001That was me. Okay. All set? Yep. All right, we will bring our ad hoc orientation committee meeting to order here at 4:00 and uh let's stand for the pledge. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Okay. We uh if we don't have anybody else to second I mean, I suppose technically can the chair second a motion? Typically you wouldn't, but I don't know that there's particular reason you We we we we could talk about the uh Can we talk about Yeah, um well is there anything that anybody notices is missing from the agenda or could it be That might be her. Okay, yeah. If you've got something to hand out, this
002is a great time for that. Absolutely. Hi, sorry. There she is. This is all the same page. Just one page? Yes. And then send the extras back. Okay, great. So, we we've said the pledge and we were just wondering uh who would second the motion to approve the agenda? >> [laughter] >> I will I will offer that second on that motion. >> don't have a motion. I'll make the motion. Sorry, [laughter] we do now we have a motion. >> And >> I'll support the motion. >> All right, uh and so we have motion and second to approve the agenda. Any discussion on the agenda? Hearing none, all in favor raise your hand for a yes. Very good. Opposed, same sign. Motion carried, we have an approved agenda. Uh very good. Um all right, that brings
003us to discussion items and a report on uh website updates. Great. I'm just going to pull pull it up here while we're doing that. I met with Lee, thanks to him. So, um we kind of just went side by side on both of his monitors, pulled up like other districts' websites and kind of compared and made some modifications, went through um and looked at you know, where we could make some improvements, updating, making sure we all had our bios, our pictures. Um I think we're almost there. I think there's maybe a little bit more that needs to come into that. It's all I can follow up with those um board members that don't have it, but um just to kind of like make it look the same for everybody cuz I don't I don't want
004people to get on the website and think, you know, why does this person not have information that everyone else does or something. So, if we get that up there, um So, you'll be following up on updating board member information on our website. Yep. Checking I saw that that was the Eric's was done today, so I think we're just for AJ I think might be what the only thing left. So, um otherwise it's looking good. Obviously open to any input or suggestions on um what we could still work on adding or changing. We did We kind of when we looked at um T-caps for example, there is what like you did a lot of scrolling and clicking and scrolling and clicking. We kind of thought it almost got to the point where you just it felt
005like there was too much in people. So, tried to put things like side by side, so you don't have to scroll people won't have to scroll as much um and have pretty much everything on that homepage. Um Lee added a picture of the board room just so that there was some sort of graphic when we went on there, but he was open to doing any changes, so whatever else we see that we think we might want or change. >> And you're thinking about that that Board of Education member links area with with these like on our board our board page basically having all of this information um available um or just for um just for board talk about just for board members to have Which for the new thing that we're doing the checklist or
006what part? Well, you were talking about the the website and um and then I see we've got um on our on our checklist here we have uh many of these things are already there. Board policies um board docs. We don't have union contracts posted there, but some of these things could just be for board members, I suppose. Uh yeah, I got the question. That's I think so on the website, can we pull it up or Okay. Um I think it's way easier to follow this big time. Like I think you did an amazing thing you guys did an amazing job. Like Thank you. That helps. Just to be able to click on like policies and bylaws cuz before it was like up in the corner and you're trying to like this is way more user-friendly,
007I Yeah, those like bigger buttons to things that might be a little bit the policies and and the YouTube channel, those just to kind of stand out so they weren't just links. Okay, so now that I can see it again, Eric, can you ask me again what you were >> So, um so are you thinking that um we would want to make sure that not just board members have access to all of these links, but some of these could go on our page for the public as well? The links on the new member checklist? Yeah, the checklist. Yeah, so if you look on the right-hand side, can you scroll down a little bit? So, there is um if you go under board member, yep, right here, it says new board member orientation checklist and we
008thought we could link Yeah, so they will be live links. So, if someone was interested in being on the board or whatnot, so they would actually go to the orientation checklist and then they could see everything that and they'd be able to click on the links from there. So, um Yeah, yeah. We don't need the links on the right. So, um I mean, like I just reviewing it, I was like this is so much >> Good. So much easier. I mean, I think too as time goes on, like, you know, in few months down the road if we see something we're like, oh, maybe we need to add that. Like we could always probably make an adjustment. Lee said it was really easy just to kind of you know, he said if you come up
009with something just send him and he make could make changes really quickly. So, um I do think a picture of the board versus Yeah, we just didn't have Yeah, we didn't really have anything that was he said let's just put up a placeholder and um So, yeah, maybe we can one meeting when we're all here have them capture a Yeah, sure. Yeah, that's a nice idea. So, and Yeah, I I agree the page is the layout is a lot easier. It it just felt before like much of this information was kind of buried um and now particularly with those buttons you can just >> Yeah, and then yeah. Yeah, we had um put the member profiles in alphabetical order and from first name at least so there was some madness to that. It was just
010kind of all hodgepodged and uh otherwise I think I don't think there was anything else, so Yep. Really nothing that's on my end with it. Um So, should we take a little time at a meeting here to introduce you know, if we're all uh there's consensus we're all good with this, we should present present it to the board at some point. Um Yeah, I think so. Once we know what we're we're good with the checklist and once we're ready maybe hopefully next workshop in April or something like I think people will will dig the redesign of the webpage as as we all seem to, so that's really cool. Um Okay. Great. Okay. All right, great. That that's really really neat. Thank you for that. No no problem. Appreciate it. Um all right, so um uh
011that's website updates. Then we have the orientation checklist review. And that I would guess that uh uh We've got uh I really like how this is all laid out with the with the check-ins, the meeting dates. And Summer, did you design this? It's very nice. Um but let's Yeah, let's have a take or take a look at it um and see uh if we just go through this, it'll jog our memory if there's anything that you feel like you want to tweak or something you know, it jogs your memory and you you think of something that's not here. So, we have the APS Board of Education Bylaws Packet, uh School Board Members Resource Guide First Year Orientation. Is that a MASB product? Let's Let's Let's make a note of that. Um just in that sentence.
