07/18/2024 Planning Committee Meeting

001progress. We got that. Okay. Participants aggressive. Admit it. share my screen here. I got to get to that cheese bakery. Go for the string cheese. The string cheese. They have the regular, but they also have this stuff that's the size of your pinky. Comes in a bag. Whatever. I don't know. I love it. Is that good? Ready? I am ready. All right, I call this meeting to order. We have a full agenda tonight. If you're Are we recording? Yeah, we're live. Okay. Um Oh, it says not hearing anything. Turn up volume. The volume really high. I think we're okay. Okay. Just do a check. Maybe they'll get back and be like, I can't hear you yet. Um full agenda. I am going to stay with the order if it is then because last time I

002bumped it around, I missed something on it. So, just so we don't miss anything. Um, we'll start with board development. And first up, I have Tina and Dan with a draft of the board evaluation service. Yeah. Got a little summary for you unless you you jump in. Okay. I'll add I don't have much. All right. All right. Sounds good. Um, okay. So, we This kind of goes handinhand with um a a couple of different things. Um our objective was to um fulfill our obligation in following policy number 8110. Um and specifically down there um where it says um towards the bottom specifically the board shall evaluate the board's performance as well superintendent on a regular basis identifying areas of strength and areas in need of improvement. So we were strictly focusing on um evaluating the

003board's performance. Um so the process that we and so out of committee um that Dan and I are the subcommittee um that took a hold of that and said hey let's put something together see bring it back to committee see what it thinks. Um and so Dan and I met we talked over some questions that we have to pose to you a little bit later. Um but we took um so we developed a survey with the intent that it could be easily administered and at the end of each meeting if we so desire and then results could be compiled. And so it was a quick kind of a quick project. Um we took an existing WASBY survey and then also took a look at the board retreat results from last October and some of the

004things that um we had wished um to bring forward to the board and roles and responsibilities meeting norms those kinds of things and melded the two kind of went back and forth and developed a survey um let's see and so then we also consulted with Lynn um as far as format at that kind of thing. And so she recommended Google Doc um because the results then can be compiled into an Excel spreadsheet which you see tonight under administrative content. Um, and so what we would like to do, we we have some questions here, um, that Dan and I were talking through that we came up with as far as, um, you know, posing to the committee and then perhaps having the whoever's here present tonight would wouldn't mind taking the actual survey to see if

005that meets some of our objectives. It took me less than five minutes when I took it. I took it twice today. Um, and it took me less than five minutes. Um, we did a little tweak on there. And so some of the questions that that came out of it as far as purpose is concerned is what do we want to learn from the survey? Okay. Um, is it something we would take at the end of each meeting? Um, how can we use it as an evaluation tool? Um, for example, like would we share out results quarterly then or at the board retreat? Um, would we have the results go to the president or leadership or something like that? Um, you know, or would the evaluation like, you know, evaluation is, you know, a loose form.

006We talked about even, you know, like maybe it's positive shout outs at the end of a meeting or, you know, something like that. So, um, that's kind of tying miss anything or anything. No. And and I appreciate using the pronoun we. You did the heavy lifting, you know, and and I was there. But, um, I would uh, personally, at the end of a 4-hour meeting, I'd rather do it for homework. And so, I thought about that possibility rather than at the end of that night taking it. Um and um Tina found a lot of questions that were redundant and sort of combined them into one question. So, you know, we didn't uh you know, spend time where we didn't have to. But um and good leaders self- evvaluate anyway. They're always asking about themselves. So,

007I don't think any of this is threatening in any sense. So, um we're willing to listen. So, thanks. Yeah. So, if you don't mind going through it right now, that fits our time frame. And then if you if there's questions on some of the questions or if you're like, oh, how does this fit in or suggestions on how we can make it better so that we can break it bring it back and implement it as soon as we can. Mine for some reason doesn't show up under administrative content. Oh, but I don't the meeting. Wow. So, yeah, there should be two. I'll just Can I just come look over your shoulder? Just for the sake of time. I'll have to shut everything down. Have to go back in. Yeah. So, there's two items. The page.

008Yeah, it should look your screen should look like this up there on agenda. Are the rest of your screens looking like that? So kind of click the first link. Yeah, the first link. And so what I did is I just went through and just kind of marked all the same answer because it's a test. And then um then the second link shows the results. So yeah, Laura, you can go in there. It was just, you know, I just kind of we just typed. Yeah, I did that earlier, too. I just didn't submit it because I didn't want to mess Oh, yeah. Nope. No. In the testing stage. Perfect. Would you be updating uh the link each time or for each meeting or would you be having the same because if it's the same link all

009of this stuff will go go into the same spreadsheet. So you'd have to provide a new link each time you copy easier to copy. Okay. Would I mean I think Lynn is willing to do that piece of it. So I don't know what makes the most sense, but I'm sure we can. Would it be best, do you think, to have it separate for each meeting? I think so because then you can just output the responses for each meeting. Otherwise, everything's together in the same sheet. Everything's together in the same sheet. But uh I believe it timestamps it. So you could just, you know, uh, use your data to, um, you could, you could filter, you should filter them by by that. That's perfectly acceptable, too. Yeah. And then you're not going between a bunch of

010different sheets. Let's say uh, you know, you wanted to have your um, own performance over time, right? And just we wanted to filter just for Fred Y, right? We could do that for you. Otherwise, we'd have to take one line from each sheet, pull them together. You know, I'm saying that, you know, just create a new tab through the month and just do a V look up and pull over things over with the date for that month. Then you can just do you can do it that way, too. So like celebrate. So Oh, okay. I am not six weeks from Sunday. Yes. Yeah. Whatever. I mean, I'm sure we can accommodate whatever way is easiest to be able to determine and to look at trends um you know and things like that are something that

011um you know if we're able to have time at a um retreat or whatever. Are we looking to do this just for the regular board meeting? Are you looking to do it for anything else? Historically, we've only done it for the regular board meeting. I mean, I think the initial thought was just for the regular board meeting. We start there. Start there, girl. So, I do have one question on one. The administrators who were present were adequately prepared to address the topic. That to me seems like we're evaluating the administrators and not the board. And I had that same question. Um I don't think that should be even the first two the board's packet was sufficiently comprehensive they're preparing that not you know so if this is a if we think about is it a

012board evaluation of the full board meeting or is it a board self evaluation it feels like the two are melded into one right but then maybe we should you know is there a delineation is all of the full board stuff here and self-evaluation later I didn't evaluate that piece I mean, I could even see Yeah. Yeah. I agree. I think it all just kind of speaks to preparedness and so if we But the board has no weren't prepared ownership on that. Yeah. But I what I hear Tina saying is like you can evaluate yourself on preparedness. But if you didn't have the tools to help you be prepared, it's good to have that data along with it, right? Uh it's like I say to you guys, I can only get to excellent if you guys

013are excellent too, right? I mean like wouldn't because we interact and depend on each other for our performances, right? But wouldn't it be better served then to say, you know, the question of were you prepared for the meeting? Yes, no, whatever. And then you could put a reason statement, you know, box underneath of if I choose if I wasn't prepared, why? and then you could say the packet was, you know, wasn't that great or whatever. I think that that is what we're trying to get at with those first two questions, isn't it? I don't know. I wasn't in the room when they had the discussion, but I'm just Yes, that I think we were trying to Yeah, I mean, we can we can phrase it that way. Um, I think it was, you know, when

014we're looking at like, okay, how do we operate? how how does the board meeting operate and the different components that are involved in that. And so then it just breaks it down to those specific things that we can take a look at. Um I mean I don't I don't get presented. I'm open to we just we took those from Yeah. So going back to the one comment that you know the the self evaluation there's one I question did I in the whole beginning otherwise the rest of them are are full board kinds of things and then in the section where it says open-ended questions one two three four five there are six that are still multiple choice maybe that just has a different heading move that I question there you know and then the open

015you know or that instead of open-ended or self evaluation, that could just be a different title even or nothing. This is great. This is wonderful. We we we like what you've done, which is why we're asking questions. Yeah. No, that's Oh, yeah. No, no, no. Oh, yeah. No, no, no. Yeah, we need to take all this in. The reason it says open-ended questions up at the top is we had those initially listed and then I emailed Linda. So, oh, can we switch those to these? So, yeah. Yeah. So, there are some things that need to be cleaned up. So, those are those are things we need to know about. Well, there's one question. I'm sorry. No, that one. Go ahead. There's one question in here. Did I go off topic? Um, did I go off

016topic or agenda and was it helpful? And then the next question says, did I stay on track in regards to the topic? What's a different question? Yeah, maybe they were melded on accident. Yep, that could be those seem redundant. Well, stay on track in regards to the topic. They go off topic. Um, are those isn't that like a not too long? They're kind of justing each other. Yeah, I did I did list that one as that one needs to be rewarded or something with it in my own little notes there. One comment that Lynn had made was that if we want to put some kind of directions or something at the top that's very easy to be done the whole section in her header area that she can do that. Um just let her know

017what you want or what we want to have put there and that's not a problem. She's willing to do that. Um I did a little background information. This will not be ready for the board meeting on Monday. um not fair to a in my opinion not fair to ask of Lynn getting it tomorrow morning at 8 o'clock or whatever when her day starts to have it ready for a you know and out. So few little tweaks here and then we can put that um out at a future. Well, we've lived those hours for a while. We can live another well and if it's done as homework, if it's it doesn't necessarily have to be done at the meeting. It could be sent out via email the week after or whatever. My point is is I

018don't think it's fair to put that piece onto Lynn. No. To make those fixes and changes um and then hey, how does I just I know what it's like when I'm creating something. How does this look? Well, I don't know what and that that could take too much time. So, as much as I get it um the August, you can do it before grade, but otherwise Yeah. Yeah. Okay. Any other feedback? This is very awesome. I the first round. Um I like the concept. Um a couple of thoughts I I had. I don't I don't know how logistically we can we we would want to go about um implementing it. um you know is it is it necessary to to have you know for it to be identifiable or is is it can it be

019anonymous you know because if you want some meaningful participation maybe anonymous is the way to go. The other question, the other concern is I should say other concern is how how do we uh how do we um make this compliant with open records request because that's likely what would I mean that you're creating public document um by these surveys. uh how was that going to be um able to be provided easily for somebody who might ask the spreadsheet downloaded and provide electronically or we do a print off. It's not a big deal. We just it'd be more of a matter of um storing them and where do we store them? Uh that sort of thing and keeping the the naming whatever so that we know that we have them in case something comes up we

020don't just lose like another file. Sure. it would have to be stored with any other board collected documentation. So you need to have a process for that. So that sounds like that has an answer. The first question, would you agree? Um yeah, for at least we're going to learn and grow through it, right? Um the first question you asked is it anonymous or do we put a name to it? I don't know if anyone has a clear if someone has a clear answer, you know, speak now, please. My initial thought is we don't have one. So, it makes sense to need to start anonymous. I agree. And then if we find that this information isn't posing itself value because we don't know who said it or whatever then maybe we shift or we break it

021into two smaller s you know this survey we're asking these pointed questions and we can put a name to it or whatever. Yeah. But I don't know if we have an answer that's valid because we haven't done it before. I don't know what other districts do. Well, you your questions aren't required, right? They Oh, I saw one required. I don't know how many of them are required to answer. I think they're all required. I was gonna say you make name not required and it's optional. You can be anonymous. You just fill it out whatever, but if you want to put your name on it, you can. Yep. And I think um that eight people put their name on one doesn't want to be, you know, I just think what's the point of having the name?

