001well typically we do have land we have 16 AC welcome to the planning committee thanks for joining us um I'm share my screen I will share the agenda and uh we're going to get started with some uh updates and we have a very very full agenda a very tight agenda we're going to work very hard to keep it my goal is two hours I would love for it to be less so we're going to try to keep things pretty on point so Jason's gonna kick it off he's got some stuff on both strategic and referendum planning these are just updates they are not full discussion type items if are things that we would like to De uh to discuss more in depth we'll put those as an agenda item for January okay oh good thank
002you very much uh first one is uh first update is around strategic planning uh I always like to start with gratitudes thanks for your continued work and support of our the strategic planning work um I am currently working with Melissa lampy to share the news around our strategic planning so we have a draft email that will go out to a number of stakeholders hopefully by Friday uh just um informing them that the board has approved the Strategic plan we have some new things I got one today I'm sorry I got one today okay great might going on today I don't know board yep we wanted it to go out to our admin team the board got it um then the community work group and parents and staff so that we're working on that and then
003we've also kind of roughed out it's a draft but just um informing folks of the different com uh components and so there's a draft email that or a draft email that will turn into an email around what are those priority areas and kind of helping people understand and what are the goals and understanding that and then um continuing to uh work with Donan group one of the things that I've asked uh recently um Donovan group Representatives is to create a slideshow with the uh target audience being our staff but the slideshow will go to our principles so they could deliver those that slideshow to the staff and get the staff all on board on what the strategic planning process is uh later this week I am scheduled to meet with uh folks from school perceptions
004to continue the conversation about our student engagement survey and have an initial conversation about our parents engagement survey and that bring bring that back when when we're more ready for that um and recently worked uh with our our central office team to look at the strategies that we had in year one and get an update of where we're at so it was a nice exercise is copy and pasted this document that you've seen and ask each director and Jared to type in where they're at and so it's just a nice kind of uh collaboration but calibration of where at it was great to hear where that the strategies are are being executed and so I I think we'll do that once a month at the U director team meeting but also with the internal team
005meeting as well and so um I guess the last thing I'd say is Donovan group continues to create some marketing tools for us and be a great partner any questions about strategic planning ready all right right uh I have some updates around referendum planning um I know that Sarah Duncan is currently working with be and Carl and Brady to get some draft uh ballot questions for us and with the goal of having those ready for the November full board meeting for consideration and so Sarah's active in and doing that uh we know that we'll have some Community meetings in early January and February and um as Diana mentioned you know we might bring some to-dos referendum and I think this might be to do when we meet in January is to solidify some dates of
006when we can do some of those community events and uh I'm really informing our public around the why what how what a referendum looks like we know we want to be mindful of when absentee ballots are available and get ahead so we might look for uh this team to help us uh Identify some dates that are appropriate and venues so that's forthcoming uh did have one uh the first meet second meeting actually uh of the referendum subcommittee and one of the things that I know uh fiscal that talked about is kind of what the referendum would look like but also that team recommended that we extend the contract of the Donovan group and that's something that we'll talk about as part of our discussion part of this agend so that's just forthcoming and then uh
007Lynn is actively working to schedule the next referendum subcommittee I think she's Target uh November 15th for that next meeting uh so that that that work would continue any questions about referendum yes please um so I know we've talked about and and just putting this out there yes please um and so I know we've talked about as as far as um you know at the last um full board meeting what the you know dollar amount ask would be and what the you know impact on taxpayers would be um and knowing that it would be strictly operational um however from what I understand if it doesn't pass then we would need then we would I think take a look as far as like buildings and and or maybe it's maybe we'd go try again or something
008like that but I guess where I'm going with this is um you know has it has it been put out there like okay I get this is an operational one and I know we you know we keep buildings you know separate um however I'm like wow you know what I would rather condense buildings you know I mean we've seen that as far as like okay I would rather I'm just thinking about questions and things like that I'd rather see us condens buildings to save some money versus cut staff and programming and so I don't know I guess I need more education about that or maybe a resource as far as what what I can be educated on regarding that um and have is there a specific number like okay if we did consolidate with our
009with our existing buildings the way it is and if we did you know one or two buildings to consolidate what would that dollar amount of savings be is it a big impact it is a is it a small impact um I think that that's something that I mean I need to understand but also our community you know there needs to because that's kind of you know um those are a lot of big questions that are out there because I would I would much rather you know the programming continue in a different building we don't have to keep the buildings um versus you know if I had to make a choice that way and if I knew that oh okay we could have this savings by consolidating okay then what would that mean and maybe I'd
010be more on you know sure trying to trying to figure that through um a community people standpoint I guess the first thing I would say is uh I was just gonna kind of go I don't want to interrupt you but maybe you all I don't have the book and I it was one of those things I knew I was like I got to start putting that in my bank I thought we were at capacity in the audit so I mean I don't know what that looks like to our buildings you know I know maybe that meant didn't mean that we weren't overc capacitated at one point but I thought the audit showed that we were actually at capacity so I I'm not saying yes or no for some so I mean I know that that
011probably would have to be but I I know what you're saying you know what I'm saying yeah and I I get that but that was like a different evaluation but when you're taking a look at okay if we've had decreasing enroll for the last 10 years absolutely and you know from from that standpoint I get it's different but when we look at as a community supporting something like that we talked about this very briefly at subcommittee hitting on both of these topics and it's not a clean and easy fix I mean Lebanon has very few students so those could trickle into some other things um it might mean a matter of instead of this building being a K5 building this might be a K2 this being a 35 sure and then that becomes Transportation things
012for you know there's other pieces it's domino effect so it's something that was briefly talked about we're not to that point yet but just letting you know that that we tip the iceberg on that just a little bit so it is in a forethought okay because when I think about that like okay busing out to Lebanon what does that cost you know things like that we haven't gotten that deep we literally just touched it that's what I was going to say is that I think that's next or certainly I can bring that to the subcommittee I I would remind us that we have committed to reducing our budget by $500,000 for next year whether we pass referendum or not and that um um the consolidation of buildings is part of the work with p as
013well that will be continued conversations do we know where that $500,000 savings comes from if yeah uh there's a you know there's some brainstorm list of ideas okay it's on the agenda for cabinet which which is all principles uh next week Tuesday continue the conversation but we're getting some feedback and ideas right now okay thank you co anything else referendum related all right next agenda item is around um board development yes thank you have I'll put different do so since we're talking about subcommittees a subcommittee met a couple months ago about um topics we should have for board development and I just wanted to bring that back to the Forefront to make sure hey are we on track are we going where we need to go are there things to kind of kick down the
014road a little bit one of the topics was um using data to help the board Drive decision making um we haven't done a lot with that but Drew did touch upon that at the board retreat that our survey should be lending itself to that so as we look to do some revamping of that survey after our discussion with Drew um that will come a little more into the Forefront additionally real quickly I don't know if you got this in the mail this week sorry the teacher and me was super duper excited because it talks about the different sessions at the State Convention and not that I really like going to Convention as a teacher but sometimes there's some oh my God this would be really good I could learn and one of them in here
015is about using datadriven decisionmaking one of them is about writing a you know a survey there's one to hear about orientation there's things that we've been talking about that oh light you know so look for this if it hasn't come in your mailbox yet um it doesn't have any of the content that they normally do this is pretty much just State Convention stuff um that is that mine too yeah thank you um a topic we had talked about was management versus governance we had hoped to do that in October we didn't we're going to kind of kick that down the road again um I don't know if Drew is going to get into that that was going to be a topic that was going to happen at the last board retreat but things kind of
016went off in a different direction so that's okay we just keep that in our mind and and maybe bring that back um when we did this subcommittee we talked about doing the board's self evaluation on a monthly basis we learned in our conversation with Drew that that should be done one to two times a year and So what had happened then was that evaluation was written to be done on a monthly basis so I had asked Tina and Dan to get together to bump those questions up a bit so that they would be reflective more um reflecting on the last three to four months as opposed to just the last meeting Tina couldn't do that so she had said Diana as as planning chair you and Dan do that so Dan and I sat down
017we bumped those goes up he did add a question in there on trust other than that everything else was just a bumped up version of what was currently there we just added additional an additional place for um anecdotal comments so that way we had something to reflect upon at The Retreat so after we meet again with Drew the intention is to take a look at that survey again put something together um I had asked him for examples of what might be done at other districts and things I commend Dan and Tina for putting together that first draft of it and now how can we learn and grow from that to make something that's more data driven please do you anticipate board like do we need I don't know I know there's been question about something
018like that that we are going to put in place if there should be a board agreement on the survey I don't know if that means a vote or if it should come back to the planning Comm it will come back from there to the planning committee the only reason that didn't is those questions were already those questions were already approved we just bumped them up we had done it yeah through the planning committee it was um we had given the go-ahead there was an issue that Sam had with one of the words in the survey that issue was removed in the survey that we all got this last time around I just didn't know to go to the full board oh since it is a full board for you know if it's something that's going
019to be implemented and asked to be not a policy thing so I don't think it needs to be well we do have board policy that states that there is a evaluation that should be approved by the board so oh evaluation needs to be approved by the board I don't know the words exactly but it is something developed by the board approved by the board I can pull it up just yeah I just wanted to make sure no need to spend the time on it now I will take a look on it does it need approval by the board I'm sorry when you asked me that question I was thinking you meant okay we we did talk about this as a committee right but you're referencing I don't remember the the the board policy but there