012Um Somewhere that So, we're giving credit where credit is due. Uh to MASB. Uh Onboarding and Orientation of New School Board Members a Key Actually, some of a lot of these are really MASB things, right? Yes. So, we could either I mean, you think we could either group them all together um and maybe just acknowledge these are from MASB or I would just put their name in front of these titles >> Yeah, that that'd be cool. Yeah, that way uh we can all uh we all know where it's coming from. Um Okay, so that's And then the second one is a is a MASB as well. Okay, so um yeah, Onboarding and Orientation of New School Board Members a Key to Effective Governance. Then the next box, Indicators of Effective Boards and Board Members, Characteristics
013of an Effective Oh. Uh Should we Do we want an effective school board member or effective school board members plural? What do you all like? Does it say on the form what's this cuz that's another MASB or >> Yeah, I don't have the form in front of me. I don't I think it's in our big packet here. Um It is this This guy. Okay, here we go. Sheet What's this? Effective board Um Can I back up just a little bit to the websites? The member links. Mhm. Just we could probably take out um link to APS Board of Education Meeting Minutes cuz that's already going to be on the main page. It would just be a repeat. Or is that Is that the meeting minutes that aren't approved? Or On the on the checklist? Yeah.
014Um that So, I have it in there somewhere else. Already. That second to last one cuz it's already on there, Board Minutes. Where is It's there. That's the active link. So, where's the Board Minutes then? That's just down below, right? Board Or you just mean it's on the website twice? >> Well, I mean it's already on the website, so we wouldn't really have to put it underneath the new board member link. Orientation check or Do you think it I can go either way. Do you think it helps for new board members to know where it's at though versus Yeah, maybe if you just leave it then. Yeah, then that would be better too. >> have Do you think there should um Should there be a link directly to the Board of Education website? Well, that's
015what we had before and it wasn't apparently Well, I mean not to replace anything, but should it be Or to add it? Just to add it. Do you feel like that just so if if that's an additional link added just a link to um So, Lisa, if when it comes down to when you know, I'm kind of jumping ahead, but when it comes to um school board members working on their like their bio and stuff that they kind of know what what they're looking for, what it's for. So, if we just add a link to our board website >> Yes. So, the first And that might be maybe the best one to lead with, I guess, cuz a lot of these, right, board policies are then again linked. Yeah, I'll put that one first. Just
016put it first cuz then a lot of these are kind of repetitive, but maybe it helps just to see like >> Yeah, maybe we'll just leave that. Here's where they are for other people. So, the third one I put on there the APS Board Docs. Um So, the board policies would be like the bylaws. Mhm. The second one is the admin guidelines. Okay. So, the fourth one I need to make just the forms link Okay. So, that'll be the same as one and two. I'll reword it. Okay, going back. Sorry. Is there anything else up in the links? Do you think are we good there? I think we're good there. Okay, now back to the binder. Now, a bunch of these then, right? The first like I just I did find eventually that answered my
017own question. It's Characteristics of an Effective School Board Member singular. Okay. You know, just remove the S. Okay, Effective Traits of an Effective >> [laughter] >> the next item is the And I I think we've seen that before, Eight Traits of an Effective School Board. Uh Yeah. and Board Standards. So, there's that. It's in our packet. And then the next item is the the Board of Education Governance Standards. And that There's all of that. Yeah, this is great. Yes, it's all in order. What do school boards do? So, are we just going to clarify that these are all MASB? Yes. Okay. Yep. Yep. The Open Meetings Act Guide, is that the book booklet [snorts] we got? If you keep If there's If you keep going >> plus you'll have a cheat sheet. Yeah, there's this
018one-pager here. Okay. Uh which is right after Okay. uh What do school boards do? Yep, so here's the overview of the Open Meetings Act, which is your cheat sheet. And then the book in it. Okay. Um Then there's the Robert's Rules of Order Cheat Sheet. Open Meetings Hang on. So, which one's the open What's the Open Meetings Act Guide? That's the actual That's the same as the book. [snorts] That's the book. Right, it says Open Meetings Act Guide and then yep, that's That's the book and then the overview. And then the cheat sheet. Okay. I don't have any books too. Yeah, yeah, yeah, no, that's good. I uh I think I have my guide with me, but I have it somewhere. I just saw it. This one, yeah. This one here. Yep, there it is.