022I would argue that there's only nine of us and if you're going to go through and you can eliminate your questions, you could probably figure out the who they are. It's not a large pool to sample from. What is the benefit of having I I don't I mean what's the benefit for being anonymous with this more honest proven with surveys? I mean I think as far as like what what comes out of that like what do we want to learn from it? You know, I think that that I guess I I mean I would actually like to have my name on it because then if I'm submitting something and I would like to like some return feedback or some return, you know, information on something that I maybe brought up in there, then I know

023that that if you're the one looking over it, then I know, okay, great. just like getting honest feedback maybe but I don't I don't know maybe that well I just feel if it's a self evaluation it's a self evaluation if it's a board as a whole evaluation it's a board as a whole so if we're going to have questions that are evaluating how we are processing as a whole I have no problem with my name on it we're all part of the board we all have input on that but if I'm self-evaluating that's for That's not for Fred or Tina to you know what I mean? There's there is a difference there and our policy does talk about it being different. You know, there's self-evaluation and there's so that's just my thing. I just think

024Well, this could be broken into two evaluation pieces, right? It could be the board evaluation. Be my other thing. I wondered if we should do I Yeah. I think we also need to keep it simple. Correct. or we're not going to do it and then we're not in compliance as to why we started out for it. So either I mean I I will I don't care that the the policy states evaluate the board's performance not a self it doesn't say board members performance it says board's performance there's a self evaluation somewhere in some policy I just don't remember which one that particular one you referenced 8170 it talks about the board and then it says um board members are encouraged to use the evaluation process as an opportunity to assess their own personal performance. Am

025I looking at the right one? Well, yeah, but I'm saying on below where it says specifically the board shall. You're encouraged there, but budget board shall. Are you in 8110? I am in 8110. Yes. And she was referencing 8170. I'm sorry. Yeah. Oh, which one are you in? I'm in 8110. And that's where it it comes in two different places. And so another thing is Niola does Neiola have matching in this or I thought I saw that there wasn't not 8170. Okay. There was one of them. I mean whichever way we go with it. Um I guess we thought from the self evaluate you know if you have evaluation of self I think that that fits into um you know even coming off of the board retreat as far as you know how am I

026doing as a member of the whole and roles and responsibilities um and to take us from good to great you know that's kind of what drew you know how we operate efficiently and so how am I operating as a part of the hole and how is the hole operating was just kind of the idea of it. I like the concept. Um I just I just want it to be useful tool that's provides meaningful feedback and uh and I I don't know how I don't know how how seriously we want to you know push it. I mean I I'm more casual about it. Right. right? Is it if it's if it's beneficial for me to take some of these things that you know um the the evaluation is um presenting then a and it's constructive and

027I'm going to be able to uh implement some changes that are beneficial then great you know if not you know if it's if it's used to chastise one another as like terrible thing then I don't want no part in that you know I So, it sounds like we need to we put the work in, take a stab at it. It's a first time through, so there's going to be maybe some bumps, maybe some bruises, maybe some clear sailing, and learn and grow. And and I know as I talked to Tina about this, the hope was to have at least a couple of those surveys under our belt before we get into the um board retreat that'll happen this fall. And then, you know, learn from that. Okay. What are suggestions we have moving forward? These

028questions are great. It helped us. These questions, yeah, it didn't really give us so much. This was too long. At least by doing it, we can figure out what's working and what's not working. So, am I hearing that that's kind of the direction that we want to go? If we're doing it every month, are we going to also reflect at all? I don't know if that's like a five minute reflection the following month. I know that's what a lot of boards do when they do self-evaluation. they then talk about because unless you have like okay we're noticing this this would be our goal for our next month you know what I'm saying like but that's where one of the questions is who's collecting this how are we evaluating it today's purpose and maybe it's not

029ready to go to we're not doing anything with it but we need to answer those questions but we we don't I don't know if we can do that yet without seeing where it goes from there if we take a look at it as far as like okay do a if we want to share it out at the you know board retreat maybe that's a maybe it's a quarterly you know kind of thing I don't well I think part of it is we're getting caught up in the word itself there because we're talking about this as the board as a whole as a collective and it's a self-evaluation of the board by its members of the board and its actions not necessarily individuals I know 8170 says you have this opportunity to encourage you to do

030this but I think this tool is for board members to evaluate how the board does things. Can we improve on things? Our process is good. I think that's where the self-evaluation part of it is coming into um as a board, as a individual member, me filling out a form on how I'm doing that I'm not going to necessarily have readily access to and the responses. I don't know if I would go back and see those for my own benefit. There are other ways for me to, you know, self evaluate, but as a board member, putting those comments in that we're putting together as a a whole board and saying, "Hey, you know, here are these thoughts that we've pulled together over the last quarter from all of our meetings, you know, and how does this,

031you know, what does this say about how we're doing with things, right? That seems to have more benefit to me." So, back to one of the points Tina made earlier, who is going to be the keeper of the stars? So, is it going to does who gets to see the results? Is who's coalating the results? Um, is that the board president or is that going to be Tina and Dan as part of that committee? Um, are we bringing this then initial results back to September planning so we can now set a purpose on what's it going to look like for the retreat or are we putting Dan and Tina in charge of all of that. What is Let's have a brief discussion here. We are way past the 10 15 minutes we had originally, you

032know, so we just need some direction moving forward because we don't want this work to be for nothing. thoughts. No scoops. I guess my initial I guess I don't I guess my initial thought was either maybe it goes to like I guess I feel like it should I don't care if it comes as subcommittee or whatever, but I guess I'm thinking like okay I'm thinking like leadership direction that way. So, I'm thinking either president of the board or chairperson planning, I guess, was kind of where I was leaning towards there. Um, if we bring it back to planning, we've only taken it I don't know if we take it in July or not, like the week like later, you know, or whatever. Um, so if we bring it to September, we've had two, you know,

033July and August. I don't know if that's enough to it doesn't seem like to me that that's enough, but it's enough for us to see if there's any glaring things that need to be fixed. Oh, like evaluating it. Wouldn't probably would be enough to evaluate the data, but to evaluate the process. Oh, okay. Gotcha. Yeah, that's fine. Then we didn't want to create more work for somebody, right? You know, if it's going to be valuable or not, but uh I can be a tough creator, you know. I hear you volunteering and it's, you know, it's not like the the policy or anything puts like, oh, you have to do it every month. I mean, we could take the survey once a quarter if we wanted. Sure. You know, but we just thought like as far

034as, you know, okay, well, how am I doing? You know, being that reflective piece that it might I have a question a little bit more about the intent too. Mhm. Is the intent for you as an individual to look at your own data or is it uh the intent of the board to culminate everybody on the board and talk about how we're all doing as a group? I think the first one I think that's what we thought right it was self evaluation. I think kind of both of those pieces because then it too I think if we see trends, you know, like okay then then either way I I make this suggestion as as Lynn works for you guys directly too in in herstead as deputy clerk. Have her be the administrator of the data.

035Then if you as an individual want the data, she can pull off your individual work and at the request of the chair or the president, she can pull that off for whatever agenda item it needs to go to. Um, and then it can be put in executive content, which is where we would always put any evaluation data of anybody else, right? U my my my data is an employee, your data is an employee, you know, whatever because you you get paid to be on the board, right? I mean, you're elected, but you're you're also an employee of the district. We would put it in executive content however you guys wanted it. It could be either in a folder for just each individual, right? Or we could have uh you know, a culminated piece, however you

036want it. But she'll have the keys and it'll be between you and her, right? That way you don't have to worry about myself and the rest of the administration, you know, digging into your self- thoughts or whatever it is, right? And that's probably one of the best ways to house it. So qu two questions in that one. Um, and it might be a question for them, but normally with a survey like this, you can set it up so that you get emailed your responses. Okay, we can. And so if we set up so you get email your responses. There's no we don't have to have her do the work of splitting this up or whatever. You just get you only have to culminate and that's why I asked the qu the first question I asked.

037So when when when you said both I was like well she may have to pull more data then. So I got a question that here goes back to the first part of it is um is there value in having an anonymous comment box for board leadership? Because if it's anonymous and if it goes to board leadership or we're looking at this collectively, we feel there's a value in that. That's a different proposition than self evaluation. That's not necessarily, but you can still get that email with reviewing your own comments. But just putting that out there, too. What's the purpose of an anonymous comment from a board member to board leadership? Wouldn't you want a name to it? Well, I'm a person put your name on. You're going to say I'm I'm asking that I think

038that's kind of been our some people may be more comfortable being anonymous on this. And so um but h is there a value in that in having that anonymous of going through and seeing okay here we've got a collective of a group of comments that meetings are going too long um you know we're having administrators they're talking way too long about their you know in their presentations you know that sort of thing so I mean do we want to have that as part of Usually I get that kind of stuff anecdotally after the meetings. I was just gonna say I think that's kind of if there was a concern we would ra anyway data well I mean or is it if you know does it make it um more accessible the word I'm looking for

039but yeah you know if it if it's readily available I can just go click this link and then go in and shoot off a message and then we quarterly we pull these together and see what we're doing. Is there value in that? I'm going to go about three minutes left on this. I just have two comments to do. Did you have your hand up? Then it went down. So, I wasn't sure if you were up, down, up, down. Uh, questions 9 through 14. I think I'm going to think about for the next meeting. But I did want to point out right away um as a board with the way that things are going in the community, we should really be moving away from political language in uh in everything that we do. And I think

040in particular question number 11, that's column N on the self-evaluation responses example as it's the question is was I respectful of diversity in opinion? The word diversity has a very politicized connotation in today's uh day and age and I think it would be better phrased did I respect the right of others to have different opinions or just do I respect others opinions? Yeah, because I understand I mean yeah as a board you should be civily engaging with each other. So I think that uh I think it would be better phrased that way. Diversity means a lot of things to a lot of people. Okay. Um, so personally I don't see the harm in making it optional whether or not it's you know your name is an anonymous or not. Um, optional or anonymous or both.

