies we are so fortunate with darlene reach who is so organized and detailed and make sure we have what we need and how we need it and that it's recorded so we're doing really good in fact we've added another piece that we're really really impressed with which is an executive summary that we give to
140our administration in addition to the summary of what happened for the general employee group there's an executive summary that we track of what was approved and consent when was it brought that helps us with building our agendas for our process so again um we are following that process pretty pretty solidly so the other piece we talked about was site visits um obviously equivalent has interrupted the normalcy of of our visits to superintendent visits and those things again hope springs eternal as numbers continue to approve and things continue to evolve that we see likely the returning of some of these in different ways and fashions in the spring and into the early fall but obviously we we encourage you to attend as many things that you are able to and we are so fortunate with your
141involvement that you do attend and support an indian every way you can which is so valued by our community by our employees and by our teams so we encourage you to attend them but that you just let us know and that you work with darlene so that they can anticipate we can expect we can make sure that we set you up for success with parking meeting yet and coordinating the event we talked about that when you go board members wishing you work with her we follow the guidelines that that that you respect this time and staff that you have we don't evaluate them or give direction um and that when you are visiting on behalf of a parent you you make it clear you're you're you're visiting on behalf as a parent um obviously too
142if you have issues or concerns or you see something this is where you need to let me know so that way i can work with the appropriate directors and administrators on on the situation and discover if this is a bigger issue that needs to be addressed more systemically my awareness of it only is important is important so and again um you helping me keep be aware of those things is essential so the other thing we formalized was the governing board understands that um that you are tremendous ambassadors uh for our district and that you know accentuates the praise um is important you help tell the story and you're also a part of this story um board members plan when you attend events when we are aware of that when they happen and that complaints received
143from the staff our community be directed through the appropriate chain of command per our policies and are shared with the superintendent and again the anonymous planes are not are not heard we spent a lot of time talking with her about that um and because one of the things that was unique for us in covic crisis management was we got some interesting anonymous complaints from interesting places and again we obviously saw the email but again addressing those issues and concerns in the packet here you have what those two policies are ke is how we deal with public concerns and complaints um and then there's also keb about what do we do with personnel and there's certain ways that we do that so one of the things that you know nikki talked about is you can't serve
144as is what is a judge jury and commissioner or whatever it's important to remember that you have a an important role when when you are a body together that when appeals happen they come to you let me give an example legislatively in the state of arizona only a teacher can provide a grade right a grade if appeals are going to happen guess who they go they i mean the teacher is the one who decides it but it goes through a process and it comes to um the governing board if we were talking about promotion and retention so you serve as the last stop in the complaint or an appeal process and so it's important for you to remember that at any point when you get emails about issues or situations that happened on a school
145in which there was a concern or an issue that may have involved students that may involve discipline that may involve you being part of a decision it's important to remember you have to be careful about that so again we talked about in order to avoid violating policy she talked about this idea of a thank acknowledge and refer and you get a lot of different emails and things and sometimes i'm included on those and sometimes i'm not and so one of the things you should know is that if i'm included on them i'm going to make sure that they're addressed you may or may not have to hear back about it it may just i will take care of it um so if i'm included on that you know that there will be some kind of
146response if i'm not included you can do your you can follow this protocol this thank acknowledge and refer so if we slide to the next dr foley though i do want to say that i did appreciate um we all got an email this past week and then you did follow up with us and it was very you know clear that you had taken care of it and i do appreciate that because sometimes in the past there had been an issue or something and i just it just went off into you know a wasteland and i like to know that there was a period at the end so i appreciate that about you very much no problem and i will always do that when i can sometimes these things take a little while and they get
147a little messy but when i am when i am sure that they are in the hands of the person who's who's working on a solution although it may not be resolved but we're working on it i feel good um and we are working hard on accountability following through sometimes that doesn't always mean the person likes the outcome but we have addressed the question issue our concern within the scope of our policies our processes and legally what we are able to do and know that we work with um we work with legal counsel if and when at all times we need to to guide us when we're doing that too um so that's important for you to know that too um so that think acknowledge and refer so so we worked on it oh sorry i'm