020is policy that talks about it says there's confusion there because it says self evaluation but then the description of self- evaluation is a full board evaluation and so it's a little confusing in that so I'll take a look as I have been I take a look at current policy and I took take a look at Neola policy where we are where we're going and I kind of right where's the road that we're on because I don't want to create a policy today that we have to change again but we still have to be in compliance today you know what I'm saying so I'm going to try to fit Both Worlds if at all possible I'll take a look into that okay um and if can just kindly remind us of the at The Retreat yep
021I know you will okay thank you anything else on that all right speaking of retreat we also talked about the collective commitments if you remember this document we need to take these Collective commitments and we need to write overarching statements um Drew had asked if I would connect with him to kind of take a look at some pieces with that I'm wondering if there's anyone that wants want to join me in this journey of bumping these up to Collective commitments I don't foresee this to take more than an hour hour and a half tops I don't think it'll be a huge deal I had the type a person in me thought about I'll just bring them and share them but that's not how committees work so if anyone wants to join me great if not
022I'd be happy to do it myself too and just opening the door to anyone that wants to say yeah I would love to work on those remember these are going to back to the board retreat um so it would get full board approval through that any minor tweaking of Bo and things like that um could happen there this is just getting us to that next step any volunteers while I appreciate the invitation I'm going to decline it this time no no I'd be happy to work on them with you I'm not sure if you're just asking members of the planning committee um typically it stays within the committee so I do have a question on that and I don't want to get Au typic but if we have two committee members doing a subcommittee that
023is considered a quorum it just needs to be post it just needs to be posted as an it just needs to be posted right right right right right right but I just didn't know I just wanted to make sure there was Clarity that then it still would come back to plan I just I think there's some processes and maybe that's a retreat item this is a retreat it this is going to full board at Retreat so we're covered in that okay perfect if there are at least two members it does need to be posted if it's just me I don't need to post that meeting perfect and if it's a non-committee me member I mean I don't know why a non-committee because we have I mean I don't know if you know we have sponsors
024that are non-committee members but we but this is a this is a subcommittee of this committee this committee make sense I've never been told you can't but it's just for me logically if sub Committee of planning that makes sense I I said that because we made eye contact so yeah although I would say ask Dan right because he's not here tonight so since he's a member yet you should like email him well you I could but technically if you're not here it's the responsibility of that person to get the information that's needed so I just want to clarify that's not a responsibility of me to reach out that's a you know so if you want to connect I'm not saying I wouldn't but I just with all the other things going on I'm not taking
025ownership of that because if we are absent for a meeting that's typically the responsibility of the entee I would support you um if you are the loan volunteer for that I certainly would support and trust your work in that Diana fabulous all right anything else on that continuing right along and I'm going right now through some of the topics that came up as action items from our um board retreat okay that I took note upon because they are under board development yes Tina my apologies I just didn't want to skip apart as far as like and maybe you're getting to it the next meeting that we're goingon to have as far as gathering together as a board getting to that just not right now got it because that's a discussion that's not an update sorry
026it's just trying to keep my timeline y you're good good I didn't know where it fit strategic discussion so this was a topic that came up at our board retreat where does this fit into um our meetings I'm sorry or full board meetings I'm still under board development in the update section you don't have a written list of these this is my list oh okay that's why you're not following okay this is just off my check check check okay um so we talked about strategic discussion where does that fall um I'd like to put that as a discussion Point unless David as president has something else that he's doing but is that a planning item is that a board president item I'm not sure if if that's not something you come to resolution on we
027will discuss in January when you asked the question about strategic discussion referring to the agenda item that's on every board meeting yes and how we use it yes yeah I'm looking for suggestions um it given that that tends to be at the end of a meeting and we've all been at all all of our meetings and whether we're worn out or whether we just don't have the bandwidth to bring up a new topic or dive in deep enough it's difficult to say just how much discussion they strategic topic would get in that Forum at that time I mean we're all prepped for so many different things from the minutes to the resolutions to the public comments to to to spend an adequate amount of time on a strategic discussion and many times strategic discussions are
028like tipping over a vending machine you got to hit it a c you got to get it rocking before we start figuring out where we're going and we only meet monthly so I I've been at a loss as to how to use that I was appreciative that Tony put it on there but we've never really made a lot of use of it it's always just been an action item and we look around the room and say does anybody have a strategic item no okay done and I don't know how to program that and start tuming it up for something that could be meaningful so but I I agree right we spend so much of our time in the Tactical that we're rarely in the Strategic that's what we tend to do in the Committees that's
029what you're doing here in planning is being more strategic I just don't know how to make that fit into a full board meeting and I'm I'm looking for suggestions Lor so I have a question be I missing so when if I pull up like a board like September board meeting first one I clicked on strategic is number four so we have just we we already we do have items in the Strategic discussion sometimes there are sometimes there are so I just didn't know you know what I mean so I want to make sure I was we were talking about it different I just wanted to I was frush with that sometimes there is sometimes there's not okay so um so it's not after the last I didn't know there was something I was missing that's
030just not on the agenda because we haven't used it there used to be something at the bottom where if there was any that came up through discussion excuse me that yeah no yes it's kind of like a future agenda type thing at a full board meeting okay so not strategic discussion my wondering on the Strategic discussion and this kind of goes out there maybe it's not stated clearly and again we're not going to get super in depth in this we we'll pull this back at another meeting and that's simply do we need to put that hey are there any topics for strategic discussion instead of asking that question at the board meeting if it's asked prior to the board meeting when the agenda is being done you know then that can be planned for accordingly
031and oh it can be on this month oh that's a bigger topic we're going to put that into next month or maybe that's something that we work on through the the chairs and talk about through committee that hey this is a full board discussion kind of a thing and maybe we just haven't had very many of those that have originated out of committee um uh laui I guess I'll thank you for correcting me and I'll correct myself I was thinking of the future agenda items which is always the last item it's a lot of meat okay the portion of the Strategic discussion that actually ends up on the presentation often times is a lot more presentation based not discussion based right like something that's at Ed service and then it's you know do I'm looking
032at the over there was early learning coordinator there was the Strategic plan which was kind of the adoption we had the Donovan group present for 40 minutes on it there wasn't a lot of discussion on it it was a lot of presentation which I don't consider that to be strategic discussion no I think one of the things that I know that um it's difficult it's there was a conversation between Fred ey and Jared I don't know three four five months ago can't remember is there an appropriate situation where committee chairs have the opportunity to talk and then when you say that well there's five committee chairs well now you're at full board now not only do you post it but chances are other board members would want to come and perfectly acceptable but now you
033end up having a strategic discussion with the full board and that kind of I don't want to say defeated the purpose of having the Committees having the committee chairs meet to say okay how's it going in planning how's it going in HR how's it going in in ed services is there anything you want to see tweet yeah well my meetings have been running along Tina what are you doing well we find that we're doing that on the side because we can't meet as a group and so it there's no clean way to fit it in there without having one more meeting a month that we all attend to have a strategic discussion so I don't have an answer so put it that way we discussed it we're like that's just not going to work it's
034just not practical to have the committee chairs meet as a separate effort to to discuss strategy in conducting meetings or whatever now you're just back to the full board again so uh no I'm at a loss on how to improve this topic and generate more open discussion um so we'll bring this back in January that'll give people time to think on it a little bit come up with some ideas suggestions Etc and it might be that there just needs to be revamping and how things are listed at the full board meeting like you said if they shouldn't be presentation based it should be discussion based if it's going to be if it's going to be so we'll it's always gone it seems like yeah so we will continue that discussion more in depth and bring
035back suggestions in January I think I would appreciate that opportunity for it to be more of a discussion um because we we don't have that opportunity and if we do it's like oh let's set up a separate meeting well let's just efficiently use what we already have and it doesn't have to be a huge topic it can be you know broken out but yet at every you know have it more discussion based all right then moving on um another thing that came out of our board retreat was with a public comment section David had suggest actually using a timer three minutes will be will we be doing that this month um my intention and I would back and forth with Jared and Lynn today uh there is going to be a note card I can
036to ask yep uh let me just pull up the one that uh Lyn and I collectively worked on today um it's going to look like this it's going to be either sitting on the chairs or at the entrance and it just simply says record of public comment and it says to facilitate efficient meetings and capture required information related to public comments if speaking please complete the information below at your seat and submit via the basket provided you will still need to State this information at the podium prior to speaking thank you okay it doesn't have to be filled out ahead of time doesn't have to be filled out afterwards it's just a matter of if I'm going to put the clock on which I'm still kind of on the fence last we last month Fred
037had it click clicking in front of him on his screen but that doesn't give the presenter the awareness of it if you put it up on all these screens then they feel like they're under the gun and I said well I had to go speak to Joint Finance commission at the Walkershaw call Walker Shaw Coliseum exp Expo thank you and there were State uh senators and assemblymen there and the clock was right freaking in front of me okay okay I mean you had your two and a half minutes and you better speak okay so this is not unprecedented in the world it's a little bit unprecedented and the last time we broke out a clock was during Co so I'm going to introduce the fact that a this should speed your time at the podium
