001e okay e e e all right good evening and welcome to the Thursday October 17 2024 scar Board of Education Workshop um can we call the attendance please right yes Miss Lindstrom here miss trinion here Mr kellerer um I think he's he might be joining us late Miss Leon is here miss Peterson here miss tpen hop um she must be joining sleep as well miss leer here miss rasah she's been excused and Miss n I'm here perfect thank you would everyone join me for the Pledge of Allegiance and 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 all right agenda item 4.0 is new business um 4.1 is a continuation the Schoolboard goal setting
002um this is the work we started last week I'm sorry no started last month um we got we got through looking at our um looking at our committee work and talked about um the diversity equity and inclusion committee um did you want to quickly update us on what happened at the meeting yeah since we started talking about that at the last yeah I think we had our um our chairs um really stepped up and pulled together a really good meeting um that um kind of did it did a lot of things people get some updates people kind of regrouped we met for since June so that was a long time um and then I explained um what I I actually read our meeting minutes from our board meeting and just to give them an update
003but I wanted to like be as so they could access it and told them where in the part of the video they could access the streaming if they were interested in listening to the discussion um and then we sort of processed that yeah there was a group of people kind of all kind of had input people knew it was coming though so it was it was in the agenda so it wasn't shocking to anybody which was good um and I think it was a really I think it was a fairly positive meeting I think people are in the same like the committee works by consensus and it works well for that group and so we were on the same page a lot of the time like it's very it's not hard for us to get
004reach consensus as a group and so people kind of said their piece um I think that they're working on I'm not I'm not going to call it a recommendation but kind of a final statement that I think they're going to submit before our vote of our consideration I think they're going to present it um but just sort of sums up the recommendations that were made I think the thing that really this is my personal opinion I think the through line that meeting is our recommendations years apart are essentially identical and so what more work would what was the purpose of our committee at that point if we made the recommendations we redid them and we made the same recommendations I mean what what we G to what was our purpose so that you know people
005are feeling sad about it I comes to an end they believe in the work you know like is this going to be a pause and it was sort of like if there's a new initiative or taxk or review um it wasn't given them FSE hope I was like I don't I don't think this is a pause but um could a board in the future recreate and and get carry the work forward if the need was that then yes yeah so that's really that's really the update my volume and um but otherwise that was so overall it was a it was a fairly positive meeting um it could have been a really H POs to me but um I think it was handled extremely well by our chairs to get a lot of props them I
006think handled it well yeah we went long went really long our usual hour and a half plus another half two hours yeah probably passess for sure and I wouldn't be surprised if the group the community members especially reconstitute into something new they thought about that it'll be R to be soon they're able to organize right right there any questions for Jenna just shout out if you have anything we'll do all right um okay so we did we worked on that the committee work we worked on putting together our ideas for the workshop topics um I did just send over um a tentative schedule um the question that remains is the you look at it um it would be tonight of course is the goal setting um Workshop what we're participating in tonight we're thinking in
007November to do the nutrition Workshop which would be um include information on state funding how does that impact food Choice um is there grant money available and how does that impact food Choice um maybe also this could be a good time to hear an update on the backpack program and how they receive donations and funds for that um the outstanding questions because we haven't quite flushed this out in its entirety is the technology and the schools topic that was suggested um really um this isn't in my mind what I was hearing um at our last work at our last Workshop was that this would be more something that would um we wouldn't hear from necessar J day but more in the way of a medical provider and so um the flesh out has to be
008is or the flesh I'm we're we're thinking is is this more do we do we let the policy committee do the work perhaps invite Dr fanberg to a policy meeting and then perhaps invite him to a a board meeting um versus and having having input in the policy versus having an entire Workshop devoted to something when we're not when we're not um you know quite quite there with the policy so that was one thing and then comms the Comm team met today and talked about potentially having this be a forum too so where we have like a parent education piece so and we discussed how you know the book um the anxious generation includes um you know ideas and recommendations one of them is school related the rest is really family related right and so
009um potentially this is a workshop versus I'm sorry this is a forum versus a workshop so um December might change all that to say December's might change um January would be a a building update um February is the seal Workshop that was requested um March academic progress April to hear how the prek program is doing how's it going um what are the thoughts for the the upcoming year may an update building update and then June would be the retirees celebration this looks [Music] great I have a question yeah um just and and again like I'm just noticing it now um this past spring we did the retirees celebration at the second meeting in May because if you recall that's generally also the meeting where we nominate probationary teachers for a second year and so I
010you know I think there's one of two things we can either split those two things apart um and do those nominations separate than the retirees the other question that I have is like the phase two update like might it make sense to just like make that for the June 5th meeting because I thought like we were work working out until the end of May on the building work yeah except that I think that our let me go to our I think our um governance document has the May 1 date listed yeah I I just you know I just think that we're going to need as much time as possible with a consultant to work through that so just wa yeah well maybe we go ahead and change that retirees to the second which is the
011second meeting which is the 15th let's change that for now and then we can always um so we would have two in as it stands we'd have two in May but we could push out the sbac update potentially I just I I don't know um I guess I would need a little bit of um Logistics help with how does that work if both bodies have voted on the document that includes a date I'm not quite sure do we have to revote on you know I think if you felt like you needed to amend the charge or said you need more time yeah we would just amend it and revote I guess yeah I mean it might be premature yeah to do that at this point in time but it might be something worth considering so
012that we can allow for as much time as possible um in crafting those no steps yeah like maybe we wait and see what the work like yeah okay and I'll just note it for now that we have a potential to to move that okay all right sure but everything else looks looks good and then we'll just fill in the um speakers like for nutrition would be Peter and you know that gives plus you and Mitchell an opportunity to get to meet a little bit more of the the leaders too all right if there's no questions on that um let's move on to our operating protocols um these have been so just a little bit of background um these are have been in place well gosh many years I don't at least I mean as long
