2024-07-02 HPCSD Board of Education Meeting

001e e e where do I look just uh welcome to the first meeting of this new school year it's July 2nd and we're going to start with part one of the organization ational portion of this meeting May I have a motion nope hold on a second sorry congratulations to our new board members I'm going to skip a little bit because I have Pedro first and he's not here yet um congratulations to our new board members Christine pton and Carl Tomic um at this time I'm going to swear you both in this is why I have you sitting next to each other try to do not back to Christine would you stand up your right hand and read your oath of office I Christine hton do Solly swear that I will support the Constitution of the

002United States and the constitution of the state of New York and that I will Faithfully discharge the duties of Trustee of the board of education for the Hy Park Central School District for the term July 1st 2024 through uh June 30th 2027 according to or according to the best of my ability you Steve how are you offici and then Carl Margaret your turn hi hi Carl Tomic do Solly swear that I will support the Constitution of the United States and the constitution of the state of New York and that I will Faithfully discharge the duties of Trustee of the board of education for the HDE Park School District for the term July 1 2024 through June 30th 2027 according to the best of my ability thank you [Music] yes your absolutely my pleasure so I

003Pedro Roman do solemnly swear that I will support the Constitution of the United States and the constitution of the state of New York and that I will Faithfully discharge the duties of superintendent of school schols for the High Park Central School District for the term of July 1st 2024 through June 30th 2025 according to the best of my ability thank you and mik is gonna be everybody okay I should also mention that U Margaret katani is joining us virtually and you you will see her on screen she is able to attend the meeting and participate as if she were in the room um at this point may I have a motion to enter into executive session to discuss confidential matters pertaining to the employment of a particular person or persons and negotiations for employment some

004mov second Margaret all those in favor I I I any opposed any comment I should said any comment first sorry I'm out of practice of this motion passes we're in executive session the board should return about 7 o'clock for Open Session e e e okay okay welcome to the H Park Central School District reorganizational meeting it's Tuesday July 2nd um this is the first meeting of the 2425 school year please note that Margaret katani is attending this meeting virtually uh due to or extraordinary circumstances as such we will also be offering virtual participation during public participation the number will appear on the screen um when we get to that section of the agenda um if everyone could please stand and join me for the Pledge of Allegiance I pledge allegiance to the flag of the

005United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all thank you 5.1 we are um at this time I'm requesting nominations for the office of president of the board of education for the 2425 school year are there any nominations I nominate Mike zagorski I second thank you are there any other nominations going once going twice okay we are going to close nominations um being that we only have one nominee um by show hands may I see who is uh who votes for Margaret y okay I couldn't see your hand sorry Margaret it's okay by unanimous vote Mike zagorski you are the have been voted the president please come and take take o of office and then and you could take your sorry

006Bobby the clicker is not working he has it memorized anyways it's all you go Mr President it's not official just read it from the book sorry this thanes that I I think I have it is it in there it's right here wa yeah all right I Mike zagorski do solemnly swear that I will support the Constitution of the United States and the constitution of the state of New York and that I will Faithfully discharge the duties of president of the board of education for the Hy Park Central School District for the 2425 school year according to the best of my ability please find the book yes Mr President I turn the meeting over to you all right there's a script right here if you like it so moving on to thank you everyone by the

007way um moving on to 5.2 I need a any nominations for uh vice president I nominate Mike Tibbits for vice president any uh second second from uh Christine thank you any other nominations for vice president any other nominations for vice president have to do that three times any other nominations for vice pres right okay seeing that there are no more nominations um can I have a motion to uh nominate uh to elect uh Mr tibits as vice president for the board of education for the 242 school year so move second any discussion all those in favor I I opposed motion carried congratulations Mr Vice President right here too on screen yeah right no it's not it was a second ago hang on there it is sorry I Michael tibits do solemnly swear that I will

008support the Constitution of the United States and the constitution of the state of New York and that I will Faithfully discharge the duties of Vice President of the board of education for the Hyde Park Central School District for the 2024 2025 school year according to the best of my ability official oh not yet sign TR I don't believe we have any agenda modifications okay can I um 6.03 can I get a motion to adopt part one of the 2425 reorg meeting agenda so Moe second to this any discussion all those in favor oppos motion carried um 7.01 discussion of any part one consent agenda items are there any discussion of any of these items I didn't have any questions any other uh discussion questions okay moving on to 8.01 can I get a motion to

009approve part one consent agenda items 8.1 through 8.21 for the July 2 reord meeting as presented so move second all those in favor opposed motion Carri um moving on to 9.01 uh borrowing resol resolution be it resolved the Board of Education hereby empowers the superintendent of schools to borrow sums of money and authorizes the President and Vice President of the board to be given the authority to sign necessary documents as needed prepared by barklay Damon LLP Albany New York to issue appropriate short-term notes according to local Finance law tax anticipation notes Tans and revenue anticip anticipation notes rans uh this must be a roll call vote a 2/3 majority of the full Board of Education five votes needed for Action so for me I say I Mr tibits hi Miss pton hi Miss katani I

010Mr Spence I Mr Tomic I unanimous um vote um designations board advisory committees one minute sorry point of order did you do a motion in a second on that one or did you just go right to the roll call to the should motion it well didn't say that so that's why okay so going back to 9.1 prior to our votes can I get a motion for the borrowing resolution so move tiet second okay any discussion okay and then everybody's roll call vote stays to same or do you want to change it okay thank you so designations board advisory committees so this is where we put people on the Committees yes okay all right so we'll just go down just there's no votes on these right we just okay so you know going down the list

011audit committee so this is where we discuss internal external audit audits we meet with the internal external Auditors with um with Linda a couple meetings a year yes it's it's a handful of meetings a year um you know usually they're pretty quick we always like a um a a Community member as well uh to join this committee um last year we had me and you on the committee and Carl and Christine were community members um so with that you can't be community members anymore so would anyone like to be on the audit committee I would you wouldn't want to be on the audit committee any anyone else any I'll I'll be on it if nobody else wants to be on it so then we need um community members if you're interested in joining the audit

012committee um please let us know um if you're interested are you interested what I would P then she's on want to join the audit committee let us know so you don't have to tell me said I had to call so we have our two board members and we'll look for a Community member if anybody out there is looking for uh something to do join the on committee the next one is 10.02 the district leadership team um up to three board members may serve on any committee the DLT is a two-part committee there's the evening DLT which includes members of the community student staff and other District Representatives the purpose to implement strategic planning planning monitoring and budget alignment processes with stakeholder input time commitment 6:30 to 8:30 meets quarterly or more frequently as needed um

013New York State mandatory required yes and then the second part is the instructional DT program Focus subgroup made up of instruction staff purpos to implement the data for continuous improvement process and the core with Fidelity with stakeholder input may meet monthly or more as needed and that's a full day commitment 8 to3 and it's a mandatory um requirement from the New York from New York State last year we had Margaret and jesselyn um serving on this committee so I'll continue with it um this year okay I'll take over jessen's Point okay anyone else uh interested in being on like it I'm well we get three so we could have three so anybody else interested on the DLT okay moving on to 10.3 policy committee up to three board members may serve um purpose to review

014revise and draft policies for consideration by the board for approval this includes consideration of proposed policy updates 36 policies are required to be reviewed annually and we review an average of 120 policies each year with a goal to review all policies on a five-year cycle time commitment seven days a week no that the policy committee meets about once a month on a pre-plan schedule throughout the year meetings held Monday or Tuesday evenings 5: to 7: p.m. mandatory required yes last year it was uh Jesse and Mike timit served on this committee would anyone like to be on policy committee this year we do policy okay we have uh Christine I would also and Carl anyone else Margaret or Ed Mike I would I I I can't do Monday nights that's the thing so I don't

015want to constrain well there's also several new Comm this year that we haven't had in the past so um we might want to think about not having three on each so that we can fill some of the other some of the newer committees okay I mean and you could always change if you change your mind and want to be on one of these committees after the fact nobody's going to stop you unless we already have don't have a right all right uh code of conduct uh committee see oh sorry save um the save committee is the districtwide safety team it is comprised of the assistant superintendent for pupil Services the safety offer officer board member student resource officers assort assorted staff and community- based first responder Representatives they meet on a bonly basis virtually 9