038B we will be timing you and to be respectful of all the people who want to speak we are allotting 20ish minutes for this but we're expecting you to be honor the other people who want to talk and if that doesn't Ram home the point then I probably won't Implement a clock this time that will show up on all three screens but it will probably show up the next time I don't want to be the heavy in that situation but you like people to be but it's appropriate though it's inappro and so maybe you put the clock in the corner of the screen not like the entire screen the entire screen so I'm yes it's my intention to do the card to speed the time at the podium so they're not spending 40 seconds don't
039have at the podium anymore when it was at the podium and they which was fine I wanted them to get the information down exactly but they we're all staring at them is there and if you if you have any adjustments to this and Lyn say it's name address and topic that's what's required for her records so that's all that's on here um but this is generally the the note card and I said I was just going to leave little note cards out and she goes no I get a hard enough time getting information on the podium if you don't put down specifically what you need you may not get anything yeah so um and I crafted that language um not ly so if somebody has an objection to it you can object to me and
040we can change it but that's all it says my only suggestion would be to probably collect those have them put them in the basket before they speak so that way afterward then so it's like maybe the reminder at the start of the meeting if you want to speak remember there are note cards provided we're just asking that you put those in the basket before because one person's going to already have it done yeah they're going to put it in and that's going to be a trickle down effect how well I'm not um let me interject it specifically does not say sign up right okay there's no implication that if you fill out one of these cards you're going to get the opportunity it says record of public comment oh I'm saying what I'm saying is
041when they walk up to the podium they put it in the basket they it's filled out they walk up to the podium put it in the basket now they I think Lynn wanted to put it on Melissa's chair or the table next to the podium but either way the thing is if I didn't know I was going to speak and I go up I State my name and then I go sit back down well the card was there fill it out and drop it afterwards so I wasn't going to be a real stickler about having to turn one in ahead of time we kind of discussed this six months ago that we weren't going to for signups so I want to give opportunity for somebody who wants to jump up to the podium and fails
042to fill out a card till they get back to their seat to be respectful of how the board voted six months ago but at the same time I'm just trying to speed that time at the podium to get as many people through as possible and a reasonable amount of time and just to add I think something like that too we do see a lot of the same people yeah but there are sometimes you know new so they may not be on top of it but those regular people that are here maybe don't even speak every time they're going to see the and it's a matter if we can have two more people do it efficiently that's and that was generally the conversation with Jared and Lynn was like that could have heard it the norm
043will get people will get used to the fact that no cards are there they'll probably pick one up on the edge when you know so we don't put one on each seat and Lynn's gonna have to reprint 50 every single time that they'll takeing notes on it so is this a topic that the timer then if if if you I mean given that we generally ratified the concept of the board retreat I'm more than fine and Lynn says that there is in board docs a timer function because I sent her a couple of apps she could download she goes I don't have to download app it's part of boo I'm like really so we'll queue it up and put the little timer it just won't be as uh what's the right word for it obnoxious
044has the entire screen well I like what I like about that too is let's say we only have a couple people here I mean yeah let's just say things there where we don't have a bigger and you have someone or maybe that's presenting and if they do go 30 seconds over we we can kind of Judge the room if we're going to be I I would hate to G anybody to censor them at that time but at some point they're order yeah at some point exactly I think that's very reasonable and I think that you know I think a lot of people have a misconception about why a timer would be put in place in the first place as long as you explain that at the outset before public comment I don't think it's going
045to be an issue because I think everyone who comes regardless of what they're talking about they want as many people as possible to be hurt because you know it's like I want me to be heard therefore I want them to be heard I don't think it'll be an issue with people and if anything s to that point and worri exactly at your point um what's the right word tradition will be that you know the first time they see the timer well maybe their speech was five minutes right I can't get this done in three okay well we'll give you all a grace period now start practicing at home for three minutes when you show up next month because you know that if you can't do here in three minutes my spee I knew I knew
046to get it all in there so we I'm planning on gradually phasing it in and that's on on that item but I don't know if that answered everything regarding that yep those were the two main things and and if this is something that needs to come back to planning in a future discussion piece we can but I think it sounds like it's on the right track um another comment that came out of the uh retreat was the concept with a superintendent evaluation if that is done by an executive session so I just want to let you all know that I will be connecting with cisa here in the next few months and I'll ask them what's what's common practice and see I know that other businesses and entities do something like that I don't know
047if that's something typically done within a school board um it makes sense yet you could argue the opposite of it as well so I just want to look to see what's kind of the norm what are other people doing is that something that we would have an appetite to entertain if at all possible or not so right now I'm going to open the can of worms with cesa and see what does it look like too early to have that discussion right now because we don't know enough yet what that process is going to morph into um but I do want to at least acknowledge the fact that it was brought up as a suggestion and if it if it behooves us then let's do it and if not go from there so I just want
048to let you know that that's going to be a future um conversation and then lastly um we had talked about a follow-up meeting with Drew to finish on the survey discussing the survey results share the draft of the collective commitments discuss how to approach future board assessments and surveys um revamp the survey if necessary based on the collective commitments and discuss where to go from here regarding board development we should have had dates out to you already I apologize because when I got those dates and I said you know well this date this date this date you know there's always a turnaround time from the time you receive it to the time I shared it with Lyn go okay these are mine but there aren't a lot of you know what says no no no
049you misunderstood because they were highlighted this that you commented on the dates that don't work we have to look on the dates that do work so that was my error in how I read the email from Lynn it was a combined morphed whatever so I will unless you want to you never got that that was just between Lynn and me and whatever so I either I or You Tina you're in charge of the retreat stuff so I I don't want to step on any toes one of us will put together that survey and get that out hopefully tomorrow um I can do it since I'm late to the party oh up to you not have time by tomorrow that's why I'm like you know it's in my air you know fell in here but when
050I when we caught it yesterday it's like I might as well just bring it up here um I can share with you the potential dates right now if you'd like to see we'll have to put those out to the board so that way if we if we know for sure there are dates that absolutely do not work um we've got nove there are seven dates that were possibilities of what Drew sent to us we're looking at November 14 1920 three days there sorry there are multiple dates out there I'm throwing out what's 14 1920 the November 14th November 19th November 20th gotcha thank you I was totally on board no to the 14th no to the 19th I have the 20th open as of right now and then in December there is December 2nd 10th
05117th 18th or 19th I'm gone on the second I cannot in the 19th for sure I'm out on the 10th out on the 17th uh 18 or 19 is possible looks like both the Wednesdays and both November and December are the most open can you give me the numbers 20 18 20 and 18 that's what I have here so I will just send those two dates out to start with and what I found in compiling dates for the first one Wednesdays were the most commonly open yeah so I'm gonna throw well we had said with that one 6 done with gymnastics was the time yeah we had said the six the 6:00 work no we had said 5:30 work or 530 be tough we end at five which 510 that's fine um and Thursdays are
052meet days that's the only reason so any other day I'm usually that's okay that's where that was the plan 6 to8 um we're also going to later on have the discussion about the superintendent evaluation so we're going to need dates for that as well so I'm thinking if we meet one of them as the 20th and one of November 20th the other one December 18 you know if I start with those as pieces um we'll get more into that when we get to the superintendent evaluation piece though um we're not perfect we're making progress when I took the role of chair for this we had no board development and we just spent the last 15 20 minutes talking about all the different board development pieces so we know that we have room to grow and
053improve and we're taking steps to do that so I think we com can commend ourselves for the work that's there but we still have a lot of work to do so thank you for your understanding as we kind of work through this together any questions on any of those things so far here don't know yet I didn't know if we'd have time to coordinate we I'm assuming yeah mean I didn't know that since it's two hours yeah okay I I'm not sure I haven't gotten that far we'll see I mean if it's only two hours it would make sense to stay here but I'd ask Drew his opinion about that all righty then moving into the discussion topics the first topic on our agenda tonight is extending our work with the Donovan group so I'm
054going to hand that over to Jason thank you yes and so uh just wrote down kind of a reminder of the goal of what that work would look like and I I sat down and brainstorm um I always think about what's the why so I I create a list of wise right and so just like to share those wise with you and then take any questions or discussion and so um uh the discussion is around extending the daming group and the goal for that work would really be twofold one would be to continue our support their support of our strategic planning process and then we'd be asking to also support uh the referendum planning and communication uh there would be uh we're currently being charged $4,000 a month and the Donan group has committed to
055not increasing the dollar amount so we' be adding services for no additional uh dollars um I also wrote down that it was as I mentioned earlier a recommendation coming out of the referendum subcommittee that we do extend the Donovan group uh contract and I I think extending them uh January through the end of May would make the most sense and uh when I think about again I I always think about the why so I have a list and the first thing that I wrote down as the why is that the D group has become more familiar with our district and Community through their work uh through strategic planning the second thing I wrote down was that uh the Donovan group has delivered on on the on the expected outcomes of strategic planning and they did
056that in a timely manner and in fact I think a little bit earlier than we were planning and so they they delivered on what we expected I think there are this is more my opinion here but I believe there are direct connections between strategic planning and referendum planning that we could Leverage The Don group uh to help us Bridge those or make those connections uh the the next is number four here is I I believe Donovan group brought people together different opinions different thoughts different ideas and they elevated the voice of everyone and then brought together plan that ultimately the board approved did look at some data uh Donovan group nationally uh from a a referendum support uh lens nationally just supported 30 referendums Across the Nation I did not have time to look at