019Yes, yep. >> Yep. Yeah. I think mine's on my dining room table. But Okay, so we have we have that and uh Yep. These are all the cheat sheets, right? >> need a stapler. But then yes, then It'll be in a binder. Great. Perfect. I just didn't want to make everybody No, that's cool. Uh Jeff, and then we have after that uh State of Michigan Board of Education Bylaws, Types of Meetings, Committee of the Whole, Special Meetings, Closed Session, all of that. Oh, yeah. So, these all say MASB in front of them. So, you can just make all the ones in the beginning say MSB to start. So, yep, okay. That makes sense. Yep. Yep. Yeah, and then there's the Roles and Responsibilities, Role of the Superintendent. Oops, where did it go? I'm sure it's
020Role of the Superintendent, then the role of the Board of Education. Yeah, this is I think going to be a a great help because it's so it's so organized and it's all just laid out there. Yes, it's some reading, but it's not like you have to go hunt for it. Mhm. I know. This is really going to be It'll be a really good time. >> Before we you know, before we ran or were appointed, we we looked, you know, and dug around, but it was not not nearly this easy. So, this is very good. All right, so then we're at the Superintendent Evaluation Tool. Sample copy, yeah. So, it's just a random That's quite a ways. Appendix. Self-evaluation appendix. And then Oh, wait, there it is. That looks That looks There we go. There's the
021Board Self-Assessment. Yeah. Self-assessment [snorts] um Mhm. evaluation tool. And then the schedule. And this is all our current data. Yeah. What's in here? No, this is a sample. Oh, that's that's sample stuff. Okay. Okay. Great. All right. Yep. Pages feel greasy. I don't want to drop them. All right. So, put that there. All right, then we have our calendar. Which That is That's not a sample. That's our actual calendar. Looks like our actual calendar. Great. Uh then um Okay, so we have that. Sample closed meeting minutes. That's good. Sample organizational meeting agenda. That's good. Yeah, that's very helpful. I really like this uh organizational chart just cuz then it's like, you know, at first when I first got it I was like, "Who? Who what?" Like the This is really nice to have that and
022it's really nice to have the telephone directory, both. Those are excellent. It's not just because I got dilated today. This is very small, right? It is very small. >> [laughter] >> I had a checkup >> really nice to have. >> [laughter] >> Now, let me bust out a few strategic plan documents. Yeah, cool. Oh, yeah. Yeah. Good. Yeah, well, that will be very helpful. I can I can see I can see the department heads up on top. I can read that much. I can tell I can recognize the names there, so Yeah. Good. Okay, and then um then we have the uh phone directory. Great. School calendar. And copy of the strategic plan. Excellent. Board member roster and contact info. Good. >> Oh, that's nice, too. Yep. Oh, and cabinet members info. That's good. >>
023Yeah, that's helpful. >> [snorts] >> Okay. Um Superintendent updates. Oh, yeah. Yeah. That's fine. >> Right, just as a as a sample just for you to have an idea of what they will look like. Yeah. Okay, good. And then the Wildcat Roar, which is our district newsletter. This is amazing like this is like amazing. This Great job, Summer. Thank you. Good. And there's more. I know, but this is so exciting. Like it's so nice to have all this stuff like instead of trying to search or figure out I This is excellent. >> Yeah. Okay, so yeah, then go ahead. is just a sample of what you guys get this morning Right. Yeah, that's great. Well, and anybody Yeah, yep, yep, next uh next page. >> think are we missing anything from the document binder I
024didn't Yeah, it's very good. Yeah, I didn't uh I didn't think of uh as as I was looking at it nothing jumped out at me like, "Hey, where's that?" Um cuz it's That's quite a lot. But if we did miss miss anything, maybe we'll hear about it in public comment. Uh left something off the list. Um So, uh Okay, so then we go on to their new board of education member responsibilities. [snorts] Yep, that's Yeah, that'll be nice for people that they'll know kind of what they're getting into and uh make sure that they take care of these. Um and also know that yes, you have to do it. You know. Uh Okay, so we've got the acceptance of office and oath of office. And the key card access user agreement. Service provider contract for