013as I've been on the board and I know before that even um but what the operating Protocols are are the um the things that we as a body publicly commit to honoring and to doing and so every year we take a look um and we update as needed um so so we're we're at that time right now um the first one is that and so well let me say this the what we need to figure out is is there any or what we what I want us to figure out tonight is there any of these that need updating need adjustment is there anything we'd like to add um this just keeps us all working from the same page right and even you know we have our policies that we always fall back on but this
014is like that next thing that keeps us kind of um all working from the same page so the first is that the board will represent the needs and interests of every student in our district we will stay flexible Endeavor to meet the needs of every student while advocating for adequate and appropriate resources I that starts with centering student yeah okay um we will work to keep both the superintendent fellow board members fully aware of current issues and concerns surprises to the board or the superintendent from either individual board members a superintendent or Leadership Council will be the exception not the rule we agree to ask the board chair or the superintendent to place an item on the agenda instead of bringing it up unexpectedly at the meeting right the board values direct input from stakeholders
015and the decision making process will facilitate receiving feedback um this is meetings and or forums Etc and will seek to Foster Community engagement um all Personnel complaints and criticisms received by the board or its individual members will be directed to the superintendent while the board is eager to listen to its constituents and staff each inquiry to individual board members of the board is to be referred to the person who can properly and EXP iously address the issue or to the superintendent board members agree that significant feedback obtained on an individual basis will be shared with all other board members um the board will emphasize planning policymaking and communication rather than becoming involved in the management of the schools the board will establish annual goals assess its Collective Effectiveness by yearly self- evaluation and address any
016Improvement opportunities identified that's what we're doing today we do that later on in the year right the end of the year yeah our self- evaluation yeah can you circulate the rubric because I was wanted to put input on it last year and just didn't have opportunity not opportunity because of you but opportunity because of me yeah to do that and I think we should agree on that rubric because I did not like it yeah and I want because it just it was very it it was lengthy and laborious and I think it was diff I was not the only one who faced challenges in getting it submitted in a timely and meaningful me sure which I don't want to make that the problem is that self- evaluation under is part of a policy yes is
017it I don't believe so I I'll look at it because we we were going to review the rubric we're going to review it we're going to review that one and we are also going to review the superintendent um evaluation um let me see if that's under School Board self evaluations policy bbab um we just went through this one but it doesn't we don't put our we don't put our form in there format okay yeah so the one that we sorry what did you say bbab Yes um we the form we use I'm pretty certain comes from msma um as a template that they they give us but I can I can double check that yeah I think circulate it for some feedback ahead of time and see if there's any amendments that are refed or
018wanted yeah also send the superintendent one too yeah and I just want to if there's a way to streamline it I want to make it a little more streamline if possible yeah and perhaps not so um not so long and involved and yeah because if people aren't pulling it out it's not filling his purpose right and that was a struggle yeah great I don't know if this is helpful but in the policy it says the board May seek the assistance of the superintendent and identifying standards for assessment and topics for discussion and or in selecting an evaluation method or instruments um that meet that need I don't know if it keeps like big enough that yeah I mean our current um evaluation tool which I agree with you shanan and I think it does come
019from msma um follows those standards that match up with the purposes of the board right the first one is Vision leadership and accountability the second is board governance and policy the third is Communications and community relations and then um there's uh the fourth standard is fiscal resources staff Recruitment and environment and finally ethical leadership so you know those are really like the key pieces right I agree but if board members are not filling it out and submitting it in a way to actually make it useful because it then we need to make the tool functional and that was the I know I know there was one I think and an au there's new board members and maybe there's new energy and that would be fantastic but we've got to have something that's functional because it
020was very difficult to use them with people who either didn't submit them or submitted them at the last like I remember they them so last minute you weren't even able to do the analysis so we could use it it was right so you know I think it's just kind of like peeling away the layers of the onion to figure out is it the tool or is it the commitment what is the problem we're trying to solve for and we can reduce friction in using the tool that would be very helpful I think even making it a like a PDF that you can click on would help I think there's just some yep streamlining that can be done just to make sure it's yep yeah and we can look at the questions too like are they
021all because that was part of the conversation it was not where a conversation should have been focused on during right but SP a lot of time talking about that and it was like this is not what we should focus on no I hear you but yeah I think we shouldn't lose any of the content yeah um okay so the seventh is the board will establish annual goals for the superintendent in alignment with overall mission and values of the school district and and will evaluate the superintendent annually so this one I think um we haven't yet done with Diane Diane so I I guess in in a way I'm thinking as this is going to be hopefully I say what I mean um uh so Diane sets the goals for her team you know we set
022our board goals our general our overall board goals and then um at the same time we have to establish some goals some goals for Diane where I struggle is when we're establishing what we want to focus on for the district which is what our goals are right where our focus should be what we want to see done I I guess I struggle with how they're different if that makes sense how the two are different I I think there's so I think there's a Nuance there I think that we set sort of Direction goals like like big picture like we would like to like our goals was like we want to get a building across the thund sign was one of our goals yeah we want to support student achievement I think dian's goals with her
023leadership team and and I haven't reviewed them in depth but I think they're more directed towards what like as a leadership team how are we going to implement the policies and I really like when I'm going to continue on my mission to braid together this with the strategic planning document under the superintendent um I found it remember I lost it I found it um that I told theic we have a different name for it I want comprehensive education for the district which is sort of The Guiding document of our long range vision and our our for continuous Improvement and our core value statement and I think that is our overarching rainbow over the top of everyone's plan so like our strategic Vision should align with our annual goals swi Aline with the team's annual the
