001[Music] I call to order this meeting of the Stow Monroe Falls City School District Board of Education on June 30th, 2025 at 6:00 p.m. Roll call, please. E Jenkins here. Mitti here. Sheen, here. Sudonic here. wind here. Please join us in the pledge of alle Everything we do is designed to provide a future ready student- centered learning experience for every single child. Our strategic plan for 2021 through 2026 will help us accomplish this goal by considering every facet of a student's learning experience from curriculum to infrastructure to wellness and everything in between. As members of the board of education, we serve as trustees. Therefore, this is a business meeting being conducted in public, not a public meeting. We are grateful to serve an engaged community and therefore encourage and respect input from citizens. We expect
002that everyone present will behave in a manner consistent with the behavior we expect of our students. We reserve the right to have those who do not comply removed from our meeting. Excuse me. Before we move on, I would like to make a motion, since I didn't see one on here, to add a public comment section to the agenda after section 7. We cannot change the agenda for a special meeting. This is a special meeting. We have to stick to uh the purposes for the meeting that were in the notice and public comment was not one of them. Mr. Galano wish to recommend that the board of education approve the FY25 final appropriations as presented. Do I have a motion? So moved. Second. Okay. Mr. Galano, do you have any? Yeah. So just um finalizing our
003appropriations. Appropriations are basically the maximum at the time we can spend per fund. So if you look at those you could see um those are broken down by fund and then in schools uh it's broken down by cost center. So there's many more cost centers associated with this but for appropriations it's just at the fund level. So this is what we spent uh this fiscal year in those specific funds. So just finalizing our appropriations so that they I always like to zero them out. So that's exactly what we spend in each fund for this fiscal year. Thank you. Any questions, comments, discussion? Yeah, I have a question. And um Patrick, if you know I looked at those numbers and is there anything that if I looked at them a month from now, 6 months from
004now, a year from now that might cause me to pause that I might that I might have missed that was kind of maybe iffy. No. So, Mr. Lana, this is all in line with all of our monthly reports that we've been getting throughout the fiscal year. Yes. Anything further? Roll call, please. East Jenkins. Hi. Merlin. I. Sheen. I. Sudonic. I. Quinn. I. Next item. I wish to recommend that the board of education approve the FY26 permanent appropriations as presented. Do I have a motion? Second. All right. And so this as what we did for uh our final we will do for the next upcoming fiscal year. This happens every single year. So basically we're saying at this point in time we're going to spend the maximum in these funds. In the event we are going
005to exceed that we would bring it back to the board and increase these as necessary. Some of the things that we kept the same was some of our titles, our title grants because some of those are unknown at this time and we have not received all of our allocations. Uh but we have received some questions. Roll call, please. Ease Jenkins. I Merlin. I Sheen. I Sodonic. I wind. I I wish to recommend that the board of education approve the transfer request as presented. Do I have a motion? Move. Second, Mr. Galano. So looking back at the fiber forecast in one of the lines toward the bottom of the uh forecast it was the transfers. Uh so it was I think projected to be 315 I don't quote myself. Uh so we're knowing that we were
006going to transfer into from general fund into athletics and from general fund into the fieldhouse to cover any negative fund balances. Uh, so these are the negative fund balances. $150,3712 into athletics and then $175,749.78 into the fieldhouse. So once this is approved, we'll take the money from general fund to cover the negative fund balances in those two areas to make them whole. And it's pretty typical for athletics uh to do this. Moving forward, we hope that we could uh be even if not positive for the fieldhouse. Any questions? Yeah, Patrick, that last statement you just said here, um where 3-9325 the $150,3712 and they get a fund balance at the athletic department. You said that's typical. Why is this typical? Yeah. So, a lot of ath uh say athletics or 300 accounts um they uh
007they typically go in the the red just because it's you usually spend more than you than you bring in for athletics. So, what so what some schools could they do you would have like a athletic accounts and then you would have general fund accounts. So once you would like exceed your cash for athletics once so when it's basically would be zero you would send everything to general fund. Uh but then we get you don't get a true cost of how much it is for athletics where right now we get a true cost for athletics. So we could say you know athletics cost us 300 some thousand but we only brought in $200 some thousand. So then that's the difference that general fund would have to cover. you just kind of get a rough estimate or