025So, that's all the computer That's for your Chromebook and internet use, I gather. All of that. Good. Um Let's see here. I have this terrible feeling that if I go to try to put this all back in order, I'm going to fail. I didn't I didn't do it right, but uh >> [snorts] >> I know where I am right now. That's something. Uh employee technology setup. There's the um Yep. So, you'll need uh So, is that the Chromebook and badge? Or no? Wait. Oh, okay. Yep. Okay, I see now. This all paperwork. Okay. Yeah, your email password is there and then the next one is Let's see here. Did we have a board member contract? I just cuz I'm like I haven't seen this before. Yeah. Okay. I like this though. Where's this from? Yeah,
026where'd you find this? After Jack, No, you go ahead. No, I was just going to say it's after technology, but you were going to say where you found it. There's just some districts that I found that have done it. Um I mean, I think we'd have to make one that pertains to us and and yeah, Yeah. double check it doesn't conflict with current bylaws or anything. Yeah, sampling. So, we obviously >> interesting starting point though. It's it's a little bit I think that's a little trickier in that, you know, um there's probably no real legal requirement that board members, you know, adhere to that, but you know, if we did feel like we uh found things that we thought were really very appropriate for for us and our board, we could we can always ask.
027Um Yeah. Well, would you um would you all like to uh maybe have a look through these and uh or should we just bring these to the whole board and ask them, "Hey, what do you think of this and would you like would you like this committee to craft something like this?" How is that? Yeah, I'd see what the full board wants to I I don't I think it's a bad idea though. And we can probably use our um What is it? Pal I jotted it down here earlier, too. The um policy 0144.2, which is our just like uh board member ethics and guidelines. Like I feel like even if you can turn that into something that is >> What did you say that? 01 >> Um 0144.2. I think that board member ethics is
028in another page somewhere, isn't it? I think I saw it just now. >> Yeah, it's in one of our Yes, yes. >> Yeah. Okay, so I'm just writing my own notes. I'm just writing board member ethics, turn into a contract or element of this. Something like that. We could just have Gemini take our policy and say, "Make a board member contract out of it." And it'll be done in 2 seconds. >> [snorts] >> Really. Okay. Well, I I guess I would uh suggest then that maybe we uh we take this uh I don't know uh Actually, I I shouldn't I shouldn't really be doing this. I'm I'm really not the chair of this committee. Am I not? Paul's, who's really the chair [cough] of this committee? I am, Monica. Yeah. >> Yeah, so um Yeah,
029well, Well, if you want, I can make up a sample one and just bring it in when we You know, I can I can take all the bylaws, put them all together, read through it, see what it comes up with, and just make a real simple contract and bring it in when we discuss all that and see if there's anything anyone would want changed. So, we'll let you make the presentation to the uh to the uh uh to the board and include that. Um and see what people think. >> [snorts] >> Yeah, just a one-page Yeah. outside of another policy, so. Yeah. Well, that sounds great. Yeah. Mhm. Yeah. Cool. Conflict of interest disclosure. Is that something they Is that in our packet or is that something different? Do you have that? Okay. Do you
030want me to just combine that into the Yeah. contract? Just make that into one? Cuz it'll be on there kind of. So. Yeah, that is Yeah. Yeah, just kind of join those. Yeah. Sounds great. Yeah, you could use the word packed. You know, if if contract is objectionable to anyone, you know, board member packed or something. >> Mhm. Okay. Yeah. Different. >> with title one. We used to do contracts, but Yeah. Yeah. Yeah. Or compact. I'm sorry. Not packed. Compact. Yeah. Cuz it wouldn't be legally binding. Right. >> Yeah. Yeah. >> Right. It's more statement of agreement, I think. Yeah. Okay. All right. Now we've got the Chromebook and ID badge. I think that's That covers it. Yeah. Good. Good. Oh. Happy up to this point? Mhm. Mhm. Yeah. Yeah. Well, then we'll move ahead.