016to 11: a.m. and it is required last year uh Margaret was on this committee yeah I cannot do it again this year because my work schedule has changed I can do it okay we have Christine on the safe committee anyone else yeah I it's hard for me because it's turning to the day I can't do that okay code of conduct purpose to review revise and monitor the code of conduct with a restorative and Equity lens uh which stakeholder input um this is not a mandatory um committee time commitment 6:00 to 7:30 p.m. one one time per quarter or monthly as needed I can stay on that one oh sorry last year it was Margaret and Carl um at the end of these yeah I'll yeah I'll stay on that okay do we need two do

017we like to have two I don't think we have to have two I can do if we need a second person okay is out you have somebody else there that's all you you want to okay okay the next one is the uh Duchess County School Board Association the purpose uh Duchess County bosis operates this group each component District may have one delegate and one alternate the group provides a forum for school board members to exchange information on relative topics they represent member school districts on various Regulatory and legislative topics at the local state and National level they meet the first Thursday of each month virtually and in person at time starting at 7M um not mandatory but recommended uh last year we had Ed as the representative and Jesse as the alternate would anyone like

018to be our Delegate for this I'd like to continue okay Ed is the regular person um anybody want to be the alternate yeah I'll take alternate okay Carl's the alternate um facilities steering forum is this a new one okay um purpose to develop and monitor the capital Improvement plan District repair and Improvement plan and aspects of capital projects with stakeholder input um 5: to 6:30 p.m Thursday quarterly or monthly when capital projects are in the planning phase uh not a mandatory um committee would anyone like to be on the facility steering Forum I would like to be but I have to check my schedule to make sure okay anyone else I I'll say something the the date of Thursday was the date that we were meeting uh this past year but the committee was just

019revived so well then they can change then for sure then yes yeah as long as it's not I'm teaching at night this this semester so I'm I don't remember what days so this you would like to do it too yeah know for that one um government liaison committee um the board president or vice president and another board member have typically been designated to serve as the government liaison for the district uh in this capacity they would represent the district at meetings with organizations such as Town boards planning boards Area Chamber of com Commerce HDE Park and Dutchess County or other area advocacy meetings as necessary at a minimum one time per quarter unless otherwise agreed upon not a mandatory New York State thing last year was Margaret and JN serving on this I can continue

020on that I can be an alternate for Dam say you're not but you can't make it well we could have more than one not like right cuz you more than one person right Margaret could attend us right yeah but I yes and it would I'll do this okay yeah I I I'll do this one as well all right and we'll keep my tiet as the alternate in case the alternate alternate I'm sorry who was that who's gonna be on that you and I okay the next one is the negotiations team um let's see purpose meet as needed to discuss negotiate and review employee contract renewals and changes time commitment upon expiration of contract as needed uh not for Board of Education members board members at administrative staff meet as needed to discuss negotiate and review

021employee contract renewals and changes um I don't think there going be any contracts up next year right because we're doing them all this year right CA I mean this this is an interesting one because it's really Ju Just informational for board members right we we sit there and just kind of observe things we don't really have input we don't speak um you know I think that's why it's say not for like board members aren't like an active participant in it um I mean is this saying that we don't want board members on this or what is no no it's just saying it's it's just not a requirement um it's for the board's consideration on whether or not I mean there's a lot of other committees that you're involved in to stretch yourself you know yeah

022and but it's that's up for discussion so as that's a committee that reports to the full board any you know that's a process that we're involved with so I could see where we might not need to have somebody on that committee but that's just my opinion yeah I I mean personally for me I I liked being on it over the past couple of years just to see how the process works right to understand how negotiations work and observe what's going on um would would anybody like to I'd sit in yeah they meet what as needed yeah whenever there's a contract and and it's again there's no participation it's just you sit there and you know the responsibility is really for Dr Roman with our legal representative to do negotiations and then you know at the

023end of the negotiations they're presented to the entire board um of what the end result of those negotiations were okay so Carl will participate okay um the next one is the uh Personnel committee uh meets on an as needed basis to interview administrative candidates prior to the recommendation to the board um time commitment as needed it's not a required uh committee not a right required by New York State um last year it was Jesse Margaret and myself on this committee I'd like to stay on it okay Y and Mike okay all right the next one special ed committee purpose to review recommendations for special education placements and process progress 6:00 to 7: PM virtual one time per quarter it's not a mandatory New York State committee last year it was jesselyn and Ed serving on

024this committee would anyone like to continue well first I guess the question is do you were on it is it is it a valuable thing too oh it's very valuable I'd like to continue okay okay so we have Christine and n one from past the next one is the technology committee to develop and monitor a comprehensive techn technology plan that addresses cyber security 21st Century Learning and Technology improvements with stakeholder input time commitment four to five PM first Tuesday of each month it's not a mandatory committee and last year we didn't have this but was there a commit it says we know the time already is going to be the first okay I got [Music] that first Tuesday I can't do the first Tuesday of the month so I'm out on that one I can

025do this committee okay so I think it you know districts you're supposed to make a technology plan every three years so it's not like an every year committee so that's why we didn't have it in the last couple years I think oh okay anyone else like to be on a technology committee there's another one um Wellness committee to promote the physical mental and emotional well-being of our student staff and Community member with community members with stakeholder input um this is 4 to 5:00 pm second Tuesday of each month may be virtual it's not required can just can somebody since this is a new one does do anyone have any you have some information to share so um part of this is there actually came with regards to ensuring that our students are receiving healthy meals

026that's how it originated and then we explored well while we're on this topic let's ensure that all of our uh students and staff uh we consider how we're being intentional about addressing uh Wellness as a whole um and so we have uh several um key administrators that are supporting each other so we have our facil or our food service director um our athletic director as well as our HR director who are working together to address the different um stakeholder groups to meet their their Wellness needs um so part of that is how how do we promote physical mental and emotional uh well-being across the district are the psychologists and social workers included in they will yeah they will all invite it so anyone who these are voluntary um so we we aim to invite nurses

027school psychologist social workers they all have the ability to participate anyone want to be on the wellness committee um I have a question so um I see the importance of this but I had wanted to ask Dr Roman if um if this has any overlap with Community Schools because we don't have a Comm Community Schools Board of Ed position but I was interested in joining that but I wanted to see how tonight the org worked out and if there was time in my schedule to do community schools because that's something I think is really important one of our new initiatives so do you see um a connection between those two um do we need somebody on both of those which one do you think would be a priority so uh I I there is there

028is overlap um because we're we're addressing some of this but the community school strategy is more comprehensive because we're looking also at the educational component the expanded learning opportunities so it's more expansive than just this Wellness committee with the Community Schools uh model we have the community community schools steering committee um who is going to be helping to drive that so um if you're if you're if you're looking to have more of an impact on and more voice and and um and engagement I would say the Community Schools um uh steering committee would be the way to go okay I would like to do that if if that's all right with the board do what the wellness committee no I I don't want to do because I'd rather do Community School steering committee is something

029that Dr Roman has talked about but I didn't sign on because I wanted to see how many committees needed our help at this meeting so I would like to not do Wellness because I'd like to do committ uh Community School steering committee okay not on the list sorry but I'm adding one okay um I'll I'll do well I want to see what this is about so I'll do wellness and then anyone else on Wellness all right lastly we have our zero emission V iicle uh committee to research and guide the district through the state mandated transition to zero admission buses and vehicle purchases by 2037 as required by New York state law the committee includes community members and administrators from the transportation and finance areas one one time per quarter or as needed last year

030um Mike was the board uh member and Carl served as a committee committee uh and this committee is Community member so would anyone like to be on the zero emissions bus vehicle committee I'd like to stay on it yeah I'll stay on Carl so this is another one that would appreciate Community participation if anybody is interested out there let us know did you have a was there something from you Margaret I heard a ding was it Jo no I got booted off so I had to come back on I was gonna say nobody should be join like we're guarding it don't worry um moving on to the regular Board of meeting agenda so give me a minute to switch over this is part two this is our regular meeting so this is the regular business

031portion of the July oh wait that's not it July 6 yeah that's part your stage shoot this is the regular business this portion of the July 2nd Board of Education meeting so the agenda says July 6 but that's a typo um what what is do we do anything here there's a presentation we have to adopt the agenda excuse no no but part of 10 1.01 do we have to do anything no just information okay any amendments to tonight's agenda um no no no um changes um so okay uh 2.03 can I get a motion to adopt tonight's agenda for part two of the meeting some Mo that second any discussion all those in favor I I opposed motion carried moving on to 3.01 Pride [Music] so good evening everyone um I would like to first