057the results of those that was yesterday right but that uh those 30 referendum represents 647 million it asks and so they have a level of of comp I guess of of and and familiarity perhaps of referendum planning the Donan group is uh supporting we really be looking to really have the Donan group support Melissa right Melissa will be integral to the work around communicating the referendum we know that Melissa is relatively new to the district new to the role continues to learn do great work but the donnant group would you know work directly with Melissa on the communications piece um uh along with that idea of you know 30 referendum here let um in the in the fall here the Donan group brings unique and uh perspectives right they bring perspectives from a national lens
058a local lens they also bring ideas around what's been successful and things to avoid right where are those things that we should um avoid when we're doing that communication and planning I think it's important to not that certainly Lori Miller has kind of been the face of of the work for the strategic planning she's got a group of 40 40 people that she works with so it's not just one human that we're partnering with it's really 40 people that we're partnering with and their unique perspectives the last couple things I just wrote down is that you know the folks that I've had the opportunity work with from Dynam group are Educators and so they bring that lens of of not only strategic planning referendum but they come to us as as former Educators or lifelong
059Educators perhaps and the last thing I wrote down is Daman group also has uh a network of Partnerships across the landscape of public education that they can leverage and one example is you know they're very familiar with p and the folks there and the work that they do that's just one and so again uh the the thought is we would extend Dam group through the end of May uh really to do two things continue with strategic planning but support that referendum communication and and and planning and um open up for questions or discussion Tina um I appreciate you bringing such a comprehensive list you know because I think we need to be be reminded of their qualifications the work that they've done and things like that um and I certainly do I do recognize that
060you need a professional group you know to be brought in that that does this kind of thing because there are um specific things related to referendum that we we don't do on a regular basis we are not experts with that and so I agree we need to bring in experts um a couple of the kind of I guess points that I want to bring up um is that I I do also um when I think about okay who is best to do this work I think Donovan group is very good because strategic plan and referendum are tied together she spent time in the community you know things like that so there's that understanding um a couple of I don't know if they're just points I don't know that they're necessarily questions um but as far
061as you know to deliver on time in the I mean that was a big ask for us to do and so the level of dedication and commitment I greatly appreciate um two things as far as [Music] um once the vision statement was created okay and now I was not at every single one of those strategic planning meetings okay so this is kind of where where I'm at here so in developing the vision statement specifically with the community taking that input bringing it to the board and the board completely changes it um I think that that you know the message that it sends to the people who invested in the strategic planning meetings and the the community and things like that wasn't a message of necessarily working together and so um when I look at that
062I'm like okay so where where did where is the missing link there of that not coming together um should there have been stronger guidance during that strategic planning session of saying well typically a typically a mission statement has these kinds of things in it it doesn't you know get as specific or you know for I don't remember exactly what it did said um you know but having that complete change I feel like if there had been stronger facilitation on the part of you know the community perhaps um on what that does or does not look like that was just an observation there um the other thing is that can I comment on that before you go further oh okay just because I had a similar conversation with Jared about that because that idea has been
063brought forth by committee community members by you by others and um I wasn't to every meeting either and he reminded me and and Fred was at every one of you know reminded me that it was stated at each of those meetings okay that this will be forwarded to the board and then they will then work to draft or however they phrased it that mission and vision statement so maybe it wasn't clear enough that hey it it may not be 100% in this but he reminded me that it was stated so I agree maybe if we're going to do this this next time around and we're going to ask for input there needs to be more clarity yeah so I think that's what you're saying but I just want to remind that it was done to
064a level of it what we're what I'm hearing people say is maybe it wasn't clear enough so maybe we need to do something a little bit more yeah yeah let me Echo that if if you guys don't remember it I remember it perfectly clear and Sam you wouldn't remember it because Tony said it and you might not have been at the meeting but before we hired the Donovan group he explained the process he'd been through it before we were all made aware of the process in the very final parting words Tony said sitting right there was remember who owns the mission statement doesn't matter what you get on paper from the Donovan group doesn't matter what stickers get put on what words on the boards you own it and you can change it at your
065will okay now I'm not saying Tony's right I'm just saying I remember we were for warned and and we did what we thought was necessary so I agree if there was alienation it was because people let themselves be alienated perhaps because of lack of communication or lack of reminder but I don't think that there was ever a time where the board and or the Donovan group in any of the in the breakout sessions failed to State we're going to take this under advisement but we all know that what you people say and what they remember are two very drastically different things so and so it just might need more clarity this more clarity more reminder especially when we move to referendum planning where there's going to be different um Town Hall type sessions that okay
066it's kind of like this is taken under advisement so however we're going to more clearly communicate that so yes definitely point taken sorry your next item no that's okay um the other thing is too is that um as a board if we are going to be um investing time money and resources into the professionals I think we need to really take what they have to say and um you know make sure that we're leaning on the professionals and you know I've seen the board at times just be like well I don't I don't really care what the professional says this is I'm making up my own mind and doing this and so if we are going to you know invest in professionals and things like that um I think we we do need to be
067we need to be equally invested in their recommendations as far as that's concerned otherwise it's pointless to have to spend the time money energy and resources to do that any comments on that I did actually like this afternoon I was just kind of in my brain because when I went through the agenda I was like you know trying to get my thoughts together does or anything I wanted to bring up tonight and I had a remember or I had a moment where when when we talked about this last as a board I think Jared had I think it was a board board meeting where Jared had suggested like I made the decision we were going to extend Donovan are you guys following me and then it was like just so you know it's going to
068have to be figured out you know where we're going to go after that I thought there was some ask and it wasn't mean I I I trying to remember what meeting it was I could go back and try to find it but I thought that was asked that um that we had some um and I know you don't have the current election that we had some of their success numbers or what they're you know know how it looked for them because we didn't know anything really about them with the referendum and then I thought that there was also an ask for if not Donovan who who else I'm not saying that that's where we're at I know we're on crch time I just wanted to be you know as I thought of it today I
069was like because I kind of last month when we were talking about I'm like God I feel like there was something that we were supposed to be doing and it wasn't me that asked it so I could be just going off of my memory I don't know if anyone else knows if that was I don't know if that was actually check in was that the the same no it was I don't remember if it was this meet it was at a meeting where there were suggestions out there what do we do as we move forward and if we are looking one of them was what qualifications do the Donovan group bring to us and one of those as a possibility was different success right through ref right right and so right now because we happen
070to be meeting the day after election day it's hard to get that information our next meeting is in January but I'm assuming they've done referendums in the past this isn't the first time they've done you know what I mean right I don't know is that number you gave us the 30 referendums Nationwide is that current like just last night okay or so he's giving us you know current information past fail rate you know no I get that I just I'm I'm just remembering the discussion and I just don't want it to be any surprises you know what I mean or and the second part not thorough yes you're exactly right in that you know if we were going to go with someone other than the Donovan group what would those be that would then need
071to go out you know and we're looking timing wise we're Beyond timing I'm just saying I know that that's what what the ask was do that but I think there was there was well there was also the notion in the group you know looking at pricing looking at timing looking at all those things things and if that's a need we have to go to then we have to go to that but if it's not a need we go to if we like what the Donovan group is is going through then why go through all the extra energy and effort if this is something that we um support I kind of feel honestly that we don't really have a lot of choice I mean we're kind of I know when this I mean this was a
072couple months ago I think that this was when he extended it so I'm just I'm just saying you know what I mean I don't want it to be you feel kind of like you're I can if I can interject um discussion Jared do you remember yeah so I will tell you um I I do remember the discussion um my recollection of the discussion was uh based on the timeline of where we were going out to an RFP process was not something that we thought we had time for um that we were going to bring back this back for another discussion came back for another discussion um at which point we just muttered around on the same discussion topics at neither of those did I uh have an action item that we took down that I
073that I can that said go out and do this Jared go out and get other people we we we tossed it around is should we do that it might be worth it what are some things and then we started talking about the pros and cons of the Donovan group but we never took it down as an action item and that's what I was looking for I wasn't saying that that was I just couldn't I knew there was discussion about it and I didn't want anybody to be yep it was supposed to be a topic at our meeting last month when we had that extra meeting but we didn't have the final draft of the Strategic plan and that was a huge ass that was an action item that came before we could decide on the
074Donovan group we needed to see the strategic plan so that's why this got pushed back another month and where you're saying well we're kind of feeling our hands are tied a little bit well originally this not saying that that is why we would choose them I I don't want put we wanted to make sure because there were some people that they they say how do I support this if I don't see the end product but remember we weren't supposed to see sorry the timeline of the Strategic plan was December no I I agree and I knew that's why there was a little it was a little iffy anyways so I just I just wanted to bring it up just to have at my memory so no surprises Sam thanks for being patient oh yeah no
075no problem and I think Jared was no no absolutely not you guys go first um uh Jared cleared up one of the things I was goingon to say is yeah I believe it was at the September meeting okay um and that was a question that I believe Craig asked uh but I know that there were a couple of people on the on the committee who were who were in agreement and they were like oh yeah I would really like to see that as well would this follow the same kind of process the policy would follow where it goes to the board for a first read and then it comes back here and then it goes for a second it would just go to the board for because it's not a policy this would be this