041Um, optional or your name? Okay, got it. Sorry. I thought you meant survey optional. Yeah. Well, because I mean I want to participate in stuff like this, but if if it's going to be used in um in a way that's nefarious, I'm not going to participate in it. I just I'm just letting that letting you know about that. I want to participate in that and if it if I feel like it's nefarious, I'm done. Well, I would hope that we would have that conversation before you say I'm done. Just hey, this is because I don't think any intent is that way. Letting you know now, right? But I'm just before we get to the being done, just hey, I'm I'm not seeing value in this or I don't like where this is going. Having that

042conversation before we, you know, because maybe there's something like Sam just pointed out, a word that was there that you don't think of, maybe there's something that you have issue with. So just having the open conversation, I'm letting Okay. The other the other part about it is um this is uh this has been in um it doesn't have any match and as and just seeking a recommendation from the committee if um we want to continue with um um 8170 as board self evaluation to find a home for it uh somewhere somehow as policy. Hold that thought. That's next on my agenda list. Okay. Is there anything else based on the We have one minute left that anything left on the survey going through it? You guys have direction on where to go with it? Will

043it be a doc that we can ask? I'm sorry. I know we kind of talked about it. Is it going to be like on our Okay. All right. This Sometimes it can get tricky to try to go back and find it. So, I didn't know if there was going to be like that easy access place every month for at least the next couple months. the in the administrative content at she'll be able to link it like nine months that's what I was going to say if you don't make this active passive participation people will stop after two months you get in front of them here you need to fill this out so start with an email and then I don't care how you guys want just need to make sure that we communicate to Lynn

044so Lyn could just after the day of the board meeting or after the board meeting. Send out a link that has here's the Google form for the board evaluation piece. Okay. Yeah, that would be easy. I know if I do not do it that night, I will not do it. Fall off my radar. All right. So, next on the list was policy 8170. 8170 is, as Craig said, a no match with PE with Miola. Um, do we want this? And and this is not a topic that we're going to go into tonight, but I wanted to plant the seed and it'll be our topic on next um planning agenda that do we want this as our guiding document for our operational goals. No, I have to say well 8110 is our goal. 8110 has the

045board evaluation 8170, right? And I don't have 8170. is a self evaluation. Is a self evaluation. It's not listed on the agenda here today. Okay. Should be gone. So, that was an error in that. Either way, yeah, cuz 8170 was supposed to be. Um anyway, take a look at both of those policies for next month as we will look through um are there changes? 8170 doesn't have a match. Are there suggested changes? Do we want to use that as our guiding principles? Does it box us into anything? Um, so that'll be our our deeper discussion too deep for today because there's a lot of other pieces that can go with it. So take the time and kind of look from there. Um, you had two pieces. timeout or we also have with 81 I have

0468170 here with the superintendent the board evaluation creating a new strategic plan all of those things um do we put this in the parking lot for now and say hey we have enough other things on our plates right now so that's just the piece that we're going to really have that discussion on so anyway two hands Dan can we add other self- evvaluation questions of ourselves that we've created. Sure. You know, well, um, beyond the questions that we're going to decide on, what was there? 24 or how many total questions do we have? 20. Okay. So if I have a question that would be unique to that meeting that I would eval evaluate myself with that. So then maybe we just have an other box that is open-ended that comments can be added to that.

047Would that suffice? Okay. Okay. We um just wanted to mention that 8110 uh the wheel match was PO under board powers and can you say it one more time? It is board powers and it's already been approved as um a bylaw that we are So it does cover a lot. It pretty much covers everything that um 8110 does. But if you if we miss something you want us to know. So we should what your is more more 8170 then probably direction as to what what we what we should do as a policy committee with well what I'm wondering is should we start with 0122 and then is there anything missing because that's what we've already approved putting the lens of planning into that. Yeah. as opposed to starting with 8110, you know, start with the

048work that's already been approved. That's what do you think, Mr. Policy? Well, I was I I think you're you're on the right track. I I agree that maybe maybe look at um 0122 and if there is a need if there's a desire to continue with uh 8170 for itself valuation maybe it's housed under board powers because I don't know if there's another policy that would align with 8170 and at this Okay, we'll have that discussion further next month. So, I'm here just to make sure I'm hearing correctly. 0122 is the Neola 8110 was what was merged to that. We need to just take brief look at that. All should be good, but just putting eyes on it. And then 8170 is a no match. And so looking to see of those things, do those things

049then fit under 0122? Can it go there? Maybe it has to stay as a separate policy. We'll just have that discussion and see. Does that sound Do I have it accurate? Yeah, I mean I guess I would seek a recommendation from the committee. I'll ask to trust that. I No, that's good. All right. Anything else on that? Fabulous. Then next up, board development. Subcommittee met, I don't know, about a month ago, a few weeks ago to talk about putting together a plan for board development more than just, hey, we're doing this next month, kind of scoping it out for the year. Do you have that? Would you would have you guys have it on yours? You don't need to pull it up. That should have been in the content. Yeah. Um, which part are you

050talking? The they have that. It's the board development ideas. Board. Yeah. So, we started with the board idea board development ideas worksheet and we brainstormed topics that we felt would be possible discussion points for board development. We used the information from the board retreat as topics. We used information that was suggested through WASBY different areas etc. Did you pull things from your conversation with Drew? Drew I thought you had some things there. Yeah. Yeah. So we had those topics and then after discussion of what the value of those were etc. kind of put those into months when we could possibly do those. And then if you look down um on the next page of that, if we put those to a calendar, it's trying to get all of those things covered. The question becomes then,

051is this going to be at the end or is this going to be infused into a board meeting? Is this going to be a separate meeting? Is this going to be the board retreat? Where do those things kind of lie? So this is the draft that we came up with for the planning committee calendar. Please take a look at it and is there anything um any comments any whatever that we need to discuss at this point in time. Just kind of giving an FYI that this is kind of the direction we're looking at. Um so when you say planning committee calendar I was a little confused because it's not all things that are happening. That's my error because you'll see it melds into the next part. So that was a copy and paste. It took

052me a hot second. So with that then can you pull up the document that I shared with you that is the planning committee calendar? I certainly can. Give me a minute. Please. So what I did then is we're trying to put together a calendar that has planning committee stuff on it and it's been very fluid over the year year and a half. I struggle with that because I'm very logical sequential. How do we become more transparent? How do we make that more transparent? We've never had this is what we do in this month. This is because we've been flying by the seat of our pants. Yeah. Yeah. Um but we have a little more structure going forward. And one thing that's been um lacking, I like looking at, hey, this is what's coming up at

053the next meeting. This is what we know from there. Except like I shared at our meeting sheet right here. Yes. Um like I shared at a meeting a month ago, what I have for my calendar has my notes on it that when someone brings up a topic like the 8170 and um 0122, I put that into my notes and okay, we agreed as a committee it's going into this month. but my notes are with it. That's bigger than a calendar. So that's where I thought, okay, what if I meld the two together where I took the agenda items that we've agreed upon for this month and I put those in with the planning committee calendar that you kind of just saw. So then monthtomonth when the agenda is approved, that will then go there. So

054now you can see, okay, we talked about that in this month or this is forthcoming or whatever. Is this something that would be beneficial to you? Would you rather not have the what you see for today's meeting on there and just leave it for the overarching kinds of things like when we have if if there's a superintendent meeting if there's a whatever I try to put those on there the data meetings were on there in the past but we'll talk about those here in a little bit. Some months don't have meetings. That's why they're, you know, there's a blank space in them. Some like the B superintendent board evaluation December something that could be a January. It's a placeholder. Right now, we don't have those dates set. It feels like it's almost sort of like

055agenda planning just to make sure that we're carrying through the different responsibilities of the planning committee. Um, so I mean I think it's a good idea to have that document. So then people are like, "Wait a second. Are we even doing this?" You know, whatever. Name a topic. You know, it's like, "Oh, yep. That's, you know, that's when it's up and coming." I mean, I think it's a great communication tool. I don't think it would hurt anything. Okay. I guess we're un So like August where it says attorney basics, that's regular board meeting. So that's not coming to plan. So I guess that's where I'm still kind of like that's a board. Remember that was well that was on the board. the blue ones, right? Sorry, my color coding. Those came from the board development

056calendar. Okay. So, attorney basics will either be the planning committee chair or I know Fred and I have talked about that that Fred, I believe, was putting together as part of the board meeting. It's all ready to go. So, planning has nothing to do. So, that's where I guess I'm wondering if that's helpful or planning. I mean, that's helpful for the board meeting. We know it's coming for the board, but it came out of planning under board development. Yeah. So the blue ones, it's planning topics. Gotcha. Blue ones. The blue ones are professional development opportunities that the planning committee put together. Gotcha. So it's not what we're going to do as a planning committee per se. That's separate. Okay. That's where I had to get other people may have agenda. You know, our calendars are

057like this is what we're going to be seeing on our agenda. And that's where I think I'm missing. our committee though because we're setting course for district things but we also have work to do at the committee level. So I I guess I'm wondering would it be helpful to have a plan maybe not now to know what's going to be you know especially with the strategic plan. I think there's going to be a lot of work that planning is going to have to do once the strateg I'm assuming this is a work in progress. Okay. So that's that'll get cut. So perfect. This is this is what we have right now. It's just been very bouncy confusing. This is what they have right now only because there was a subcommittee that dealt with board development,

058right? There's probably going to be a subcommittee that deals with, you know, strategic plan and moving forward, you know, referendum and there's one that's going to be referendum like a, you know, strategic like a smaller group for referendum. Um but bringing that all back through the committee right and then from the committee to the board. The question became if it's not housed here where is it host? And so just having a place and just trying to be more transparent with the work that the committees and subcommittees of planning are doing. Yeah. No, it's fine. And if we find that we have to tweak it to make it better, I'm all for it. This is just what do you think? Yeah. I think I was just a little off. It shouldn't have said planning. It originally

059said board development, but when I did my copy and paste from one to the other, I didn't. So, my apologies. All right, then. Can you pull up the onboard? No, you guys have the onboarding process document. So, are you concretely for development? No. Okay. September. Well, yeah, September. Is there anything that needs to be shared now for decision making? Was there going to be a a date? Well, yeah. So, go ahead. Quickly. Can you do it in like five minutes or less? Go ahead. Um, so I've been working as far as like with Drew and then, you know, that's where we came up with some of those topics and things like that. What we're looking at was um similar to last year as far as um a retreat in October. Um Drew is taking a

060look um at his calendar. Um and so different topics that we would be we'd kind of use a similar structure as far as we'd have, you know, relationship building with some kind of a nice breaker. Um and then we'd have um a review on our roles and responsibilities from last year that dive a little bit deeper, but then also have available for new people. And then um the majority of the section then would be learning as far as um uh an exercise on management versus um governance in our roles and board members. Um and so um Drew is going to be sending me um a proposal um outline kind of thing with these and stuff like that. um in conversation with um Greater Watertown Area Health Foundation, they would also continue support for us with

061that. I can share details with you on that. So, awesome. Thank you for coordinating it. Yeah, absolutely. Um yeah, who's Drew again? Who is Drew again? Drew Howick is our um facilitator out of Drew Howick and Associates. Okay. Yeah. So, trying to bring that professional Yeah. professional trainer for school boards and things like that. Um and so we would be looking at an October date. And so um I would be sending out a survey to compile availability. Um last year we did a Friday night from 5 to 900 p.m. Um so that's kind of what lined up. So I'll probably just duplicate our survey that we did from last year to find out um the best dates. We like to have everyone in attendance. That's when it would be most beneficial for us. Thank you.