032start off by congratulating all of our students who moved up uh the over the past uh week or two and to our FDR graduates it was a great ceremony um all the individuals that put that event together I want to just send Kudos and a deep appreciation because there's many hands that are involved in making such a a ceremony happen um and it was great to see all of our students in a single color uh cap and gown I think that that was that was an amazing um uh change and I just want to thank the high school all the faculty staff support staff that were involved with that and and once again congratulations to our graduates uh next um with regards to congratulating our students uh havin had a a a great ceremony as

033well we got a little wet um out there um but the the evening cleared up and so we got a chance to celebrate and honor our middle schoolers who are moving up to FDR and the same holds true with our elementary schools um just want to thank all the principles I didn't get a chance to go to each of the ceremonies um but our team split up because some of them were occurring concurrently and um just want to thank our principls for putting um a moving up ceremony that really highlighted um the the talents um and the efforts um I want to emphasize efforts on all of our students Parts um and just appreciate all of our families and and um support staff for assisting our students um as they grow and transition to the

034middle school we also um had uh the Camp invention start uh yesterday um and so what you see here is uh students working on light boxes um where they were learning about um how to wire uh various um circuit boards and so they were exploring um white light as well as UV UV light and it was just amazing to see how engaged they were they were supporting each other assisting each other um and it was uh it was just great to see them so engaged and Hands-On uh learning this is exactly what we espouse when we talk about the portrait of a learner um being Innovative Learners being confident uh being responsible um uh being critical thinkers this is this is exactly what it is when you think about it um and so just want

035to give kudos to um Jen and Kim nisel uh as well as Dr Brown who assisted with coordinating this as well as all the teachers and support staff uh the kids are happy we've had the highest attendance rate um in this program to date uh we had close to 200 students uh enrolled in the program both weeks are at full capacity so uh just want to send uh tremendous kudos to everyone who made that happen of course student selected for that so it's it's uh they they just uh apply for the position uh for for the for the camp um and it's it's just it's amazing uh if you have if if any board members want an opportunity to see Hands-On learning um it's taking place uh the next two weeks um so please let

036me know and no no the next session is on upcoming events okay it's toward it's later in the month yeah okay so I apologize July 29th through August 2nd is the second session so if any board members are interested um please let me know and I'll work to coordinate that that visit I think you would be pleasantly uh surprised of how our students are engaged and and and learning and having fun at the same time see um before we go to the next one I do want to highlight um our administrators um took part in a two-day um leadership professional development uh we focused on um developing our team um continuing to Foster uh that that collegiality and working as a team uh we also were able to uh address uh some of the self-care

037um research that's coming out in terms of being intentional about how we care for ourselves and then lastly we spent a great deal of time on transformational leadership uh with respect to the four disciplines of execution which are basic basically uh principles to ensure that we're implementing any changes with Fidelity and monitoring um those those um initiatives to ensure that we're making the the necessary progress so that's going to be really critical as we enter into the new school year because many of our buildings are going to be developing um specific measurable goals for their schools and we want to make sure that they are implementing uh the these particular principles and strategies to make make sure that we're we're seeing the return um that we we hope to to see and if not then

038let's make the necessary corrective um uh steps to make sure that we're not waiting till the end of the year to to do a course correction um so we spent a lot of time there and uh just want to thank um everyone who helped to coordinate that as well as uh the cabinet um who was instrumental in in helping me make that that happen and at this time I'll pass it back over right any other Pride from anyone all right moving on to 4.01 upcoming meetings and events on July 29 through through August uh 2nd it's I assume 8: am to 3 pm Camp invention session two and that's at North Park Elementary July 29th through August 2nd uh 9 a.m. to 10:30 grades 5- 6 and 12 to 1:30 grades 7-9 and that'll be

039the M Summer music experience at FDR Thursday August 8th at 7M the next uh Board of Education meeting will be held here at district office any other meetings or events okay uh moving on to 5.01 enrollment study from Linda Steinberg good evening everyone tonight I have document to go along with the presentation so actually the presentation tonight is actually really short it's a basically a summary of the enrollment study and projection that we received from uh from uh Western suff bosis earlier this year they issued a document for us that was provided to the board over the winter it was almost 60 pages I believe and I I went through it and just picked out some of the information that I thought was most important because there is a board discussion I would like uh

040I would like to ask the board for uh some direction on next steps regarding the information that we receive so um everything that's in this presentation is actually uh directly taken from that uh from the report from Western selfic bosies the report is also attached in board dos so uh Western SE bosis was uh in our school district last year they started the work over the summer uh to update the uh enrollment study uh they had also provided provided us an enrollment study in 2018 uh so they really just took the uh information that they had updated it they did talk to the towns in our school district and out to some of the uh potential developers of of real property to determine where they were in their process they looked at some uh live

041birth data and also just uh Trends in Duchess County and New York state for housing and for how people um are moving around so this first chart is at the very beginning of their report it actually uh shows a summary of the uh last 10 years and then projected out through the next 10 years so because they started their study in the summer of 2023 they actually used the data from uh that was reported to beds in the fall of 2023 so anything you see in this report uh that references 2023 is actually the most current data that we have so uh based on the information here uh they were pointing out that since uh 2013 the school district has lost uh enrollment of 353 students or 9.6 99.6% so that was between 2013 and

0422023 uh and then projected out they're expecting for the first half of the projection period so it's over the next five years they're projecting um small losses at the elementary in the high school level where they're showing some gains at the to middle school and then for the latter half so the last five years of their projection um they're showing uh still losses at Elementary in high school and a gain at the middle school so overall their projection for 2033 is a 3,225 students which would represent a loss of 99 students from 2023 or uh 3% okay go I'm sorry losing elementary school kids but gaining middle school kids where are those middle school kids coming from so they have they're showing that based on our current enrollment that we are expected they don't just

043look at the students that are here now and projecting them throughout yeah they also um get data from the county and from the state so they did mention that the changes in it's at the bottom of this page and I realize it's hard to see when it's up on the screen but they pointed out that changes in the enrollment um occurred not just due to fluctuations in the number of children being born but also the number of families moving into a community or the number of children that are uh either entering or leaving nonpublic schools there were uh two uh major projects in our district that uh really are not considered in their enrollment projection so they did recommend that we keep an eye on this and either update our projection uh sooner than we

044normally would um I believe our board policy states that the projection should be updated every five years but because of uh bellfield and also the Hudson heritage project which are potentially very large uh projects that could impact our enrollment greatly they are are suggesting that we keep an eye on that and consider having an enrollment study again uh before the 5-year period is over so um as we had discussed before the bellfield project uh which is in the ralar Smith attendance Zone by the way uh is potentially going to have 800 uh residential units and they already have um site plan review underway for 12 Town Homes and Hudson Heritage is a little bit further behind it's not uh determined yet if they actually will move forward with the residential units but it's not taken

045off the table either and their uh plans are to move forward at some point with 750 residential units uh that's the area that's at the new shoppr right Plaza U that project is within the Violet AV Elementary School Zone there are several Pages where um I show the table that they have in their uh in their report of the of coming projects housing projects in our school district they do list it by town so the first town is uh the town of Clinton um there's some properties here uh that they list um just things that should be considered um what they're showing for the number of units is what they actually have but the status is where they are so far in their in their project so like for the first one there's there's two

046lots and it's already been approved but there's been no housing uh no housing proposed yet so it's been over five years since that was approved it's not something that's that has that much of a significant uh uh impact on our enrollment study so this page so shows some of the projects in hi Park in the town of hi Park uh some of the significant ones are the very first one bellfield as I mentioned earlier is within our Ral within the ralar Smith attendance Zone there's also Jeffrey Grove State that's that project that's on North Crossroad I know that there are some of those town homes that are already occupied um they are nearing completion of the uh the total project that's in North Park Elementary attendant Zone also in the North Park attendant zone is

047River Ridge those are condos that are off Route nine um and they do have new housing new condos that are going in there oh there isn't currently any planned activity in the town of Pleasant Valley but in the town of pipy there's the Hudson heritage project which um has 750 units potentially and like I said earlier that's within the Violet AV so it's in the town of pipy so those are all projects that we really need to keep an eye on and we should consider having a enrollment update sooner than the five years because of that sorry here's some more for uh the time of pifc and that first one um is significant to 250 affordable rental units of Fair viiew Avenue uh now the uh report also provided like some tables showing the current