031We've got the uh reviewing the superintendent's contract, which obviously is not in our paperwork right now. Good. Um Last two months. >> want to let anyone tuning in, there's the next category is meeting with superintendent and board president. So, that's part of the Yeah. orientation. And one of the suggestions in one of the articles I gave you was having a subcommittee for board orientation. Um you know, versus just having the the board president meet. Um Have two or three board members be a part of that um orientation process. So, do you think >> Oh, it's so so that Yeah, instead [clears throat] of just the the the board president, you have a subcommittee on on that would sort of like your peers. You get together with your your peers and and talk about stuff. >>
032Oh, that's Sounds fun. So, after So, they'd first meet with both of you and then or what are you thinking? >> with that subcommittee and the superintendent. Okay. All at the same time with all this. Okay. >> Yeah. And And that way you um you know, could tag team it and different board members could be responsible for going through certain sections and um and then it helps build that that understanding and expertise. Brings in multiple perspectives into that and How would >> to specialize. Yeah. How would you How would we like to change that heading maybe so it's meeting with superintendent and board president and meeting with superintendent board committee. Cuz you're already on the committee. Board orientation committee. >> Yeah, board orientation committee. >> Board orientation committee. Cuz that could be Yeah. really vague.
033So, it can be anyone if you're hard to get people together. It's Yeah, that seems like a committee you would just appoint at the organizational meeting from year to year. It would have to be less than three though because with the new board member, you'd have a full board there. >> That's true. So. Unless we did it before they were sworn in. >> they're sworn in. Yeah. >> Yeah. If not, then just have two. Yeah. Yeah. Well, what do you What do you all think about that as far as that as far as the this process? Um there probably theoretically is time between November and January. Um you know, if you want to get a jump on it or you could just say, "Hey, you show up to work in January and we start putting
034you through the mill." I mean, I think it can easily You can do it beforehand. I mean, as the superintendent president, you can say, you know, "We're sitting down with John to go over the superintendent board president section at this time and this time." What other board members can come in and if you can come, great. If everybody can come, it's only one or you know, just maybe easier to coordinate due to Mhm. Mhm. Or is it a busy time of year? Yeah. >> [snorts] >> But it's just a suggestion. I mean, it certainly can just be the superintendent and and president, too. No, I I like that idea because that gives people a chance, you know, if you get somebody who's uh really sharp in one particular area, that person can do orientations in
035that area and um Well, I think it's well more welcoming, too, maybe to have >> Yeah. Mhm. It's a nice idea. So, meeting with superintendent and board orientation committee. Oh, as I'm skimming down here, mine after the last one is review the board code of conduct. So, maybe loop that into your um Gemini project if you add that one to it. I think that would be Yep. Code of conduct. I wanted to change it on here, but I can't find it. Where is the Where did the uh meeting with superintendent and board orientation committee? Where did that go? Oh. Oh. Oh, here. It's It's not a It's not a box. It's It's Okay, there we go. That's the problem. I was looking for something small and it was big. If you have seven new board
036members, Dave, you're going to have a lot of work cut out for you. >> [laughter] >> You're going to be busy. Yeah. Yeah, it might have to be meeting with superintendent and administrative assistant. >> [laughter] >> Yeah. Okay, so we've got the superintendent's contract valuations, evaluation process, district plan, board goals, open meetings act, review the Oh, is there a Is there a page for this yet, the agenda creation process and timelines? Is there a Is there a page for that? No, not yet. Jared, I think if we discuss it during the meeting, you just kind of openly discuss this is how the agendas are created. >> Yeah. Yeah. And we do have policy that Mhm. specifies the seven days and Yes. Yeah, that would be the That would be the place to pop that in
037there. Um Right. Yep. Mhm. Yeah. Well, I I think it's very helpful, too, to to leave uh um well-fleshed-out processes, whether they're policy or not. Like, you can start here, you know, and uh if you uh you know, if you want to tinker, you can tinker, but that gives you somewhere to begin. Mhm. Yeah. Clarifying the distinction between the superintendent's role and the board's role, I feel like that could be could have been part of one of the other items. Maybe on that first page. Was there a place? I thought there was. >> Yeah, sort of Yeah, cuz there's the there's the MASB role of the superintendent and board of education MASB pages. Um I think a lot of it is kind of redundant and I think that's kind of the point, right? The first
038section is like, "Here's your binder." And then this is the section where like, "Let's sit down and talk about it." Like, "What questions do you have?" And let's So, cuz you can read about the roles of everybody. It's just like the the flowchart. Like, here it even talks about review review the organizational chart noting key administration. It's just when you sit down to actually talk about it instead of here's here's 90 pages of information, you know. >> Yeah, so you're reviewing in the first page, you're basically reviewing all of this. This is your opportunity to discuss it and ask questions. Yeah. Well, that's good. Yeah, you might not read People might not read the packet or only read what's important to them. So. Yeah. So, clarify could also kind of just be review and discuss