024leadership annual goals and the district annual goals that are driven by the core value and that's why like I'm constantly trying to braid the language from this into our documents and those documents because these documents are living and breathing they're not a plan that sits on on a not one and done and it's also something that should be our guiding principle and if it's not our guing principle this is not a it's just not it then that needs to be changed as well because these should all talk to each other and our policies should also flow from these and I think we've we've I know I've talked about this a lot this is important to me that we have a unifying you know our core value statement should be our driving principle for everything we
025do our annual goals are what we want to accomplish this year leadership annual goals are how they're going to implement District policies for the year strategic plan is our long-term plan for the district and how we approach those goals you know there's four themes it's a good document it's actually a great MH it's a great job yeah and so I think that's how they all play with each other not to be too informal but how they all interact or inter weave or how they support each other really so that everybody is Ping into this yeah and I think part of the conversation that Shannon and I had even this summer right was that with the election of school board changing right and when you're setting your goals like when when we had talked in the
026spring right when we had looked at that self-evaluation tool and you all had kind of reset what the things were month by month yeah um I think during that conversation we had talked about kind of um setting those two things in tandem right and then when it became clear that you all weren't you know at the place where you were ready to do that Janet and I had had some conversation about you know the reality that as a school district we needed to set our district goals as a team before the onset of the school year right because everything flows down from that just as you've just been describing right like we establish um our district goals as a leadership team and then school goals and building leader goals waterfall from that yes right so
027that everything is you know intertwined as you're describing yeah so I think that conversation is good I think we should revisit that maybe today actually as part of our anual just re re not prioritizing but reordering maybe when we're doing this and how we're doing this for next year and like we didn't do it this year that's okay yeah it's okay we're doing the best we can like we've discussed this we've been down a member for an entire year there's been a lot going on in addition to our normal y duties actually I this was the first voting change yes right it was the first voting change and we were down right right at the same time and so we um and we had the building project and we had the superintendent search and and
028we had like these are these are very important urgent everything has to stop for these things but they're all happening at once which is really tapping our resources that we discussed at the last meeting um and making us have to drill down so I think this is exactly the time that we should think about that so I think it's okay but yeah it's like this weird um you know the the plus is that the board is SE is seated now before the school year starts what is difficult is to get someone on get them on boarded get our goals created get your goals created all within a essentially two Monon time period you know and when we're only meeting once a month and maybe and maybe it's too much to say that the newly seated
029board should set the goals it's probably way more than okay for the current elected officials in you know in May or in June to set those goals at the end of the school year is the perfect time right because we're looking back and forward at the same time right yeah and in elections as much as the charter has changed and that's a document resignations and special elections are not going to be uh things that we're unfamiliar with yeah and you know um to your point it does take time to onboard new board members and have them feel like they have a you know their feet grounded and a and an understanding of where we are and so you know maybe it does make sense for outgoing members to kind of set the charge for the
030next year yeah that's a great idea that's issue and then that timing gets really ahead of your planning yeah does that mean us us meeting and setting goals on August 1st isn't help you right right no and I and I did you know and I did have this conversation with you specifically shennon because I did feel uncomfortable saying well we're GNA go ahead and set our goals but we needed to out of necessity right and so it was like I'm not trying to like step out a turn but it was a necessary evil right yeah so maybe um just think are evil that's your responsibility yeah yeah that's your responsibility but I didn't want to you know like overstep because you know I think the goal is for the board to kind of set those
031overarching things and then you know for everything to Waterfall down from that so you know it was a interesting position to be put in as a brand new your you know superintendent coming in like hey just let you know our goals are all set what's happening U yeah and so maybe what we do maybe that um I'll just I'll pencil in the okay so our next June um our second meeting in June is juneth so we're gonna have to go to the week after the 26th I suppose the 5th and the 26th well that actually works out better because then we only have the one meeting in July yeah yeah so maybe maybe to be a longer meeting and so I broke it up in half which everyone is on board with because we don't
032like long meetings yeah and maybe that can be our goal setting and um so board and superintendent goal setting but I like that it's closer to our evaluations because that should be important pering our goals yeah because our evaluations would have happened so now those are make those aligned sound good uh Jenna sounds good to me for clarification we we set your goals you don't set your own goals well you are my boss yeah no yeah very true I'm just thinking about like even just the you know jobs I've had throughout my career we always set our own goals forward that's just why I'd ask like if we're setting our our goals like how how the yeah I mean I think it's a little bit more nuanced right so even though it's the board would
033set the superintendent's goals you know as Shannon started with right one of the first operating protocols is no surprises yeah right so if you came to me with you know something that we had never talked about and said well this is your goal for next year right like we probably have some conversation about that right yeah and it's a um it's been a it's been a collaborative process in the past right so Diane will have input right and she'll it you know she'll she'll she'll she'll be in here talking about what she thinks too so and then from there that's how they can devel she can develop the district goals with the lead you know with the building leaders and office that makes sense I think I was more maybe it came out in the
034wrong tone it was more like you know I respect your professional abilities how I took it yeah and we had just changed I was in a pullup we had just changed our um oh let me look at it last year we had changed when we were going doing our annual revieww and so that is um we pulled it into March I think it's March or a Yeah March um we were going to just review the form and then that is when we check we're going to check in about our progress towards our goals and then in April is when board members would complete the review and send it to the board chair for compilation and that's when we meet with Diane do we want to pull that after next year do we want to pull