048uh enrollment and then projected enrollment through 2033 so these tables don't show the history uh but first they show the overall uh enrollment for High Park with the projections so for K12 um they are showing that um there would be expected increases at the middle school as we mentioned already and that the peak enrollment uh for uh the district would be in 2024 and 2026 um and at the high school it would be for grades 9 through 12 um they're expected to have their greatest number of students in 2030 however by 2033 uh based on the current projections we can expect to see losses in enrollment of 99 students which is nearly 3% um they also broke down their uh projected enrollments by type so they have uh the elementary schools listed here so these

049are grades K through five each school is listed separately um as you can see and I'm sure um anyone that knows hide Park is well aware of this most of our elementary students are North Park has the LI has the largest enrollment uh Netherwood has the lowest and R for Smith and byav are uh right about even overall so um right now in 2023 24 we had 1400 1429 students in grades K5 the projection for 2033 is 1,337 students at this at these grade levels um so overall that would be a 6.4% decrease and again this so it takes into account those big projects that may be help then finally there's also the secondary school enrollment projection so this is the middle school and the high school uh between 2023 and 2033 uh we're expected

050to lose about seven students um at the secondary level or uh Which is less than half a percent uh change so uh basically the uh report from Western cic bosi said that the changes that we are uh projected to experience um are not significant at all um overall they they basically state that enrollment Will Be steady uh we did see that at the state level too that's one of the reasons why uh High Park did not receive the same Cuts in state aid that other school districts were at first experiencing or thought they would experience uh we were told by the state too that because our enrollment has not been decreasing at the same rate as other districts that we were penalized for that um however U there are um some disparities in enrollment at

051the elementary school level U we have right now about 33% of our elementary students are at North Park in the 2033 projection that's 34% uh both Ralph R Smith and badev are around 23 to 25% if you consider this year too and then Netherwood is less than 20% of the total Elementary uh enroll so for those for that reason and also because of the projects that aren't completed yet um I think it would be uh a really good idea for the district to consider an attendance uh boundary Zone study that's different than the enrollment study that would uh involve having a firm come into our district and evaluating where the people actually live where the students live looking at our attendance zones which that's what you see on this uh colorful piece of paper you

052can see that that the uh lines are not very straight I'm assuming that's how it was uh redrawn when we closed H Park Elementary School in 20112 um The Firm if we were to hire them could uh do the work in any way that we requested that they do it um they could uh make recommendations directly to the board at the end they could work with committees which um is hopefully what we would have them do um to uh bring some different options and the board would then be able to consider make a decision if we want to change our attendance uh attendance zones or leave them as they are and at that time too there would be more information from the other project so we could at the same time have our enrollment study

053updated so I've talked to a few different firms that do this work um every firm I've talked to said the project would take at a minimum two years uh they would expect to get gather data and do their review over the one school year and then in the second school year they would engage um the community staff members and you know any anyone else at the district that's interested in meeting with them to formulate a plan to present to the board at the end of that second year and I'll say it's quite a big undertaking yes are the capacities relative to uh enrollment similar across these four because that's the question that I would be interested in how close are they to to capacity right so a lot of our buildings um when you look

054at the capacity because the capacity just considers like the number of students in a building so it might look like we're underc capacity in all of our schools actually but that's considering or the fact that we're using some spaces for offices other spaces maybe for other programs get all the schools now we have the bright program so that takes up space but when the enrollment studies are done they look at that as potential classroom space so that those reports will not show that we're under capacity at any of our schools so J but just sort of from just thinking about the size of the schools all four of these are relatively the same size or so yes so that's the question I'm getting at right so we say 34% are at North Park is North

055Park the biggest footprint for example that's hard for me to answer of how they use this space I do know that we don't I don't believe we currently have any space to really add uh classrooms that would we needed but each School must have a um student capacity assigned to it right that it can handle 10 kids or 12 kids or I mean I'm sure we have that data I mean that would come out in attendance attendance Z boundary St and I think we have to also factor in uh class sizes because we know that the class sizes at North Park are larger just by the um the data that you included in the report um you know North Park is at over I love 25.1 students how do how do you have a 0.1

056student but um they're 25 or more and then you have Netherwood at like under 20 so um while I understand capacity we also have to look at class sizes y so are you asking us for asking yes for permission to move forward with an RFP which is a request for proposals for a firm that would conduct an attendance boundary Zone study and that's not a committal thing we would viw the RFP to see cost and everything you have a committee that interviews the uh respondents and then we would have a recommendation to the board that the board could accept or not they based on a number of factors based on price based on what the firms are suggesting that they could do for us V on that or just what do people think I think

057it's a great idea it's planning for the future I mean it's information why wouldn't we want to know I think it's worthwhile to get the RFP sorry Margaret go ahead I'm sorry it's hard to know who's talking um I think from my perspective I think we have to do it um you know with these new developments coming in our class sizes in some buildings are are pretty large um I think it's a really good idea and I appreciate the uh the thorough report giving us the data to go off of so thank you Linda so thank you so in the RFP we can request that they they look at capacity but also class size like the RFP will be tailored to what we're looking for them to do seems to me those are two sides

058of the same Cor right capacity is a function of what you define as class size yeah well we might we may have a class size of 20 at one school and we could potentially fit 10 more students in that class but but we Define class size and then that defines capacity based on number of classrooms that's what I'm suggesting yes yeah I I I think it's a good idea to do this but I think the RFP we got to see the cost of it right right I mean if it's going to be some obnoxious number then we'd have to rethink think of right you know how to how to get it done yeah we do have to realize too if we move forward it it I think it would be a very sensitive subject for

059the community if we start talking about potentially redistricting our elementary schools so anything that we if we do move forward with a study we would need to find a firm that could commit a lot of time to meet with the various groups as well and that would be in year two right uh so I talked to two different firms and that was basically the basic plan that they gave to me but really if we hire if we hire a firm they would be working for the school district and would be working the way that we asked them to work okay you know meaning if we want to get the community involved sooner we could let them know that they have to start meeting with uh the different groups earlier than the second year you guys

060good with the RFP over there okay I think we're good with the RFP okay thank you thanks Linda moving on to 5.0 you done Oh I thought you were still moving on to five 5.02 registration update from Melissa Lawson good evening everyone so um summer is a good time to review where we're at with our registration process and our current numbers so I just wanted to start off with um our year in the Registration Department So currently we have two records assistance um well actually we're down to one because one moved to uh Dr Roman's office so we're actively seeking a replacement um and we have one administrative secretary uh this year we had 629 students registered um throughout the school year that includes kindergarten CPS out of District private schools so um not all

061the students who registered are currently attending our buildings um we had 151 changes of addresses processed in our office we had 147 applications for upk and currently we have 78 students considered homeless we have seven students who are unaccompanied youth we have 53 students in foster care and our total enrollment as of June 26 and you'll notice a slight change from Linda's presentation because Linda's was based on bed's day in October um we currently have 3,33 students enrolled so um registration is based on regulation from New York State and we are required to register any student over the the age of five or under the age of 21 who has not received a high school diploma um and they must attend within our district boundaries they must reside within our district boundaries um school districts

062are not obligated to provide an education to nonresidents there are exceptions under the McKenna vento act for students experiencing homelessness or temporary housing and I'll talk a little bit more about that later uh the Board of Education sets policy regarding acceptance of non-residents So currently um we only accept uh non-residents on a tuition basis and that is per the approval of the superintendent and school districts have the right to question residency to determine their obligation to provide Educational Services so the registration office is notified often if um a school gets a returned envelope and it says from the post office this person no longer resides there their address is changed um sometimes we get phone calls that um a a student has moved and a parent is dropping a student off at a bus stop

063and they no longer live there so we're required to investigate that um and the first step is to reach out to families and say we believe you've moved can you provide us with additional information and update your um information as far as change of address goes so timelines for registration we are required to move quickly when we have a new family Reg every student is entitled to a free public education regardless of nationality or immigration status um our district must allow students to begin attending school as soon as possible and the state says ideally the following day um we try the best we can to get students in as soon as possible um and we work with the families to get their schedule and their transcripts all set up so they can start as soon