008true cost for how much each fund is costing the district. So, this wouldn't indicate necessarily like over overspending in over uh spending over the budgeted amount. It's just what we bring in versus what we um Yeah, look at that. Yeah. Okay. I think last year what we did was we we had some general fund um accounts as well for like athletics and orbiter or dragonfly now uh to pay some of our officials. Um so I decided just keep everything in the athletics funds just so we could really see how much it cost each year. Are aren't the 300 accounts? Aren't those the the team accounts or is there more inside of this 300 account? Yeah. So it's there's more inside the account. So the actual 300 um fund name is district managed student activities um
009athletics just falls under that. So when you look at uh some reports the 300 9325 that is the athletics fund. And now when you said typical, I mean after a while, wouldn't you kind of have a handle on this? So you could get a little closer than 150,000. That seems like a pretty big number. That's I mean schools 9 months, that's 16,000 a month. Uh isn't there at some that the things vary that significantly in the athletic department that we would be off that much and we have to pull it from the general fund? I know we we spent some funds on uh uniforms this year. So, we always could take a look at what we what we're going to pay for and what the fundraiser accounts or some of the boosters might be willing
010to help pay for. So, there's always ways that we could look at lowering this amount and also looking at bringing back pay to participate which would help subsidize the cost. That's what I was going to point out. It feels like the 150,000 is sounds right around the amount of they pay to participate or would maybe be a little bit less then I would have to look into that. Um the other thing is I just want to reiterate it's not about budgeting here. This is about how much that athletics has brought in. So it's not about like I don't know how you would come around how that would account for. We should be able to know better. It's just a matter of if athletics is going to be uh self-supporting or if it's going to need
011money from general funds. And that's not something that you have to plan for. That's like that you it just doesn't I don't it's it sounds like you're making it sound like it's been overspent by $150,000, but that's not what this is. No, you're not uh you're not inside my head. You don't know what I'm thinking. So, please stop. What are we talking about with plan 4? I'm talking to Patrick. Um, I would again just think that uh I would think that um we I mean we're just pulling this n money from the general fund. It just And let me ask you this. Does the Does the athletic department have a budget? They do have a budget. Yes, they do have a budget. Yes. Now, you mentioned uniforms. Well, uniforms are on a schedule, aren't they?
012Aren't they on a kind of a rotating schedule that so we can kind of anticipate that so many teams are going to get new uniforms in 26, so many teams are going to get uniforms in 27? Yeah, I believe we have tried to stretch the uniforms when we can and then once we realize that they are no longer usable, uh that's when in the past couple years we've they have spent. So they may have deviated from that schedule. Um, I can't really speak to that, but I know that talking with some of the athletic department staff that they've said, you know, they're looking at the uniforms and like I want to put let my own child wear this, so I'm not going to let somebody else's child wear it. So that's when they would invest
013the funds in buying new uniforms. I believe the band uniforms were stretched for sure. That was one that I thought like that got pushed. So even if it was planned for, it was it was pushed back. So some of those things that they maybe wanted didn't happen quite as soon as they wanted it to. So again, can't that be taken into account and we know, okay, we but our schedule said four years. Well, maybe we need to do it at five. So let's And we look at that number and we say, okay, this is what that's going to look like with a with five. I I would guess uniforms are probably a big pretty big item depending on how many teams would need new uniforms. But, you know, when the public sees this, again, I
014can't control what they're going to think, but, you know, they might think, hey, the the the athletic department didn't budget correctly and and we have a oops here and we have to put $150,000 back into the fund. Um, I guess it maybe if you could do this and this might help me and I obviously I don't want it right now. I would like to know uh going back say 5 years what kind of positive or negative fund balance we've seen in the athletic department just from my own knowledge if you can and I can email you or text you again on that because I'd be curious to know that because that that's a that's a big number. Yes, that's I can do that for you. Um so yeah, so there is a budget. So so
