Committee of the Whole for 20 March 2025

001any thank you good evening everybody thank you Madame President we will be starting with um Dr Jeff Bryan presenting the first two education want be the first two yes sir okay so uh under education number one there are four expulsions for this upcoming board meeting all four of them have already been agreed upon with the parents they've already started their new uh educational assignments as you can see three of them are at the high school and one of them is a student at AR for number two we are working on a partnership with job um job cor is a organization we used to direct kids to if they were in danger of not graduating they can learn a skill or a trade either that G we are trying to iron out details with them to

002have a partnership which will allow kids to enter job T and if they fulfill certain requirements they will be able to get at an Academy Park diploma on the back end we're working out some of those details on how they operate how we operate and and all of our requirements if we can get that worked out this will stay on the agenda as a motion for next week if not and we need more time we may either cable it or pull it and then bring it back once we iron out all details but we are currently working with them all thank you Ryan Dr lry good evening everyone just a couple quick academic updates and SE some of our agenda items number three maybe for the agenda item correct so our first agenda item uh

003it is a toal to furnish and fix some of our Co system uh protocols in our buildings for C Park Sharon Hill Harris our Kindergarten Center Derby Township and Del school um this is through our provider Advanced electronic security system and it's a combination of camera Replacements and some backend Hardware that will bring our camera to some of our counter systems are operating with Legacy equipment and some very modern equipment that our necessarily talk well together and this will bring up our C system that we have fullz next up we have the agreement from Renaissance Learning for the star assessment of reading math for all their school including early literacy a threeyear agreement um that will attend on Jun 30th we have a conference that we're asking for approval the attendance of several for Thea

004women's hery um from April I'm sorry May 18th to May 20 is we're asking for approval for a continuation of our math Continuum Focus program uh over atad par High School this is specifically for algebra one algebra and three programs at par we have our monthly field trip updates um there are several sites that You' provided with requested field trip location for various Ure requested field trips um for school and that will Le you through some of our um updates talk so first update I wanted to provide was our CSI um back last time I addressed the board we had a um informed us all about our CSI um and our CSI designation several of those schools what was called a cascaded Oneal cascad from atsi and CSI so we talked about that but since

005then there's been m in terms of plan of action for how to address the ciation the education so I accompanied the high school team along with C Sharon and for leader team to Chester County Intermediate Unit where we engage in all day session with other Educators across the Commonwealth for session for mail your need it's the first step in creating a comprehensive plan specific for CSI of up so wanted to update star so right now we are in cycle three of our star assessment districtwide little bit of background information just for remembrance purposes this is the first year that we are providing star at the 12 um and see across all of our buildings in last year we did it at Pilot at the Del school so right now we are in cycle three the

006window formose tomorrow and we provide star assessment for all of our students four times a year three of four that's coming in most of the assessments have been completed we're just going through a couple M at this point so as you know start the screening and the progress monitoring tool that we use and those two things are very very different we want to extract our students progress of the Year want but it also can alate at the univers so we're just taking a look at everything all day all our deter if specific so a lot of this other stuff is is stuff that we have had before allows teachers the ability to see in real time where students are excelling and work some suppor the important part about star that we when we engaged in

007this project we wanted to truly make sure that we were reducing the amount of time that our students that was a key indicator that we heard from our teachers and our principles that the assess Suess Suess and then you might remember me saying a year ago when turning around and asking ouren princip what are we doing with that data there was a little bit of inconsistency from there star is meant to be a quick assessment that moves grow that we get meaningful data that impacts our students that we see where they are and it also directed exact path inter so progress is communicated home by color printed family s every so I after our Basu Specialists review data print reports I personally drove them to every school building we provide it to the building Administration

008they were disseminating Administration this is kind of what the parent report looks like and the cool thing about this is there's a QR code on every parent report so it's the parent when the kid brings his home the child brings it home and they have questions about what it is that the child is looking at parents Cod own and it brings up a pretty interactive all the dat dat actually for um individual this is kind of cool so you've heard exact path exact path is not a testing class exact path is our Intervention when we have students that are achieving below grade level oring above grade level there C SKS to have and words to maintain level star works really good because we don't need another test STAR Feats directly into exact path so exact

009path as our intervention operates R of star which means we don't have to give another test STAR provides us with the progress monitoring need but it also needs directly into the Z so our teachers know what skills our kids are working on when they are on the exact path intervention there's a new um report that out really called the impact report so what you see here is a sample from one of our schools going up here you see the amount of skills that students are given moving all the way up the purpose of the impact report it correlates the difference between how many skills that are successfully completed on a g and how that information on Star works out so if you see here students that did no pathways on exact had an average of

0109 grow in St As you move up to Continuum students that successfully completed to prescriptive pth in exact pth 16 plus modules and 16 plus skills on exact pth experienced in this one building in math an average of 38 point so those two put together allows teachers to see okay so this is where our kids are this is what they achieve on cycle one two and three far here's the prescriptive pathway that they're going through in terms of data and skills that make Master this is something brand new in the integration for exact path it's something that we just met today um earlier today with princi to talk about so you might remember three boxes um the December and January meeting when we got together these are three tenants that we want to s box

011a monitor instruction through the formal and informal process that's that's our system that is new fully districtwide for the monitoring of Staff we keep all of our state required act 13for all number two is revisiting our mcss process if you remember mcss is how we look at students that are struggling and how we provide them with support and services right now that's happening through a system of paper and pencil files and Google do Panorama which all this data feeds into is our platform for that second box and our third box is the real time brok that our star how that so remember this from the last time 3 2022 before we put all these systems in post 2022 over the last three years after we put system in left side is 181920 21 the right

012side is 2234 that was from my December jary got math and that's Ela blue shows significant growth red shows significant evidence that we're not what that so one more quick thing before we wrap up we want to make sure there's confusion with our we don't want to give a just to give assess we want to make sure they're meaningful we want to make sure they're quick and we want to make sure the information that our teachers and our parents are getting help nobody wants to get a test nobody wants to get a test we want to make sure that we using the data we want to make sure our principles are focused on done a great job of reallying in focusing on the friend that we came our school number three one the most important

013things student focus on data what that looks like student data conf we have evidence that that is happening right now in our buildings where teachers are sitting down with kids and teachers are sitting down going through all these metrics and what that means for them kids should be aware of where they stand in terms of so what does that mean overall I showed you these things I showed you where we stand and the colors when you break it terms so if you take all 500 in over PE Pennsylvania valy assess system of growth me here we talk a lot about growth how much are our district sou is six six in the Comm when it comes to growth out of 500 six to eliminate Charters um eliminate the charters incl the charter schol six in

014the state for academic grow if you look at literacy in our elementary 45th in terms of 500 school districts that are non Charter in our school in the Arts that level of growth is unprecedented and every member of this board every administrator every student needs to keep that momentum going in our district it is such a positive amazing thing to be able to stand up in front of this body of nine and our administrators our parents everybody else that's here and say you know what there's a lot of hard work it is not fun talking about correlation studies star and parent reports but it's working it's absolutely working and I just want to thank the board for your support thank our principal our teachers because that I had to break that down like more times

015to make sure that I was and I put on down Super's office quick enough and put my computer I don't care what crisis you're dealing with right now you need to see this because that's a about Dr Ryan does that include I mean Dr sorry Dr lry I'll take it sorry does that include the high school PS so do we have any numbers back on how successful star is in element in the high school because I I'm I'd be very curious to know I know when the report came out we didn't get our report until almost 2 months after we got or after or two two to three weeks after the email or the the message came out that we were supposed to get the the results and there still wasn't a lot of clarity