062Thank you. All right. Any questions? Then moving on. If you take a look at the onboarding process document that was shared in the past, well, let's backtrack a second. Onboarding typically takes place or we have it had taken place between the superintendent, the financial director and who else from from this building. That's it. YouTube really and then the board president. And this year there was a bit of a hiccup with Tony exiting and trying to get um timing etc etc. And so we had proposed to policy at our last meeting. We agreed to propose a policy to add the words or designate. And you'll see that at this month's board meeting that policy committee did approve that moving forward. So that's up for first read. Tony had shared I asked him before he left as

063planning chair said. So can you please put some ideas down on paper what do you cover in these things? And I know that you probably asked for somebody asked for it as well, but trying to get some documentation because Tony did a lot of things from Tony's brain and didn't have a lot of documentation and processes. So, what you see in front of you, um the top portion of it was from the superintendent's office. Those are things that um we had talked about at our last meeting that were done. Um Sam, you weren't present for that because it was just committee and I don't you weren't here at that one. So there's anything that was missed that we can add to that, please share. The bottom portion of it is what Tony had shared was

064typically done at um his house for onboarding of new members by the board president. I added in my thoughts in red. So I just wanted to make sure those you realize those are not from Tony's notes. Those are Diana's added notes that he had talked about one um officer. There are multiple officers. So, I just thought that should be added as well. Um, so just taking a look if there's anything that would would be missed. We are putting together a Google folder that houses these documents. So, if next year Brett is back as president, great. We have a document guideline. If there's a different president, we have a document and it's not lost from one board leadership to the next board leadership. Um, so I'd like to see is there anything glaring that's obvious or

065missed, but we've never really walked through it as the president. But if you see something that you think should be added or if you're wondering, hey, why is that there? This would be a great time to discuss. Just when Sam and I met with Lynn and Jared, we went through pretty quickly. Sam picked it up. I didn't. That's what you I had to go with Tyler and uh and he helped me, but Tyler's several levels above me, you know, and so I missed a lot from that, too. A video would be great because I could review it and go through it. So, for for someone like me, that'd be very helpful. Um, and you, if I remember right, you were talking more about board docs and accessing things, the technological pieces. Yeah. Yeah. documentation of

066any of that would be good. Diana, I think this is fantastic. Thank you. I think it's great that we're, you know, just organizing those processes and then it, you know, it just kind of refineses itself and what you're including and things like that to make things duplicatable and that, you know, to because I think things like that make us better. So what we're thank you. What we're learning is that we as a board are lacking structure and processes as well. And so how do we put those in place? Greg. Um yeah, I mean it makes sense to have some sort of a document for on living that uh you know that kind of discusses what some of those things are. I do feel like the there's a heading under board member role specifically. I'm not

067sure what 109 means, but um third bullet point down communication phone email received by from staff in the public and it says reply but don't respond. President will respond refer them to appropriate link should chain a command forward to the superintendent. I do feel that that specific section is actually in violation of board policy. Which board policy? Um well which one do you want me to? Well, I'm just because if it is these do you want to do we want to go down the role um the road of the policies or nola what's NEO is what's approved but right now what I'd like to do is I'd like to table this further you know the deeper discussion to next time so we can kind of take a look because these are Tony's notes okay and

068so looking through it I just took what he had verbatim the only changes I made is what I put in red right and so I understand what you're saying but if We're going to get you're asking for glaring information and I would like to point out where where to find the proper information so that you can amend this appropriately. Correct. So what I'm asking is if you can give me that information so I can take time share that with you know to dig it deeper. Right now we did I didn't time box 20 minutes or a half hour to dig deeper in that if I would have known prior to this meeting that there were glaring things you know would you like to discuss that we can do it to whatever could you just tell

069me the location if you give me the policy numbers yes her the information but that would have been you see what I'm saying that would have been helpful knowing coming in that hey there's a violation I'd like to know Right. Sure. Yeah. But that's why I asked for the policy numbers to start with. So we So if we're going off active policy pol communication with the public um that's policy 11 0 that seems to emphasize um the desire the the role of a board member. No this isola policy 1100. No, this is active policy which is our existing policy. And I would just caution that if we're looking at policies that just said seen to, we want to if they're going to be specifics, if there's statements in the policy says do this or not

070do that, we need to be clarifying that. If it's going to be a discussion on the um the intent of the policy, then we should just note that down and have a larger discussion later date. Well, that's why I'm I'm wondering so so we don't go down different, you know, do you and I want to sit down at least look at so then we can have a present, you know, we can do something more in depth at the next meeting. This is not something that's going to be happening next month and this is something that's going to be happening in April when we have our new board members. So I understand that hey we this is just what Tony had done in the past and if we have things that are violation of policy, we

071need to fix it. Yes. And if that's if that's um that was what Tony's approach was, then this was Tony's approach. It doesn't necessarily mean it's that's what the discussion here then it's not correct. So by you saying hey there's violation in this piece here then definitely we need to look let's how about we start here because Nola I mean we can talk about active policy right that doesn't necessarily mean a lot because we know that you know that you have approved other ones exactly um by law. So, I'm going to start. I'll just mention that one and I'll call specific attention to the the points that need to be attentive to. So, it's um 0144.5. What's the title on it? Board member behavior communications and code of conduct. I think it would be useful

072to reference that first paragraph. I think that's what you're ultimately getting at. And this is where Craig I'll if you can we'll get those and then we'll get those put up on the screen next time. So we just so we have more information. I'm a visual. Sure. And so having that that's where we're more prepared next meeting. Letter K under that is very specific. But um under the heading board member communication, it breaks out on behalf of the board, letter A and letter B as an individual board member, not on behalf of the board. Yeah. And we'll go more into depth with that. Were there other ones or is that P? I mean, we'll focus more on the Niola one because Yep. when we go into our next set of orientations, Niola will be up

073and running that school year. Yes. And I think Nolo probably captures that. So, is it okay then if I do not reference,00 we can talk about it, but you don't have to. I'm I mean, we can you brought it. So I'm I'm wondering where's if we want to base our practices based on our current approved by all the bylaws that will be approved. Well, that's where we're going because just like we talked about um well I've mentioned and passed to the board about as far as moving towards the old policies and looking at processes for like um information requests. There's a process in placement moving towards that so that when that policy when we adopt the book we our processes are already there we're not catching up so going at the policy materials we are

074going to establish our processes looking toward right yes okay and then Craig if you could do me one more favor in the bulleted items of that Tony had from his list can you just so I can highlight just everything under communication ations via phone and email received from staff and the public. I mean that that whole section needs to be addressed and you might even want to reference um policies because um it it that it's emitting it's implying that board members don't have a first amendment right to speak on their own behalf um to respond via phone or email. And that's that's a complete omission. See, no, I don't take it that way. I mean, there's certain kind of a process that we have as far as responding because you have to understand as a

075board member and I think that's where the greater discussion comes. It's all in policy and that that's that's why I'm not trying to get into that. We'll get in we'll get into that conversation more next time as we have time, you know, um because I know we might have each had different convers Tony did this in Tony's way. it was very um laid-back, conversational, whatever. And so that doesn't make it right, wrong, or in between. Sure. But as we go moving forward, yes, we should be following policy. Um we should have something here that follows our policy. And if the verbiage isn't quite right, but the meaning is great, then we need to change the verbiage. If it's not what we're doing, we need to change that, too. But conversation for next time. Yes. Yeah.

076I think too the only thing and I think we want to just be sure too like I know with that updated handbook there's a lot of information in there so I just don't want to you know whether it's Fred or whatever the you know whoever the president like a lot of the stuff is already in the hand book so I don't know what this looks like I did not I don't remember on boarding so I don't know can never tell you you know what I'm saying so I don't want you to have to sit there and repeat things that we can read the immediate past president's notes on the subject. It doesn't mean that we have to adopt. It doesn't mean that we are adopting them. It is what did you do? All right. So,

077that gives us a starting point, right? You're right. We should be looking at policy and using that as a guide. Um, and so any on boarding would be looking at policy first. And Diana just wanted to get a a starting point so she, you know, touched all these outs. But then that's as far as I would go with it. Thank you. Thank you for the backstory. helpful to know. Yeah. And is there anything else that we need to add to it? Add to it, delete from it. This is by no means this is what we're going to do. This is just this is what's been handed to us, right? I'm not one to say this is what's been I'm always the one to ask why. Why are we doing what we're doing? Just because it's

078always been done doesn't make it right. So, yeah. Uh, one of the things that was listed under I believe, let me make sure that I've got it right. Um, uh, one one of the things that I kind of had to learn about on my own, I'll just I'll shorten it up that way. One of the things I kind of had to learn about on my own as I was getting on boarded, not there was no opportunity or that people wouldn't have been willing to answer me if I had asked, but it was the uh, specific rights and responsibilities of a board member as outlined by state law. And I think that actually providing a brief uh kind of bulletoint summary of that for new onboarded members would be really helpful so that they can kind

079of understand and get a better idea of not only what do we do as a district but also like where what is the state saying like this is the expectation that you have on you. I think that would be helpful. So like a high level not obviously all of them but high impact you on a monthly basiscon 120. Yeah. Yeah. Ex. Yeah. That's what I thought. I was uh looking at uh in 8110 from the previous agenda item, I was looking at those statutes, but I was like not confident enough to refer to them right off the bat. 118 and 128 and 120. Those are So, I put that down as a discussion part for next time. Um we'll figure out where it gets added. We have to figure out whose responsibility it would be.