015I guess what's the point of the budget when you go over $150,000 at at at some point? Don't you can you kind of see this happening? Like you get into halfway through the year, you know, we're we're going to have a problem. You know, we're going to go over what we had budgeted. This is not the budget that they're over. This is amount that athletics brings in versus how much they've spent, which is not the same thing as the budget. It is the amount that was put into the athletics fund. Yes. Based on a shortage. Based on a shortage. If they weren't short, they wouldn't need $150,000. That's not That's not accurate. Mr. Galano, could you reiterate what this um transfer is about? Yeah. So the so what this what this is showing is that
016the 3099235 fund special cost center spent more than it brought in. Um so one of the things we did do to help increase the revenue is we did increase ticket prices um which and we started that and then the team consortium they increase their prices as well. Uh so that also help with help bring in more funds. The athletic department as well as other departments do set budgets. Uh so for them it's a lot of per teamam sports. you know, we have plethora of teams, a lot of them both male and female, and they each have to budget for that. Um, as one budget, as like one season ends, they shift those allocations for budgets to help cover some other unforeseen costs that may may pop up. Uh, you know, when it comes to going
017to states, districts, those types of things that you really you hope for, uh, but you it's hard to like plan for without overbudgeting. Uh, so really just comes down to that we brought in less than we spent. So, and it's not tickets and and all of that brings in less than what it costs to put on our sports. Yeah, we know the some sports bring in a lot more money than other sports. Uh, so it's those ones really help set the budgets for other sports as well. And if if I had asked you a year ago kind of how you saw the athletics fund looking now, is this pretty much in line with that expectation that we would have had last year? Well, last year we did more uh like general fund budgets and expenditure
018adjustments. Uh, so it's it's hard to identify, okay, that to get a precise answer, but I'm sure if I did some deeper digging, I could get that information for you. So, just to be clear, what this number indicates is the amount of difference between what athletics brought in as revenue versus what we've spent. So, the total we've spent as a district on athletics that came out of our general fund is $150,000. And this is calculated this way so that we can make sure to give a true number. Being transparent to the public of what our athletics costs. It is not indicative of overspending by $150,000. Whether or not a department is self- sustaining or not or whether a a department is uh following their budget or or not are two separate issues that should not
019be conflated. Yes, nicely said. Well, Patrick, you just said we spent more than we brought in. So, um, again, I would like to I'm going to I'm going to email you or text you or whatever to get the last five just to see if there's a trend. Again, if I'm running a business and I'm finding that at the end of the year, uh, I'm over 150,000 there, there would be some issues there. So, so we'll just see if there's a trend here because again, at some point, you get a feel for what it's been costing you to run your department. Um, now we go to the next one, the fieldhouse. How in the world did we which this the fieldhouse was supposed to be a non uh uh some something that wasn't going to that
020that we had the funds to do it? How how did we get to $175,000 over what I don't even know what the number is over but how how do we end up spending more than $175,749.78 on the fieldhouse? So we had the fieldhouse was paid out of permanent improvement funds. the fieldhouse once it was up and opened uh we created the 013. It's a recreational fund to um bring in funds and also to pay anybody who was sustaining that building. So when we first opened that building, that building had zero dollars starting out. Um the goal was to break even or to have cash cash balance. Unfortunately, that's not happen. Um so that's how we are at transferring 175,000. We did bring in some dollars uh to the fieldhouse um just not enough to cover