035that check in on our goals back too yeah that would make sense so if we're going to do this in June I think we should check in in March one more time and then make a note that our next check in for our goal should be back to like January yeah or February although that's beginning to become budget season which I hesitate add anything to the budget season calendar well January's still early janly we're our work right during that period of time no I meant once the board starts the budget I don't want to add extra stuff that yes yeah a lot yeah which is why that review up too so yeah so back to this year all right okay so eight the chair will respond to emails but may delegate a response to another
036member individual members including the chair May collaborate on responses when requested members who receive an email individually will forward the email to the other board members everybody's on the same page I think the only piece about that is that second sentence where it says individual members including the chair May collaborate on responses I think we just have to be cautious that that's not happening in a quorum form right if you have four people collaborating then you have a forum that's that's conducting business on email yeah yeah so why do we need to put in there that we can collaborate I we know that yeah you know like you definitely checked in with me about like to fact Che not in for they just like yeah like when someone has a question about Finance I would
037go to Jenna and say hey tell me or long range planning or policy or Dei or negotiations not that anybody ever you know but those I would the negotiation email response is easiest yes yeah I think we can strike that whole thing that whole are you thank you like yeah for just a quick moment yeah so we I feel like we could strike that whole sentence I don't think it's necessary yeah where that was I think that's just carried over year to year it has yeah it has been is that good with you Jenna yeah I agree all right only the board as as a whole has Authority we agree that an individual board member will not take unilateral action can we say cannot I know that's like a technical but like not only like
038they will not they cannot they if they actually don't have the authority to yeah maybe it's not even we agree right just indiv the expectation right I'm back in a meeting yes this is why we work well yeah yeah so that's second sentence would read an individual board member cannot take unilateral action yeah sound good I like that yeah jna sound good think yes sorry I just couldn't hit the button fast enough would you mind just J thank you who's an attendee oh who's an attendee can you um change him to a panelist ray I presume that John F this is fascinating oh there it is so if you go to the three dots and make a panelist yeah oh I see thank you there we are perfect awesome all right John does that work
039for you too yeah I see how it is forget all about me sorry all right um 10 while we encourage debate in differing points of view we will do it with care and respect good there it's kind of jeez we I I think we it seems funny that we should have to say that but you know I suppose we don't always know need to read feel like it's important to set it as a norm yeah I think when you think of norms you're thinking of um how you agree to work together as a group right and so yeah it's weird that we have to say it but it's important that that's important to us no problem yeah would be nice automatically right right right all right the board recognizes that publicly discussing discussing not discusting
040discussing questions in meetings is important for transparency we agree agree to move the question forward when discussion is concluded or becomes overly repetitive issues that require or lead to an in-depth discussion should be moved to a workshop session 12 executive sessions will only be used to discuss appropriate subjects board members will be held to the strict strictest confidentiality regarding executive session subjects and discussions I wonder if you could strengthen the first sentence by saying as outlined in main State Statute because it's not up to the group to decide what's appropriate there are six yeah very specific reasons why we can meet an executive session and that is it yeah that instead of appropriate say legally authorized right yeah okay so executive sessions will only be used to discuss legally authorized subjects in accordance we want
041to say in accordance with main state law yes in accordance with main state law yeah like that authorized subjects in accordance with main state law yeah that's if it's yeah yeah so as permitted by me statute or as outlined in me statute as outlin outlined it's statue right it's a statue yeah all right so executive sessions will only be used to discuss authorized subjects as outlined in main statute board members will be held to the strictest confidentiality regarding executive sessions subjects and discussions good is it worth saying and conclusions like the subjects the discussions and the conclusions well you can't um vote during executive sessions there's not a there's not a conclusion you're just you're just discussing and then if there is something to vote on you have to come back and you have to
042vote in the meeting so it ends up being public the vote ends up being public yeah does that sound good jenah John yes yes all right and then 13 is we agree that Community Committee gosh chairs will act in good faith to schedule meetings which can be attended by the full committee and relevant staff committee Chairs are responsible for providing agendas at least three business days prior to the meeting and meeting minutes within one week of the meeting all committee meetings will be recorded Andor live streamed whenever possible I mean this goes with our other policies the only thing um is we get ready to seat this new um bill committee meeting um committee sorry I don't my brain is fried today apparently um as we seat this new building committee um and they start
043having meetings and seat their leadership team um this is really important that they know we we struggled with this pretty heavily last year um so technically if if meetings don't have three days notice they are to be cancelled so um I presume well there will be a new chair because our old chair is no longer um going to serve um so it's if you two just could kind of keep in back of your mind to update whomever that leadership team is because it yeah requirement yeah just to make sure people know way ahead yeah yeah it's like sometimes super unpopular always popular when youe never've experienced it yeah um how does that work because I remember with esac we had to vote on the meeting minutes and approving them and all of those things I
044know we don't do the same with the subcommittees we kind of just provide the minutes type thing um of course as back two may not meet we do they have to be approved meeting minutes or do they just have to have the meeting minutes available in their first presentation within that one week so they should have their M they should have their minutes um they don't have to be approved they I think I don't know what I don't know if you were choosing to approve them just so that the committee had a say I don't I don't remember I think we I don't know what influenced it but we always yeah I can't recall either what influenced post a draft of the meeting minutes and then approve them at the next yeah you could do
045that too you could do that I think the approval usually is so that everybody agrees that that's what it was said to make sure the record was correct which was worth it in that larger committee we did have ch yes yeah yeah we'll just on say yeah this is it because I mean with our you know to what you and fr are saying with our other committees we really held them to that standard and we would cancel meetings right and so um know we gave the building committee I think some leeway as they were finding their way but yeah we yeah do we need to have the same concerns about meeting with a quorum without public notice because I certainly know that I don't know the numbers but people did work outside of those Monday