080Um if you guys want to discuss that outside of that and bring that back, you know, nose goes on that one too, whatever. But if there's anything else, bring those to the next meeting, please. I'll I'll look them up and I'll like I'll send you guys a link and then like my bullet point summary of what I think would be like a good concise Yeah. a roundup of of what those uh what those policies say. But even as general things that hey, I wish I would have had this. Hey, I thought I mean I've been on the board what two and a half years now and like Lori said, I don't remember. I don't remember that. That was a different It was a different Yeah, it was a different administration regime. We're hiring a new

081superintendent, but very valuable if there's something that else that you wish that you had, you know. Right. Yeah. At our last meeting, we talked about um having some kind of training for uh chairs that we don't really have that is that that's not for on boarding new members. That's a different that's a different piece. That's part of the professional development piece that um that Tina is doing in in relation to this work. And one of the conversations, just to give you a little backstory, not getting into it at all because I'm going to say it, we're going to move on, is we had talked about doing different things for the chairs, but there's four chairs plus the president. So, if we're doing that for five people, next year you might be a chair. So, would

082it be valuable to have five or have all nine? So that's been a discussion. So we haven't gone any further than that. It's just kind of this sounds great. Hey, what about this? Hey, so other things have taken a bigger lead at that point. But note to self. All right. Then moving on, Mentoring new members is also under one of the policies. I don't know if it's underneath. Craig, you have it right there. I know it was under the WSB WUSD policy. I don't know if it's under the new NEOLA one off the top of my head. I don't want to go into a whole lot of conversation here, but looking into start thinking about is this something that we as a committee believe should be happening for our new board members. Um, is it

083a means where we would pair up a new board member with a veteran? Is it one where you just kind of lean in on somebody? You know, I'll use Dan as an example. There's a few meetings that, you know, I'm sitting next to Dan, hey, what about this? Hey, what about that? You know, and you kind of do that. When I started, it was I knew Tina through advanced learners. So, hey, Tina, help me. I'm not understanding this. David Schrader is my neighbor. And so I'm out in the field one time, you know, like, "Hey, was that you just what else?" You know, and I just I had a question and it became leaning in. What practice, if any, do we want to adopt as our structure? Because I'm one on structure. I'm one on

084processes. If that is what board policy states we're supposed to be doing, then we need to be doing it. But if it's not part of Neiola policy, See, I don't see anything that specifically calls out mentor for the board policy. There wasn't one the name mentor. It fell under 8110, 1110, or 8170 are the three that I'm the most familiar with. So, I'm assuming it's under one of those three. Okay. Current book. And this was that's why I'm wondering I I'm not familiar with how they melded together. Yeah. Because when I started putting these together and that was one of the things we had talked about 3, four, five months ago, it got put in here. But that was before Neil, you know, that was the difficulty of trying to match it up with Nola

085and that's why I said 8170. We chose not to match up with anything because it really didn't meld very well. So I don't know if it's as one of the Say again. No, go ahead. 8170 is self evaluation. Okay. Sorry. Bam. Um, as one of the twin new members of the board, I will say that I Yeah. Can you tell? It's in the mustache. Um uh I felt like we received a really warm welcome. I thought that you guys were very friendly and happy to answer questions as we asked them. Um and I do think that there is an advantage to that over pairing people individually. Just you know throwing that out there. I think the culture of the board as it's been is like oh yeah sure I'll tell you I'll tell you about

086this and I'll tell you about this. Um and I think it makes it a little bit more open for people. So should just lean in. Yeah. I think I think that's worked so far. Yeah. I think it can be helpful to kind of have like a go-to person. I mean, maybe it becomes that lean-in person. I don't know if it has to be formal or not, but um you know, it that way if it's like, oh, okay, Tina, you're Dan's go-to person, you know, or whatever. And then I can, you know, I can even further extend the welcome as far as like, oh, hey, these are, you know, some things that I found helpful, you know, in case that helps you. like it can be a instead of them having to reach out about things,

087it could be, you know, so from that advantage as far as the go-to person being able to reach out to them specifically, but and I'll use the teaching examples, you lean into your team members, but there's another mentor assigned to you that does their check-in every quarter, whatever. Hey, I know you're talking to other board, you know, to your team. Anything else I can help you with? Anything, you know, have you thought about this? you know, so if it's not part of I can tell Craig is still searching. Thank you. Or you're not. They can't find I did a search for the new policies and there's no So then I'm going to table this. Yeah, I think we just that we can bring up um early spring, late winter, early spring that we do, if

088we are going to do some sort of mentoring, we need to come up with a process. It sounds like what's what we've been doing right now is working. What I look to is as I took in this role, I looked to the chairs to be that way. And specifically, when I picked committee assignments, it was okay. I know we've got strong chairs with this or that so that you could go to that chair. If I have a question about HR, I'm going to talk to team. If I have a question about fiscal, I should go to Mike. Um, those sorts of things. mentor. I had looked at it from a mentor perspective and as you know new board members you know were on the board for a little while I would look to them and

089as they step in the chairs to then fill that role for other than board members. It just seemed like a natural progression. So then I'm going to put that down as a tell me correct me if I'm wrong. I'm going to put that down as a suggestion for our onboarding document. That would then be a conversation that the board president has with new members and you are inadvertently giving them a mentor contact but can still also lean in. Yeah. Now we're meeting both. I think so because otherwise that mentor may not always have the answers and then you're you're doing more work anyways by trying to find someone that does. So I think we're also encouraging that dialogue between committee member and chair. So it's a win-win. I think it's any we're remotely close to

090this. So far I thought it was um 8330 and it's uh the board recognizes the goals and objection objectives of Wasby believes active support in this association. It's beneficial to the success and welfare of um the district's officers and employees. Yeah. No, there's the word mentoring. I have it on a file at home. So, you're looking in current book. And again, as we get to Niola, we're looking, you know, so no worries. We got it from there. Check. Move on. All right. Next. Superintendent board evaluation. Um, I only had 20 minutes time box for this because I didn't anticipate having my conversation with John Schlender, but I had my conversation with him the other day. So, here's background. We have been using the DAPES process for I don't even know how many years. Safe to

091say seven, eight, 10 years, whatever it's been. Um there is no current board member that's been trained in that DAP's process. We had agreed as committee that we were going to continue with the process that Tony had kind of trained us in his version of the Dave's process because we had the super or we had the referendum, we had the strategic plan, we had so many other big items that we were just going to kind of work through this the best we could. And that's where me being the person because you know we each decide our pillars. Um I needed something a little bit more where's where are we going to record this? What does this look like? So we have been for lack of a better word muddling through getting some sort of documentation

092and things that are there. um digging into the DAP's process the committee's directive was we are before I became a part of the planning committee a year and a half ago they started looking at different evaluation tools agreed that okay don't know we're not going anywhere with that but I felt that we needed some work with how do we score it the rubric we we didn't do a great job with our rubric we didn't do a great job with the goals you know writing them and so on and so forth so the recommendation came to talk to CISA and I looked through information with CISA 6. Um, we are on DAPES 1.0, there's a DAPES 2.0, there's a revisions, etc., etc. When I asked Tony a year and a half ago, um, because there is

093a a housing platform, which is totally private, it's not because if it's on Google, so many others can get it, whatever. Do we have this? He said, no. Talking with John Schlender, yes, we do. We've had it for years. Um, we've been paying for it. And so it's like, okay, so moving now forward, what we've been doing isn't exactly what it looks like now because we have what was trained in many years ago. And with revision three, we're here. Daves is here. So um like I asked him, we had agreed that we were going to change our cycle to evaluation in the winter because that's when we get um final evaluation. Final evaluation. sorry, notification, renewal, etc. And he's like, "That's makes a lot of sense. I don't know why we don't currently do that."

094And then he said, "You're in front line, which is the same place where the teacher um evaluations evaluations are housed and that's on a cycle that ends in June." So he's like, "Let me just I don't think it should be a problem, but let me double check to see does that argue with platforms and so on and so forth." So there's a lot of things behind the scenes going. Um, long story short, I do think we need some training in how to evaluate the evaluation piece and there's a cost to that. Um, I do think that we need some training in the DAPES process in general. I only know what I've researched online. I am by no means an expert and this isn't Diana's thing. Diana just was the one put in charge of digging

095out some more information. So when we look into that a little further, I'll use some background examples. What I learned in my hour conversation with them is that Jared has three goals in communication. Those goals should tie to all of our standards, all six of them. They pretty much tie to one. And when we do evaluation, it should be based on those three goals, not on everything that we're, you know, because as we're bringing in those are the main pieces um that are moving forward. So if we try to adopt the dates process as it is right now, we don't have goals that will be what we really need it to be moving forward. So either way, we still have to kind of continue on our path this year. We can't through December. Yeah. Right.

096But understand that there are some changes that and improvements. I'll say some improvements that definitely can be made. Um so cost two inerson sessions would help give us the background of um an overview of the system understanding of the standards indicators rubrics etc. And then the follow-up session would talk about um collecting evidence related to the goals providing feedback um for growth etc. Those two are 60 to 90 minutes each and it would cost us a total of $1,500 to bring them in to do the end of evaluation cycle. They would actually walk us through instead of Diana trying now we should do this or what should we do here you know as we fumble through they would do that and help us through that process. That's another $1,045. So, and then if Jared needs

097any additional support, and I will because I need to understand what it is you're looking at. So, so with that, that's a $210 per hour consultation fee, $400 a year. So, right now to bring in support for this year, we're talking three grand, four grand tops. Right now, if 1,500, 1,045, and a couple sessions in there, we're at about three grand. you do have money in your uh budget that goes towards professional development. Um and with that and um you know uh the um health foundation helping to cover uh the other board development costs, they could switch it over and be fine within your budget. Okay. Is this something that you believe we should pursue further? This isn't a Diana saying, "Hey, we need to do this. We need to do this." I just gathered

098the information. So, these sessions would be for all nine boards. Well, and me, I would sit in as as being the one who's getting evaluated, but then I'd also have to understand like how to be in the system, and it shouldn't be all that different from how we do our evaluation of administration and so on, but I just want to make sure that I'm hearing right and that I'm delivering for you guys what you need um as part of that. So we I would have a couple hours with them too to just make sure. But as far as like Fred and I were talking based on our last close session meeting, where does this how does it it streamlines that um with frontline what would happen is all of us would have access to the

099account. Jared would be an editor and one of us would be an editor. Typically it's the board president. As Fred and I talked, um, we agreed that whomever is facilitating the meeting should not be recording at the present time because we're not as well versed in it yet. Um, but what CISA, the guys at CISA were telling me is typically the board president is the one that's doing it. And I think once we get up to speed and running that it it is going to be much simpler. But basically one board member has access to editing, superintendent has access, we all have viewing rights and so it's all there. So when you have those meetings, it's all in front of you, all the data, all the pieces that you need. Okay. Um question I would

100have is um I mean I'm open to the idea. Let's put it that way. I guess my my thought would be if um you know if our current system is really all that broken. I guess that might question because I don't know that it is and um but I'm always eager to learn something. Let me give you a data point. Yeah. So in our system we are spending 8 to 10 hours in the board evaluation process throughout the year. Okay. In the dates process it's about five and a half hours. We do three quarterly check-ins and an end of the year evaluation that plus the goal setting whatever. So there are 1 2 3 six meetings for theirs. They have the initial goal setting meeting at 60 minutes. Two progress checks at 60 minutes each.