016on for the high school level like for elementary school I think this is an amazing tool for the high school I'm not quite seeing that same energy and I'm really curious as to what those numbers look like great um Asar allain sit down and inst build looking at num numbers and walk the so it a sober kind remember I stood up in front of you guys and I said it is not an academy problem that we are CSI very much is an academy problem but it doesn't just so one of the comments from the high school is helping us are testing at a rate 4.5 4. 66 let's think about that our kids are out they're taking out the but on Star you're achieving at a so the question was how does that how's that

017impactful how's that meaningful for the high school the answer is alra we also have to remediate so it will be sobering reality to work with a group of Educators and say you get so reality but it's necessary so that our teachers know and our administrators know we have to intervene on new skill Dr L question how do we know that the kids are taking these tests seriously right so how do we know they don't count for anything towards the kids grades so high schoolers are smart if it doesn't count towards my GPA why would I take this seriously sure so we look at that and there's ways of checking star star activity report and there three categories that are short normal long so we do a process of C when we end the assessment the

018assessment going to end tomorrow the next step is for me to work with the building administrator and school Bas and see any of these top star just take for an example star math star math um if a student has less than 2 minutes and 36 seconds being just put it fls it and it notates the on their SC and it's called shortest a shortest doesn't necessarily 100% but something that we have to take look at when looking at Academy Park just for the last sucess um I found two students that did short books through the entire the vast majority were in the normal range and then there's pretty significant extended Star exended that's one meod right so I do just want you to keep something in mind the kids know this they know that they

019time I've heard kids tell me this they take the right amount of time to be able to click on whatever they want and then go to the next question so I don't know how we combat that issue I think we can help to that abely here's an option for a reset that the teacher provides an assessment to this and you are specifically always testing at a 10th grade level in gr you take the third star come four four level the teacher take work that is not something that we recommend happens frequently because we wanted get a great Baseline for where they sit but yes absolutely and reset but to Mrs Barley's question that teacher that reset is accompanied with a conversation between the student and the teacher that's also like you were about to say

020but I think you detour we start here so we we need to make sure that we're communicating the expectation that these are very serious assessments that are going to help us um so we need to make sure that we're all advocates for students taking this seriously and that's something that's where I wanted to go it starts with us as the start principles if kids understand value and it's not being articulated in the classroom the value of that's coming out and what that me they might actually do no child no child about that no child is a number no child is on sport let me something the DAT that we're getting from this clely match what students achieve when they take our mandated T like it or love it that's where we are in in education

021one other thing School Rel sta signicant neighbor I would theer and build an accurate representation want and if the answer is no good evening Dr L um I am like very impressed with what the grade schools are doing that's like right up where where I live but then I'm looking at Dr Ryan over here and he got me a job court so I'm coming it somewhere down the road once you get an approval with them and what you done and you all know where my passion lies is there any way we can get get the sixth seventh eighth graders hooked into dciu for tours things like that and then have them geared maybe that if they their Tendencies to go somewhere else you guys already have a program set up two years at down the

022road that you have kids that might want to go into job courp I think I'm very passion about our you want at the end of day I think our what are are they going to college they going to Career are they prepared to take the industry assessments that they have to take in order to become a skill gradman and earn license that would be a great correlation with us and explaining how posi academics Toc experi just real quick the report you referenced was that released in September 24 I just want to there there it gets reamp I printed is the 223 right put on the bottom left do it say September 24 perfect thank you if you go through it it shows obviously that any assessment there's pros and cons but overall thereally significant correlation

023between how kids do star not me to Beed toct okay gave stop it we want to put prac in place instru all these other fundamental things that we have in the district try to I just want to make sure I can read it I I had a question about so you mentioned that in the high school they were testing fourth fifth ath grade levels are these are did that come out in like the first round of testing or did that come out by the so if it came out in multiple rounds and we see it being significant what steps are we taking now to intervene in those instances because if we're getting someone who's in Algebra 1 but they're testing in fourth grade math it it's are we certain that they are testing in fourth

024grade math or we are we and they're actually able to do the algebra they're doing fine in the course it's just that they're just bad test takers and this is what's affecting their grade and that this is what's causing them to do so poorly maybe on the key Stills like what part of the factors are we using that to to make a determination with and also I can only speak for my child because I I don't speak to the other children but I can tell you that when I asked my child uh several times about the star assessment I asked him what did he think this was and he goes I don't know it's just a test they told me to take and I said did they tell you why to take it and he

025was like they just told me I was going to be taking an assessment and I said they didn't explain what this was what the meaning of it why you were taking it he goes no and I said in none of your classes they talked about it he said no I said did they ever talk to you about the results like what your results were and he goes I I didn't know any results he didn't know until we told him his results when he got home so the way that the program was explained initially was a lot more student Le with the teacher and the student coming together to discuss their scores and go over how this is how they're improving and areas to show them their growth I don't know if that is happening at

026the high school level as well because I know in elementary it's a little easier you have that dedicated class that's your class you travel on through with with the high school everyone's in different classrooms you've got different teachers it's so and you only have a certain amount of time you don't have that same interaction level that you have in elementary school where it would be a lot more beneficial like I can see this being incredibly beneficial in the elementary school the high school I'm just concerned with the communication may not be there with this to the student about what this test means and the followup in order to help them become a little more um to advocate for themselves and for their and take ownership of their own educational Journey I'm not quite seeing that

027happen so I'm wondering if that has to do with the success rate that we're seeing with those because those are some amazing numbers from the grade school and I think that's absolutely wonderful and I would love to see that translate into the high school I feel like some of the um supports that we have in elementary school don't translate over to the high school to where that's why we have so much issue when the kids go from 8th grade they could be doing wonderful they get into high school and all of a sudden it's all gone because all those supports are no longer there can students become nervous can they become that testes yeah absolutely you're looking at I I never pretend where I look at it in a that app not and again number

028at our high school that very difficult to 90% of our stud might of them so that means and what that also means that scho students because framework not years work the element down and over time is not an overnight solu but still we should see that start to up that's the first um secondly the second part I personally witness and almost every one of our elements later but that'ss all come in our best and we have a lot of work the there's no parade that's gr remember but all the people we noted um I think the data from high school here but I will say we got great featur administra really Keen fixing a lot of those conversations happen thank you very much Dr Forman Dr Forman will be presenting an update on the comp

029pive plan for e e for than good evening everyone I'm here to provide an update on the comprehensive plan I've provided everyone with the copies of it we are still in the riew and feed until next Friday so what you have in front of you is the plan with the updates based on the feed re commity so can page 12 so that is a based on a comment from one of our parents in the commun is then the rest are based on feedbacks on the board as well as staff and um parents so the next starts on 38 which is a gold I'm sorry I just think this is easier since I know you all now 38 then we'll go through the then from there 45 49 5351 or update speciic for the um concerns

030around mental healthare was raed by board members as well as um members of the community and staff and for priority number two which is promote student and wellbe as well as priority number three um Miss willly and I added action plan and all of the updates are highlighted in yellow and again it's still in review cycle so we more feedback today and what I'll do is I'll highlight that in green and send this update to the board hopefully tomorrow morning with each priority be the goals and action steps that we have identified first up priority number one so we have um a couple things that we have talked about before I'm not going to rate them off the slides um number one we're focusing on building administrators showing evidence instruction with rigorous instructional strategies um