046meetings um whether it be on smaller subcommittees things like that but now we have a smaller group that our quum number might be a lot smaller um I don't think that's an issue because the issue with the Forum it the public law is with public bodies that are changing okay stuff I think that's different you know so I it's not that you're not holding an well are you holding unauthorized meeting of a committee if you have too many people at the same time and you're discussing work of the committee and depriving other committee members of the opportunity to participate you are the public and the public yeah okay so we yeah we have to just be clear about subcommittee work being you there being a notice they being right an agenda well subcommittee work usually
047is exempt is like Exempted from that so subcommittee work is is Exempted like you don't have to do a public notice of your subcommittee meetings and and meeting minutes of that and according to that like it's the committee meeting where action actually happens a subcommittee is usually allowed to meet and do the work and then they come back and present it and that's the record of what happened because at the subcommittee it's it's a discret project you're researching this accomplishing that you have a task that's that's authorized and publicized by the committee as a whole but like a sub committe is not authorized to act without the committee put on proving on it and directing it but don't we help hold our subcommittees to like notice and everything and making sure that we do yeah
048as the board we do yeah yeah your subcommittee like there's like is the building committee yes so and again the building committee isn't strictly a Schoolboard committee either yeah right like Community Committee and they're also not making decisions they're not making binding decisions and not making a binding decisions right yeah the only thing Forum but not exempt from meeting notice right and I would throw a little wrench in here just something impress to think about um I presume I don't know what this committee is going to set in the way of subcommittees do um but if you've got a subcommittee if you've got four subcommittees working on drilling down into the solutions like the pros and cons the whatever you want to say to try to drive to two I imagine the community is probably
049pretty interested in that work I think that's what I kind of mean you have such a level of public interest that like I think that it's kind of hard for even if we're getting down to a subcommittee of a subcommittee um to not announce um when certain subub committee work is being done done may not be the best way to advertise not like bringing the public along and Inspire that and really understanding because I do think we have a few of the public who would come to the sub subcommittee work but if they find that it's happened and it hasn't been stated or publicized meeting it's made and things like that I would get more especially as we get to phase two where a lot of those decisions will be made it's not as much
050abstract like I was thinking this and kind of feeding ideas between each other and combining projects and letting things kind of grow now we're kind of getting to a true analysis and looking at you know the deeper meanings and costs and facts and operating impacts and things like that that um I I personally think that it might be a a good time to step up some of the requirements um but I also I I don't have the longevity experience here to know how much we're stepping you can over like there nobody's going to complain that you recorded too many meetings or that you had too much Ann you over communicated like that like you're never that's never going to be the blowback in fact it's always the opposite we didn't know you didn't tell us
051you didn't realize it was unclear to us that's always the so I I think that if you wanted to establish and again this is the only like assuming that Dei doesn't meet for much longer if at all this is the only committee that's a hybrid committee it's not strictly a Schoolboard committee it's a Community member committee you could certainly create your own norms and that might be part of your committee's purpose which I think you're saying is there's legitimate reasons for the committee's own work that this would serve its purpose and so you certainly can step up requirements for that if you guys think that that's what needs to happen in order to properly communicate in order to you know legit like you know the feedback we got last time we hid stuff people felt
052that there was not enough transparency that decisions were being made in the dark that's the feedback that I heard and so if we want to combat that by putting every subcommittee meeting recording on the website that is a very effective way to do that you know and minutes and for those who don't have hours to watch right like same process right that they're able to um to come along I mean seriously some weeks there with sub committee work there could be 12 hours worth right and people you know like we don't have time they don't have time so right um but the ability to read minutes and know what's going on and but that's not a bad idea and that's a l i like I think your I think you talk about your community outreach
053part of the esac this could be part of that strategy and it could be an effective part of the strategy certainly would dispel the notion that we're trying to hide any of the information or how any information is getting to us from people yeah like famous they say I'm not on any of the bilding committee have I ever been so you know I'm in the same boat as a lot of people when I learn information yeah just a time check we have about 30 minutes yeah so we're going to switch over to goals unless there's is there anything else anybody feels like we need to add Jenna John do you feel you feel good or is anything you would like to add I'm comfortable I'm comfortable with everything so far all right John you said
054you were too yes all right okay so if we look over um to our goals so the purpose of our goals is to outline what um we are going to um what is important to us what we're going to focus on but I guess it would be for now until um June June June I think we have a I want to are you ready to go into one not yeah yes yeah yes sorry raing ah head I want to keep the building as our number one goal I think I think we need to work on the language of that goal because it makes some assumptions that may no longer be good assumptions um and so I think we need to sort of collaborate with Town Council and the community to address the space needs of
055school district so I'm happy to offer up the language that our team is using that be great yeah I just I just that I read that earlier and I was like this is not a goal that we I can get behind given the change in sort of the direction no and it's not happening right like we're not acquiring land right now we're not getting a refer past right now what is the language that you so the language that uh our team is utilizing is to develop and Implement a plan to address facility constraints relative to community growth and student programming needs can you read that one more time yep develop and Implement a plan to address facility constraints relative to community growth and student programming needs I like it what I do like about it
056too is that um and I guess for us we can I think we keep the collaborate with Town Council language but what I like about it is it's not only the building but because one of the things in the back of my mind um when I was at the town Council Finance meeting is we we have to start thinking what we're going to do if this big bubble comes to be and we have all of these students and we have no space so this goal talks about all of that not just a building right so are we going to need to buy more Portables and put them in Memorial Park I'm just making something up are we going to need to find land somewhere that we lease and build Portables on you know how are