101Our project progress check just lasted over two hours. 60 minutes each. A summitative training that we would do on our own kind of a thing. The training piece and then the summitive evaluation is about two and a half hours total. So, is it broken? I understand your point. For me, almost double the hours that's recommended tells me it needs some fixing. I don't know if it's broken, but it needs some tweaking. Guess we're still asking. Yeah. Yeah. I I get what you're saying. I think it's worth looking into. I'm not saying we need a fix or do we might look at it because as I started looking, I'm like, to me, it's not about the money. Correct. Yeah. So with that um if you go to dapes the dapes web I mean you can see

102some of the different forms that are out there it's just very different than what we have right now. So for us to just kind of shift to it I thought hey we can just shift to it and that's what I try to do in the forms that we did just having a place to collect our general themes that's a step in the right direction that was a movement forward um it's a much bigger piece 2.0 know than that and we have to decide is that where we want to go. We might say this isn't the direction we want to go, you know, kind of go from there. Tina, I think it's something that whatever we choose as our evaluation tool, if this is the way that we're going to go, then we need to be

103good at it. I mean, or get better at it. We need to be great at it. you know, if we're working on becoming an effective board, I think this is a very important thing that we need to make sure that we're very good at or that we're great at. Um because if our employee is the superintendent, we need to make sure that we are great at being able to give that direction and to be able to have that process. And um I mean you know we expect what do we expect of teachers? What do we expect of curriculum? You know we're going to expect this of everybody else. We need to have standards for ourselves. And so I think it's important that you know I get it. We really want to learn one more new

104thing. Like we have a lot of balls in the air. But I think it's something that's you know what I mean? That's it's critical that we we have to do that. We have to Well, I'm going to say this again. I've said this every time we've had this conversation about the superintendent evaluation. We have agreed that we're running it through for sure this evaluation cycle ends in J in December if we're going to start exploring other options. Exploring it would be for the next cycle. So we're still in dates for another year after this. So we've got the remainder of 24 and all of 25 for sure. something new wouldn't come until 26. So just that's the earliest that we could implement a new program. And I know we said, hey, we wanted to look

105a little bit more into DAP is DAPE because some people like I hate DAP. What else is out there? Well, we're not even doing DAPES the way DAP should be done. We hate it, right? So it to me it makes sense after doing the research, it makes sense to at least look at it a little further to see is this the process that we want? And if we decide now that we know what we should be doing, this isn't what we want, then we move forward with something else and we do that investigation. We'll have the strategic plan up and running. You know, hopefully things are where they need to be with a referendum. That could be a big rock at that point in time, but in order to make that decision, we need to

106get more information. So, we're going to have to muddle through it yet this year. Do we muddle through it another year before we start looking into that's really what what I'm asking of you right now is where do we want to go? I think we need to get it started because we need to be effective at that because it starts with us and if we're not effective it trickles down into everything else and so I guess I take it as a as a very important board development. Lauri, you need to vote. Yes, I'm good with it. Okay. Sorry, Dan. I'm okay, too. I'm okay. Okay. So, then we'll put this in the minutes as this is something that the committee recommends moving forward um to kind of go from there. As far as sign timeline

107is concerned, that's that's the biggest thing, right? Yeah. It's just so many things going on. We've got a year and a half on this. Yeah. You know, so I'm not worried about that. So this isn't something that hey we're we're you know the the bigger question becomes right now okay we need training in the rubric um to evaluate Jared right now the way is intended to be evaluated because the goals aren't spanning all of them it's going to look a little bit different so I have another meeting with John once I knew the direction here I have a meeting with John tomorrow at noon um to kind of get some guidance that hey we got a lot of stuff going you know what do we do where do we go So then I can make

108another recommendation of that moving forward. But yeah, that that's why we as a committee said, "Hey, we we can't do a ton with this right now." But I'm not sure we can really sit stagnant and not do anything. Yeah, I don't mind seeing you three days in a week, but you know, we see each other. No, I'm just kidding. But it sounds like it may save us time and be more efficient. [Music] When would this open the training? Over the next year and a half. Over the next year and a half. Okay. So before adding all one thing I I would ask when we talk to John is do they have a process that we can roll into our onboarding training? I I've never received Dave's training. I've gotten we got those you two like

109you from Tony Tony. Tony handed me some documents and said here and and walked me through the process. But again, this was eight years ago. But um if there's an onboarding official onboarding training, we get on to the new process that we could instantiate into the onboarding training, you know. So I know there's a 30inut whatever, but you're asking for more than that. something that we've got them for, you know, as Dan pointed out, you know, some sort of follow-up documentation or something that, you know, you can go through. John lives in Mayville, so he's not super far away. The person that was typically in charge of dates has retired. John's taking over. He's new to that. There's another technical person that's new to that. So, we've got two somewhat newbies coming in. So, they're

110going to do a lot of tag teaming, but they're not charging us for two people. It's for one person. So, we're we're getting a benefit in that regard. And Wendy, who's retiring, is still a resource. So, this is the best time um to get some of that information. So, I'll look into I'll bring it back to see what is what do they propose that we do um kind of moving forward because his initial thought was well I I think that maybe you should have Jared write a new goal based on the strategic plan that covers I'm like so how do we evaluate that if he's writing it then we'll get there I know but then no I see what you're saying so right now there just needs to be more conversation we couldn't solve all

111of the problems in an hour but I just want to give you some background there all right lastly Hey, not too bad. I'm only 20 minutes. 17 minutes behind. Not bad. That's caught up. I'm not I'm not joking. So, strategic planning process, referendum update. So, one thing that we had talked about at our last meeting is that um a long-term plan, draft of it anyway, for the referendum would be ready to go. Do we have something of that sort? So, we we don't have a long-term uh draft or referendum yet. Was I mistaken? Was it long-term for strategic plan? No, that was what Lori had said. Okay. Right. But it's not Okay. So, so um Got it. You're getting ahead of us on the um on that piece. That piece will be in September that

112we'll have okay some ideas of where we're going with referendum possibilities. Uh and we'll be able to start looking at that in September. Strategic plan wise though. I was confront like did I did I put it in the wrong spot while I don't see referendum on? No. Uh well no there is referendum planning update second. Uh strategic plan update was first. Oh, I will give you a referendum planning update, but what you were looking for is not that points. Okay, got it. Got it. Okay, mine's backwards. That's okay. Go ahead. Referendum. So, so yeah. Um, so then then after that, we'll go to strategic planning. Okay. So, um w with a referendum planning update. Um as you know right now we are um in two working in two worlds that are going to have to

113start coming together soon. The two worlds we're working in are getting ideas for facilities uh which would be something that would uh most likely be in a capital referendum. And the reason I say that is because if you go anywhere past a million or a million and a half, uh, and you try to do that with an operational referendum, uh, and then you put on what your other operational needs are, uh, you start pricing yourself out of any referendum because the mill rate gets really high. Um, and we're going to have to have um over the course of time a plan of possibly different referenda if the board wants to continue to go down the route of two things. one, being able to still operate um with our current programming, and two, working towards a

114plan that gets us into um a better a better uh budgeting process, an e- more efficient operational set. Um because uh that's one of the things that you said when you met with P which is we would like to take a look at what it would look like if we moved away from all these small individual elementaryaries went to something um utilizing um at least one campus if not two campuses um to um get into a place where we can make better decisions on class size and staffing. And um we're duplicating a lot of resources being spread out over a number of different facilities. And that's a plan that will take some measure over time because the taxing authority that we have the ability to get into um will have different implications. So, I will

115share with you that um Sarah and I actually have a meeting tomorrow uh with Bear to uh look in look at some of our projections. Uh we we've uh dealt with and looked at some projections uh as to what uh different um referendum might look like um when it comes to operational referendum. Uh and um as you know uh we also have a meeting coming up uh this is probably Tuesday where we start working closer with uh P on what it is you gave task for um to start looking at different structuring models of how we're going to structure facilities and also work towards getting maintenance done on the facilities that we know we're going to have continued long term. And so we're going to structure some of those out and we're going to talk

116to you um as we get closer and closer to that into um September to to share what these um opportunities look like, give options and start narrowing options between now and then. I'm going to be working with Fred U board leadership um and some of the admin team to say, you know, uh let's try to vet some of these pieces uh as we're going forth. So, whenever there's a question that I need to ask, I'm going to ask it to board leadership and he's going to either give me an answer or say, let's take that to planning or let's take that to um you know, the full board, get some feedback on and go. So that way my work doesn't stop because I have a check-in with at least one of the board which is

117the board president. Um and um they can they can help get the information that we need back and forth through whatever committee and or full board processes that need to happen. So that's how we continue we're going to continue our plan moving forward. Um there is going to be a a little slow or a lull in the period. Uh I have um next week I have uh some time where I'm going to be out for professional development. Uh and then that's going to roll right into a vacation week. Um and then I'm back for uh about 10 days and then I go on um my second trip that I have to go on to um be in my friend's wedding in Thailand. So it's we're going to have a little slow period because I'm I'm

118going to have to take some vacation. So, um, not only that, but I have to take vacation because I'm carrying over like a lot of days from last year. So, we could say here we'll be fine. Yeah. Well, Jason's gonna take over in mystead at least this next next uh set. And I believe Jenny is going to take over the set after that of of making sure that things are available. But, um, but it I'm not going to say it all stops when I leave, but it's going to have to slow down quite a bit on referendum stuff. the other stuff is not so um in you know but we have I mean we were at fiscal last night there were some discussions you most of you guys were there discussions around um P work

119Kevin give an update on that um what they're doing there um and with some of the items with um the referendum as far as budgeting and the implications of recent um mismanagement of funds at um MPS and how that impacts us and things like that. So, you know, we'll have both discussions. I feel really comfortable because like I said, in in the next coming days, tomorrow as well as early next week, I'm meeting with the two groups that are helping us with with Barrett on the fiscal side and with P on um that side. So the you know the work will continue even as I go on vacation because those groups will be doing their calculations and um things that they need to be doing. Um I guess my question would be uh is part

120of the plan of vetting like the uh referenda to like try to vet that somehow with with the public. Yeah. So we're we're planning uh um I'm already working with Bill Foster from school perceptions. They do our survey work for us. Um they have a referendum planning survey that they put out to the community. But before he could put that out, he's got to have a real um tight set of possibilities that we're working on for them to vet and tell us um because when he does this predictive survey work, um you might have seen um in the paper not too long ago um that uh Beaver Dam is going out to 110 million I think it is for a new middle school and then some other uh maintenance type things uh from some of

121the other buildings. some safety stuff that they're going to do in some of the other buildings. Um, their predictability for November is that they're going to have about a 56% uh to 60% passing rate. And um he's he's pretty good. He's with like in the 90th percentile somewhere range of predicting those, right? So um if we get back good information, it'll be yeah, we think you should go with this question. um he won't he won't guarantee it. Of course, he can't guarantee anything, but um except for what the vote comes in at at the end, but if it's got high predictability and they they got back, I think it was like 1,800 responses uh from their community uh on that um that give them some good predictability. And then he's just like, if you just

122get these people to show up and vote, then that's pretty good predictability. The last time we did this, we had several town halls um and different in different areas, different we had them at the high school, we had the auditorium, had a cafeteria, we also had it at um I think we had one at the middle school. Um I wouldn't see reason why not to do those. Um, and you know, Lena and Jared to the team to get us, you know, in front of the community for that, especially as we round the beginning of the year and we firm up what we feel is we're comfortable with if we're going to go over a referendum next year um, and what that question is going to be so that we can get in front of the

123community and explain our why on that. But definitely what I've always found in the past um and this was working with different uh boards on referendum work um whether I was at the you know director type level like Jason is or as a superintendent the hardest um votes to get are the ones at this table because we need not you know 50% you know 51% we need 100% at this table on the question because if we don't have 100% at the table on the question and we go out of this room then I can guarantee you there's going to be near failure if not failure. So that's what I mean when I when I talk about you guys having to come together on whatever it is we're going to ask. You all represent the constituents,