064as possible um if the student has started and they have not provided proof of residency after three business days then we have to review all the information and issue a determination about residency and uh provide information regarding the appeal process if the family disagrees and what do we look for when families come in and they have to prove that they are a resident number one we have to see a birth certificate or a proof of age that could be through an ID or a passport we have to have proof of immunization there are no exceptions to that unless um a student is homeless or unaccompanied then um we work with the student to gather that information for them proof of residency comes down to um a few key factors if they're a homeowner then we

065must see the school or Property Tax Bill and a current recurring bill with the name and address for the services received at that address if someone is a renter in an apartment complex we must see a signed lease along along with those recurring bills um if a renter is uh renting from a private owner again we must see a lease and if there is no formal lease we have a residency affidavit that has to be filled out and notorized mckenny vento Act is regulation um around students who are experiencing homelessness and or in temporary housing and they are entitled to enroll without all of the documentation and our office supports the families in gathering that documentation over time um it's really important to understand the definition of a student experiencing homelessness and the definition is

066individuals who lack fixed regular and adequate nighttime housing so if a family is doubled up and they're not renting but they're staying temporarily with a friend or a relative that is considered homeless because it's temporary it's not fixed and it's not regular they could have to leave at any point in time so that's important to note um if a family is considered homeless they have some options they can attend the school of origin where they came from or they can attend the school of location where they're currently placed and we are required to provide transportation as long as it's within 50 miles so we have bus students to Catskill to across the river several locations there um and it's it's a coordination effort between registration and transportation to make that happen um we must provide

067access to education services including preschool and it the mcken vento act really makes sure that barriers are removed for students experiencing homelessness and that they have the same opportunities as their peers uh I work very closely on this uh with families and we I make determinations on a regular basis regarding homeless status and we follow up with families throughout the school year along with our social workers and make sure that they have all of the necessary things that they need to attend school that includes school supplies um make sure that they can attend sporting events or anything else that they need in school to help them um have a good experience so when we get information that a family has um moved or we believe they're no longer residing where they registered we reach out

068to families we ask them to provide us with updated information nine out of 10 times families provide us with that information and say oh I'm so sorry I forgot you know and they come in and they bring their lease and their updated bills um however there are times usually about once a month we have a family that we can't either get in contact with or they haven't provided us the requested materials so then we schedule residency hearing and at that point in time the family comes in and meets with me they're required to bring evidence and I have to consider all that as evidence as The Residency officer and make a determination um and the determinations vary it could be that uh a family says I've moved I no longer live in the district um

069I'd like to con ask for consideration to stay I as The Residency officer can not approve that because our board policy states that they must be a resident of our district and New York state law says that so they can file an appeal with the Board of Education if that's the case um or they can register their child where they reside and often times the letters that I issue and determinations that I issue give them 30 days from the time of the hearing to register in the district where they reside and last year we had about 10 residency hearings and that's pretty average about one a month so and like I said most families we work it out prior to it becoming a hearing any questions about the residency and registration process yes what kinds

070of things lead to a residency being called into question I mean that seem like a 10 seems like a lot to me what what precipitates that so often times um we'll get mail returned and it says that from the post office there's that little yellow sticker that says this person has moved and it will give a forwarding address sometimes so that's really helpful because it gives us the information we need um sometimes it doesn't give a forwarding address um sometimes uh schools will notice that uh a family is dropping off and picking up on a regular basis and a student may disclose that they've moved and it's really far away um and then there are other times where our bus drivers might notice something as they're picking up and dropping off so there are a

071lot of ways that we become aware and the first step is for us to reach out and just inquire and nine out of 10 times people are really honest about it um you know and then there are other times where we have to pursue something more formal any other questions so what I would say this is extremely valuable now now is the time to talk about this during the summer and it's uh it's also for our parents you know anybody who changes your phone number your email address Now's the Time to reach out to the registar and tell them so we're ready for September and we have your proper contact in the system so thank you thank you any other questions okay thank you thank you moving on to 5.03 Human Resources audit with Dr

072Pedro Roman so good evening everyone um this evening um I would like to walk you through um the audit that we uh administered early on uh this school year um but I'd like to first start off by asking in general what is the role of Human Resources so Human Resources is more than just processing individuals as they come into an organization Human Resources is more than just uh processing paperwork making sure that we're in compliance with civil service and state ad law CI Human Resources is the face of an organization Human Resources is um the heartbeat um the in the the group that really helps to uh communicate the Mission Vision and core values of an organization so Human Resources is more than just transactional work which we consider compliance work it really is transformational

073um and it really involves uh the recruitment the hiring of talent the growing uh of our talent within um it involves retention um of of Highly qualified folks so it's very comprehensive in terms of just bringing people in processing them through through paperwork and making sure their fingerprints are are checked off um and so with that in mind um we launched this this human uh resource audit um and and it had a lot to do with my 100 days um a year ago which is it's crazy to say uh it's been a 100 days or excuse me a full year but in that first 100 days my aim was to meet with at least 100 people and within that visit uh with 100 people I received a lot of feedback and one of the trends

074that I communicated was the the need to improve our service delivery of Human Resources um and that was pretty common in terms of the feedback that I was receiving from different stakeholder groups and so that's what we set out to do we wanted to improve our practices we wanted to improve the delivery of services that we provide our our staff um our students and our community and so I start off I started off by saying that human resources helps to communicate what a district stands for and so this is just highlighting that our new vision is about creating an Innovative Learning Community for all it's about our mission empowering all Learners to be successful members of a dynamic society and lastly it's our core values HP CSD and so those are things that have to

075be communicated and it starts off from the time that we have individuals enter our system so the point of contact is not when you hire someone the point of contact starts off with the marketing uh tools that you use to advertise advertise the district to advertise um vacancies so you use those opportunities as touch points to make connections with indiv idual outside of an organization to help them understand what we stand for and so it's really intentional work that we have to be in the Forefront of and be mindful that every piece of communication is another way to bring people into the district and so the audit really focused on helping us to grow as an organization specifically in HR and so we received input from the HR team and various stakeholders because it was

076really important that we had multiple voices we didn't just want to hear from one particular uh stakeholder group and so as a result there was a survey that was administered that was shared out with the uh district and so it really look to identify what are the current responsibilities of our HR uh Department what are some of the pain points what are the things that you know our our staff are our our staff um are saying about the the service delivery that's being currently provided um in terms of the skills that we need to continue to enhance our operations and some of the key initiatives to support our strategic goals recruitment retention and talent development it was also intended to ensure that we continue to strive for excellence um that we offer that we are

077able to obtain from this audit an action plan a road map that helps us to identify which direction do we need to go in order to yield the highest um uh rate of return or or or rate of return on some of the initiatives that are being recommended and then lastly is you know are the recommendations actionable and so I I apologize about the size of the font here but in essence after the surveys were administered after they collected the anecdotal information the quality information from the interviews um the group that helped us aerotex helped us to develop a road map and the road map was a short-term midterm and a long-term uh process by which we can start to improve our HR um delivery of service and so the short term uh was a

078z to 12 months from the time we received the results uh to then a 2-year period up to a 2-year period for the midterm term and two two and two or more years um as we looked at the um the green column and so some of the recommendations were things such as develop a committee of Administrators to help us identify ways that we can best support the hiring process because what we received was from the results that our administrators need more uh guidance in terms of that that that function um and that's shared function um in terms of how do we bring people on how do we recruit how do we market and so they play a key role in that as well but creating an Advisory Group to help us um collaborate and and

079continue uh the the the work moving forward um Talent Development you know what kinds of opportunities do we have to grow folks from within the organization and partner with uh colleges and universities and other businesses that we can really tap into to ensure that we have a robust bench when we need to call upon uh folks when there are opportunities in the district so if we're growing our own we're able to have somewhat of a control in terms of how are we developing folks what kinds of trainings are they being provided so that when that opportunity comes we can call upon these individuals and so that that those are some of the recommendations that are outlined in in the uh the document and and um they have one in the middle column there it says

080initiate employee Mentor program I mean don't we already have that yeah so it it may exist for certain bargaining units but it may not exist for all the bargaining units so for teachers it's something that we do for administrators it's something that we do however if we think about how do we formalize a process for all of the other bargaining units and also for some of the the um individuals that are don't fall into one of those categories that they they have individual uh contracts and so it's just a way to formalize that process so that we can ensure that individuals that come join us that that first year is usually a challenge but how do we provide the necessary scaffold so that they have a successful first second third and hopefully long-term tenure District