057we going to manage um our facilities when in you know when we know we have this mythical number of 2027 but we also know eight Corners had a really large bump this year so 2027 is um what we've been kind of leaning on but can I say something yeah I've said this before and I'll say it again 2027 doesn't happen in vuum right 2027 happens because the schools district size of the classes coming in every year between now and 2027 which is within our our primary school life a will happen every this is not this is a this is a snowball it is not a light switch and the snowball is down the mountain a third of the way so there will be a another third next year which means that we're going to have
058you know AC Corners is busting at the seams is what I heard the quote um and that's going to get worse and we're gonna have to make some very tough decisions about how to adjust that within the next school year more like when 20 by the time 2027 arrives we are going to be need deep in this problem right yeah and it's it's like stepping in quicksand it's rising above us unless or until we we really need to make some concrete plans I think we started to take some steps I don't think they're adequate and you know we've we've stashed some funds in the long-term capital project fund and that's I don't think that's going to be adequate it's not going to be adequate but sort of we're we're looking at it's a really crazy
059situation looking ahead because we're come off a number of years of higher than normal we've come off better Economic Times than historically have been true so we've come up we've come we're coming off a period of high economic progress It's unclear that that will continue I hope it does but we don't know that that will happen and we're coming into a place where we're going to need a lot of money we're going need a lot of money to build whatever facilities that need to be done and we're going to need a large amount of cash infusion in the next couple years to address the short-term crisis until a longer term solution is made so when we talked about how expensive it was going to be by not getting the last project through the finish line
060that bill is starting to come due and it's going to rise every year until we have a Sol yeah I did think at the um as we were listening at the um Town Council Finance meeting I did say to Diane it's um it feels like it's time we start actually just putting this in the budget so not as not as we're saving in our Capital Improvement plans but this these are actual line items in the budget because fund huh the bus fund not the bus fund the turf and track the turf and track fund both funds I'll share both funds yes we have a lot of needs yeah we're gonna have to bus we need buses every year that every year we need more buses if we have more students right and I would like
061us to continue using that so because the more we don't have to bond for buses and the land uh I'm sorry in the the turf the better we are um you know we it it feels weird to say but you actually save money right you're not spending on the interest payments for the bond so even if they're short or long term it doesn't matter we're still saving money so um if we can continue to use that Capital um that that pot of money that you know and we can continue to add that's what I would like to see it for those two big things 100% this piece I think has to become a line item in the budget yeah I think it does and I and I think we need to start talking about what
062are we going to do next year if eight Corners kindergarten class comes in with 25 extra students because you we do not have a room for them yeah we don't have a room for them like are we redistri are putting up question well the reality is our other two primary schools also do not have space yep we could increase class size but we are not going to be able to add another classrooms I mean we're got to have to add a class getting without physically enlarging getting something that adds the classroom this was kind of like the sorry if I am repeating what's already been said from stepping out but um that was like the one thing I saw glaring missing on this goal one when I was reading through them that like it's a
063wonderful goal to get the referendum pass and move forward we need like big old Band-Aid so I was going to say adding like an action item of like coming up with some 2025 26 27 Dr Short Tri yeah yeah absolutely okay that was what okay yeah just maybe a tangent question and maybe better directive for the finance committee but in the past I know that we've asked for money from the um whatever fee they collect from oh they impact fees yeah yeah and and so I don't know if it's time to start being like there's not very much there not very much there's very little there there's almost nothing no we heard that in the budget like like like it was surprisingly low it was ridiculous is within a Town's perview redirected to direct those
064funds however they see fit they've used them yeah so we would just put it in our budget and I mean we're going to have to right we we could have been we we're gonna have to exp I think the action item to I think to what you're saying the action item is this has to get cleaned up but budget for shortterm needs we need a plan for shortterm needs what are we going to do next year if 30 more kindergarteners walk into aers like literly we need where are their desks going to go what are our needs going to be so it's really plan for short term spacing yeah we we we need a plan as a district we have the Town Council is not going to be like here's x amount of money go
065do something what what we need is this is our plan we need you to fund it and then we are going to have some tough conversations if any if last budget season we had an incredibly responsible budget and it was still a heck of a fight yes get that budget across well I was gonna say too like I mean I think we do need to get it in as a budget line item and everything but we also need to have a plan like a full-blown planned out where we can you know look at the look at Dian I don't know who Dian Todd I'm not really sure but look at someone and say you know we have the money but also think also the input as well I'm sure along process but like go like
066this is what we're going to do because those kids are showing up in three months or something because like I would be anxious to say like okay the the budgets passed but now we don't know how we're using or we don't have a fully defined or we're going to do one of these three things like since it's potentially like less than it's nine months away basically well I think the thing that I heard the last two budget Cycles um really loud and clear from the council is that um they need justification for what we're asking and so if we just show up and we're asking for I'm just making a number up and I'm going to probably shouldn't even do this but if we just say x dollar yeah we would we want xll but
067there's no plan for what those X dollar are for they're going to be hard pressed to approve it so I mean yeah I mean they're the stewards of the town's money right so um yeah so I think the the first thing is the plan for the short-term Spacey needs the second thing is the budget for that plan I guess yeah and then and then how do we start like because we can't save money for no for no reason so we have it's a school district we have to be very cautious about how we plan ahead for financial asks and so the best way to do that would be to build so to have an expenditure next year that's going to serve that which will be justified given the population we're seeing right now and that
068we expect to see the next two years so we can do that but there has to be a like we need a plan we need like in 2027 what's the best plan I mean we've we've had lots of snide comments including some snark for me about where we're going to put students um in the coming years but I think the time for that is passed and the town of Scarboro is now gonna is got to reckon with the decisions that it has made through an action for the last 15 years like this that and the dollars and sense it's going to be painful it's going to be very painful and it's going to be money that's Wast abs absolutely wasteful because we're going to then build something to address the needs and people are going