039>> Mhm. the distinction cuz that gives you a chance to Okay. And are you thinking then for these explanations some are you thinking of dropping policy, particular policy into some of those or not necessarily? This is just like it's basically just really >> Talk through. >> of the documentation that's in here, but like a lot of people don't read. They just wait till, you know, you can discuss it and it's just Yeah, I mean, if anybody he any questions for him or you know, if something's not clear. Um I mean, I can drop a document in there. I mean, Dave has his questions. Google Doc. updates >> Yeah, I think just talking through it is really this this whole thing is kind of Let's hope that they really have read it then and that they're
040not just waiting to get the >> cheap I can't always guarantee that people are going to read through this. >> Yeah. So, it it was just kind of a backup of Mhm. that he makes sure that he touches on it Mhm. you know, or the committee touches on it in their meeting. This is the this is your chance to, you know, if you're a you know, what if you want to find out what kind of board member you're getting, you can always turn up the heat and start asking questions. Well, what did you think of this page and this this idea? >> [laughter] >> Wait, it's not a quiz. So, that's perfectly fair. I mean, you're supposed to have read it, you know, if you didn't, well >> Go to board member detention and read
041your packet. So, not to jump jump ship on this document, but the sample that Mhm. uh Summer has you know, this because it it you know, the checklist is great, but it's a fire hose. Um the meeting with the superintendent and the committee is great, but it's a fire hose as well. >> Mhm. So, really breaking it down by these are the key pieces throughout the months. Then we could as a board, um maybe one of your goals is to embed these checklist items, these processes into similar map for your board meetings throughout the the year. Um the superintendent evaluation would be a great time to um bring up whatever documents as a reminder, you know, in advance of you know, the informals, the formal sessions. Kind of embed these the review of these documents,
042processes, everything. Because just reading it on your own and a meeting with the superintendents as soon as you walk out the door, it's all gone. You know, and so and if we're all thinking that way of this is a good, you know, Mhm. we can educate ourselves, educate the community, and stay on, hopefully remember these things. But I do like this example of in months 1 through 3, you know, obviously it's off to orientation in January, but these are the really important things that are going to come up during that time. Yeah, so this is kind of a more maybe a more specific and fleshed out version of what you have on the third page there. I I think so, yeah. And maybe maybe this this one where it's meeting with superintendent and board orientation
043committee is not viewed as just one meeting. It's viewed as, you know, three meetings a year, four meetings, whatever it might be. Break it out a little bit more. Not only those things, but just in general board functions broken down in this throughout the year view. I like that they're broken out. I also like how do you do a little a little bit of both so that, you know, with this when you go to the last page and it you have your first meeting date, your 30-day check-in date, and your 60-day check-in date, it's nice at the end of the 60 days that every you can say, yes, we've gone through everything. Is there more to do? Do we need to go back and hit stuff? Yes, but at least you can look back and
044say, yeah, we we did go through that um during those first 2 months. So, That kind of thing I it ensures that you get to stuff, you know, I I think I've talked talked about this before and in its course it's impossible with our policies cuz there's just way too much. But what we do at mental health is that we have a calendar of policy review and self-evaluation. So, every board meeting we review several policies and we some of them we review and some of them we self-evaluate and uh we look at them and by the time we get to the end of the year we've done them all. Now, obviously, you know, can't probably do that here, but this we could. I think we, you know, so I think that's kind of a uh
045kind of an interesting idea. Um breaking it up by meeting and saying, yes, by by or or, you know, by by months. And then you basically just fold all of these things that need need to have uh time frames on them, put them in there. >> Mhm. Well, so Um it it and I think stressing the fact that the orientation period is at minimum a 1-year period. Because until you've gone through 12 months of being in education cycle, Yeah. all of this is just theoretical Yeah. Well, that's that's very much in keeping with other boards, you know, people will tell you that anything, you know, like a any any kind of board or or, you know, if you become a commissioner or city councilperson, it takes at least a year, if not two, to really
046figure out what what's going on and and to be comfortable. So, um for a 4-year term, that seems about right, you know. >> Yeah. Um so, just then just going back then to the to the rest of this though, so then we would we would create in this in this checklist like the uh um like the one that you've provided, we would just take those and just put dates on or time frames for the meeting with the super assistant superintendent of operations and finan- finance to do the budget and audit funding formulas review and all of that. That sound good everybody? Yeah. with HR, yeah. curriculum So, this is >> [snorts] >> This is hot off the presses. This view here and I could see it um being incorporated in some way. Um This is
047what we're working towards with our administrative team um to picture out the activities of the strategic plan and far beyond, you know, those those key elements that take place throughout the school year. Um and it's very rough draft and frankly, I stole it from Masha Mesa, the Michigan Association of Superintendents. Um they provide a a yearly calendar of just here's what's going on. So, just you see here central office and this section would be for things that central office is responsible for. Um building principals and directors what I've got broke down and then Board of Education would be another level. So, what I would love to have when we start next year is this document that's probably going to be this big, but it's a month-to-month view of those key components that take place each