021the entire expenditures of that building for the fiscal year. Could you give us an idea of what expenditures for the building means? Yeah, so it was any salary benefits uh for staff who were at the building. Um any uh so the special projects administrator who was overseeing the building, anybody who was doing uh who was there to uh open the door for some of the rentals. We had cleaning supplies, utilities, um any things that needed fixing. I know we had to buy some filters for the uh air vents. Uh so some of those expenditures and supplies needed to keep the building operational. And I'm under the impression, and correct me if I'm wrong, that someone that there's um contractual um language that dictates, you know, when the building is open, that it there's uh whether
022it's janitorial staff, you know. So those are things. I'm sorry. Yeah. So the Okay. The U classified contract does dictate um when the when employees need to be at certain buildings. Um, and that was one of them that when we were having children andor any events happening at the fieldhouse that we needed to have a custodian present. So that's one thing that we did work out through the last negotiations. So that's just something you know just for for transparency when someone uses the fieldhouse it's not free to us because we do have a cost associated that is a contractual obligation that we have. And it's it's the same thing that we were talking about athletics, getting a true uh measure of accounting for how much it's going to cost, how much it's going to cost
023to operate the the fieldhouse. This is our first fiscal year um year with it. So, we're going to start really gathering that data moving forward. Obviously like to see that number go down. I like to see revenues go up and expenditures go down. So, so what you're saying is when this was in the planning phases and as we broke ground and started to build this, nobody factored it was going to cost us I have $175,749.78 to run this building. I I believe at the time that this was in the talks, there was not a special projects administrator and um I don't think there was a plan of who was going to really oversee the fieldhouse at the time, but we knew somebody would be doing that. Wouldn't that have cost us more if we did
024have somebody in that position? Wouldn't we have been paying that person? I think it would have determined of what level of a administrator would have been in that position. Now, is this a separate line item? Does this have its own budget? Is this a 300 account going forward and we're sitting here a year from now and we see a negative fund balance for the fieldhouse? I mean, what what what what are we doing to eliminate that? Yeah. So, it it is a recreational account, a 013 fund, and they do have a budget. Uh this year's was pretty the bulk of the budget was definitely salary and benefits of very few supplies and then next will be utilities, water, gas and trash and sewer. So there is a budget. Okay. Um and then I mean I'm
02599.999% sure that this number will not be this grand unless we have major issues with the building. And who's to blame for that? Blame for what? The major issues in the building. No, no, no, no. There's no major issues currently, but I'm just saying moving forward for next year if we see this high number. Um, you know, there would have to be something drastic to happen in the building that we would be transferring a large sum out of general fund. So, you're anticipating next year this being much less or zero? Yep. Or having a cash balance at the end? I mean, certainly that's the goal. Yep. Yeah. through rentals. We did have several contracts for the fieldhouse this past year, which was nice to have. Uh sadly, it just wasn't enough to keep it balanced.
026So, I go back to again things I've mentioned in the past. So, there's no one accountable for this. I'm supposed to sit here and just say, "Okay, we're going to pull $325,786.90 out of our general fund to pay for negative balances between a a building that was not supposed to cost us money and an athletic department that has trouble balancing what how much they need to spend each year. I mean, you look at 325. You look at the situation with the person that's not there that cost us 247,000. You have that person who was there who's now gone to get rid of them cost $251,000. That's 823,454 we spent last year and have nothing to show for it. So, um, we got to do a better job, folks. We got to do a lot better
027job. And I'm going to repeat again that the $150,000 is not over budget. It's because athletics is not a self- sustaining department, nor is it supposed to be. It is uh a it is for our students. So, so maybe it would be helpful to explain, do we have departments that are self-sustaining that bring in what they need to operate, you know, and what that looks like? Maybe giving a couple of examples of that. And then perhaps telling us what the athletic budget is for the year and what we've spent might help this to make more sense. Um because it's I think it's just a confusion piece. I don't think it's um that we're we need to argue, but I think we just need to make it clear. Yeah, I could definitely have that for one