076would be like ed services where it goes as a committee recommendation sure sure sure okay gotcha I mean would it be possible to have some of those options go with as available information for people to consider before they vote in November what do you mean option I'm I'm not uh so the so the request that Craig made two months ago when he asked hey can we see some different some different price points some different uh some different groups that we could work with as an alternative to Donovan um because those didn't get brought to a nearer planning committee would it be possible for them to go because I'm assuming this is going to be on the November General board meeting uh would it be possible for some of that information to be found between now
077and that board meeting and for to go with as an informational piece since people are going to vote and that way people will be able to consider Don of and some of the other price points it'll give people a clearer picture to inform their vote at the full board meeting I know I would appreciate that as a board member yeah I'm that's a full RFP process right that's what my brain is that the puzzle look is an RFP process you have to go out you have to solicit quotes you have to those we're at November 6 the meeting is the 16th or or a or a week ahead yeah so timing wise and we don't meet again until January okay have to suggest an alternative but if Donovan was active this election then there was
078probably other groups who were also elected or active and scouring those board meeting minutes you can find out what they contracted them for but that that'd be a lot of effort and a c cutest way of finding out the answer to your question but Dian is probably right if you wanted to go call you know the the you know the whatever the Jason group and say hey what do you charge for referendum planning he's like well usually around 3 okay thank you very much I I don't know how I'm not saying it can't be done or that it shouldn't be done it's more of a matter of per all the things that Jason just mentioned we may be pot committed to to Donovan because it is a reasonable price and they are familiar with p
079and us but at the same time we we may not have followed all the due diligence in getting competitive quotes etc etc so it's one of those things where like Lori said I don't know if we're now in a position where we can't but it sure be nice to have some additional data points not that we make a different decision but it isn't in the way I look at it to where yes I like to have the whole picture I like to see all the puzzle pieces ahead of time yeah but we also knew going into the ref going into strategic planning our Runway was very short we were very aggressive in our timeline and now the fact with the referendum that's coming in April so communication has to start for let's pretend that we
080do solicit a new company to work with us you have the getting to know you process and things it's now November you got to think about the Thanksgiving and Christmas holidays we're talking the middle to end of January for something that we're going to be putting out to the public instantaneously I just don't know the turn around if we were going to go to P looking back and hindsight's always 2020 should have been done probably three months ago when we first suggested but because we said we wanted to see the Strategic plan first first that you know looking back I wish we could have said okay let's solicit some quotes ahead of time but then again do we have the you know think that was in September I that was was at planning or was
081it at the regular board I think we wanted to see what the outcome was first which it which it makes sense like you want to see what the outcome is right like you want to see what the product is instead of you know kind of doing work that might not be necessary um just from things I know from like um HR committee and going to RFP I mean like that it's it's a it's a rigorous process and it does take months um I I see no issue with going with Donovan group I think they've given us a good product I think Jason you bring up a lot of good points um and I see no reason not to go with them um I think it also is valuable that when the administration makes that recommendation
082the also referendum is it referendum Planning Group or whatever is the you know recommends that um I give value to that um my concern if we were to go out to RFP would be there's not that time to be able to build that relationship I think we're going to have a higher success rate in going with the Donovan group because there already is that relationship we're going to have a better communication plan we're going to have a better you know those kinds of things are going to be better now if we weren't going to go to referendum until next November that would give us a you know a a bigger Runway you know as far as that goes um I personally I support Donovan group I don't see any reason not to Lauren I don't
083have a problem with it to the board I just wanted to bring where there may be I I you know I don't have a questions on them yeah and so I want to talk real briefly about that step because you're exactly right was there an action item whatever and that's something something that I have contemplated speaking to or I was going to ask David to speak to at the next board meeting as we look at chairs writing minutes we need to make sure specific action items are there and I think everyone's been doing um no they should be listed at the you know spelled out I know when I first started doing the minutes the action items were kind of built into the paragraphs and now they're kind of formulating at the end we're not
084consistent in all across all committees in that and I think if we have consistency in that it's much easier to SC the minutes that was an action oh this was back in September oh this was back in November um I wasn't sure how I would do that but I did check back the last few months just to see and we're not totally consistent yet but we're getting better I know that we're not totally consistent within our committees about summarizing those action items at the end of meetings but we're getting better and that's all we can ask is that we're getting better but I think this problem would have been alleviated had I'll say had I done better a few months ago with having them listed at the end di I just I wanted to share
085with you because I did have a chance to bring up the minutes um the the the ask around uh bringing information back was not around uh referendum uh Communications it was around um looking at survey data and that information along with uh School of perceptions um I believe were the only two Jason that you were able to solicit and bring to the subcommittee and have some discussion around is that correct yes uh and so that was the ask um in the minutes um there was no other action item or ask around extending them as a Communications firm for planning or discussions so then going back to what I was saying is this isn't just the responsibility I'm sorry go ahead and if you can't see it Craig's hand is raised yep I got him and
086and S or yeah him and Sam both um but with it I'm just going to ask that as committee members that we also look and before we approve the minutes make sure that you know I try to do that at the end of the meeting um but look to see is everything what we intend for it to be and it's just a way that we can collectively as a team do better Sam and then Craig yeah uh just as a quick note it was uh the Monday planning meeting um just looking at the meetings now that was before you started putting specific action items in there it is vaguely suggested in the last paragraph of the minutes from the planning committee but that is where that question was asked so that's all yeah so go
087ahead Craig so basically I know that I wasn't the only one that expressed a little bit of disappointment in the process with Donovan group and um the sentiment was also shared among at least another board member that um we should consider looking at some other options this at this point in time feels a lot like uh like it's a very reactionary situation and that we're kind of backed into a corner and I never want to feel like that I I I'd much rather have information at my fingertips so that I feel like I'm making a good strong informed decision about the best qual qualified candidate moving forward in the process so um at this point I don't know if I support if I if I support that decision of you know moving forward okay um
088I support the decision based on the data provided for us would it have been nice to have other comparables um that would have given us a financial piece that would have given us maybe a snapshot we wouldn't have seen the most recent we can't see the recent anyway because it was yesterday um so while we're while we're missing the financial comparables with it um I feel comfortable given the data that Jason shared with us to make a data informed decision of why it makes sense to continue with who we have it would have taken an awful lot of data for me given the positives that were shared to say we should go with someone else so I I would and if there are some negatives that people have with the Donovan group um those negatives
089would make me feel something different but I haven't heard any of those negatives at this time that would negate the positives that were already shared um so then I too would would put this recommendation forward so then we could put this forward to the full board as a recommendation to extend the contract for the downan group okay then moving on there's nothing else on that we had talked about the collective commitments already I'd like to move on then to the superintendent evaluation this is the process we're talking about this has nothing to do with um closed session just we have to be very very careful not to include anything from close session discussion again this is solely on um I apologize that there was information added at the very very last minute today that was
090me saying hey I'm a visual person normally these are things we would just share with you this is what we've done before this is kind of what I'm proposing but I'm visual so I thought i' at least give you that as a visual reference piece as well so I want to take us down a quick trip down memory Lane this was also for Dan and Sam because you haven't been a part of the evaluation process to know what's typically been done in the past I want to share with you What dapes suggests to be done futuristically and then we have to find we're in that middle of the road kind of thing right now because we're not fully on board with dapes but we're not doing things the way they were done for the last
09110 years and how are we moving forward this year and next so quick reminder that typically when we get to that sumita of evaluation point we have three closed session meetings the first meeting is another similar like a check-in that's been done in the past done in close session then on the second day we move to um some rubbert kinds of stuff well after your quarterly check-in what would happen Sam and Dan is you would get a rubric and in the past you would fill out this rubric of where you think the superintendent Falls you would score them um we haven't been trained on that rubric and actually the way we've we've come to a compilation score was actually incorrect it was averaged instead of using the propound of evidence so there's some pieces in
092there at any rate that rubric then came back after um board leadership put together a compilation score we come back for meeting number two we would discuss the compilation score for each of those six targets or those six um standards we would agree upon what was there having discussion if it has to wiggle one way or the other but typically agree upon then board leadership would go back they would meet with the superintendent sharing those things couple weeks would go by a month whatever and then we come back for the third meeting in which the superintendent would share some goals now in that meeting where we were we kind of would have some ideas of hey here are some suggestions but then the superintend would come back with some goals does that make sense now
093one of the problems that I've noted this year is the goals that we asked him to utilize for the last year which has extended to 18 months all fun fall under the same performance standard when you're working with dpes it's supposed to be across all standards and so we have modified this a little bit so that way he still gets feedback from us on all standards but when it comes time to go to evaluate how do you evaluate his goals when they're very narrow on that particular standard so that's kind of where we're sitting right now of okay here's where we are but we need to do a little bit of tweaking we also need goals to be written and done in January so that way they can get approv you know so January you