048month. Um so, I'm just throwing that out there. This is what we're working on from the administrative side of mapping out what takes place throughout the school year and I had already planned to have you know, board reporting dates and things like that, you know, my green yellow charts, putting it in this view of August, September, October, November, um those sorts of things. So, we could easily put in board orientation or, you know, board topics, whatever it might be. So, are you proposing just to have like a different set of of board topics and orientation subjects or would you envision folding this board orientation plan into a document like that? Or or are those like maybe those are two separate >> two separate things. Okay, so, but but we would include um include board uh
049products or uh you know, actions that you know, that Yeah, I think I'm answering your question, but maybe not. So, like on this example here, uh you see teacher clarity is a link to another document. >> Mhm. So, we don't have to pull put the full description of what it is. >> Mhm. So, I think we could do a similar thing. Okay. The board wants its own, I would think, would want its own orientation materials documents completely separate. Mhm. >> We can then cherry-pick important pieces of that to reference in that that district calendar that I'm building. And then link, you know, digitally or whatever. But ultimately, the website for the board page and, you know, wherever else you'd want all of that separate. I think. I think it sounds interesting. I I'm having a
050little trouble fi- you know, envisioning what it would what it would look like, but I I feel like that that is that's a cool direction to go. So, monthly checklist like this mine into this, right? And then a calendar for the board of like in July we approve the budget and we, you know, so that it's all laid out, right? Yeah. >> that's kind Yeah. what is done month to month and what's voted on, right? Yeah. That's what you noted. What would make it really nice, too, is um you know, like when we do vote like on in July is our big vote for everything. Like have all those links to like, you know, Theron's contract or other like have everything. That would be I see that in your board materials, not necessarily, you know,
051the document that's on your screen there. Yeah. But you know, board activities, yes, renew these things. Yeah. I guess you could put them there, too. Because you could have it and then just click over to like Theron's yearly welcome letter for July January. Or that would actually be kind of nice to have that. Wouldn't that be organized? Yeah. Try to cuz sometimes like I mean, your board updates are fabulous, but sometimes like wait, where is that one or I'm trying to Well, and that's you know. We have a joke in my administrative [laughter] team that it's very simple. You just go to, you know, tab 14, cell 328. It's right there. Why can't you see it? So Yeah, I think we're kind of saying the same thing. Yeah. Obviously, we don't want this to get
052bigger and bigger and bigger. And then there's um >> [snorts] >> you know, just have to find the right balance of what does the whole administrative team need to see and versus board and that. But the intent absolutely is to have everything mapped out to the best of our ability, 12 months in advance, 10 months in advance would be wonderful. And this document helps us understand how what goes on with the board filters down to the classroom and what in the classroom filters up and how it's all aligned and connected. Yeah. That's what we're going for. That would I have a board calendar like spreadsheet of the whole year. Yeah. And it's just it shows what's coming up in, you know, May of what you vote on every May pretty much and so that it's
053known, you know, in September, oh, I don't have to ask when this is coming up. I know it's coming up then. So I could always include that in this. >> Yeah, that'd be It's just one of the documents that you get. Yeah. Yep. Yeah. Yeah, that that really, you know, you know, sort of ensconcing that institutional procedure and knowledge in a document like that, even when you do have turnover, you know, in the case of board member retirements, recalls, or alien abduction, or who and what have you, you've got a way to go forward, you know, and you you're not reinventing the wheel every time. So I I think that's really cool. So before we were to talk about the this with the full board, do we want to have this orientation checklist fleshed out
054a little bit more and we'll meet one more time to look at that or we just want to Some are saying yeah, maybe. We could and then we could bring that uh compact. Yep. So Yep, so the next brief meeting maybe before one of our next ones like this again. Just quick one just to go through those two things. I I hear you on linking the documents. I'm just trying to envision like what that right balance is. Yeah. board packet versus Yep. [snorts] this document Well, if they're easy enough to get to through the board packet and all the links, you know, are sorted work then I we think that might be okay. Yeah. But just make that might we might want to do it in in such a way maybe it's not the board
055packet per se, but an email or other reports so that they're you have plenty of time to go through it. I think cuz I think that was sort of what you're getting at is you don't want to do it over the weekend. You want to have more time like to be able to review it at your leisure. Yeah. Like if it's coming up in 3 months, oh, yeah, let me start kind of looking at that again cuz probably it's a good thing for I mean, I think we all learned that from last July. So now if your your superintendent weekly update starting in gosh, it's not very far off, but May or something that they start to have some of the the stuff that we take action on in July just is helpful. Could we
056have a version of this document like on a board member page? Like a part something on the website that only board members get to and then it would have all this information? Or something like that like Yeah, the page would have to link probably to a Google folder that >> Or something like that. just doesn't have general access or a Google sheet like this. Not for the purpose of shutting people out, but just organizational, you know, like board members can review this, you know, at their leisure. Could it just be on the board how your board update is, Dave? Like how you send out and it's like the update and then just put one for this, too. >> [snorts] >> That way only we can get into it. Yeah. Like I did with the newsletters.