081this this next slide really just identifies from those three columns what are some of the high costs minimal impact high cost High Impact versus lowc cost um low impact and then lowc cost high impact so we really want to look at right like the quick wins what are the things that we can actually do um that may not cost us a lot of of of you know Financial uh resources and so we we look at things like um alignment of of a R and educational goals right so ensuring that our priorities for the district are aligned with that of hr's um strategic priorities um that doesn't cost us anything except for the time that's needed to invest and making sure there's alignment um organizational structure enhancement so how do we look at the current U

082structure structure that we have and the people that we currently have how can we organize them in a way to Max maximize the resources that are available um so that we're de delivering the best possible resources and and and services to to our staff um so those are those are the things that are kind of organized here um some of the things that may fall into a high cost high impact could be uh comprehensive job analysis so doing a study of compensation doing a study of um job analyses that may require us to do some further research you know collaboration with with um other organizations within Duchess County uh comprehensive surveys um so satisfaction surveys you know they they they do take up a little time but those are things that we can do to

083again gain input from our staff are we are we delivering what we need to to make sure that they have a successful experience in high part and the same thing goes with the midterm uh same breakdown with the four qu quadrants um and then the long term so what were some of the findings that came of this the study um so again the the study really delved into the various facets of HR so it really looked at strategic planning it looked at environmental scanning and and pinpoint external Workforce Trends so what's what's currently the need in the teaching field what's currently the need in transportation what's currently the worksfor workforce need in various um other departments what are the performance metrics that we're looking at Key performance indicators on whether or not we're making progress

084across the entire HR department um so how are we doing with diversity recruitment how are we doing with um ensuring that we are processing people in a timely manner where we're not losing folks because there's a low in time in terms of bringing them on so those are all performance indicators that we have to keep track of to determine whether or not what we're doing is effective or not and so th those are all things that kind of fall on performance metrics continuous Improvement what are the areas that we continue to improve on overall HR Service uh delivery so these are all the areas that the the assessment looked into the efficacy of Recruitment and onboarding Retention and general satisfaction level of existing HR services are are are people are they with with what we're

085we're offering and providing so I'm just going to highlight a couple of these and again I apologize about the small font so there was a lyer scale with the survey that was provided um one being strongly disagreed and five being strongly agreed there were a total of 160 participants in the survey and so the mean score for various aspects um fell between a one and three again one being strongly disagree five being strongly agree on a scale of 1 to five indicating moderate levels of awareness satisfaction and feedback so the highest average score that we received was the question um that stated the likelihood to stay with High Park that question had an average of 4.29 out of five that means there's Pride there is something that is keeping people here um within the organization

086so that that's a that's that's a point to to celebrate there's a strong this suggests a strong inclination among the respondents that they'll continue to work here um one of the lowest um average scores um the question with the lowest average uh score was the performance awareness so with the average of 1.61 out of five this indicated a lower level of awareness or satisfaction with performance related aspects as it related to the delivery of services from our HR uh Department um in terms of of the dimensions that were higher um on boarding developing development and and career planning was rated um high on the overall Dimension again 1: three uh was the range um out of 1 to5 so that was rated amongst the highest in terms of average scores in other areas like strategic

087planning diversity equity and inclusion the HR service model U which indicated a moderate level of awareness and satisfaction these areas present areas for opportunity for for growth um and so those are some things that came out of of the assessment so so this is a visual of of basically where all of the results kind of landed so it right in the middle right in the middle of zero and as you work your way out to the Outer Circle that's a five again five being uh the highest one being um strongly disagreed so as you can see that there's various um color lines and that's for the different groups so there was one for the overall there was one for the administrative group there was one for non-instructional there was one for instructional um staff and

088so again as I read th those other key points um with regards to the the averages um these the these are where the respondents um kind of landed again we want to get where do we want to be we want to get to the five right we want to get to the outside the the majority of of the response the response is kind of felt in between that one and three range so we want to work our way out to that that that um Outer Circle uh some of the things that are around um again I I I alluded to earlier but environmental Community scan that really has a lot to do with um making sure that we're aware of the the compensation in the in in in in the area uh developing Partnerships with

089different organizations such as colleges and universities um making sure those Partnerships are strong and so as you go around to the various um uh domains those are where essentially the questions kind of landed in one of those buckets I want to pause there for any questions that anyone has we had 160 people take it what percentage is is that of the entire staff so um I'm not I'm in terms of the total number of Staff LED can you help me in terms of roughly because I think it's a pretty high percentage well for we have about 750 full-time employees that would be it's about maybe under um be high 25 20 20% that mean does that seem normal seem or seems low doesn't it so according to the the individuals that that um did the

090assessment they said that's pretty pretty much what they typically get um give or take you know you know five five 10 Perc um but typically that's that's usually the the amount that they do receive any other questions okay so the current um HR um organizational structure is such that we have uh a director of HR and equity we currently have a Personnel associate who who is so both the director and the Personnel they they have um within their job spec a lot of of responsibility as it relates to all aspects of of HR so you go from from from um Talent Development to recruitment to retention all the way to benefit Administration and all the compliance work so both these positions have a lot of of that responsibility uh the Personnel assistance um are are

091somewhat Limited in terms of some of those responsibilities that they they they alone cannot uh take on based on the job specs from from civil service so what what I'm recommending to the board this evening is that we take a look um at reorganizing it based on some of the uh findings that we have um and some of the the the recommendations that are are being requested um some of the recommendations that have been provided from from the audit and so the recommendation is to uh move forward with a a different um organizational structure the organizational structure would start off with um a chief of HR and professional development um so one of the reasons why we would go to this position would be number one it's a certificated position so it involves someone who

092is knowledgeable in the area of Education um which is really key when you're talking about recruitment so that you can actually go out interview people on the spot do screenings um be able to assist principles with that process um and and also be able to address some of the areas of the mentorship and and developing um our talent because we would also Implement professional development that really align with the needs of the workforce we would then look at the second layer uh which we currently have a Personnel associate and Elevate um one of those and and create um one of those Personnel associate positions so right now we only have one um but we have two Personnel assistants so what I'm recommending is that we eliminate one of the Personnel assistants and create a Personnel

093associate position um the reason for that is is that the workload needs to be um dispersed in a way where all the responsibility doesn't fall on just one person we have to be able to um divide the workload so that the chief of HR is able to focus on strategy is able to focus on um a lot of the higher level um work that needs to happen to make sure that the alignment is there and to make sure that we're driving these recommendations um on on their own U that they're able to take this this road map put it in place and just move forward um the assistant uh would then be there as a support to the entire team again this model would require uh a new vision of looking at the way HR

094functions it's it's um has to be a more collaborative team focused um approach to the work because one person can't can't do that work um this would require us to abolish two positions and create two new positions um the two positions that would be abolished uh number one would be the director of of equity and HR and one Personnel assistant then create the chief of HR and professional development and create the position of a Personnel associate so I firmly believe that with with this re reorganization we would be able to move forward with the recommendations that have been in place um for several months now to be able to advance this work and and now catch up with some of the timeline that has already elapsed so that we can then continue to progress and

095make sure that the the the HR department is really um espousing the the mission the vision and the core values and be able to help us get to our our ultimate destination which is creating a blue ribbon uh district and part of that is changing the the climate and the culture because the this or the HR team really is the face of the organization to help us get get point so some of the responsibilities of the of the HR and again this uh the chief of HR and leadership development or professional development excuse me um would be to to again set strategic Vision set goals for the team implement the the recommendations monitor the the recommendations um oversee a oversee Title 9 compliance which currently many of these responsibilities are falling in other departments so

096this would help to streamline the function of the HR team because some of these things have been dispersed to other other teams because there really wasn't um a dedicated HR uh division um in past years and unfortunately those responsibilities were never shifted over to the the the HR team um as it currently exists um but all of those functions should be um either in collaboration with other um teams or they should be you know um respon the responsibility of the HR um uh administrator um automating you know onboarding processes you know making things more efficient digitized so that we're not losing people um with with you know the waiting period we can quickly identify who's who's in the pipeline to get hired how much time has elapsed who submitted all their documents and all this