031remember my box I talked about our instructional accountability focuses are going through schol high so that's driven by the TA platform um a performance system and an instruction strategies as as an offering of them to instruction guidance standards objectives um priority goal Number Two by The Anniversary Cycles 100% of our fores through intentional revision OFA math science te so we've heard a lot of work at the MTH framework been ongoing that project for our 9 10 will complete this year so that we will have meanful Master Works in all of our assessed grade areas all the way to school we nowal and uhal Alignment project for our um helmet sure that our new science is new Adoption of standard and youve heard us myself and Dr R smash talk about the need to have high

032quity thanks to the board for approving appropriate assessment materials and our high quality material of core resources fromis and h& I said core res not if you on our districts also SE that there's numerous up running for our school as we to finally a modernize offerings in our high school and also B make sure that we are ramping some framewor that may have not um% of our schoolc are emphasiz reinforce meal uh practices PLC me discu what that means a PLC meeting is a time our teachers meet with school administrators to talk about important and structural related en these are not meaning that we necessarily talk about the fifth grade field these are things that we talk deliberately about construction data and instructional so we've been working intensely with our um we also next up

033have priority number two which is promote student and staff weal being with three goals and the first one will be by Dr your page 38 in your packet in yellow um at one of the meetings leading up to the draft of this plan there was a call for a universal screener for metal Heth obviously we know that are struggling and how the best mean that talking about if you need to have what's called a universal screener which is everybody takes a survey or a check-in and then we take that data either if it's Anonymous kind of group it together and see how of kids are doing six grade strle with this 8 grade Tri with that or if we have it as identifiable which is Jeff the kid says that he's struggling with X then

034we go um there was some concern about Universal mental health screeners that nobody else in county is using it so we did some homework uh we talked to a couple other districts we went I went and saw a school in Phoenixville that I had made a connection with earlier and it's true nobody is seemingly using a universal mental health streen we have some districts in the county that aren't really doing anything and some districts that are doing more of a survey or check-in with kids um either in general or at certain grade levels um so after the first dra of the plan was sort of back peld and soften the language and instead of making a mandated univers Universal screener we're going to provide the opportunity for check-ins and service um the school that I

035visited which was a very social social emotional learning you know heavy based school um does the opposite they are a mandatory I want your name on it I want to know how you're doing and are very with the kids about we're going to check and see how you're doing and you know if we need to pull you we're going to pull you talk on I'm not positive as the community we are ready for that level of implementation however that being said one of the points of the principal the building made which suuck with me on the visit was giving an opportunity to tell people how they feeling some people aren't comfortable with saying doc I'm struggling with X so we're going to now sort of step back build opportunities for kids to say I'm struggling

036with this whether it's direct conversations with an adult um filling out a survey that just leads us to saying hey are you doing okay or even the kid who has the wewi all to say I know what I'm going through and I need help with that a l um so we did backpedal on the language a little bit it's now more about opportunity than mandate um we do already have systems in place that allow us to do this Dr Lowry brought in Panorama uh which was is being used at the school that I visited that's a very good resource um we're building another resource through Power School called Behavior Support that does a couple of other things that will also serve as a resource so we did take the feedback we are backstepping a little

037bit but we still want to provide opportunities for kids to say I need some help if they need some help okay thank you to present the partnership with colleges and the reason this is for the par professionals they do not have a tuition reimbursement program within their um Collective collective bargaining agreement and we want to establish a network with college representatives and local community colleges and universities and we're going to do that by attending job fairs and partnering with them I'm sorry she's on page 53 thank you sorry page 3 um and so the way we're going to do that is we're going to attend job fairs we're going to partner with local colleges and universities to um establish a network with them and um work with them to to um give financial aid and

038a discounted rate on tuition credits we've already established doing that with Grand Canyon University they're offering discounted um tuition for our pair of professionals and any other um employee that would like to sign up with their program we're also going to partner with Drexel University and with their downtown campus so that they can provide online services at a discounted rate um per credit for any employee and at the same time instead it's an online program but they'll receive and be able to go to graduation as if they attended and receive a degree from drexo University uh page 54 the employee assistance program we want to promote that more um to highlight Wellness programs for um all employees we are doing things some of our action steps are providing biometric screening and flu shots yearly we're

039going to also offer like events for healthy healthy cooking classes and Zumba classes just to promote the overall health and wellness of our employees thank you thank you next we have prior priority number three which is established students staff and Community engagement [Applause] initiatives number three EX I it is it's the transition goal transition goal transition activities between grade levels I pull the page up but it should be around 50 50 something 50 something yeah it's not an update I only knowed the update your transition go should be this stuff it's not going to be because it's not an update so it's not going to be hyp oh this okay he's on 48 but I can change this she's right this me uh she's right this hasn't changed so what do the action steps that

040we're looking for we've been repeatedly told over the years that when kids move from school to school kindergarten to 1 to8 eight to high school that they're not as prepared as they should be for what they're about to encounter back in the day that some of us were here um we used to have the Olympic day back in sixth and seventh grade all the kids went to the Sharon Hill track and they competed against each other um so we are taking steps to sort of bring that kind of idea back and creating transition events between those those specific grade levels um we already have a very good event U for teachers between kindergart and first where they sort of prepare first grade for the kids that are coming up to the home schools um but

041we also need to do more work with the kids the same things for kids going from fifth to sixth grade which is where we start our Middle School years uh and then another transition from 8th to 9th grade to prepare for high school so we are aware that transitions are a big part of our kids you know progress so educational career along with building a layer of um acclimation for kids who come in from somewhere else instead of just saying great you're here there's your home room um so we're sort of building a attempting to build a two trck system of kids who transition at certain points and kids who are new to us and learning how to you know be as successful as they can be with the things that Southeast Elco has to

042offer will be one of the priorities in the upcoming plan all right and then the next two goals are for the office of strategic initiatives the first being um to create communication strategies within the district and a part of that will be a parent academic I'm sorry a parent Academy a food c a food pantry and also an advisory committee to help us shape some of the work that we're going to be doing in the district and we are looking to do that over a 2ear time frame the first part of that work is going to start with us auditing our um District to see what resources the parents need based off the survey results that we got from the comprehensive plan and then we're going to build a web page on our website that's

043going to host a series of resources for parents and they won't be limited to just Community Based resources it'll also be um tools and supports for parents to help academ to help access academics as well then we are going to the next goal is to um Implement quarterly cultural celebrations and any type of Engagement supports for not only just students but staff and parents as well and the advisory committee is going to help with building those out then next we have our fourth priority which is enhanced districtwide climate and Dr Ryan you're back again yes and that's three goals as well yes and a paway I'm I didn't see and I apologize for that because we I only highlighted the ones that are new ones but that should be page rest 45 I don't know

044why that still labels over after that yeah it's on 47 so if we start on page 46 so part of the um strategies for impr improving the culture on 46 you'll see the middle um we are going to commit to a full implementation of responsive classroom and restorative practices if you remember for the board retreat back in the fall let's call it uh those two programs are what we have for kids to help them you know build a sense of community and classroom in their schools so responsive classroom and restorative practices will be a focus um if you skip the bottom of 46 that's the cultural celebrations that were just mentioned and flip over to 47 we're going to implement districtwide we've had it in select buildings before a peer mediation program uh generally at

045the 1 to8 level what it looks like is we take middle school kids who can act as sort of Liaisons between two younger kids having a problem so so it's not constantly tying up adults in what is hopefully a minor squabble uh we train a teacher to oversee it or a counselor we train the kids to walk the kid the the two um little kids through their disagreement and then usually there's some agreement of we're going to leave each other alone we're best friends now whatever um but it just helps one give kids an Avenue for requesting it when they're having an issue with somebody else um two it helps us with parents who if they're having an issue of my kids being pickl or this with another kid we can say have they tried