028of the upcoming meetings to make it clearer to anybody who's having some issues understanding that. Uh, and then so it is the only one that I would say is probably self- sustaining would be like uh fundraiser accounts, student 200 accounts that are student driven and then our food service. So, it's it's kind of hard to say because you know we're in the business of educating. Uh so it's it's hard to say like we don't have a lot of resources that you know we're selling things and pulling it in and managing that by funds. So to easy recap you know 600 006 food service you know they're pretty healthy which is nice. I think they have a million dollars in their fund which before co it was usually transferring money into that account you know making
029sure students are fed. Would you mind speaking a little louder? Yeah, sorry. Yeah, I'll get closer to the mic. Uh, so food service. Uh, they're pretty healthy. You know, they we get subsidized from the government, but also we take in cash uh from students who are buying lunch and breakfast 200s accounts because those are a lot of um fundraising dollars as well as our 300s that are not the athletic funds. So there's not too many of them that have a lot of uh ins and outs. So because the students are paying for their lunch, that's bringing in revenue that offsets their cost. Whereas in athletics, they're not paying to participate and they're not paying for additional things. So it's more of a service that we're offering. Yes. Than something that's bringing in revenue. Yep. And
030then the the ticket sales would be the revenue to help to offset offset the expenses. Yes. But those ticket sales don't cover the entire cost of that department. And that that's the difference that we're transferring over is the difference between ticket sales and the expense of that department. I think the term negative fund balance is what makes it sound like an overspending issue, but we don't have I'm not even saying if there is or isn't an overspending issue. We just don't have that data in front of us. That would be related to the budget, not related to this what we're looking at right now. And Patrick, what is the budget this last year for the athletic department? I'm trying to get into the system and it's uh having some technical difficulties, but I will also
031email that to you as well, Mr. Sheen. I mean, again, is it again 300,000, 500,000, 600,000? I'm not going to hold you to that number, but yeah, it's within the couple hundreds of thousands. So 200,000 just for the sake of say two two to three. So all right so we'll say 250. All right. So you're saying 250 but what this is saying here is we need another 150 to balance that 3-9325 account. Is that am I understanding this right? If if you do that math Mr. If the department's services activities cost 250,000 and it currently needs 150,000 from general fund, that means it brought in a h 100,000 in ticket sales. So, it's not self- sustaining, but it did bring in some of the money that it is budgeted to spend. And the reason for
032separating it out like this is for transparency so that we can see the true cost of athletics which is $150,000 this year. So going back to the question I just asked, you said 250,000 was kind of the budget. You're asking for another 150. So is that saying that in this year that it cost 400,000 400,000 to run the athletic department? No. No, it's not another 150. If the total is 250 and they need 150 to make it whole, it's just $100,000 that they've raised or brought in. The total is always still going to be the 250. It's not you're not adding those numbers together. Okay. So then we're short 50,000 then or um 100,000 then in this example. So in this example, we're short the 150 but we raised the 100. Oh, okay. Reverse it
033the other way. Okay. If hypothetically the budget was $250,000 and that's what was spent, that means that we would have to raise 150 more,000 to be self-sustaining by raising ticket prices, by raising more money through uh you know charging parents more for paytoplay, etc. So these are things that you know obviously are are not necessarily what we're doing right now. So that's the difference being what cost versus. So then where the number could be affected is we're looking at all these athletic teams and maybe we're having to kind of tighten our belt and maybe look at 200,000 instead of 250. Which sports are you recommending that we cut? I didn't say about cutting. I'm just trying to understand this just so I'm understanding this. Some of the expenses that are outside of our control are
034um our official prices. Those seem to just keep going up and we're at the mercy of uh them to make sure that we have officials so we could operate the the games and make sure the our students have a match or a game to play at. So that is just one of the things of the many u expenses that the athletics are expensing. So right. So, it's not it's not just uniforms and fields. It's officials. It's supplemental contracts for coaches and staff. Um it's all of those things that Oh, and health professionals to be there as well um for our athletes. So, there's a lot of expenses in running athletic programs. Yeah. And then if our teams make it further uh at at the end of each season to districts or states, you know, you