148just rolling i'm going i'm sorry i was just gonna say i was i was waiting i wanna i just wanted to thank you because again like the situation this week it was nice to know that that person was followed up with and that we that they were heard because that is a concern i always have that they may not feel like we heard them if i don't respond so it's nice to know that someone on the staff has responded and let them know like hey we're handling this so that was very nice and i just i wanted to share that but i would have let you keep going yeah i was basically the same thing i didn't think i would like even how small things have been i appreciate the communication because even professionally and
149personally when i don't know things have closure then it's also like gosh i wanna it's frustrating and and so um knowing that that you follow up and that you do follow through on anything small and big is is appreciative for me as well thank you well and we'll always we will always do that and one of the things too we have found is if they're very very long emails we don't respond obviously in writing we know that that is when it's time to pick up the phone and call we do the legwork we then follow up with the person in a conversation and oftentimes we find that then too the person has uh they have learned more and they're further removed from it and so where they were when they sat down to write that
150email they're sometimes in a different place and with more information we connect the dots so which is impossible to do via multiple exchanges of email so sometimes it requires fact finding and a follow-up and communication but wanting you to know it was addressed particularly we're worried about consistency with our processes our procedures and our protocol because that is the one thing we we have to ensure as followed so we will continue to do that i'm sorry one more um i appreciate the phone call back to the person um i've heard from a few people i know mr big lots i had to deal with a few over the summer maybe and those people have been reached out later and said hey we had a really good conversation hours long conversations at times um and but
151they followed up even with us to say like how great the conversation was and how they understood it much much better um so i just appreciate that and that follow-up of a phone call versus just an email where you're like yeah brush them aside so i really appreciate the follow-up that we've been having recently and thank you that was my shout out to you man there you go also i think this meeting or the training with nikki was really helpful to me on especially when we talked about the email email protocol and there's not a lot board members can do when we get an email as board members because when we have no authority individually and based on what our roles and responsibilities are but what we can do is make sure we get it
152to dr foley and that she can get it to where it needs to go you know has has it even been addressed at the site um if it has been addressed at the site and didn't go has it gone so has it gone through the process and um you know i never thought about that until nikki was talking about really what board members can do within an email um that we don't have the ability to resolve the problem um and like you had mentioned we have to be really careful because if if it does make its way all the way through the process for whatever it is if it ends up in our lap from a policy and appeals things like that we have to be really really careful with that but i i i
153never thought i never viewed an email and i you know i still want to help and there's a difference between um our community sharing their thoughts and their wishes and their wants because we're here to serve our community and what they want from our district like we had over the summer and and all through covid we have gotten our community's perspectives and that's what's important because we then have to come up here and make decisions and we want to do that based on what our community wants and so those emails are are really helpful and they can share with us their opinions and their wants and their desires for our district which is then where she kind of referred back to this think acknowledge and refer that um when we get informational emails like that
154whether it's policy where this is not happening but i'm just saying if it were to be a re-boundary issue if it were to and they want to share with us there's really not a response for us to give to get back in a dialogue we may have some questions on you know we may reach out to somebody for questions but this thank acknowledge and refer that was really insightful um for those because we do want to acknowledge just like we said with kobud we just got so many that we received it we've read it and we're taking their their input into consideration when it would come down to us making a decision but um there's not a dialogue to happen and so i i had a hard time processing that i thought a lot about
155that as well as fair equity when we nikki discussed um fair equity and when an email and i was that one was a hard piece for me to swallow um the equity piece that if you know someone is emailing you are you giving them more power than maybe someone else and that was an interesting so anybody who hasn't watched if you want to go back and watch if you want to tantalizing four hours of discussion you can go back and watch the january 30th meeting where we discussed all this but it was very that was an interesting piece for me because i do think sometimes equity isn't something i always thought fairly so much about as it was discussed then so that was interesting for me as well well and i think these are kind