097could be done um in an automatic way so that it's more efficient uh for the organization um this is this is really going to require us to think differently about HR but that that's an opportunity for us to be able to improve um what we're we're currently doing um and then um lastly in terms of timeline if this is something that the board um uh does approve and support um this is my my recommendation that we um might have to modify this timeline uh somewhat but we would start off with the posting active recruitment uh making sure that we're not just just posting it on Olas but we are reaching out to all of the um human resource Personnel organizations um that we're you know reaching out to our our lower Hudson uh superintendent uh

098colleagues uh Capital District Capital Region District um as well as uh here in this local area begin uh the interview process um sometime in late June early August um with a recommendation to the board um sometime in uh in the end of August our second meeting there so it's a an aggressive timeline but I'm optimistic that we will be able to attract folks with the title of a chief of of HR which is now becoming standard um in terms of titles through a certificated uh um um approach um that will be very enticing to perspect to perspective candidates who who may be looking um at this time um so I'll pause there with any questions that that you may have so on the timeline right so you know you're you're presenting this tonight and like

099are we looking to vote on this tonight for I mean the timeline starts tomorrow right yeah so that that's why I said we have to adjust that timeline I sorry I missed that yeah no no we would have to adjust the timeline I'm giving just general um a general time frame okay for us to be able to to move forward with with a plan like that again that's that's my recommendation uh to the board in terms of you know how do we move forward okay and so at the next board meeting we'll see like more details on on the plan as far as like costs right because I'm sure there going to be we're moving people around or whatever there's going to be cost for different titles and what I I can yeah I can

100definitely chart that out for the board so that you you see that yeah so I I I personally would like to see that before we make any decision on the plan going forward right to see the the the big picture comprehensive picture how about anybody else have any what do the Dei work fall under this new organization yeah so the so it's really we we have to look at the entire the entire system so the Dei work really um was something that was added to the director of guidance um it never really got a jump start in Human Resources um I'm not sure for what reason but there was never a push for that work um on the human resources um although it was in in the title there was no plan to to kind

101of rule that out um but in terms of how do we move forward from that one of the things that we would do is to really be very um clear with the expectations on the Dei work as it relates to the director guidance but the HR does also play you know a role in the professional development aspect across the district and one of the things our administrators have been um bringing to the Forefront is how do we take the New York State culturally relevant um guide guide um that New York state has kind of issued back in 2019 for us to be culturally responsive and culturally relevant um we have to do more work around that of creating you know welcoming affirming environments for for all um and so we we we do have a

102plan that we're going to be addressing this upcoming year around that would we be able to see um a list of a couple of years ago when we were changing some job descriptions there were there were um you know a side by-side comparison of what each administrator was responsible for and and the concern here is that we had a director of HR and Equity who the position wasn't covering the equity piece and some of the uh job descriptions that you've listed kind of uh mirror the assistant superintendent for instruction and as you said the director of guidance so if it's possible to just see laid out um where the different job descriptions line up for those Margaret that that's one of that's one of the things that have been identified in in in the in

103the assessment in the audit we we we lack a robust um list of job descriptions for for our positions that has to be that has to be as we move forward it has to be codified um a a lot of what you saw in in the report really spoke to that standard operating procedures have to be codified but what we could do is um we do we we can put something together for the board to uh to look at at the next meeting in terms of certain positions um as it relates to this reorganization aligning with you know the the deputy position um and the or the director of um of guidance thanks and I do understand it's probably going to be changing as you know this is all worked through um but it would

104be good to see you know like a a skeleton kind of list of of responsibilities um abely thank you yeah absolutely we could we can definitely do that okay have I marching orders all right all right thank you thank you where where are we uh moving on to 6.1 can I get a motion to enter enter public participation so move second ad any discussion all those in favor I opposed motion carried please note as a general rule public participation is limited to three minutes per speaker with the first public participation segment limited to 21 minutes the segment of time may be modified by the board as deemed appropriate the board requests that remarks be courteous and respectful of all so would I like to address the board I think either in person or I think

105we have the virtual option up right yeah there's a phone number on the screen okay so there's a phone number on the screen if anyone would like to call in and attend public participation virtually and we have one in person all right I have a lot of notes um so my name is rid Peak live in High Park um on the enrollment study on pages 22 to 24 each school was broken down and it was it was very confusing they were instead of comparing Apples to Apples it was Apples oranges for Violet Avenue North Park and Netherwood it was six of the last 10 years for Ralph far Smith it was five of the last eight years for HMS it was seven of the last 10 FDR was seven of the last eight it it

106it kind of makes it kind of skew the results like it doesn't skew it just doesn't make sense to me but um that's just my little input on that um I also was trying to find on the website um the free breakfast and lunch this year for the summer for the kids I don't I don't see it on the website maybe it's there I don't know um but uh yeah I I just was looking for that um and then I also was at the awards night for um FDR and the scholarships from bellfield that they said they were going to do when does that start because they were not given out at awards night uh it was $25,000 for 20 years um five at $5,000 each each year and they weren't given out I don't

107know if they're in the process of getting those um and then you answered you asked the questions about the equity and the budget for the price increase of the chief and that's all I have thank you thank you anyone else no one no one calling in okay at this time we will close public participation so all right who the the enrollment study data um I guess I would have to go back and look to see yeah perhaps Robin could show me in the report after and I can look into that okay and then the uh the free breakfast for summer is that um for summer school so for summer school students are receiving it but I think you're talking about like three within the community yeah that's something we'll we'll take a look at um

108I'll make sure Linda we could take a look at that with Craig okay and then the Bella field scholarships yeah so the bellfield scholarship that doesn't go into effect until they have a certificate of occupancy uh which it does once that's issued then they can then they can um start to issue the the scholarships so it doesn't doesn't start until until that happens um Dr Roman that would be the same year year one of the pilot would would also be the year that they the certificate of occupancy right and I I remember that when we were talking with them about this they had a start their plan is to start the scholarships next June so for next year's class it was never planned for this year okay moving on to 7.01 um board discussion including

109the consent agenda items so the first thing is the option for filling the uh vacant board seat again we have two options um we appoint someone U whose term will end May 21st 2025 the day after the next election or option two is a special election to fill a board vacancy um which has to happen within 90 days of the vacancy therefore October which is when we are planning or discussing the electric the grant that we got votes that has to go to the public that would be too late which means we would have to have a special election for for the for the vacancy and that election um elected person would go through June 3 2026 which was the end of jessen's turn so um anybody have thoughts on this before I share my

110thoughts on is there a a time frame requirement for an appointment no because it was my impression that we don't have to appoint anybody we can operate with an opening correct and point at such okay yes that is that is a true statement there's no timeline and there's no requirement that we actually fill the seat before the next election sound M um if we had an election would all the typical regulations apply they would still have to collect X number of names and we had three openings and or two openings three openings and one person who actually went through that last time so it could very well end up being just a write in as well as that right and with the I think the number that was quoted I think an election cost around

111$30,000 right so my view on it that's too costly for something that we may not even like we may not even get a candidate that's where I was going interested very expensive have to have the vote no matter what how difficult it was to get people to last right I agree the cost alone is doesn't make sense to do it right we had a whole bunch of people who had were you know had run last time it might be a different different thing but right and and just so everyone knows the process would be if we have someone interested in in being on board let me know let Jay know let any board member know um and we would then meet with the board collectively um and then we would make a decision whether or

112not we would appoint a particular person right everybody okay with uh option one the appointment or do we need a vote on that just discussion you okay with the appointment appointment I'm appointment appointment appointment okay the king of appointments that's right I'm not available this year me neither um okay so again if anybody's interested you know out there ask around all the board members you know if you know someone that may be interested you know have them have them contact us just R this poliy just say you can Jay could you just repeat what the qualifications are so for people who are considering it I think it's just in District you live in District and you're not an employee and you're 18 and you're 18 can read yeah read and speak English it's it's basically

113um if you're qu a qualified voter in the district all of those qualifications are part of member qualifications right and you can't have worked in the district for the last year you can't work with that's true and you can't live in the same household as another board member um there are a couple other specifics but if anybody's interested call me and I'll put I'll work through it with you we'll make sure it's you could qualify so the the policy that we have it says the board of education has the power to fill any vacancy within 90 days after it occurs by a majority vote which may occur on the board but on the board by reason of death resignation removal from office or from the school district or refusal to serve of any member or