035have you have those costs as well, hotel costs and um admission prices as well. But by all means, we we do I do work with the athletic department on like, hey, let's how can we rein it in, but also not like make huge cuts to where the students are going to see a huge uh difference in the sport. You know, we want to make sure that we're giving them the best opportunity we can with the best equipment and the best uniforms even though maybe they're a couple years old. Uh but it's not like we buy brand new every single year. No, I'm all for that. And I mean based on what you're saying and and getting a better understanding, I I would like to see maybe that number a little closer together and um seeing
036what we can do um to um be responsible as far as our finances. Yeah. And then the finance committee has once we were talking about fees, we did talk about pay to participate again. Um so that'll be coming up in the this fiscal year that we'll be talking about that for the future reinstatement. Right. One of the questions was sort of getting that feel for what other districts um especially our six district uh compact schools, what other districts are doing in terms of their athletic costs, how they might be offsetting them, doing some of that research and that background uh for that to to really look at what are our options. Yeah. you know, it's pretty common to transfer into athletics and I'm I'm sure a lot of school districts, if not all of them,
037uh transfer into the athletic fund because it is uh it's it's costly like everything else. Anything further? Roll call, please. East Jenkins, I Sheen, uh no. Sonic I. Okay. Next on our agenda, I will entertain a motion to enter executive session for purpose 121.22 G1 to consider the employment of a public employee or official. Do I have a motion? So moved. Second. All right. We're in executive session at 6:32 p.m. There we will be We have to roll call. Oh, sorry. Get ahead of myself. East Jenkins. Hi, Melody. I Sheen, hi. Sudonic. Hi, Wind. I There we go. Executive session at 6:33 p.m. And there will be more taken after Okay, we are back from executive session at 7:10 p.m. Our next item of business, superintendent recommendation. Good evening. I would like to recommend the
038following personnel recommendations. Do I have a motion? So move. Second. Okay. To start us out, Dr. Did you have anything uh to say about these to get us started in this section? No. Okay. Um I I did uh I did want to say we um have been talking over the course of several meetings about um supplemental contracts and some of the concerns around how those have been handled in the past. Um was there anything about that that we wanted to share out at this point? Uh so as we uh begin to um look at our supplemental contracts um we have um created uh process um so that everyone will be on the same playing field uh when it comes to supplementals. Uh we have created a rubric um that we will be sharing um with
039uh our athletic director um that will actually be used as part of the interview process as and also uh to be used as an evaluation tool. something that will be uh useful for uh our head coaches when they are looking at uh the coaches that will be working with them uh and to provide some consistency uh across that uh process. So those would be used for all of our coaching supplementals, our head coaches assistants just throughout and throughout various sports. Yes. And so we wanted to come up with something that uh could be used by um anyone. So we uh tried to create something that was uh very neutral because uh a lot of our coaches are not um coaches within our district. Uh so we wanted to make something user friendly for them. Uh
040wouldn't this just apply to the head coaches? Um yes, the head coaches would be using it for um when they are looking at uh hiring their um assistant JV freshman, all of those type of things, but it would provide that consistency across the board, right? So the only the only place where we're involved is at the point of the evaluation of the head coach. The head coach then has the opportunity to pick and use this rubric if he so desires or she desires for his assistance based on the teacher contract. Is that am I understanding that right? Assistant coaches aren't going to have to go through all this with the athletic director and the No, it's just the head coach. No, no, no. So, we have 26 sports. We have 26 meetings. Yeah. Not 150
041based on all the assistance. Well, depending on depending on who they're hiring. I mean, they may have a freshman coach. They may have a JV coach. They may have, you know, those different levels. So, they would need to use this. This would be an evaluation tool for them as well. Well, yeah, they could use it. I mean, the head coach. So, you take football. You have a head coach. He has his eight or nine assistants. He has a JV team. Is the head football coach also overseeing Kemp head coach? Is he involved in that or is that separate? Uh, we have a head coach for Kemp, right? But is that under the umbrella of the head high school football coach? I would have to look into that. I'm just to know that if he he