046pure mediation we have this program in our buildings um and it also should free up adults who have other responsibilities than constantly getting into little you know lowlevel squabbles between kids um so pure mediation will be a focus under this priority for grades 1 to eight we'll talk about it if it works at the high school the high school is kind of the age group is shorter there's not as big a range um I'm not positive that will be as effective as it will in the 18 but we're going to start at the 18 and see how it goes and then if you I'm just trying to find it on the page is it on here the [Applause] parts that seems to be all the guy stuff there is another point in here somewhere if

047you can find it um about expanding our alternative opportunities much like a job core like the all Ed program uh like cyber that Mr Silva presented on last year we know that we have kids that struggle in the typical settings and having other options that offer valuable educational experiences quality instruction um supports for the kids who need it and spread across a wider band of of ages and grade levels we think is important for kids who are are struggling in the traditional setting what that looks like is dependent on a number of factors availability of buildings availability of uh support staff the number of kids who may need it the number of parents who may request it so we are looking at just expanding the supports and the opportunities for kids even if it's for

048a short-term period of going somewhere like the aedy model of I go for 45 days I get some skills and I can translate them back to my home school um we will be looking to expand those programs as well under this priority everything the alternative expansion that is the alternative expansion that's the title of it but I don't want it to come across as we're sticking first graders in alternative school I'm sorry 41 so the idea is not to stick first graders in alternative school it's just alternative options for kids and opportunities uh thank you m mcallon page 41 at the top of page 41 yeah and cl management would come under um we hear all the time in our surveys that student behavior um including cell phones is a um worry for staff so

049finding and identifying professional development to Aid all staff with classroom management again in an effort to cut down on the problems allow for more teaching allow for more learning um will also be a priority all right thank you and as we continue to get feedback from the staff and Community will update this I'm going to send this out to you all tonight as it is but I did I did receive additional surveys this afternoon but I have not gone through them yet but if that um feedback will render us to make additional changes to the plan I'll highlight that in green and send you another draft on Monday and I'll continue that process leading all we up to our final day and your formal approval dat any questions all right thank you thank you very

050much Dr foran Dr low is going to come back to the front but he's GNA project um the calendar for 2526 I'm going to start sharing some of the highlights so we normally present the calendar in February it was delayed by month but we have a a proposed calendar for the 25 26 school year um as it's required is we have 180 student days 190 teacher days 192 um new teacher days so there's initial additional two days for induction that's added to the calendar this year we are going back to something we've done in the in the past where those two induction days are the week before teachers come in for um their professional development day so on the 20th and 21st um will be the two two teacher induction days the 26 26 to

05128th will be the new the the entire districtwide especially then the teachers as well um the beginning of the school year another B uh high levels we've introduced an additional holiday on September 23rd we're introducing rashasana as an additional holiday this year um please not we did research to see what other districts are doing um so not counting us there's an additional 14 school districts in the Delaware in Delaware County six of those 14 celebrate both rashash and yam Kor M seven of them celebrate rashasana eight of them celebrate Yan kapor so we're adding the rash shashan to the calendar this year um and in attempts to be sure that we have a more inclusive holiday calendar um we've also added an additional day of PD at the very beginning um by separating the induction

052days it frees up that week to be able to allow us to have three full days of PD as has been done in the past pass we are going to students will come to the first day will be after Labor Day so that's not going to be a change there instead of two Act 80 days we will have three Act 80 days if this is approved by the board next Thursday then Friday I will be working with um Jennifer Peterson to make the request so those Act 80 days have to be requested to the state after there's board approval for the calendar as Dr Lowry mentioned before um we're going to have um a series of report cards and the expectation would be that report card conferences are for K12 I think there's been a

053high focus and and Miss Mrs mcowan back to your conversation or your comments earlier there's been a focus on the elementary schools having this type of experience with parents we want all of our families to have that experience so we've got a standard schedule um we looked at the calendar Dr Ryan Dr lry and I we actually divided out the year um to make sure that each quarter was about same quarter one is 46 days days quarter 2 is 44 days quarter 3 is 44 days and quarter 4 is 43 days we gave the first quarter a few more days because the beginning of the school year especially for elementary there's lots of get to know type of days um but between the the quarters we scheduled to provide um back to school nights or

054or report card nights and there's an expectation that they're happening K12 um we streamlined the in the middle of the Year there was a day there were two days where the elementary schools got out early for report cards and the high school did it and part of it was because the CBA has a different expectation for the teachers at the high school than they do for the other teachers there's three nights that the that all teachers have to stay late back to school night for elementary back to school night and then two evening parent teacher conferences for the high school teachers is the back to school night one parent teacher conference and then graduation so we wanted to make sure that that that experience was stand was standard for all families and you'll see that

055it's called out on the calendar when we have the parent teacher conferences November 25th 26 February 5th and 6th and April 16th through 17th um is there anything else that I need to call out for the calendar the end end of the school year so the way the calendar worked this year we are going to finish a day or two um sooner than than we did last year so the last student day will be on June 12th the last teacher day will be on June 16th um any questions about the calendar when graduation graduation for 2026 is not determined yet um that's something that we need to have that Dr um Lowry Dr Ryan have the conversation with the High School administration and there is another institution there's another school that uses the same graduation

056venue that we use so there's like a a negotiation they they get first Pi yeah they get first Pi yeah um but we need that to be able to finalize the calendar to be able to submit the Act 80 requests oh another really key thing for everyone to understand the state has now moved or moved to allow school districts either create a calendar by hours 900 hours for kindergarten students right and 990 for 1st through 12th or 180 days so we are choosing to still go with the days part of it because we still have another year of FID days and what you don't see buil into this are snow days and schools like us who apply for the FID have this extra tool in our toolbox that if we need to do a virtual

057day because of weather we can do up to five next year and they won't it won't count count against our 180 days any questions um I didn't add the days up but the bottom says 177 for students correct so when you get Act 80 days approved so if we get those three Act 80 days approved that would give us to the 180 that that gives you an allowance against the 180 I thought act I'm sorry I thought Act 80 days were professional development days correct so pte allows you to reduce the number of days for students if you get Act 80 days approved that's why it is a really big deal if we're asking for an act dat day you have to get board approval on the calendar and then you have to submit a

058request which is really simple to submit but uh and because we have such a focus on providing professional development not only to teachers next year so I'm looking forward to partnering with um Dr Ric smack especially um after coming back from the Pasa conference something that was echoed over and over again is to make sure that there is a comprehensive professional development plan not just for your instructional staff in districts 60% of your staff generally are non-teaching staff and they need to be also incorporated into PD so we took we we paid really close attention as to what days we were selecting for PD and we're going to have really intentional conversations about about what that's going to look like for everybody so the Act 80 is a very significant request to the state now

059there are some districts that ask up to 56 seven eight days we're not going there we we we just want to ask for three so they're noted on the in the middle of the calendar near the end so on May 19th it's an act 80-day and 15 and yes any other questions thank you very much so now we're going to turn over to Mr Butler to present the finance items I no no I'm sorry you're right so we do have two on agenda items thank you Dr Ryan sorry real quick um one if you remember last month there was a request for all the senior Knights to have the DJ experience we're checking the contract that we have with DJ Heavy Hitters um if it covers Us for the I didn't make up the name

060that's Mr Butler's Alter Ego if if the contract covers us there will be no motion from the board and we'll just move forward if it doesn't cover us meaning that only covered the winter events we'll bring a new contract in front of you for vote for that uh the bigger issue is late last week Dr Sanchez and I were notified that the YMCA is terminating their before and after care contract which they have a right to do by contract um The Board needs to decide how to move forward you have the choice of going to an RFP process we already have it built we would just change the dates and anything that we need to add put it out for bid and then see who who um is interested and have make a presentation or