094know February start implementation maybe come back to Planning by March so timeline when we just looked for dates for meeting with Drew and dates for um the first meeting of the superintendent evaluation we need to get additional dates in there and realistically we only found two but we need four does that make sense if we use our old model so I then thought about okay dates actually has their suggestion is um they do this sumita to evaluation in two meetings the first one is reflecting on the goals outcomes and artifacts with the superintendent and the second one is completing the summi of report a summative conference and so on so if the dapes process suggests to wouldn't it make sense for us to maybe move to two we just had a check in the middle
095of October do we really need to go the fullblown checking again the middle of December um so that was a kind of piece that I took into mind the dates process by Nature doesn't have four quarterly check-ins they only have two to midy year and then that last one that where we are right now is kind of like the culmination so this is where you come to see where my suggested timeline where my suggested proposal would be and that's the bottom of that page um kind of to streamline this a little bit is I'm suggesting we move Mo it to two meetings okay we've seen that he's doing well we've given him feedback in terms of what's going well where never before has every board member and this I thought was amazing the last check-in
096we had we went around the room and every board member had comments both whether it be suggestions or things that are going well so more voice than what had been done the year previous so that thing I I I don't feel that no one had an opportunity to share any concerns or things that needed to be worked on um ample concerns to share that as well as the positives so my suggestion would be that um I have put together and I can't share this as a document because then it you know but I have compiled together what has what you typically would see when we get into the dapes process you would have access to all of the notes taken in a secure server environment there's Jared would we have um editing rights one of
097the board members probably like when I talked to Fred he said Diana you're the one that's been doing all the stuff with Daves right now it makes sense that it's you to take notes in that but it's projected on the screen as we go kind of like what I wouldn't have had to read everything back to you at the last meeting you would have seen it there it would have saved us a ton of time um right now myself because I'm not the board president normally that's the role of the board president to do that so I would get together with the board president to come up with collected themes we've already had themes from different suggestion kinds of things and then putting those more into the overarching so the work for this is 80%
098done already um so that would be November December is um focusing on two areas things that are growing well or growth that we need to see as well and or sorry growth that is seen as well as areas that need attention I then would recommend that we would have a full board Clos session meeting in December which would take about 90 minutes the first 60 Minutes of that meeting would be with the board only discussing those themes sharing those themes out um stuff we've already collected but here are those things so that way there's comment back and then the second 30 minutes of that so 60 minutes then Jared comes into to that close session meeting and we would share that those themes then with him Jared when then go back he'd reflect upon those
099themes and that's when the goal setting would would occur Jared would meet with dpes I would also meet with daav I don't know if Jared and I would meet together separate but there's some work that he would need to do as well as would need to do moving forward into this next year so that way as the I don't want to call myself the trainer of trainers but ultimately that's what it becomes that I would take that information pass it on to us as we maneuver through this um so that way we can share not only the software but how to move more properly through this dapes process not saying we're jumping 100% full board into dates because that would require multiple multiple hour sessions of training I'm saying I would shoulder that training to
100get us through this year so we go from here to here knowing that with GES we would be here so it's an intermittent step um that would then because of the holiday season whatever our next planning meeting would be January um I don't know if the goals would be ready to be shared or if we'd have a separate meeting for that it might be a separate meeting as opposed to a planning meeting we'll I'm not I don't have my brain wrapped on that yet but the next meeting the third meeting in that or actually it's a new cycle would be Jared sharing his goals I have to ask what's typically done in the dapes process is that something that's Comm shared at the planning committee level or is that something that's a full board committee
101or a full board close session meeting that I'm not sure um so that I just need a little bit into But ultimately I would write full board closed I just I don't have that information I'm just being open I'm being transparent and so my ask of you all today is does my suggestion for modifying our evaluation process make sense to move forward with that away from the three meeting schedule to the two meeting schedule and it it's it's almost like a three meeting because sharing their goals and standards actually goes into the next year um are there questions that you have that I can clarify based on the process that I just briefly presented now remember this is an idea I don't have everything worked through I didn't work everything through because frankly if you
102guys say Diana you're out of your mind I didn't want to spend hours creating all the pieces that go with it but if you say hey that makes sense then yes I'll take that we'll move it forward um then it would just be a matter of you know we can we can answer questions there I can help to maybe help your brains wrap around it because I I try to acknowledge the fact my brain's been wrapping around this for months your brains are just wrapping around this the first time and I know and I'm not going to pick on Lori but I'm picking on L I know you're reflective well we've gone through so many changes with this like literally my entire time on board has been hiring a superintendent doing an evaluation doing a
103you know what I mean so it is not that I'm confused but you get a little lost in the translation so at this point I don't really have I'll be honest that I can be like anything can be improve so it's going to improve the process I don't know why my original plan was going to be and this is where original all right we've taken what we have now let's take the rubric but I would have to train you on how to do the rubric it doesn't the original plan but it but I'm already a little like we're just gonna look at this okay okay good sorry good no I like that because you know I've I've spent a lot of time evaluating the good the bad that in between how do we move forward
104and I know we have a very active board and I trust that if you guys see holes in this because you know sometimes you don't see the forest through the trees that okay I I don't understand this please help me through this and I might say oh sorry I didn't clarify this or you know what I miss that Al together thank you Tina um I thank you for the time and evaluation that you put into this because um this is agreed with Lori you know this has evolved this is way better than what when I started on the board you know this is much better than you know what we had and even as far as a process um as far as communicating it um you know I think you know just like with anything
105progress and growth towards you know the the end game is is a good place to be um you know you can't expect to you know turn the ship in a day you know when it's a big thing and um it's a big process and stuff like that and it's it's a very important work and so I appreciate your time and attention to detail on this um because without your time and attention to detail to this um we wouldn't be where we are that's just you know that's just what it is um and so so being how I've had a point of reference of several different areas um I'm great with us giving this a try you know we've kind of said like this is a a changing you know an open kind of thing as
106far as like okay this doesn't fit what we need we can change it you know as far as that goes um but I think that this gives us um better direction as far as that goes um and I I mean I'm great with given it a try and seeing how it goes I think that this fits I appreciate that you're willing to take on the dap's training um it to you know because that's another step towards doing things in the process and things like that the way that it you know should you know with a little bit more support that way and I just want to reiterate we're here the dap's process is here I'm simply putting us here so it's by no means going to be exactly where we should be but we agreed
107as a Comm committee y that we were not going to fullblown jump because with the referendum strategic plan whatever I'm trying to honor the the requests of committee y um for time bandwidth Etc within the district so to me this was a logical step um I support this process Okay Lori yeah no I'm fine I think it's still you know I think until it's being practi it's it's kind of hard I really don't have any basis to say that this isn't I know that you've been working with D or se you know I know you've been doing it's this isn't just a Diana corre I'm gonna throw an evaluation together so I I know that and I appreciate the I know you put a lot of work into it so I would have no basis
108to say no this doesn't look good I'm being honest I think great appreciate it um other comments then C Sam and David C um I open to the process um I I think um I think uh you say it's a step in the right direction um I think also the sooner the sooner that we get to the the actual work of goal setting better and um also uh it'll be helpful to know like a timeline uh as a board member when we can expect to to move forward with the training on something like this but um I I think it's kind of it's kind of hard to assess that when you don't know if it's the right path that you want take quite yet so with this hopefully to clarify it a little bit what
109the committee suggest is we're going to continue on this trajectory and so the timeline then um my understanding is it would not be a full dates training for all of us until after the 2020 because we're starting the 25 year remember so that's going to be a calendar year um so it be after that so some point mid year next year would be all right do we want to continue I'll help us move more toward where we should be but it'll be do we want to look at dates further and jump into the training and the way it should be or do we want to explore something else and and lo and behold in here there was also is good there was also a session in there that has a different form of superintendent evaluation
110that you can attend so I have my St look I have my stars and my question marks and my must you know so that's one that I plan to look through just so that way I can be most informed that okay yeah this makes sense this I don't understand that so I can bring that Back to Future discussions moving forward again this isn't a Diana thing but as the like policy as sponsors here we've we've had a chairperson for each of the different pillars I have been that chairperson for the superintendent evaluation pillar so it naturally Falls to me if someone wants to ask me a bunch of questions get up to you know be happy to share what I know I am by no means the expert I just know more than all of
111you in this test IC because that's where you know we each have those areas I do have a question when you were talking about um that it would be on screen and that Jared has editing and that it would be something that we would all be a can you just Y what process is that so with that we have something called Frontline here in the district right and I know we've talked about it and so with Frontline it's actually something that we um your your email addresses been given to cisa to put in they're just waiting for the green light for me for Access we could have done it this cycle around but it wouldn't have made sense because it doesn't fit all of the um performance standards and I was worried like er error
112warning you know I was worried it wouldn't fit and so when we go through this process what would happen is we would log into that account it's secure right now I can't share with you the um superintendent evaluation stuff because it's on public record that's more private it's something different and so as we put in there you would um you could log in at any point in time 247 and you would have viewing rights the superintendent and one board member have editing rights so the superintendent puts in his goals the superintendent can put in his artifacts Reflections different and I haven't seen those exact forms other than the samples they gave on there and one of the samples was at the end of the check and here's a a fill-in box of General themes of