124right? if if they see the person that representing doesn't even support it, they're not going to go back into the poll box after voting for you and saying you don't represent this and vote for it. You know what I mean? Uh and so just remember that they they put you in place to make decisions and if your decision is yes, they're going to follow that. If your decision is no, they're probably going to follow that, too. So that's why we always want 100% in this room uh when we go out to something like referendum. Uh and I know that's going to be maybe a hard topic to to make sure that we get all on the same page with, but we're going to have to narrow it until we do. What's the date? Is it

125going to be April election that we we're aiming at or when? Uh the So the strategies that we're going to be putting together are going to be for April 25. Okay. Um, and if you say no and we can't get there, then I have to come up with other strategies. Yeah. But we're going to start putting strategies together for April 25. What that looks like is we're going to have some real good idea of what they look like by the end of October. We're going to do some some survey work um that we can digest the results of in November and December. And then by January, we have to have the resolution for an April election. and January through the April election. Um, just like you guys did when you were running for school board,

126we are out there pounding pavement. So, uh, there's fewer voters in spring elections. Is that taken into consideration? Uh, yes. Yes. Um, yes. But I I will say this, there's still um the reason we picked April uh around this board and you weren't here when we made the decision um as to kind of where we were kind of aiming is we felt like this presidential election um is going to be kind of contentious on both sides. We didn't want school our school district to be wrapped up in that. Yeah, we want people to focus on national themes and national things at that time from our community. We don't want to be distracting to that and we certainly don't want to get caught up in the wind of that. But we do have some really large

127statewide elections coming up in April even. So, we've got some Supreme Court justices, the Department of Instruction uh coming up in April. So, uh you know uh that's the state superintendent of a department of instruction. So, I think those will bring people out to the ticket anyway, but they're also more local type decisions, state and local type decisions, not this federal stuff, right? And I think that we'll still get a good number of voters out, but it's also going to be a better focus on what what we're trying I don't want our message to get lost in big stage stuff. Yeah. Right. And so, that's why we picked that. Starting with April, too. If you're close, you need to tweak it a little bit. you can fall back to November in the same year. So

128yeah, except for November next year, we don't have one. Yeah, but I mean that's historically that's part of the reason we choose April, too. So So if it doesn't go well in April uh of 25, then we'll have a February, possible a runoff date of 26 and April of 26. But I will tell you that u we probably need to pass an operating referendum on one of those two dates. If we don't, we're going to we're already going to be looking at major cuts going into uh next year. Not 2425, but 2526. We're already going to have to look at some goodiz cuts. Um, and then if it doesn't happen in 26, we're going to be retooling our whole programming because I we can't operate, you know, at a $6 million a year, $7 million

129a year loss. I've already asked you can't to project what those would be for the board. So, we understand from our perspective of if this doesn't pass, what does that mean? Um, we need to be honest. Can I tell you can I tell you what my response to them was? Yes. We have like 30 seconds. Yeah. At $6 million a year, right? That's not seven or eight. At $6 million, that's about 55 staff members. If we use the teacher FTE calculation, we use that one because it's in the middle, right? Uh, and another $2 million in operational costs. All right. I know we're going to get other presentations down the road. Anything else? this with an over you know just a overview every month or every meeting we'll have just an update always beneficial questions

130strategic plan update to put together short document just a guide for discussions Dr. work after me to prepare for uh 45 minutes of discussion on this class. So try to keep it to that. I gave you 60 minutes. Oh yes. Sorry. You can even 16 minutes. Did you not hear me right? 16 minutes. No, he normally does a 14 minutes and two. Yes. Yes. Um so this is uh shouldn't be anything new to you. Again, just an update. and always want to start with our why around strategic planning. So really um a grounding us in our why as a district and then it allows us to uh have a have a have a thoughtful way to celebrate the hard work and success of humans and also to identify and then plan around things that we

131can do differently and better. And then the last thing is really just supports decision making. So those five bullet points of the why I think are summarized in that way. And so I just want to summarize the work in two ways. One is just planning. There's no link there. There's no document. Just want to tell you that the road map that you've seen before, we're on pace on that road map. So we remain on on the timeline. Um and then I think um it's important to remember that kind of the branding of the strategic planning is around traditions, innovation and transformation. And we've tried to weave that into our communications via email, our discussions at the workg group and our discussions at the internal group and we'll continue to do so. And then uh just

132a a reminder and then forecast of some of the work that lies ahead. And so first is just a reminder that we had four focus groups early in the in the uh process. We held a community event and then we had three kind of open mics for staff and that was the kickoff. We have had three of our four community uh workg groupoups completed and we have one one to go. Uh number three there is internal team meeting. We have that scheduled for July 22nd. So that's coming up quickly and we'll really uh look for Lori Miller to guide us. But um this is the work here. We'll be reviewing data from the exit slip that uh was that QR code at the last meeting at the library. So we have some data to look

133there. We'll be reviewing the words. There was a time in the middle of the meeting where folks put in words that will lead to core values. Uh so we'll look at those core values. uh we'll look at the feedback from mission and vision statements. If you remember, people put dots and underline and circles. So, we'll look at that. And then we'll also uh be reviewing the priorities that uh we're really surfacing for the work group. And the last thing we do in those internal meetings is always think about the agenda uh for the work group. So, we have an email ready and then we'll link the agenda and we'll send that out. uh that work group on the 23rd is the next day. So that's a quick turnaround. We'll work to finalize the draft of

134the mission and vision and really really you'll see the parallel between three and four here. We'll work to finalize the core values and work to finalize the priorities. And so that's the work of that group on the on the 23rd. Then really uh we kind of hand it off to Donovan and Group to really do uh to compose or put together this. I put draft three times. They make fun of me. Draft draft draft strategic plan. Right. Lori Miller and her team will take all the work that they've gathered, all the data, feedback and put together this draft draft draft strategic plan and then bring it to the internal team for um for feedback and questions and really to prepare for this group the planning meet uh planning committee. And so that's letter uh letter

135C there is we'd like to share this work that once the internal team has seen it bring it to you and seek your feedback and support the next step with them to uh just bring it to the full board for feedback and support. Um there there it's vague there because the timeline we have a goal there to have something ready by August 27th and that's uh number six. We'd like to be in a position, Dr. Burke, call him Dr. Jay, to uh be able to share some components of the strategic plan August 27th when the staff returns. And so we want to make sure the planning team, the full board is is comfortable with what he would share. We know that it would probably be in draft form, but we want to be able to

136share updates because we committed to that to the staff before they left for the year. I'm well below 60 minutes. What question? 16 minutes. Okay. Jason Highro yesterday, I think. So, yeah. Um the question then, which we probably should have known this was coming that we may need to do a planning committee next month for what now? To review before it goes to the board. You know, I where I was concerned is that there's no nothing. Oh, yeah. And then it just comes to the board. It would be only the strategic plan review. It would not be a planning committee meeting. Okay. Right. Right. We would have a shorter meeting. Just review of that before it board. That's funny. I just put it on here under September. Not even I'm like, "Oh, next week I

137was like, oh, wait. We don't have a month in between this." Yeah. Ideally, we would have we'd be in a position to bring the uh strategic plan to the full board on the 26th and then uh Jared would be able to speak to that on the 27th. So, and and and now I I have shared with you that I'm going to be spending some time um vacationing. Um Jason knows this um as we're gearing up towards referenda and as we're um gearing up towards uh meeting our policy committee goals. Uh I need to take something off my plate. as strategic planning comes off of his plate, he's gonna start being the administrator go-to for planning committee. I don't know when that's going to happen, if that's September or November, uh, you know, because those are

138the next actual meetings on the calendar for planning, but total sense. He's he's gonna he's gonna um take over the reigns of this committee with Diana as chair and I'm going to be working a lot closer with Fred and the that team to do anything referendum related. Um and I can't dump policy right now. It's just like I and I wouldn't I mean like you need your superintendent on every policy. You can't you can't let that go. So, this is the thing that I can let go and he's going to um graciously take that over. So, if that means like in August if I'm gone and you guys need to have a quick meeting to talk about strategic planning, that's okay because he was in charge of it anyway, right? Um and um we can

139just trust that leadership to go forward. So, it sounds like we need to have one there. So, we should set a date now if at all. Do you have your family? Do we need to know? Do we need to do a check-in with Lori after the workg group next week or I I just don't want us to set a meeting and then Lori be like, "No, I'm I mean I'm assuming she'll have it." Yeah, I agree. I always like to like four weeks, right? I like to schedule it before we leave, but in this case, I would like to connect with Lori on two things. one is uh does does this match what she's thinking, right? I want I don't want to put her in a spot where she's not prepared and I think it'd

140be fruitful for her to be part of the planning committee meeting. So, I'd like to check her schedule, but I would I can connect with her before July 22nd if that's okay. Excuse me. I'm trying to think of a way, Brad, you can speak to this, how difficult it is to try to coordinate dates and things when people aren't in the room with their calendars as a discussion piece. Um, so I'm wondering if it's easier and and my husband would say, Diana, keep it simple. Um, if it's easier to say, okay, of the committee members, I'm gone this day, this day, this day, this day. So, we at least take dates off the table. So, at least we know, okay, we don't have these people here on these dates. Stay away from them. Is that

141helpful? Or do you want to just connect with Lori and Loriy's going to give us these five dates and put out something of these five, two, three, whatever it is? I would like to go that route. See if Lori can give us three dates, three to five dates, like the week either the week of the 12th or the week of the 19th. So, we we would have time digest it before the full board. I am gone on the 15th. Thank you. So what I if if that's if it's all right with the team, what I can do is I will commit to meeting connecting with Lori in the next 48 hours to make sure this is a good time. This is the timeline based on the road map, but get some dates from her and

142I'll share with you. Why don't we do this? Why don't will you uh give me an update and I can share it out on Monday at the board? Yep. Awesome. Um data meeting process. Yep. Thank you. Um uh there's I think two documents linked. I have copies if anyone would like hard copy. Um, first I think it's probably uh the easiest one to uh navigate and start off with would be the change document uh WUSD change overview. And so that document does anyone like the hard copy that? I do. Okay. And so uh what what uh we've talked about with Chris Malloy and myself and others getting some input how to Oh, I'm sorry. your head. I'm sorry. No, I didn't want to interrupt you in the middle of talk. Keep going. We got this.