061a smaller bid opening type scenario I would suggest you do it sooner rather than later A number of you probably remember the issues we had with certifying schools and having dayc carees open up on time because of slowness at the state level um you could also if you want choose to get out of the before and after care business altogether there's nothing that stop that mandates us having it obviously it is helpful for parents but the numbers have dropped over the years since covid at least in the IND District program um but if we are going to move we need to move relatively quickly or else next month so all we really need right now is the nod of the head that we should that you would prefer a an RFP process RFP process request

062for proposal um the motion that we'd be before you is when we Grant a specific company you would have to approve that company but we can get started on the process without a formal motion it's just whether the board wants to go through that process other op you don't have to have before and after care in the buildings you can just let it go and be done I'm not suggesting that but there's nothing mandating schools from having before and after care in their buildings this is a an organization that pays us rent provides a service to the parents but other than the fact that it's in our building it really has nothing to do with us besides that it's our kids and there's obviously a relationship because it is our kids but there's nothing mandating

063us from having before and after care in school builds I there's nobody there now sorry the custodian may be but there's nobody assigned to oversee them just like there's nobody assigned to oversee kale basketball in the gym at night it's a they essentially rent the the space from us but if we're going RFP we need to get started wrong oh oh my goodness I do agree um that we need to move forward to get a um for our kids to have before it and after class because it will help the parents out a lot do you need someone to finish the rest of the school year they the letter says they're staying till the 17th which is the last day of our school year so we're good until the end of the school year last

064year summer because of numbers was an anomaly anyway so the only shortcoming right now is that there will be no IND District summer program run by outside vendor if that makes sense for for before and after care we'll still have our summer programs so we just need tonight to let you know whether or not to move forward with RP I'm in I'm in favor of okay all right I'll work with Mr Butler and we'll get it drafted okay thank you thank you Dr Ryan Mr Butler good evening everyone I have four items on the agenda uh the first is uh if you recall uh there was a resolution to purchase uh new vehicles uh last month uh this is a resolution to dispose of the Antiquated maintenance vehicles that are uh located at this facility

065um there was conversation that we had with Mr laferty uh will contact the votex school to see if they're interested uh in in taking those vehicles for their repair shop and student experience item two is a contract with young audiences arts for for for learning for four the Interactive Science assemblies for the 21st century Community Learning Center after school students uh the contract is at a cost not to exceed $2,360 to be paid from a 21st century Community Learning Center Grant uh the third item is uh approval to engage Barbara Kane Thorton and accompany to provide specialized auditing services for fiscal year 2223 in the amount of $122,000 item four is a resolution uh effective for July 1 2025 for filling vacancies On The Board of Trustees at the Delaware County Community College uh and

066the following individuals are listed and the reason why one is one as you can see one is uh vacating the term are there any questions on agenda items okay and then I have a I'm not going to try to put it up on that site because it will probably take take me the rest of the night to even get it to work uh on that monitor so I everyone has uh a print out in front of you this is a uh it's a brief presentation for tonight but this is a uh partial restatement of uh what I handed out last uh month uh at the February Committee of the whole uh only differences is that this focuses in on positions and compensation uh so uh again interventionists uh we have teacher coaches uh there's uh

067additional uh uh positions at the K Center uh HR department school counselors assistant director athletic director and director of uh prevention and intervention uh some of these uh and that's to be determined and then on the page six we have uh family community engagement Staffing uh some of these positions if you recall uh and if you go back to page four you will see in the or excuse me uh back to page three you will see in the uh uh one two three the fourth column uh the original plan was to have some of these positions to start January of 2025 uh what you see as far as the do the dollar amounts is the full complement taking them from half the year to fulltime for or I should say full year uh in all

068of these categ ories so for example uh the 590 uh was a different amount the 118 was 59,000 so forth and so on uh but they're all based on a uh uh compensation amount package a compensation package uh that would be equivalent to $118,000 not to exceed uh some of them will come in uh lower than that depending upon what selection they you that they select uh options they select for medical benefits things of that nature uh on page six you will see that the total potential impact on this year's budget will be 4 milli1 2016, 580 uh from my perspective that's a worst case scenario uh and as we continue moving through the process uh we the administration will have conversations about um uh where where do we stand uh with some of the

069uh Physicians uh is there something that can be modified internally uh and those conversations will uh continue uh throughout uh this budget process so as I said last month that this is an Ever Changing uh or enhancing modification process uh as conversations take place uh with with our different stakeholders uh school buildings uh uh administrators so forth and so and the board of course uh what else this is a uh part of this process is an absolute check and balance uh just to make sure uh that these positions are built into the budget uh I believe at this point I have everything built in there will be a conversation with Mrs Woolly and I uh and and the cabinet just to make sure that one we have the positions that are filled uh and to

070also go over any vacancies uh when someone is on a long-term disability or excuse me long uh yeah long-term disability uh we have a a long-term sub in the position um I will budget for that position I will keep that position in the budget just so that we don't miss um the cost of that position uh so those conversations will continue on up until we actually approve uh the budget in in June again this is just the salaries part um once I calculate and finalize that then um in the next Committee of the whole uh there will be another presentation that will include uh not only the salaries and benefits but the rest of the budget uh and it's anticipated that we'll vote on a preliminary proposed budget in April and as I had mentioned

071that is not the final budget at all it's just something that we need to do uh based on the guidelines and the requirements of pte uh but again this these conversations will take place up until we actually uh vote on the budget in June are there any questions I have one sir have you ever consider Ed in the budget and I CU I've never seen it is a [Music] utility have it adjusted so like pico would commend check all the buildings and make sure that you know we're getting top dollar out of what we're paying for electric sure and water and everything like that yeah that's a great question so we all the Delaware County uh most of the Delaware County school districts participate in an energy Consortium uh and it makes our bargaining ability

072ility greater because we're combining all of our expenditures as one package to the utility companies and we have a uh a Prov excuse me a a consultant of Provident energy that does the work for all of the school districts they present to the business managers uh the uh results uh and the same goes for uh fuel oil uh gas uh when I say fuel I'm talking uh diesel fuel for buses and uh gasoline obviously for gasoline uh energized vehicles uh so that is just done as I said before on a Consortium basis so they make the arrangements with pico or any provider to come in and do the assessment for us thank you sir could I ask two quick questions I think one would be for you Mr Butler and one may be for Dr

073Sanchez so one on page six do face need to be updated since we hired two so it's total of 160 for two positions instead of one and then also Dr Sanchez um because we're in budget season and this is probably when more people from the public will start showing up and i' I think I've had a couple conversations with you about this before to compliment Mr Butler's presentations could we get something from the rest of the administration on how all of these additional positions we created last year turn into programs for the children cuz I think that's what our legislators are going to want to hear how is that money being spent directly on the children so like for the expansive specials at the kindergarten level that's kind of speaks for itself but I think

074if we could get a presentation that's in layment terms that both are policy makers and our parents could understand I think that may benefit us in the future moving forward absolutely Miss Barry thank Miss Fair um excuse oh um I'm trying to get get uh Clarity from you you want the administration to tell you why they hiring more people than this okay can so I attended um this webinar for school board directors a couple months ago and I think I shared the information with the board and I I I think it was with Children First I can't really remember the organization but um it was really focused on basically warning school boards that the legislators in Harrisburg that are deciding to give us this money they don't want to hear how many people you hired