113what was heard so it's just a summary kind of thing so what I collected during those meetings would have been typed on screen I just typed them here and shared them verbally with all of you so it's a movement to that um but again that would go through the Frontline process I don't want to say similar to what our teachers does but I'm sure that Jason is going to share this is what our teachers do and this is where we go we we use front line for a number of things right including yep so we use Frontline now for uh absence management we use Frontline U Margaret is really pushed forward the use of front line for like onboarding so like new staff members go into front line for new paperwork uh we're using it
114now uh for educator Effectiveness as well so you know the secureness the forms are already uh populated and we would just now say now let's use the dpes so it's secure whoever needs access gets access so so I wish that I had a screenshot of of things out there I'll work to so your goal would be that once the goal setting that's when it would kind of be like okay and then everybody can kind of monitor as the year go so my thought would be about March okay because if we don't get to that followup meeting with Jared I can't say those goals are be done in febru in January so let's say those goals are done in February well we meet January we meet again March so is it February is it March it's
115somewhere in there um but then looking at like when we ask teachers to write their goals their goals aren't written the first day of school you know it's hey let's give a little time let's say let's reflect on where we at where do we want to go it would be tied more to the Strategic plan and things like that so you're going to see goals written very differently than we've seen them our entire times on the board I suspect well I would imagine and I mean I kind of feel like sometimes we're we're missing some of the you know because you're kind of going like trying to remember what was that that we you know what I mean so it's hard to put when you don't have the information in front of you I sometimes
116don't remember what what were the goals or you know what I'm saying like so you have access to that much better process like I said Jared will be working with cesa you know to work through that so we're doing some of the work to again we're moving that traj that along that trajectory so we're improving we're not there yet but at least reiterating what Craig said we're moving in the right direction okay um for Progress front line of course has longitudinal so you know if I wanted to look at a teacher's evaluation from two years ago you could as well sure and so that once you start using it it'll be there forever it's there can re y great so we've committed to like I said staying on this process at least through the 25
117count C year M um at some point and I'll put that as you know somewhere down middle of the year next year that we need to come back and say yes we kind of like this pathway that we're on or we should start exploring something else I don't know when that will be because if we're just starting into this in January February or sorry February March can't really have that discussion in April May June because we're just getting our and so it may be a matter of committing to another year um on that same trajectory to get the training done but at least we would know and I think what we agreed as a committee was we would know like I don't want this anymore we need to start looking y agree yeah agree I
118think it would have been premature to give up on dates Without Really knowing the the full process that it I I know so many districts I imagine use it so it's got to there's got to be value in it it's just how you use it if you're using it correctly I imagine but time will tell I would say that the folks that d Diana is working with are leaders across the state yeah um uh for educator Effectiveness including superintend exactly so they're gonna have that yeah perfect so what I'm wondering then so my thought would be the goal setting would be like February marchish first Project Check progress check would be about May June is second progress check would be October is and then the summative would be November December is so we're kind of
119already on that timeline instead of three check-ins there would be two if that makes any sense so you would ask kind of just wrapping your brain around some some times or dates nothing is is solid um that first I mean the progress checks are kind of like we did our check-ins need to remember it voted in election right so there may be some turnover yep so yep can and and these would all then be based on the goals and so instead of going through all of the performance standards goals there's two to three goals so here's the goal and okay here's an artifact this is what was shared okay that and and those get that's underperformance that standard one oh here's one that's under performance three and then when you get to the sumita of
120you then look at these two or three goals but there's something under each of those standards relate okay so goal one blah blah blah how do we think you know and then we can look at the it just makes so much more sense it's gonna make the process efficient and so right now for if we were to go through the rubric as it was it's going to be not making a whole lot of sense and that's why if we can just pull for well and that's where for now if we can pull forth common themes yeah I'm not saying we necessar would even be looking at the rubric but common themes this is what we themes of going well these are things to you know exactly then you have something from there you got to
121be able to do the evaluation you know correct but but technically you know here's where that evaluation is I don't want to say a great we're doing evaluation do we need the rubric this year to do the evaluation right we're giving feedback right so as long as we're okay saying we don't have to use the rubric this year we're going to provide like I said it would be um areas that need attention as well as what's going well and what growth have we seen that's really you know we're not giving a 4321 kind of rating or whatever those words were I guess I didn't realize that it wasn't so we wouldn't do any scoring I don't know if that's very especially this I can see first year of superintendent maybe but I don't know if
122that's being how's it being measured Yeah well yeah I guess that's the word so here's my struggle and I understand what you're saying because i' I've I've been going back and forth with this as well we're supposed to evaluate the goals and the goals are under one standard so somewhere we have to decide okay what are we going to what are we going to give up I know give up is not the right word how are we going to compromise and is that going to be where we're not going to evaluate the goals because they're all in their standard we're evaluating all three goals under the same standard then how do we evaluate the other standards we've commented on them but the goals aren't there so which pathway are we doubly evaluating both the goals
123and the standards that don't fit under the goal you I apologize if I'm confusing you but this is where my brain has done this for the last few weeks if we do the rubric though and I don't I don't know because I don't I don't have it memorized um but if we if we do the rubric as a point of measurement would that then be helpful as far as being able to set goals or you know like oh okay these are in the rubric like these are some of the things that are strong as far as me measurement you know is concerned um so is that a signal like okay well I'm going to take some of I'm going to going to take this as a goal and be able to build on that because
124this is where the board feels that I that we are can we I'm I'm asking I'm going to ask a couple different questions in different way I don't and that's why I'm I'm not saying yes or no that's the decision from the committee but I want to throw out some different thoughts can we achieve the same result by pulling together common themes of what needs to be worked on without putting a numeric score to it my other question in looking at it is right now as a board we have some some concerns and issues in front of us and can those issues and things be set aside during the evaluation process to give a fair evaluation to our superintendent should be should be you know like I told my athet I don't see those as
125connected I don't see them connected at all but maybe this is my concern I'm only I I don't know these are things you know I've always said to my athletes you have issues leave them at the door come my concern but sometimes it doesn't happen I I don't know we're not a forever board right like there's no guarantee that we're here for another year two years whatever it's it's you know three-year term for for most if we have nothing for like you know a score and and we've based it off of a yeah we may have agreed that the this was where we all how we felt someone was doing how is that you know what I mean like I guess the way I where I'm struggling is I know we've been really been pushing
126for better evaluations of our staff better evaluations of our coaches and if we're really not and I know it's a I'm not saying that's your like I appreciate I can't even imagine the work you I'm not saying that it's not value what you're presenting I guess I'm just concerned in a year or to how do you tell about progress or or right for sense I mean I know we can have this sense and we can all say oh they're doing great or whatever I don't think evaluation should be based on you know I hear what you're saying so I don't know how long we can allow that to you know what I'm saying and I know it's this would be a one year this that's right we're already pretty much two years in two evaluations
127of not a real good I mean once this one's finished it's the second the second one right of not a real but butf so I just and you know now you're talking three years of really nothing that is going to give any new board any leeway yeah that's all one thing I hear what you're saying and here's one way to look at I'm going to give you two ways to look at it okay one way to look at it is we were here and now we've at least come with common themes what's going you know those kind of things which is exactly where we need to be here it's just how do we score it based on something where what we have doesn't fit the pro what we have doesn't fit the process right okay
128and so we're trying to fit what we have into this process that doesn't work so something's got to give or you know when we look at the way we had scored the rubric in the past it was done on averages so those scores aren't even accurate right because of the way it was averaged and so what was deemed maybe something that needed to be worked on if you look in terms of preponderance of evidence instead of averages something else might have risen up there so there's there's nothing perfect we're just we're moving forward and that's the thing as we move forward knowing that the plan for the end of 25 is there will be a rubric there will be goals that will be assessed based on all six of the standards they will cover all
129six so this is the question I'm asking is what does this intermediate step look like we're going to be here we're currently here by the end so by the next by the end of by by December 25 we are on the rubric with the goals written whatever I was thinking it was still going to be one more year beyond that so I apologize I got lost in that I think that like themes to me seem like oh this is it doesn't give a concrete like to me like when you're looking at a rubric it just seems a little bit more concrete as far as it provides Clarity sure on you know both both sides you know and and all part so what would be your suggestion some kind of measure I understand that so what
130would be your suggestion then as we move in the dapes process around the three goals of communication because we're assessing the goal how do we meet those areas that those other standards that aren't hit based on the goals because technically we shouldn't be um assessing someone on something other than their goals so how do we do that assessment if the goals all three fall under communication how do we do um instructional leadership how do we do professionalism how do we do others when here's where our three goals lie this is where I'm struggling because when we look at we talked about um the if educator Effectiveness the teachers write their slos and their ppgs their student learning objectives and their professional goals whatever they're evaluated based on those goals we need to be evaluating our
131superintendant on the goals that we agreed upon and so then I don't know how we can we can evaluate one standard I don't know how we would do the rest given that thank you C sorry so so I I think I'm understanding this a little bit more clearly uh suggestion would be to set the goals at this at the next um January yeah evaluation for 25 25 okay and those goals would Encompass all so whatever two and three goal those two or three goals are yeah probably tied this strategic plan most likely sure they would umbrella Over All standards yeah our current one our current three are all in communication I see I think where I got confused is when you talked about the training so I didn't think you were going to actually use