114officer of the board if that does not happen the district superintendent may fill it by appointment in school districts under their jurisdiction the person so appointed in the place of such member vacancy of the board will hold the office until the next annual election of board members the me the remainder of the term for the vacated seat will be determined at the next annual election term Cycles will be maintained a person elected or appointed to Phil a vacancy takes office immediately upon the upon filing the oath of office so it's not unlimited we got 90 days that said it was the superintendent's appointment if we don't if we fail to do this after the 90 days they they have the option right it's the option of filling it is there a time limit just out

115of curiosity for the superintendent no it doesn't say okay what was Jess's last night last June 20th okay June so end of September yeah September 20th roughly okay okay uh board retreat topics last time we talked about you're thinking about it any anybody have any I'd like us to explore the international baloria get information about it as a as a as a route to graduation as a as in addition to advanced placement it's another kind of uh program okay any other topics that um people would want to hear about talk about I do I do want to um just offer uh there there's um there's a book called um the governance core by Michael fulan it's it's a really good um book I was um going to suggest to the board to consider it as

116a as a as a summer read for us um and jigsaw the the uh book um so that we can each take a section and then kind of share out um as part of a way for us to kind of continue to grow as a team can you give us a sense of just uh you know broad Strokes with the with the with the uh yeah so yeah so it's it it really is about how do we become a strategic team to be able to um achieve the goals that we set out to achieve as we work to build trusts and continue to uh develop as a as a team so it really kind of goes through all the different areas that we need to kind of continue to focus on so that we can

117develop you know as a team between the superintendent and the board did you email that title out yeah what I could do is if if it's something of Interest we can we can order the book so that we can each have it well in advance of the the board um Retreat have homework one section one section only 600 pages per section that's a quick read it's a quick read um so with your thing I I don't is that really a a board retreat or can we just ask a workshop if you want I just want I I would love the board to consider it it's it's it's not free right so so there's an expense associated with it but I thought the board Retreats are usually getting information the board might want to know what

118the international Bor is to to get a sense where this is something we really want to move forward with because it's you know AP is individual courses this is a curriculum with number of courses a number of people teaching so that's the only reason I suggested it as that is there Workshop Retreat I don't is there a program expert some at the state that would be guarantee we can find someone who who someone within that program who would come in okay so it sounds like two good things but I don't know if we want to have two for one Retreat yeah do it now go out to be well they have to be back to that right right right we could do a workshop I was just gonna mention for goals you know just kind

119of review the goals from this year um you know kind of determine whether we met them or not and then start setting the goals for the new year um that's something that we we do have to spend some time as as a collector that would be in a board discussion perhaps as opposed to retree right uh we did we did it last year as as part of the retreat okay and I think there is a doodle poll out there for the two things the the tour of the school so normally every year we we take a short tour to each of the schools um last year I just didn't work out with timing um this year I think we're trying to get it done early fall is that one I don't late summer late summer

120early fall so um and then the for the retreat so do they both have access to the pole yes the okay so yeah everybody should have access to the doodle pole so go out there and fill it in are we thinking about the Retreats for the summer or we thinking also some for say the winter because I you know I don't have to be if we're going to do a couple we could do one in the summer one in January or February Point yeah I I think yeah sure but we'll schedule one and then no no then get the other one woring about scheduling both as and then lastly um any consent agenda discussion I have a couple um 8.24 is the mindfulness in schools contract and I just had some questions on whether this

121is a typical contract um some of the terms of it just were a little um I wasn't sure of um so it says that the contract determines um that the mindfulness in Schools project deter approves what teachers can participate in the in the training um and that any plans we have to research the effects of the training must be approved by mindfulness in schools and that we have to uh send a minimum of 20 people for this training and I didn't know if the cost because it's you know 122,500 something dollars um I didn't know if this was typical for a contract because it just seems to give a lot of the control of the program over to an outside um vendor not to the school district so we we'll have to Circle back to

122that because uh Dr Brown is not here this evening um and this would fall under um curriculum instruction so what we'll do is we'll Circle back um on that okay so would we pull that out then so we're not voting on that tonight we can okay and then the other one was very simply on the Personnel 8.29 we have six football coaches that number seems high I didn't realize we had we have a lot of coaches is the the um the number of athletes on the football team that big that it requires six I was just curious it's not you know not a deal breaker but I'm curious about the number of coaches that's a lot well I think it's three for Varsity oh yeah and three for JV nope it's six for varsity and

123four for JV oh there's two name I I didn't we have two names each so it's it's and it's assistant coaches you know there's a head coach and there's a bunch of assistants uh for varsity and for JV but that's 10 football coaches so that just seemed a lot I don't I didn't think we had that last year so I was curious if there was an increase in enrollment but that's that's a lot of stiens for football so I just want to make sure we're you know that's accurate do we know normally have that many stiens they're split they're split stiens you noce there are there are 13 people listed under football and is that that's a only uh boys sport is that correct there no no women in on in the football program I

124think they could play they could yeah okay there are girls all right so so this just to clarify those stiens are split between those two individuals oh okay so it's it's the one amount but it's it's split between the two marget you're on mute sorry I'm trying to flip screen here um so the assistants are sharing a stipend yes okay so if there's six then okay all right I have to flip back to that so if there if there's two the amount is just divided by two the stip in the the total stien is just divided by two and sometimes the the reason for that is sometimes the commitment might be too overwhelming for one individual um that's sometimes the case so that they can share it the other piece is um it it also

125serves as a way to kind of build new individuals up um if they're if they're sharing that that that that position okay I just thought I 10 just seemed like a lot thank you for explaining yep um any would you you add more than one or were you all done with the consent Margaret I'm done thank you yeah we're going to take off the um mindfulness in schools so I'm good to amend yeah let's finish the discussion and then we'll do that remind you before go there okay um the the just to verify the the 8.28 with the uh creation of the position that's because we're adding that new 1211 or whatever that is okay okay and then um oh the uh .2 s payroll cor correction seems like every agenda now we have a

126payroll correction so do we ex this this happen stance or is this always going to happen well um not all payroll Corrections are due to a clerical result this uh this one in particular the employees submitted two time sheets for the same work so when when we do notice payer roll mistakes we have to correct them and we do every unit Union requires an agreement with the board to adjust someone's pay okay okay any other consent agenda and and just so you know Christine process-wise when we get to the consent agenda there's never a discussion on that we always have the discussion during board discussion uh for consent agenda [Music] items any other uh consent agenda if not um get a motion to agend amend the agenda right okay can I get a motion to

127agend amend tonight's agenda and remove 824 move second okay uh any discussion all those in favor I oppos motion carried and I get a motion to adopt the amended agenda so moved tibits second Margaret any discussion all those in favor opposed motion carried so now we're moving on to 8.01 to vote on the consent agenda minus the piece we just removed so can I get a motion for tonight's consent agenda thought we just did that we just did that I think no no we voted on amending the agenda then we voted on have now a new agenda no we had voted to create a new agenda approving the amended agenda right and now we're approving it's a two-step process you got a vote for the amendment and then a vote for the amended amended agenda

128remov then we vote it to New and new and now we're voting on we're the whole agenda is changed I'm happy voting now voting to approve the consent agenda right I'll amend my vote so I need I need a motion for the consent agenda ail so move TI second call all in favor opposed motion carried we're done with that moving on to uh have to sorry I saw uh moving on to 9.01 the superintendent contract renewal um V it resolved the Board of Education of H High Park Cal School District uh hereby approves the amendment of to employment agreement between the district and Dr Pedro Roman superintendent of schools based on information provided to the board and placed on file can I get a motion so move tibits second Margaret any discussion all in favor

129those in favor I opposed motion carried all right uh moving on to 10.1 our second public participation can I get a motion to open it so move second any discussion all those in favor opposed motion carried please note as a general rule public participation will be limited to 3 minutes total per speaker the second segment will be limited to 12 minutes the segment of time may be modified by the board as deemed appropriate the board request that remarks be courteous and respectful of all would anyone like to address the board either in the room or online the number is posted out there on the screen right I would read the number but I don't know what it is 845 845 698 698 one z85 one z85 give it a minute in case anybody just wants

130to call in now okay with that uh since nobody is uh calling or wants to participate in person we will close public participation 11.01 other matters deemed necessary by the board these chairs are really comfy I know if that's a matter I like the new chairs I like them too I like the color all right uh no need for a second executive session so at 13.01 can I get a motion to adjourn tonight's meeting so second TI any discussion all those in favor I motion carried tonight's meeting is adjourned thank you sir appreciate that e e for