156of good examples because again when people the longer the email that you realize that there's a lot of there's a lot more conversation that needs to happen there's a little bit more information that we have to address but this idea of you know you're you're letting thank you for bringing this to my attention thank you for you know making me aware of your concern i understand where you're coming from i understand you're frustrated i understand that this is upsetting to you let me help you by have you can we give you some examples here because sometimes sometimes mama bear gets mad and she goes over every he hasn't even thought it hasn't crossed her mind on who to go to next that she just knows the governing board is in charge right so let's go
157to the top and and and it may be something what's really hard is sometimes at the superintendent and and governing board level we're five levels removed from where we can directly address this and so if depending upon the situation you understanding how the organization works you can help us get the right information i like still being aware just because again if there's trends there's patterns i begin to see there's a bigger issue here but obviously this is a and again it allows you for them to not feel ignored but not put you in a position where you are having to address it yourself um and and having to work through others to get that information um and again where we need you to know how did this resolve how did it work out sometimes the
158more the more concerning ones um we will make sure you have what resolution where you know and are able to get to you um which would be important for you to know so again this is just an example that we just said that this is a resource this was a great strategy here are some good examples um what she talked about that allows us to meet our policy and and it could be a tool you use in engaging with questions and concerns and just you know over the past weekend there was a situation um at cortina and i got an email but then i saw it later on i saw more information on facebook and i was able to kind of piecemeal the whole situation together and sending it off to dr fowler turns out
159he was already on top of it and already been involved so a lot of times you know we are after the fact thoughts too where other people are already involved taking care of it and we're just kind of the venting board for things so that too has to be taken into consideration there's always the perspective of the storyteller and that perspective is the is the truth from their you know their perspective the perception becomes their reality it is their reality um and and yet there's maybe a bigger there are other stories that are true too um so it's a it's an important piece it just goes to show again that we we work together to help be aware of the concerns and the issues and then how we address them and communication is a big
160piece and part of that and so important and wanting people to be valued and to be heard but do it in a way that also follows the cha our chain of command and our policies and this is a good way of doing that and just talking about it is important um and and i think one of the things nikki stressed is this is what good boards do this is what best practices looks like this is how we embody it and i feel really good about the fact that we as a team as a new team are saying this is what we do and how we do it and if we like this what we're going to do and unless there are pieces and parts in here we want to do this will be like on
161our website as our product protocol and communication next slide is the only thing i included in here and this was an important thing is one of the footers what you guys talked an awful lot about in the notes with nikki about a lot of times people don't understand the role of a governing board or or you are governed by law there are open meeting laws that you there are things you have to do and not do and people were going what and hence this is why actually putting givingness as a resource to you to put as your footer is a good thing but also when we put this on our website is our protocol it it it's not that it shows you're complying with the expectations of your of your elected position and official role
162the only thing i included in that handout was just i kept all of the same handouts and resources that she had in there with what effective school boards do our governance dialogue again the roles responsibilities these were all built on the work we had done together they are all important resources dr foley i had one quick thing um when they go to email us on our website the governing board website is there anywhere that says when they email us it does become public record question i don't think so i wondered if that might be because i don't know that people understand that it is public record when they email us on it and i know that they may not want to be pulled for you know a newspaper article or whatnot um but them emailing
163us does allow them that so that might just be something to think about yep i just saw that this message contains public record and do not delete sort of thing at the bottom and that might just be something that would be smart pre-sending the email so with your way to get your email access there's a little thing that says yeah governing board members are are obligated to follow the meeting law and remember that anything is public record that's what i was thinking we feel like darlene probably has a better wording than what i would ever come up with so i'm going to i would definitely work with darlene to make sure we get yes she word smith's much better than i do so but it is something that that's a great idea because they're that's