069to have a lot of problems so is it budget for budget for plan and land comprehensive potentionally yeah I mean we could just stack them up in the house of lights or on the I can get really get oh man so maybe it's budget for expenditures associated with the plan yeah I mean we need space whatever that looks like yeah but that all comes under the plan right because what if like for one year the plan is that class size will increase to 20 kids I'm just making numbers up but what if that's or 25 or whatever it is what if that's planned for year one but year two is because the other thing to keep in mind I remember Todd telling us you know you can't order a portable and it arrived tomorrow no
070takes years I think years we don't know what they necessarily cost right this minute but I think I understood it halfon half million that's not the build out no that is what the build out to have a vpad ready right with all the hookups including you know electrical fire suppression systems Etc they is that well because it's five it's half a million for one but you need two okay that's the just um classroom add-on or is that like a portable school no that's just classroom cuz my concern is with the with what Todd had kind of explained with our current sites there's really nowhere to put just a couple class like you'd have to put up a whole new school or are you housing kids on again just random but like the high school field
071yeah are we attaching one of the elementary schools to the Middle School we like cuz the current elementary school structure is so limited with its um surrounding space so it you know the half a million dollars is if we can get away with just the classrooms but we likely will not only have to look at that if we're popping up a whole it's a million dollars a classroom well it ends up being is it four class rooms because I remember he said if you buy one you have to buy two yes a comes in Parish so worth a million yeah yeah but then he also said like if we're dropping them right here in Memorial Park you also have to have an admin building cafeteria TR yeah like it's it keeps right it keeps it's
072not just like a million and that's it it's it keeps going right not do it hands out yeah I mean we'd really have to go back and um you know look at if there is you know any available space at all even if that comes at a sacrifice of either parking uh dedicated parking or playground area right I think we're heading in the direction that those are the really hard conversations that are going to need to be had right yeah this is not going to be painless people are going to be upset no matter what happens it's going to be very painful for a few years and even if like you do throw another couple classrooms on those kids have to eat to lunch somewhere and like that's what we've been trying to explain right
073in the past six months is that you know uh even if we can solve right like oh we can squeeze two more classrooms um you have to be able to accommodate for that growth in terms of all of your other shared services that exist within the building yeah right your cafetorium or however we are calling it lately right can only fit so many students at one time yeah you can only have so many lunches within a course of a day when you're doubling that space for PE classes you have more classes you need more PE classes you have less time to eat lunch in the cafeteria right so you can see the you know you can see the snowball getting bigger just in the 30 seconds I've been talking yeah yes and so back to
074what you originally asked about Diane's goals so like this is our goal like Diane's specific goal might be work with Todd to develop a fiveyear plan right like that's how and I think the other piece of it is and I think we need to stop talking about 2027 as if it's like a one year thing again 2027 is a swell almost like a tidal wave that's coming up with the tide and then it remains long until the building project is complete and the four rehabs were were were estimated last heard to be 12 years so we need a Band-Aid solution for a population swell that's going to hold us for the next 15 years a generation of kids like that's our reality and I don't think that people are ready to reckon with that because
075it's painful and hard and big and scary and expensive yeah but now is the time we have to start doing it do we want to put an action item under there about the building committee I want to delete our actual items and the I deleted both of those I added it so it says collaborate with Town Council to develop and Implement a plan to address facility constraints relative to community growth and student programming needs that's good okay and then action item action item number one is um s just action item number one is plan for short-term spacing needs action number two is budget for expenditures associated with um the plan the spacing plan can we not call shortterm can we call it interm I don't think it's gonna be short people are gonna think anyone
076can pull together for a year or two and do this it's not a year or two we're talking up to years I spell inter okay and then um there and then budget for expenditures associated with the interm plan okay and then do we need a third for um do we need a third for uh the building committee I I mean like the action item is this is the ESAT committee that like they are the action item yeah it's already implemented like it's it's going it's going to it job for until June so we I don't think we have an action item to take till they're finished with yeah and I like I feel like the only action item you could do is like tend the workshops or like something where you're staying in tune with
077it but I don't even think that's worth making it an action yeah okay so we're go with just two the two we said okay all right our previous go two was that good Jenna John sorry yeah okay yes all right go two we had last year was promote and grow a districtwide culture of trust inclusion and collaboration and so we had focus on effective communication with the community staff and students um host two staff and student centered workshops annually and consistent with the Dei committee's charge promote diversity equity and inclusion at all levels so I would like to Le I would like to keep this I like to amend some language and the action items but yeah yeah I would yes certainly we can amend the action items um I definitely think for number two
078um what I'd like that we're doing this year that's a little bit different is holding those um sessions those information sessions um we have one tonight what are we um the presentation the special presentation oh from all the building yes departments yep so for number two instead of saying we're going to host two saff and student centered workshops what we're actually doing is hosting monthly special presentations from the district yeah you feel me and yeah I don't know if you want to you're you're going to do that year round or you're going to say just routine maybe we could say routine and then if it's not monthly yeah I just you know bud yeah yeah already el scheduled in skipping I feel like one thing that wasn't necessarily called out in a way that we're
079kind of being inclusive and kind of nurturing our environment and everything is sounds like we do staff spotlights and things that I yeah that like might be nice to call out that you know it is something that we do in order to I don't or look for ways to promote um look for ways to promote and cigrate of the work that that individual District are doing yeah and I mean we're we're doing it it sounds like so I think we should call expanding it to students maybe yeah that's what it sounded like I think that's great yeah I think nice to call attention to something and I think even the monthly meetings right are an attempt to really make sure that we're having a student center focused on our work every month right right so