132ad dapes so I was thinking it was going to be kind of like this process and for another year so that's where I got lost this this evaluation December Jan you know where we're coming up right now would be looking very different and my proposal is that we don't use the rubric Goa because it doesn't fit fit with what we've been doing this year we've already done our check-ins and given feedback on each of the rubric areas so there you know we didn't give a score you know but looking but we've given feedback does the score it matters but it doesn't really you know when we're looking at what's there y but I hear what you're saying I just I've been going you guys don't even know how much time going around this to turn
133it but no but that's why I want to make sure that we're vetting out so what's our next what's our hold on question first so theoretically in the first quarter evaluation or check in so to speak remember we're not doing quarterly though it would be mid one mid two but anyway go ahead okay um so that First Progress check one progress check one which is okay U at that point we would we would have an idea of where we are at with with Administration along those goals right so what would happen is you would be able to act you know we'd sit in the boardroom like we have right the goals will already be in there you'll be able to check you'll be able to log into that 247 so you would see those goals
134prior to May sure okay we come together at that may meeting and let's say that I'm still in this planning chair role let's say well I'm not up for re-election this year so I'd still be in the RO you know that's already been designated to me for recording we have the discussions just like we have done Jared would still share here are things that we do we would still put them into the different areas we would still collect common themes the difference would be we would do that again in October is for check two okay for check three when we come back together now we have the goals we have the evidence and artifacts just like I have been recording MH wherever that thing is all of it there but now the goals fit all
135six performance standard now one so now in December when we do the evaluation next year yep we can then evaluate accurately here's goal one yeah this is how it fits the standards all done on the form you'd have all access to see that whatever perfect I get it now I I apologize I think no I I anticipated that's why we put a so much time into this because I don't have a means to share with you all that I've seen and done and the images that are there and this is it's not where it should be it's getting here so it's it's growing I think that's a great way to you I'm saying well I mean but but what you're saying is it's you know I think I think the the initial thought was that
136this would take a whole year to try to continue to materialize but thinking we're it's really we putting into practice right away right away we starting in January yes thank you the the part that we just have to wrap our brain around is what Tina got to and that is there wouldn't be scores on a rubric this year this year right perfect that makes sense much there will be by end but because we can only evaluate based on the goals which we have not had nope I I take part of that rubric or whatever and evaluate it on that piece of it so if you do it we could take the communication standard if that's what the recommendation would be that's the only standard that we could do so you'd have one standard right so
137with that you know I think it'd be better than nothing evaluate like right now we don't have like a and if so then agreed because you would have that piece then to follow up when we when we do that part of the rubric at the end of next year you would now have even if though it's just the communications we would still have so here's the flip side and again I just want to give you the flip because I've thought about all these things so I appreciate that and that is yes we would have one standard that would be the one and only standard well it is anyways whether we a number or not no but not necessarily you know when you look at themes yeah we're looking at that we're sharing the themes overall
138so you've got these on the standard but I said what I'm saying is I could pull together the common themes that we've shared Beyond just the um communication standard because we're not evaluating if we just hear our common themes of what's gone well in the last year here are common themes of what hasn't or I shouldn't say what hasn't what maybe needs some attention because we're not on the evaluation piece we're still talk about those standards but I could still share those common themes so it's giving us the best of both worlds that's my thought behind it I'm really for those of you that don't know me I'm very linear sequential this is way out of the box for me and this is not my comfort area so no but I think you came up
139with a workable solution I I really feel you did you go ahead Tina so what do we need to decide right now so right now are we okay with moving from three days to two and following the process that's on page two that's in front of us what's in says suggested Summit of evaluation meeting um and then do I have on there did I put on there how is this is that later on um how does this look different moving forward was that one of the documents that was was that page two of the document in there can you pull it up on the screen Jason it's under administrative content oh sorry yeah okay you have the second page is proposed 2025 evaluation schedule so you're asking us to also want to just be mindful
140of the time yep so you're asking us to support page number one first oh okay can I'm just going to come over and look because mine's not logged in and then it takes a little bit so page number one down at the bottom in blue okay yes so that would be the process for this year if you scroll down to page two at the top of page two would be the proposed timeline for 2025 okay so you're asking us to support both of those things yes so looking at Blue would be what we do for this year looking at the page two would be what we do for next year 2025 I can for T I'm just looking for I just I just need some clarity and maybe that's as far as like evaluation measurement
141tool and maybe that just will come with part of process I'm willing I'm willing to try it but just have that noted you know I understand noted that the the tool is not great this year I agree with Tina all right anything else on that then all right then lastly Tina Christmas social we've done that in the past no no we've done that in the past as a board board development item and that moved to a topic that HR kind of took under their wing last year do you know is that something that HR put onto a yearly calendar no you don't know or no it has not it has not it is not on our yearly calendar okay is that do we meet you already have the HR agenda out though correct correct okay
142so it would not happen no it's not on our radar no and that's okay because I wasn't sure where that and that came to me here in the last week I'm like oh we never really had that is that something that you would like to tackle with HR to put on a yearly calendar is that something that we should plan here in planning I think it's better placed in planning um because they think it's as far as for that way okay so last year devel what we decided or we thought was good practice was to do some social some sort of social Gathering prior to the December board meeting um it originated with something just whether it be cheese crackers cookies whatever with the staff again with the administrative staff here at the ESC it
143then morphed into something a little bigger than that where there was activity whatever um that kind of went with my thought is are we open to just doing a social just a crackers cookies yeah kind of where it came into play is that there were a lot of new Administration and new board and so we wanted to be able to bridge that Gap and so that's kind of where it landed I think as far as human resources was concerned um I mean not that it can't be there but it's yeah yeah um but it is something that I mean if if the and we didn't activity kind of an i Icebreaker thing that I thought was good but I'm into that thing um and so um but if not the whole board participates you know
144they're kind of scattered so I guess my proposal this year would be what if we just left it at a social and then we can come back in January or March whichever one and and say okay two years ago we had Icebreaker we had activity this which do we like better and then we can put that as a yearly part of our c okay so I will connect with Lynn when she's not busy trying to get ready for another meeting and kind of get that on the calendar um and then I'll put that as a future item as well on all right then last up today when I have action items um I have on there that I will send out meet the meeting dates um for getting together with Drew as well as that
145first date for the superintendent evaluation um we have said that November 20th and December 18th which are both Wednesdays seem to look the best right now that there was least amount of conflicts here so those are the dates I'm going to propose out there um either I will work with Lynn to get that out or I will just do a survey we'll figure out that but I'll connect with you tomorrow um I will also pull together some additional things regarding the evaluation process um what does that look like I don't know but if you have some questions hey can you give some clarifying questions on this shoot those to me via email so that because I've been doing this for a bit and I sometimes can't see out there because I'm here um in terms
146of all the things that I've been looking through so thank you for helping me fill in some of those gaps today um I already talked about the Christmas social is there anything else under action items that I failed to mention I have a few more try to keep um one was that I believe you're going to work to um double check if the board uh self- evaluation needs to be approved by the board oh yes that's UNF sorry yep um I also heard some followup cisa regarding executive session for the board's evaluation if that's needed y um and I wrot these out so I'll put them in a minutes uh work to uh schedule the collective uh commitment subcommittee and that's a just yeah yep and then uh I think uh I also listed as
147that we'll put the uh extension of Daman group on a full board meeting for uh discussion and possible approval so those are that than anything else from committee members that was missed um okay and then lastly future agenda items the referendum subcommittee is meeting later this month so you'll have update at the full board meeting for that um we already talked about the follow for Drew um we already talked about the follow-ups for the superintendent we talked about dates for the social know that on the January meeting I struggled to get this done in an hour and a half pushed very hard to get this done in two hours but when you look at the amount of stuff that we covered very good for Progress um already on the January docket is new member orientation
148that was tabled from a previous meeting I don't know if we're going to table it again or not but it's also a session in the um State Convention that I plan to attend um I we need to review board policies that pertain to planning so I have some of those already on um my radar as far as making suggestions and recommendations here then to go to policy keeping in mind when they fit in the policy timeline so kind of looking there but that timeline is getting shorter for us in terms of getting it done but it's things like I said we we've kind of had to kick things down the road that haven't been as important well there's no more room to kick it I guess is what I'm saying um we'll follow up again
149with the Strategic discussion question at board meetings uh we'll follow up probably in March on the evaluation process for the superintendent um we'll solidify the venues um and dates around the community events Jared me or Jason mentioned that that'll come up as a January topic as well we'll do a reflection of GES where are we at kind of thing probably in September to look at you know is this something we want to continue with into another year start looking we might decide earlier that no I think we're going to decide earlier either yes we continue for another year or not because September is probably going to be too late but if we're not we' only have one progress check in by then the next project progress check is October so at least we can get
150a pulse and then um January March reflection on the reflecting on the social so that is what I have anything else for the good of the group we are adjourned 727 3 minutes before the night thank you everybody for helping me get to achieving this I didn't know how this would work so we did