164why they do come in and do freedom yeah you can pull anything that gets whatever every freedom requests they could and everything and anything we do oh yes yep yeah i feel like that would be very different and our emails emails are huge and i sat in the audience for many years and had no idea that that was a thing so i think that that might be something for our community to be aware of when they do go to hit that button especially after all the emails we got this year it might be something just to think about thank you also i think that when i first came on the board i think it was mrs good at the time our in-house attorney suggested too that in our emails that we kept different folders and
165there's always that confidential folder and um so i kind of came up with some of my own but it's kind of nice to have that parent-teacher student email communication area asbas a definite you know folder for me so i try to compartmentalize them a little bit because it helps then when you need to maybe refer back to something you know exactly where it's at and you're not scrolling through all your emails so i'm not that organized in my email amy but i am i do keep my confidential ones in my confidential box but everything else is kind of just a searchable but good job i'm a little uh ocd on my good job on your organization of the email it is impressive so that that is the summary of the work that we did together
166formalizing it with what works for what we've talked about what we've been doing in higley um are there any questions concerns thoughts for wording before we were to update this on our website is again this is our living breathing document it's formalizing our processes and procedures for our how we communicate with each other dr foley i appreciate you pulling all this together um and as again the as i'm thinking about the think um acknowledge and refer i think it's important that as a board we're consistent because when we're not um you'll be the one getting all the email that people will know um that if we're getting into something we shouldn't be that we need to refer it again i think i think that's a great idea to put on there that it's public record
167that anyone can go into any of our emails at any time and use even just an excerpt of someone's email and it can be taken out of context and i mean we know that happens all the time just in conversation in anything but you've done a great job pulling this together and i would like to hear the board members thoughts uh just as we expect to hold you accountable and for you to hold your staff accountable i'd like to hear board members thoughts on how as a board we would like accountability measures for us i mean this is a communication plan it's it's a guide it's a protocol there's expectations and if there's anything in here that we don't agree with it's now is the opportunity to kind of talk about i don't agree with
168that and because this document is going to be published and anyone in the district then can look at this and say this is what is expected of board members this is what the conversation the communication protocols between board members and superintendent cabinet and so if there's any issues in this document i think that if you have any concerns it's just a time to discuss it and talk about it and um but i'd also like to see how how we want to hold each other accountable to this because if we're you know dr foley's taking the time we've taken the time um what would what would some ideas suggestions i know nikki um suggested we review this every so often i don't know if she said did she say every six months or a year did
169anybody remember i think reviewing it is key because you do tend to remember at the beginning and it tends to fall off um so i think review is key but i don't know how often everyone feels i don't know six months seems like a good reference and maybe just like a high level yeah right like maybe not to the fullest no but i mean i would like to see this put into our um board evaluation tool and so we could use this as part of our board evaluation tool yearly then it's a review at that time and and see how we're doing in these areas and it could be a self kind of reflection as well as maybe even dr foley as a whole looking at us through the lens of this document and saying
170this is where i feel like we fell short and this is where i feel like we excelled so i think it should be reviewed during board evaluation plus not to mention i think our board evaluation tool is not the best quality at all and this tool i think is actually more pertinent and more specific on our duties and our obligations yeah i don't like our board evaluation tool but that never changed so but that's a great idea i think having this in here because that's where we hold ourselves accountable it would be a good time to do it in six months from here i'm sorry sorry my mic was not on um it would be i'm gonna repeat myself about mrs reach i think yearly is plenty to be honest i think six months might
171be a little overkill but i do think yearly would be awesome in my humble opinion well and maybe when there's changeovers in the board that like that first year it's reviewed twice you know like in six months and then again and then annual um i mean we typically will have two years with the same board but i think that especially now this is i mean this is new to us even as returning board members and so i think that maybe at least right now at the six month mark which will put us right before our evaluation anyway for this first one um so i think this first one a six month review might be good and then maybe annual at that point i think if we could follow some of the educational practices it even
172if we do i like the six month idea as well maybe not have something so formal every six months you can have more more of an informal but it's good to just kind of touch base and and truly just move forward if you really want to progress and if you really want to assess you're going to have a tool and you're going to you know check in every so often um can i add to the public record notice that was a phenomenal idea i can't believe we sat that long without it um just from experience i've pulled a lot of public records from this district so anyway um maybe add um the to the language that you put um a link to the uh the state statute or the language for it so people don't