080maybe we'll say um how do I word I'm going to look to you because you're always so good on your on your feet how am I going to word this the district presentations one let me put the spotlight so we come back to yours regular updates from different of the district or different department yeah it could be uh to promote or like okay so it could be promote or it could be to build capacity and understanding of work happening across the district with our students through the use of ongoing presentations that's very wordy but that's really what it's about right like the reason why we're adding those in is so that we're giving you a a window that you might not otherwise have into some of the really key work that's happening so is so
081then that way when there are decisions to be made you're not feeling like you're learning about that program or that department at the same time that you're being txed to make a decision and I also feel like es particularly when it comes to finance and budget you know truly understanding what's going on in our school systems and um you know having that site on throughout the year of of everything where you know if we're being called to to cut something or to add something you know what are what is our true impact down to the students not just at this kind of 30,000 Right View that we're at so all right so I wrote build capacity and understanding about student centered work happening in the within the district with monthly presentations through monthly presentations okay
082do you think that encompasses the spotlight Awards yeah yeah can use regular instead of monthly yeah yeah or routine whatever routine so I think regular and then what did you guys think of now let's go back to one because the focus on effective communication with community staff and students and then the third we probably should change I like to see um the Dei committee has made recommendations twice that this board has voted on and accepted twice I'd like to see that be changed to um implement the recommendations that were approved by this by this Committee of the vi recommendations I think that is the natural conclusion of the Dei I think my only fear of doing that is it sounds like one of the first complaints from the first time around again I wasn't around
083so please do correct me if my recollection is incorrect um was that like it was kind of a vague like will accept it um and then nothing kind of occurred but if we can take their recommendations and kind of specifically say like these are the ones we will work this year to implement whether it's remember there was one about addressing having um Communications available in multiple languages or things like I saw that in the newset so happy um but you know spec keeping it because you know I I hear their frustration that um you know we said please do it and nothing came of it so if we can call to attention very specific things we can work on this year um I think it might be more effective than just kind of saying we
084we'll work on your recommendations I just yeah because the one of them we can't right there one is the higher yeah yeah right so right and I think that's like so that's the tenuous place with trying to write this right because we can't just whole sale turn those recommendations into actions right because that is a subset of all kinds of other you right there are a lot of competing needs in the district right yeah and so I think that's what I want the this board has adopted those recommendations twice and approved them and so like I think there needs to be a place in our goals that shows that we adopted them and that we're working on them you know I don't think we have to hire um I think that I think it's about
085creating a position that is focused on Dei work I think how that gets done is is up to is not I don't I don't think they were so specific I don't think they can necessarily all be accomplished in a year um some of them are really granular but I think I think especially given that we're dissolving this committee and evolving their work into whatever language you want to use there's a lot talk about language um moving that work into the school district which I think is appropriate well what if that is the goal what if that's the action item that that would be fine I just I don't want to lose those recommendations as it like it's done I think we need to make sure that they live on I think that's what we owe
086that committee especially after they did the work and that we've adopted their recommendations um and are implementing parts of them right because they're already in progress right like the equity teams are in progress the language the multilanguage is in progress and again like because that is tied into another one of our goals which is right to foster a welcoming inclusive School environment by um prioritizing social emotional learning approach with the diversity equity and inclusion lens right and so um you know so what starting to see those things already happening right what if we say evolve um the Dei committee's recommendations how did you move the DDI recommendations into the equity teams although this is not a Schoolboard goal this isn't a Schoolboard goal this is a leadership goal yeah and that's a leadership goal so
087but I think I think we can as an action item we can review the DI committees in a year to see where where what progress the district has made yeah do yeah said that again prepare The Benchmark or whatever yeah so um review the progress made on the Dei recommendations this year just review the progress and I think that one of the big fears of the DI committee is that the work will just get lost like it'll just Po and disappear but I mean it as to Diane's point it continues to be a strong piece of one of our goals yeah so I I mean I I I think I mean there's been a lot of progress made not by the district leadership and the individual schools I mean there's been so many full things
088that have happened so yeah like the the recording of name oh that's so coolers I'd love to see that go disted so there's a teacher at a corers who is recording every student saying their own name so that the name pronunciation is correct because some names are difficult to pronounce and then they're trying to figure out way to put it in power school so that that kids's name lives for their entire School career so if the teacher says their school list and says the name like for example my name Sean feld's my M name was difficult for people to see because it's unusual and they did I was mispronounced a lot um and you always knew it was my name coming up because they would look at the first name and then they look at
089the last name and then they go back to the first name I like you could see it on the face um but having that piece for students especially students who are not used to having their names pronounced correctly is very it Fosters a very welcome environment I love that yeah yeah it's so so I don't I feel like that's such a highlight in the work that's been so we say that come out of that committee that are like that that are just yeah that arey little things yeah that are huge so I said review the progress made on the Dei committee's recommendations yeah I think yeah at our annual review or what anual review we have two minutes yeah do we we have one goal left which is three which um I would be um
090I would actually want to keep in yeah which is the quarterly progress because now we're finally getting to a place where we can hear progress and right I don't want to lose that incling those Ben yeah perfect I I don't I don't want to change it not because we're short on time no not because we're short on time because it's important that we understand right what we're and also like you think like we talked at comms today about making our workshops like kind of thinking about our goals you know some of the workshops that we have we have anal Workshop we have a nutrition up Workshop those things would fall underneath that right when you're talking about student well-being yes y all right John Jenna does that sound good to you yes yeah awesome all
091right so with no objections we will adjourn the workshop at 659 and see you in just a minute for e for