075they want to hear what programs you created for the kids and creating all these positions definitely created programs for our kids but if we can't put that into language that our public and our legislators can understand it might not be meaningful and I don't want them to stop giving us the funding so I just want them to understand all the great things that the administration's doing in a way that sounds valuable to them like so for example we're doing a lot of work with the transportation department but we're not telling the public like the public seeing how much we spent but we're not saying all the great things that's going to do to make Transportation better for our students and more efficient and eventually maybe some cost savings and we have these reading interventionists and

076these math interventionists but how does that translate to programs for the kids we know what it is but I just want to make sure that the people watching our meetings and the legislators that can vote to keep giving us this money over the next 6 years understand that I agree with you but I mean do you have any ideas how we could get this information out I think well what was suggested in the meeting was to make sure that you're sharing it in your public meeting so that's why I asked for a presentation and I think it would really complement Mr Butler's budget presentation because we're going to vote on spending that money again and if we can make everyone understand why we believe spending that money is important they they may not come for

077us for spending so much money I mean I agree with you what you're saying but uh Dr Sanchez do you um publicize this on the website so not captured specifically and align to the weights presented here in the budget but yes we do publicize it in the website we just don't say oh this is as a result of the um the new funding that we received last year so there's lots of work that I'm doing um to be able to advocate for the continuation of the advoc Effy funding that we've received so equates about $6.2 million and that one page or that presentation is something that we can use not only for board presentation but for our website for social media or to be able to partner with agencies that are meeting with legislators and

078saying here here's a perfect example of a district that's using the adequacy dollars to do some good things for for children now I do want to expand your request that it's not just programs these things don't just create programs they also create services so that we just need to clarify this person was hired what was done what programs were created or what services were done so we can do that any other questions then Mrs woolly have you up next for the HR agenda um good evening I'm here to present on pages starting with number three we want to acknowledge um two inservice thefts that we had amongst two of our employees in the bus depot Department um Mr Allan Preston he was a van driver he served with the district for 11 years then miss

079Tracy J she was a bus driver for the bus depot and she served with the district for five years uh one of the things we did was we brought in the um EAP counselors yesterday for grief counselings for the Department uh number two we want to uh have approved the retirement of the following professional employees Kristen MCO Morgan she has served the district for 19 years and this is her last school Year Michelle Thomas she's a kindergarten at the K Center and she served the district for 19 years this would be her last last school year with the District page four number three the retirement of a classified employee Susan Ferrara she's the attendance clerk at the Kindergarten Center she has served the district for 11.5 years Margaret Hart she's in the food food services

080department at the Harris school she has served the district for five years so we want to congratulate them on their retirements we have about five that are leaving us this school year number four ratify the resignation of the following two professional employees we have um Jennifer javoni and Andrew Connelly number five we want to ratify the resignation of the following classified employees we have three listed there the one at the Kindergarten Center just we're going to change the job title she Shenia Whit whitet was a instructional Aid page number five we want to ratify the employment of the following professional employee we gained a supplemental Teacher Michelle Powell Ashman and she will be working at the Academy Park High School number seven we want to ratify the employment of a following the following classified employee

081Kevin dowy bus driver number eight we hired additional bus drivers um two there Clifton Madison and princes ramman so out of all of the resignations and passing away we have hired at least four bus drivers within the bus depot Department we had five vacancies but we hire four additional bus drivers this week number nine we want to change the assignment for a special education emotional support teacher at academy Park to the special education learning support teacher at academy Park number 10 on page five number 11 on page six and number 12 on page six we're asking for approval for leaf of absences of professional and classified employees number 13 we want to have the affiliation agreement approved with the Commonwealth University of Pennsylvania for student teachers including field or internship experiences and the subordinate the

082supporting document should be attached number 14 approve a second affiliation agreement between the southeast delal school district and drexl University for student teachers including field or internship experiences with the hopes of once they graduate they'll think about coming to us for fulltime positions and speaking of that we we worked with other universities Westchester University we gained three employees out of that partnership number 15 approve the following athletic supplemental contracts the supporting document should be attached number 16 approve the supplemental contract at Academy Park High School for the 20 2425 school year number 17 we want to have a part-time nurse position approved for the 21st century Community Learning Centers for the after school program the supporting document which should be the job description should be attached number seven a approve the following employees for the

083prek summer camp in Darby Township School the names are listed in the supporting document attached number 19 approve the following employees for the Middle School enrichment camp at Academy Park the names are listed there number 20 approve the following employees for the 21st century enrichment program at the Darby Township School the supporting documents are attached number 21 approve the following employees for the extended school year program at acad Academy Park High School and delc school these supporting documents are attached number 22 approve the following employees for the credit recovery program at Academy Park school high school and the documents are attached and final number 23 approve the change of the human resources administrator job title to the human resources certification specialist the job title is attached and I just want to read some of the

084duties and responsibilities of this job this person will a advis candidates and District Personnel on certification requirements for their positions they will also Monitor and maintain certification status of teachers and administrators regarding act 45 and 48 requirements they will manage the communication with candidates through the certification process they will also manage the teachers tuition preapproval process and reimbursement for tuition so the PO the position plays a crucial part in maintaining an accurate database of employee certifications and supporting the district's vision of providing excellent public education to all our students thank you thank you Mrs Willie do we have any questions for Mrs Willie thank you Mrs willly Dr Ryan policy try to be quick only one of them really needs some discussion so policy number one and two if you remember about six or eight

085months ago I came before the board for policy there were some PA code changes around Safety and Security they stopped calling police departments police departments they started calling them law enforcement agencies um that is really the only change for 113.1 and 13.2 202 eligibility for non-resident students does need some discussion so the board every once in a while gets asked if a student who doesn't live here may attend our schools either somebody who doesn't live here and wants to come in or somebody who has lived here and wants to stay traditionally we've handled them on a case-by casee basis but you can set specific policy or at least specific language in policy that might negate some of those discussions every time something comes up so the first question the Board needs to answer is whether

086the board wants to have non-resident students or not um and then if if the answer is no that kind of answers all the rest of the questions if the answer is yes we we are willing to accept non-resident students then it's under what conditions is it kids who moved out is it kids who are about to move in are we going to charge them tuition are we going to not charge them tuition um so once the answer to having non-resident students which I do think we should at least have that door open we have kids that we have kids that will move out a month before graduation and we let them stay because they've been here forever um if you shut the door to that completely you're shutting the door to that completely so I

087would recommend that you don't completely shut that door but once you have the ability for a non-resident student to be here you do have to answer some questions if they are somebody who was here and is leaving what's the time period so generally in grades 1 through K through 11 if a kid leaves in the last marking period which is generally like early April they're allowed to stay as long as the parent gets them here if you want continue with that we can if you want to end it or change the time frame we can do that too just the rest of the school year they just say the rest of that school year then that's it then they have to go to wherever they move to um seniors are a little bit different we

088allow seniors who are in their second semester who are on track to graduate stay from January on again under the premise that you were here for so long we're not going to let you go in the last four to five months now if they're a senior and they're not any way shape or form going to graduate at the end of that time we say you got to go unless the fourth marking period if they stay if you if we continue with that process then you have to make the decision of are we charging them tuition or not um generally in those instances we have not charged tuition in the past but there's nothing stopping you from doing that um there's also nothing stopping you I remember bringing a family to the board last year that

089had moved about a block outside of our district didn't know it and they asked to stay we brought it to the board and they and the board's answer was if you want to pay the tuition rate you can stay they obviously chose not to stay um so allowing that opportunity to at least ask and having the board decide is still on the table um and then the only other thing that isn't really in policy yet is the person who's moving into a home in District so generally if the time frame we handle those case-by case basis at the administrative level not not at the board level but generally if somebody's building a house per se and it's going to be done next week we'll let them start so they can get acclimated to our school