173panic that have heard this that sent information in and knowing they're not just gonna pull everything that they say student you know names and personal information will be redacted so don't panic um we just still legalities we have to follow for that we i appreciate that point because you're not wanting to to stop people from communicating with you just want them to understand the the relationship of the communication and it's more formality because of your role as a board so i think that's a great a great idea because it's just a good suggestion yeah i wouldn't want them to quit communicating but no i know for me if i'm communicating with somebody and you know maybe i'm upset about something and i'm just going on the keyboard and not realizing if i were to see
174that i might think about the words i'm choosing maybe a little bit differently um so i i don't you're right i don't want them to i don't want to stop people communicating with us but just understand that the words that are in those emails can be pulled for public record and so maybe somebody might change some words and it's more of a thought like my email was pulled over the summer and i got to review what was being sent but it was just a review but our emails were pulled over the summer i think at one point to a local paper so it is something to be known of it could go that way and you should be aware that it could go that way and it is it would be difficult for the person
175if they didn't if they weren't aware on state law i i was never aware on state law until i became on the board and maybe before the board right before i became on the board and found out about it um so i do think i would want them to communicate i want people to communicate with us it's just i want them to know legally what they're signing in for and then knowing what i'm sorry michelle just knowing what we what we can and can't do i mean so i not that we can post all that but but as we move forward with actual protocols and and our responses and um it we're not trying to pass the buckets it's not that we don't care it's it's really not within what we're able to do our
176our purview and so we do forward it on and um you know for me i appreciate contact's been made i mean if if i know at least contact's been made then i know i've i've done what i can do at that point so okay just thank you thank you for putting this together and thank you for um asking for input and i i just have to be honest with you i've sat through so many committees i've been here a long time and joined a lot of communities and seen them fall apart and you know just there's a lot of want to do and not a lot of follow-through and i've seen that with you and i've literally just kind of sat back and just to see a lot of the things that you that you
177have promised to do just waiting for it to fall away and it has not the emails with the information the expectations of us which i know it's a habit to build of coming prepared but i just want to say to to all the staff involved getting everything putting that agenda together soon is hard um and uh i just appreciate you staying committed to keeping us informed and and the follow-through and um this is something that sticks in my head and i say it a lot it's from a pastor of a church i used to go to and he said consistency and communication conveys conviction you guys are doing it amen appreciate it good job thank you please know that we are dedicated i mean we are building our processes our procedures how we conduct and
178we we're very we're get we're getting our little pattern down and again this helps formalize to and support the work we're doing so it is a it is a it is a nice a nice component to add to what we're doing and how we're doing it it formalizes it so and i think one of the things that's important for us as a cabinet team is that we hold each other accountable too we call each other out hey i need this by this date i need you to where are we with this help me with this we do things together and i think that that that is an important part of an efficient team because nobody can do this by themselves this is this is a team effort and and hence how important it was that
179we did this training with the cabinet so we hear and talk about this that this is something that we share with and that we share back and forward so um i appreciate the feedback and i also like having it year's been stressful this past year to i guess stressful may not be even the word but but like you said you've seen and you were watching other board meetings because they were recorded or live streamed and and things like that and through stress and difficult times we have seen governing boards turn on each other we have seen them buckle we have seen them all resign we have seen an entire board resign we've seen a lot of that and with everyone collectively working on this document so that the district can know what to expect from
180the board and the board can know what to expect from the district i i just i think is great and then that way we all we're all a reflection of each other you know we're all on this board together and um so i think all of us having input in here and having the commitment to support it and and follow it i think is is great and i'm so excited with this board of having something that we can refer back to and um if we happen to think about doing something questionable let's you know look back and be like nope i committed to this and so this is what because we owe it i think to each other as well as our community and our district so um so having this document as a reminder
181i think is helpful so thank you all right with that then we will reconvene in our regular meeting and then i move that we adjourn second all those in favor aye aye i have a good night meetings adjourned you