057I figured rather than you having to search your emails and find them all, I'll just link them all right there. And I'm not very I could probably make it look more aesthetically pleasing, but you know, the only trick with the way I do my updates is when was that? You know. But you guys feel like the way it is on your your updates now, the bottom part where it say like Mary's documents, I mean, there's lots of times I've gone back to look at something that got shared a long time ago. So it could be the same thing like July organizational meeting information and it's just always there to Yep. And they just grow. That's all right. At least I'll throw that in there. I'll throw that in. Yeah. I mean, it's a it's a
058constant revision process. So figure out what works. This is good. Make a few changes, work on that compact and see what we can do about a timeline checklist type of thing. And meet again. And we didn't spend much but like the 30-60 day check check-in, I think that again, that idea of having multiple meetings rather than just one orientation meeting. I like that. Yeah. Just I know how my brain works and I think I got it all here and then Should we >> flickers and it's gone. Yeah. On the third page where the the you sign off on the different meetings where it says meet with board president, should we Okay. Yeah. Change it to cuz it'll be the meet with the superintendent and committee. Yep. Would you want to fold the superintendent and orientation
059committee into one meeting? Or would you want to leave the leave [snorts] the board member an opportunity just meet with superintendent superintendent? Yeah, I think so. Oh, you know, I'd want to be there during the original initial orientation meeting. Um but then you know, scheduling follow-up meeting makes sense. Okay. So we we'd keep that one and then the board president one would turn into orientation committee. Or would it all just be one? Would you have meet with superintendent and yeah, superintendent and committee or is it meet with superintendent and then underneath that meet with committee? Yeah, I would do meet with committee first and then it with the superintendent there. Okay. Meet with superintendent and committee. Mhm. >> [clears throat] >> And then follow-up meeting with the superintendent. Okay. So meet with And maybe that's
060the 30-60 day check-in or something like that. >> Okay. So Just kind of flip them. You know, so like the first meeting and then like 1 week later could be the meeting with the superintendent alone. Yeah. Then like the 30-day check-in date for the superintendent meeting would be like the be like the 37th day. Check-in or something like that. Yeah. To create a schedule where they would be on the right on the heels of the other one. Yeah. Well, that sounds Mhm. good use of time and that you if you do it soon enough uh or the questions are still hanging around in there, that could be really productive. And we you know, certainly could use utilize board workshop time for that check-in. Perhaps. Don't want to put anyone on the spot, but then you're
061meeting with the whole board for the purpose of orientation. Well, if you have seven new members, it might be a You might [laughter] have to anyway. You might have to. You might have to anyway. Stop making any sense. Well, um You guys can do whatever you want. I don't really care. >> [laughter] >> Yeah. Well, sometimes I think if you do have at least some opportunity uh for for these more uh uh you know, meetings, you know, one-on-one, sometimes the discussions are a little you know, deeper and and you know, people aren't self-conscious to the point degree that it's appropriate. I think utilizing those opportunities is good. Cool. Good work. Good work. Cool. All right. It'll be helpful. Monica, are you ready for public comment? Yeah. I'm ready. Oh, I'm supposed to Oh, you're turning
062it over to me? Yeah, go ahead. Oh, okay. We're moving on to citizens that wish to address the board. None? Okay. Then we'll take a look at our advanced planning there. Um and then we'll go ahead and adjourn if there's no questions or any other comments? Move to adjourn. Okay. All right. Good. I'll I'll bang the gavel for you. >> All right. Cool. Thank you. This is amazing.