090system um they're moving in and it's a short period of time we may let them start as long as they have all their other documentation in order if they're moving in next September we say we'll see you in next September um so the the decisions that need to be made in order to craft this policy is do we want to keep the door open for non-resident students in all of those scenarios I just described either a yes or no any thoughts yes or no to keeping that open because if it's a no then I don't have to ask the rest of the questions sure what is this uh so the tuition ballpark for a regular EG kid is a hair short of $144,000 a year and I think special ed is 46 now yeah that's

091what the have to pro rated for how long they're asking to stay yes and generally once we've told parents that they choose to go to the place where they're living again not fourth marking period not graduating senior I don't I don't know that we've ever had a tuition paying student at those rates um and they're the rates we pay Charter Schools uh does that answer okay so are we do we want to keep open the door of non-resident students that would cover the fourth marking period kid who leaves the senior who's going to graduate are we comfortable with keeping that window open okay so that that's fine um the the kids that fall into that window fourth marking period senior second semester are do you want to charge them which we have not done or

092do you want to allow them to attend as they have been doing as long as the parent gets them here back and forth It's not costing anything for us for transportation wait minute they if they do what if they start it so right now I'll mid April let's pretend it's mid April a kid moves from fallof to Upper Derby okay if the parent requests it we would allow them to stay and finish out the year but we don't bust them the parent has to get them back and forth we don't charge for that tuition so to speak um which if the board wants to keep it that way we can keep it that way and then the third decision would be do you want to entertain it all the kid who lives in Upper Derby

093who just wants to come to Southeast Delco if it's a yes is it a yes with tuition if it's a no then it doesn't matter after that question yep so have their how does that work we have an agreement with the parent that they're responsible for it because they're asking to stay with us we're not there I think Debbie we can ask Gabby if you want but I think we're off the hook for that when by policy because they're choosing to stay here we're not making them come here depends on which case manag you get probably not case manager um hearing officer you get if they were to sue us that's okay and we can check with Gabby if you want but my guess is her answer is going to be it depends on which

094hearing officer you got right or you put language in that says any scenario which requires any extra cost or service by the districts will not be entertained I'm making up the language on the fly but something that gets you in out for that kind of situation um but if you want us to check it with Miss serini we can absolutely do that okay so essentially then the policy is going to stay just about as is except for we'll check the special ed thing okay uh that's 202 236 is also just a school code safety update um the state asks that we treat families of military you know we support them because of they're in the military this policy just adds the National Guard to the list of available military families um 607 is becoming more

095important if you may or may not be aware but we've had a group home open up in Collingdale and another in Sharon Hill they service different populations but we are getting um a lot of traffic with the group home in Collingdale with Philadelphia special Leed kits this policy and we had this policy but it was one of the 2007 we're we're approving everything at the same time policies it's very old this policy would essentially allow us to charge Philly for educating their kids or wherever else they're coming from upper Derby swathmore whatever um it I'm sorry we can but then Mr Butler and I need to just work out the details of how that happens so as long as you're okay with us charging other districts what we're allowed to charge them we're going to

096see it in the group homes sometimes with some Foster and homeless but I'll be honest with you with a lot of our Foster and homeless population they're in and out in a week or two and it may not make the sense to do that but the group home would be my recommendation that if we can charge them we should be charging them because they're coming in with heavy-hitting IEPs requests for out of District placements right off the bat now some of that we can just build directly to the district but if we're educating them we can recoup some of that money okay then Mr Butler and I if you don't mind we'll work out the details okay no I think there were head nods unless there's a question oh I'm sorry so what I was

097saying was to charge for um tuition increase number 6 607 um if students are coming from other districts and we should be charging those districts for those dollars if we're educating those students under certain scenarios yeah right now the group home would be the biggest one uh and then the last policy 805 um the suggested language from the state is that we have at least one full-time security officer who is trained uh as required we train everybody correct Mr rosnov so this even though we have to update the language this will result in no change in our practice we just have to update the language to comply but we're already in compliance with all of our school security not just one I I think that's more aim for the the rural School District who's got

098the one security guard in just making somebody is carrying that knowledge in the district and other than that I think that's the last time you're going to see me tonight are you sure no I'm not sure it's more of a hope thank you very much Dr Ryan Mr rosn he's he wants to go in the beginning what about Mr Ros I was promised that couple months ago I'm so sorry it's okay all right good evening even so I have a couple of non-agenda items to go over some things that we had talked about in the fall that um have come to fruition that we've uh completed or are are underway so first projects currently I'm working with the Pennsylvania State Police working on the risk and vulnerability assessment uh for the schools in the district

099that started last week uh we will be completing that assessment uh the beginning of April uh that's provided by the Pennsylvania State Police at no charge through their uh rvat program the risk and vul vulnerability assessment team um last all we talked about new radios those new radios are in place throughout the district uh we also discussed the alarm system the alarm system is currently being uh installed right now um I think we're about 75% done with with the alarm system so we're almost there um probably about another two weeks High School will probably be the longest so that'll probably be the beginning of April uh By the time that's completed training wise uh we recently had a couple trainings uh on the 13th uh sorry February 13th we had the first part of Handle

100With Care training uh and on March 17th we had the physical Hands-On portion this week this week also we had Alice training on the 17th and the 18th at all six schools and on the 18th in the afternoon uh the six security officers that had been hired uh since last summer they completed their first aid AED CPR and stopped the blue training uh on the 18th we are currently fully staffed and that is all I have any questions okay thank thank you very much Mr brno Mr Patrick Macwan a comment sorry I don't work for the school district this is just a public comment obviously um so I got a strange email today from the producer of the musical so this is actually about the musical budget um the producer of the musical reached out

101to me assuming that um because I am part of Topps which is the parent organization that um we're basically a booster club for the musical um the producer had said and the emailed to me that she had reached out to the district asking to get the budget for the district musical so they could move forward with getting their supplies for the stage crew for their marketing stuff t-shirts and Etc and she was referred back to Tops the parent organization because they the musical does not have a budget that tops the parent organization funds the musical um I reach back out to her as a past um member that sat on the Executive Board of tops as president vice president secretary and Treasurer and currently just a regular member right now saying we do do not

102fund the musical we've never funded the musical we have made in kind donations to the musical um for example three years ago we bought a set of wheels that were like $1,200 we purchased them donated them to the musical to the production um I'm concerned here and I would like some answers one do we have a budget because I know for a fact that we have adding patrons ticket sales from past shows that roll over year over year um um so I would like to know why that information and it could just be a matter of miscommunication I know she's a new producer it could be a matter of maybe when she wasn't on board and said hey here is the district's policies and procedures of what you need to do to get our budget

103to maybe get a purchase order that's required to get your your equipment your stage crew your and all that other stuff but um as a parent who's been involved in the show since 2011 all the way to and as an alumni I know what past practices have been so I'm asking Dr Sanchez Mr Butler if you can get with the producer as soon as possible when I say this is time critical we open in a month and we do not have a set we have sets that the state that the kids are building themselves from past sets that are not I would like to see any one of you go out there and try to paint with the splinters that are coming out of that those sets right now um I know we got that

104six something million and you guys earmarked I think 50 or 75,000 for the Arts and at the uh for the school district or maybe the theater Club I don't know so I would like to know if you guys can get with the producer like in the next three or four days because they need to be able to have access to funds to be able to pull the show off um um I guess I'm a little puzzled with that messaging that you received because uh I can't think of anybody here who would have said to send go back to Tops uh from our point of view uh tops isn't anything that involves the school district so we certainly wouldn't make any assumptions about what they would do to handle it financially so I'm not too sure