143We can do this. Is how we can utilize data in a way that becomes just how we operate versus another thing, right? And so this uh change document is something that um will work as a leadership team of the district. Thank you. Um and a commitment to the board of when we bring things like initiatives or new things. This is the template we would be sharing with you. So we would be infusing data into something that we would be proposing. And so for example, we would bring this if uh if we think about uh going to bridges as a resource at the elementary math. This would be part of the conversation is what data would we look at and how would we communicate with folks? And it just sets the table and uh systematizes the

144conversation and infuses data into what we do. And so this is what uh love your feedback. Um but this is something that again the leadership team has committed to using questions, thoughts. To me that was confusing because I haven't I'm a visual person. I'm excited to see it in action for the first time. So that way my brain my brain had a hard time. It wasn't confusing. My brain had a hard time wrapping around how that will work because I don't see anything in it right now. So I'm excited to see. Sounds good. Well, we'll begin to use it and you know we'll take feedback along the way, right? I think it's a good idea. I mean I sometimes I sat back and I I wonder why why are we doing what course offering is

145happening or something else is doing and if we can get some of those questions answered right away that's a great yeah it's great at least be on a same page at you guys know that one of the things that I shared that I valued um and I still value you know is having good processes in place right and things that can be predictable right as you come and if we can continue to systematize things like this um it will be good and that's one of the main reasons I hired Jason because I understood that um basically as our research and development person because that's what he does research development innovation strategy right data all those things um he would be somebody that I could rely on to come in and put processes in place like

146this um so all of our strategic planning all of our goal planning even, you know, trying to get uh people to follow the idea that you have 10 minutes to make a presentation, right? Jason's working on and putting those messages out and continuing to vet some of that stuff as it comes to you. So, um that we can have this piece, you know, and and that's what we're trying to do. We're just trying to make it easier for you to get to the higher level stuff, you know, the bigger bigger rocks because if you get marred down in the details, that's that's not good. I think this is also Thank you. Um I think it also will help you know if there's a building building initiative, it helps our principles think about uh how they

147how they enact a change. And so we'd be I would be looking for principles to use this if you know uh high school says we want to go to school uniforms whatever right I would say well yeah let's think about it in this way and when you're ready to get some feedback have this completed and then we can sit down and chat and have have some feedback. one suggest suggestion maybe a naming the this particular document something to the effect of like um district um program or initiative change over to you or something like that or yeah it's something that's just you'll come up with a crazy name of some I was really working really hard to not use the word initiative to be honest because there's some negative connotation to that so I appreciate

148it whatever ever needs, you have to be able to make it into an acronym. Okay. All right. Fair enough. I I play don't challenge him with that. No. Hey, don't listen to what he said and don't tell the acronym to keep that. Well, I mean, like something that indicated Yes. I just told him don't listen to the board president. Indicated that it's what it's for because I mean change overview. Yeah. It it was originally like implementation checklist but again I was trying to our initiative checklist I think. So I just was trying to stay away from that word. Sure. But I appreciate it. Yeah. Thank you. All right. Anything else on that? Um just uh move to the second document. Um and uh that is again um does anyone want a copy of this? May

149I have one please? No you can't. You're gonna go off memory. And so uh this is again a move towards becoming uh Chris Malloy and I talk about two things. We want to be studentdriven and data informed, right? And we don't want the way we use data to be this big dog and pony show. We want it to become what we do. We want to use data regularly in a way that's valuable for every stakeholder whether it's the board, whether it's the principal, teacher, whoever it is. Okay. And so with that in mind, uh we want we're we're suggesting I'd love your feedback. We would suggest moving to uh this model for board meetings. And so not these data meetings quarterly or regularly. This would be part of a board meeting. And I didn't fill

150in the intended outcomes, but we would do that for you. Um and so what we are suggesting is in August we would do a bullying data report. that's required by the state and we've indicated some that are required others that are optional and so we bring the data to the full board meeting and uh we would be looking to give three to five minutes of data and there's the back I don't think was l it's linked in this but not in there and I can show it to you but we'd give you the same framework of data every time what is the cohort or what is the data by cohort what is the historical data notable trend and then how we will use the data. I'll give this to you. Okay, but this would be

151the 3 to five minute presentation and then look for Thank you. look for 10 to 15 minutes of Q&A and be done, right? And so in August, if this is a good idea, I'd love your feedback on this. We would follow this model at the August board meeting around booth. um in September. Uh earlier at the last official data meeting, we talked about giving you some wise- local PD. And so again, that's not a data meeting, but we want to make sure you can use the tool, right? And then November, we know that our state report cards come out. That's optional, but I would highly recommend that we spend some time on state report card data. Uh February, we have one AGR school. remember the data meeting that last one SH is an AGR school

152so we're required to bring to the data to the board twice a year so this one we bring in February uh May uh I think there's a real opportunity for us to dig in and understand access data access data is that assessment for our EL learners and I don't think we've done a great job of giving you that data so that's why I've made that on the list optional though June is the end of year AGI report for shares and then July I don't know what it means right now but I'd love to do a the state of the district really connected to our our our strategic plan and so um again I just said a lot in the short term but this is what Chris Malone Jared director team is thinking about for data

153again putting in the full board three to five minutes of discussion data and then 10 15 minutes of Q&A 10 10 minutes of Q&A You may do that though as a but I think they're individual but if you get a small snapshot maybe it'll be right. Yeah. I mean we we actually we tested this today. Okay. So he he called me into the office. He said I'm going to give you a snapshot of this and so he gave me a snapshot. We spent maybe two minutes on the snapshot. Um had to do with some some some reading and math assessment data. Um, I asked a couple of questions around because he gave it to me blind. You know, he kind of set me up too. He's like, "Which school do you think this is? Which

154school do you think this is?" And I was wrong. Um, but I I was, you know, trying to trying to estimate a guess because one was on growth, right? And we had a high growth school and he wanted to share uh some of that data and some of the celebrations with me. We're actually going to use that with them. But it like took us two minutes to look at the data, understand what it is, right? because I didn't know what he was trying to get at until he showed it to me. Uh, and then we had about five minutes of conversation and I'm like, "Hey, that was really good because now I know better where our schools were on on these pieces." And um, I think it's something that if we infuse it every month,

155just a little snapshot, it's better than sitting for two hours. You get lost in this one and then that one and then you just We've all seen all of these now. We know where what you're coming with, right? What it looks like. It's just what the numbers are doing is really Anyway, um if you don't want to do it that way and you want to stick to the quarterly, that's fine. No, no, no. I think that's great. I like that a lot. And there are months that are missing as you probably noticed. So, uh I did it on purpose, kind of a pilot year, right? But we could add months. You know, Chris and I are open to adding months and there is no shortage of data that we could bring. We just wanted to

156uh really test it this year, get your feedback, and then continue to grow it. I encourage you to leave gaps in your calendar because invariably the board will come up with something you haven't thought of yet. Absolutely. And then you can slot it into well, especially with the strategic plan, too. Talking about all different things, thoughts, feelings on this heard from me. I like it. Anything else? Um I guess my question is are you comfortable moving forward with this plan? If so, we will plan for it. Yeah. Yeah. Okay. Thank you. Then lastly, as far as future agenda planning, um before I do that though, I need to summarize and let me know action steps. If I missed anything, I should ask you what all the action steps were. See if you can remember them

157all. Um we're going to bring back the conversation in um with Niola 0112 the board powers blah blah blah looking at that a little more closely talking about the board retreat getting some more information of that setting that um for October as far as onboarding relating that to policy where does it fit having a deeper discussion um Craig if you and I want to sit and have a conversation or if you want to share with me, you know, you know, thoughts, feelings ahead of time going in um to help consolidate things. Um, as I shared with the committee, I always shoot for an hour and a half for these meetings. We always try to do, but realistically meeting every other month with a strategic plan, with the referendum, with those. It's not, I mean, I

158think that two hours is going to be more the norm as opposed to the, you know, hour and a half is the exception. Try to keep it. I'm a little long today. I apologize, but just kind of that going forward. So, anything we can pre-plan and have going in helps us as far as time management. Um, I'm going to talk with John Slender about a process for onboarding for new members as well as trying to get a plan for training over the next year and a half because trying to do a ton of it in the next three months is not really realistic. But need to get his view on, okay, where what's what's real from his perspective. So, I'll get a little more information and bring that back. Um, Jason is going to connect

159with Lori to find possible dates, bring those back to the board meeting. Jason's going to take over reigns as planning committee administrator in the up and coming months. Um, whether that be August, September, whatever. But in the near future, I'm just leaving that as it to be determined. Um, you need a referendum update if if I missed that. No, I'm now that's what I took from the notes here. We have a referendum update that will come in as an every month kind of thing. Yep. Yeah. Well, every Yes, every meeting. Every meeting. Sorry, not every month. I had on there from a previous discussion set discussion dates, but I don't remember. I didn't put notes into that what that means, but I put that as one of the things that we we will have to

160have set discussion dates like then we have um like I said I need we we need to have a subcommittee of the planning committee referendum those are the that committee is going to need to have set discussion dates because we will need information back for Barrett and P to finalize things to get us to ideas of questions that we finalize in October with uh school perceptions, get out there and then get data back in November and December. How are we meeting the subcommittee? We may need to work if Mike on that a subcommittee of fiscal and planning. Yeah. So when I talked with Fred, Fred said it would be probably good to work with the chair of fiscal and the chair of planning himself and um then uh Jason I and Sarah Duncan um because

161strategic plan and uh operation and and um you know fiscal which is what she's in charge of you know her and Kevin um to to do that work. So, got it. That's probably what the subcommittee is going to look like. That's fine. I just had it just so capturing notes. Um September, Octoberish is going to be the board retreat. We have the next superintendent um quarterly check-in. So, a lot of stuff going on and thank you know that's to Craig's point too as well as everything else. There's a lot going so just trying to be conscientious of time and meetings. the next superintendent, the next meeting superintendent was the adjective, the next quarterly objective or the superintendent. So, quarterly checkin, right? Okay. You're not going to hear that either. Yes. The one suggestion I would

162make would be um if you decided to do a photo retreat like you consider that early in the um in the term for the week. Is there a possibility to consider that like May or June? We had had a brief conversation on that and then it was end of the school year. There was just that then it was okay is it summer and then with everybody's summer schedules between graduation right just work schedules it it became problematic one things but we did have that talked about it having multiple year something like that or having something but I think onboarding made this take the place of that for development or new and that would happen April May you know the early on piece still uh well I I I will say this though um when I

163was serving on this particular committee under the previous administration um you look at you look at this the way that the the committee functioned at that time to today this committee is uh very much more in depth and involved and uh I I'm I'm I do is that a good thing I hope I Okay, good. I I say I want I want to know what you mean by that. Transparency in this district, which is going to make this work. Well, it just seems like you're doing the things that I was hoping that a planning committee would do. And you actually are planning. That's the benefit. So, thank you for hiring me. No, thank you for the insight. Anything else? Well, I guess I don't know if it would be for Dan or Tina, but the

164uh the revision of question 11 on the self-evaluation. Oh, yeah. Yeah. Yeah. Thank you. Revised question 11. Uh difference of opinion instead of diversity and opinion. Um so I'm we had a number of things and I didn't write down I didn't write down Tina was taking the notes on that. I did write down, but as an action step, I should have captured revisions to Yes. Yes. So, with that, yes, I was just going to say I don't have all of the things written down, but okay. And then just don't say anything, but throw that to Tina on Monday. So, then she has to quick flip through her pages and go, "Huh, it's kind of fun." Wow. Oh my gosh. We are record We are recording this meeting. Surprise anyone. uh question on there will have

165to be answered. For the most part, I succeeded in not surprising. All right, nothing else. We are adjourned. Thank you everybody for the most part. All right, thank you guys. I'll end the meeting. So Jason, we're trading