105uh where she got that information uh the second part uh that you were talking about was about uh basically ensuring that they get and have what they need in order to make this a success corre so I will tell you that uh this Administration has been very accommodating to her uh I know that the superintendent's office initiated a payment I know that I have initiated payments several payments I spoke with her last week and uh said to her you need to get us the information so that we can keep it on on time because the last thing that we need is for that to be a conversation co uh and I did tell her you create the list um the first time she sent it over to us I had absolutely no idea what I

106was looking for with the different memberships and I forget with those little not stiens but little odds and ends that if you buy this you get this this and the other thing something like that so I uh asked her to come up with the list and I would give her the payment information so from um the administration's point of view we have been very accommodating as far as a budget amount there isn't a budget amount I think that in the past uh there has been um funds collected uh from ticket sales and that has been used um but there hasn't been any funds collected for that venue uh over the last year so if I may if I may ask just a followup question so um because I worked in finance for years and um

107one of the things is even as when I was in this musical I help our our past producer when I was younger but usually they know what how much money they're working with from the year's past so they collected x amount from last year they know that they're starting off that the next program year with okay we have $115,000 that we collected or after all of our expenditures from last year that's what we have to play with so they the producer has to be able to make out some type of I'm going a lot x amount of money for my stage crew to buy the materials x amount of my marketing and all that stuff if and I don't know if I know in the past we've tried the past producers tried getting that that

108what is that final where are we sitting at so they can plan out their road map for that current year I'm not sure I'm not proving that information I would just ask if you can give her that dollar amount and also I think maybe it's she's a new employee maybe she doesn't know the ins and outs and the policies and procedures but I just know we kind of got a a a five alarm fire email to me and then also to the president of tops and the president of tops and I kind of conversed today going well we can't fund there's no physical way that tops can fund it so if you guys can maybe follow up with the producer because the way this producer is making it sound is that we are in some

109serious trouble that they don't have the the money the stuff that they need to do to get to set again I'm only saying what I will say say again that every time anytime that she has called over here uh she has gotten her needs met so I'm not too sure what she's talking about and I am uh I don't want to say I'm concerned but I'd be interested to know who who gave her that who gave her that information again she just said the district in the email that she sent to me she just said the district I just want to make sure that there's a clarification we're not talking about Miss dubac we're talking we're talking about Don Miss Donnelly the director so there's two different yeah I don't even know who she is

110as long as you know the right person yeah I don't even know who she is I've never talked to her I've only talked to the the other yeah so then the other issue that they were having was that they were trying to order the shirts but they need a credit card yeah there was issues on on getting that so no there wasn't again this is again this this is just what I'm tell you what literally came through okay because there there have been credit card payments through the superintendent's office and there have been credit card payments through my office so like I said when they have called over we have been more than accommodating to make sure that it's a win again that's all all some say can somebody please from the administration follow up

111on this because again I'm not saying that you're wrong or anything I could only convey what she sent to me and as the member of tops we I have to present back to Tops you know they're actually having a meeting now saying I they bring this up to the board and make sure the administration and everybody knows that tops we financially can't fund it we don't we're a scholarship you know we handle the scholarships for seniors we do banquets for the kids but we cannot possibly fund it and um and again I think maybe it's it's scenario she's a newer employee maybe doesn't know but if somebody from the administration can follow up and make sure we I certainly will because like I said I I don't I don't know who Miss Donnell is I've

112never talked to her so that's to me problematic because you used the producer that was hired that the the board and administration selected so to me if you haven't dealt with her yet yeah no I know you haven't dealt with her yet that that's problematic to me only because if she's the producer handling the money I would naturally assumed that at some point she would have had to have a conversation with the finance person right yeah to let them know this is what our policies procedures this is how you request money and so forth could I ask two quick questions easy um does top still fund the banquet and the scholarships and can you please send me the sponsorship form ASAP so I can ask my job to sponsor yes uh top still sponsors uh

113scholarships and banquet for the kids and we absolutely can send you the ads and patrons for the uh sponsorship um I have a question it's probably twofold question the last musical was any money turned in I'm sorry say that again was any money turned in for the last musical no the ticket sales who nor last year so who receives the ticket sales that they charge the people who receives that money producer the producer usually gets that but this is a new producer this year no no no the question I asked is did they turn in money last year he said said no he said no how about the year before uh when you say this 2425 there was no money turned in so far this year and there I I'll double check with uh my

114staff person there wasn't any money turned in last year there was a conversation with the previous superintendent in her office and there was some type of reconciliation or understanding but then that was the last conversation that I was a part of concerning the finances of the uh so then have for 2425 there's been no fundraising so ra fund yet for the current school year presid so who pays for tickets like so is a free musical no no no so so no what I'm asking is there were tickets being sold for 23 24 and where is that money that's the question a question that a good question that was part of the the issues that we raised several times about the there was a blending we weren't getting a clear accounting of where this money was

115going so then second I'm sorry then my third question is this since this is a district matter moving forward it needs to be a district person actually collecting the money so that it can be actually turned in and anything that's sold under our name needs to come back to the district push toir programs tickets um anything we buy for them there needs to be a district person there who's actually collecting money and is going to turn it in I think that's what within 24 hours now having a a district employee we previously it was but I'm saying this to move forward like so there's no more misunderstandings like we don't know who took the money we don't know if the money got turned in the S the third we hired a district person everything should

116be following the district P of policy and procedures so if you're collecting money on a Friday night that money should be turned in Monday morning it shouldn't be held in somebody's bank account corre correct house can can I follow up with that I absolutely agree with that um I will say there there's a two-fold process because there are Cash ticket sales which I absolutely agree with what you're saying people can also pay online so paying online needs to come to the district that that's the that's the current issue right now it's so it needs to come to the district so that's the issue that I raised where it has not it was going into believe it or not and it went into an account online that did then transferred over to Tops and at the

117time I was not on tops but and then what tops was doing was saying x amount of money came into the the separate bank account that tops had and they would write a check from what I was told and if you're saying you didn't collect the money I don't know that um they would they would give a check to the former producer from our Tops account and then she was supposed to turn that in to the district out to the district or to the believe it was to Southeast Al or Southeast ala District musical I believe the check was written out to I would say you may want to follow up with so Dr Sanchez and CU I know last year it was like roughly about $4,000 this online just the one yeah the one

118one piece the the paying using a credit card machine has to be connected to a district account which will require there to be a formal resolution that one there's account that's being set up and that's the apparatus that's being used in order to collect money it cannot just they can't use machine this this this music and then we col we connect their machine to one of our accounts no it can't be that way it needs to go straight to it wasn't actually a machine just so you know it was actually they actually have to go to an online website yeah even even but even still you connect we need to get that because I could tell you as of last year there was about $4,000 in ticket sales that came through the online ticket sales

119system so if you guys didn't collect that then there is $4,000 that is missing but was never turned over and and then this is just like I said just concerns and if somebody could just follow with them cuz I got that fire email and that kind of scared me because we're a month out and again Mr Butler I'm not saying that you're off anything I just don't know I'm just could only present what was given to me in an email thank you Mr M we'll make sure to follow up thank you Madame President that concludes the agenda thank you Dr Sanchez upcoming meetings School Board business meeting is Thursday SE Thursday March 27th 2025 at 7 p.m. committee at the hold is Thursday April 10th 2025 at 6 p.m. School Board business meeting will be

120Thursday April 24th 2025 at 7: p.m. we have an executive session so please board members stay this meeting is now we have an executive session after directly following this meeting please stay this meeting is adjourned Tom