042would have to the person playing for the head football coach at Kempton would have to meet with HR and the athletic director, but then he would be free to pick his assistance. And if he chooses to use this, that's up to him. We're going to be making a recommendation that everyone use this this tool to provide that consistency so that there is no discrepancy occurring when um people are going through the uh interview process. So the goal is to make those decisions as consistent districtwide. Yes. As we can. Yeah. And the the rubric is both for selection and for evaluation. Yes. Um and the goal is to use that for evaluation of all level of coaches including head coach. Head coach sometimes is a little bit differently because you're looking more in depth um with
043a little bit more experience and all of those type of Okay. Yeah. Rubric. I'm sorry, Mr. It was me. Finish, please. I just I just said that when you're looking at the head coach, you're you're we would have some type of rubric um for them as well. All right, I get that part, which is good. But in the contract, it says the head coach then has a responsibility picking his assistants. He may or may not want to use this. He may tell him he needs to use it, but he may or may not or she may or may not, but the but the the assistant coaches are the responsibility of the head coach. Is that correct? Yes. It says both in the contract. It says they have input. It doesn't say they have the responsibility
044to pick. But our our our our concern is to make sure that we have tools that we need when we're making decisions in regards to evaluations because that should be part of the process. So, we want to make something that's uniform and easy for all of our coaches to use without them having to try to figure out what tool they need to use for that. So, we're talking about an HR putting this in place and HR telling the coaches, here is the tool that we're expecting you to use. And that's why I said we will be meeting with the AD to go over uh the information. There may be some more input that he or she would like to add to that and then we'll we'll move from there. So right now this isn't the
045policy um because again just looking at the trying to remember by memory the teacher contract which said the head coach is in charge of hiring their assistants. You may be adding something hypothetically that tells the head coach part of your responsibility as the head coach is to do this rubric for all of your assistants. Yes. So, if we have an issue with an assistant, we can throw that out and say, "Yes, you know, this guy was iffy or this guy's doing a good job and maybe had a bad day or whatever." Okay. But but we're not there yet. Now, would that would that require a change in the contract because that's not what the teacher contract says right now. Yeah, Mr. Sheen, you're um misstating that language that we approved at the last meeting. It
046was that head coaches have input, not full control over. It says input. Okay. If it says input, it says input, but it would not change um what the head coach is doing. It it actually provides them with a tool uh for them to be able to easily say uh if they are recommending for that person to return or not. I think I think if you go back to the contract, it actually outlines some criteria that would be giving those assistant coaches a higher score of whether or not they're certified teacher, whether or not they have experience. And that's all outlined in the contract. And then it says the head co coach would have input. it doesn't say that they can just pick anybody. Um, they have to be qualified. And so that's why one of
047the sections on the U rubric talks about qualifications and there's room for them to actually write something and not just do the one through five. There's room for them to write evidence as well. And now too, the way it states now, it's the AD and the HR. They're the only two involved in the initial process with the head coach. Usually, uh, in the past, it has only, uh, been the AD. Um, it hasn't been HR. Okay. Up until recently, most of the recommendations in the past came from the athletic director. So that's how it's going to stay as far as the the the conversation is with the athletic director except except in basketball which we have a difference there. The HR is involved in that. Correct. Boys basketball as far as the evaluator in the
048evaluation. Yes. The HR is going to be Oh, the head basketball. Yes. Because of interest is a conflict of interest. Yes. Okay. So, this is a a piece of the overall getting our HR ducks in a row. Yes. Any further questions? Yeah, I have some on the page three. Is this a um is this the carryover from the June from last week? That's that that page three the supplements because I know we had a employment recommendation come up and we tabled it. Is that all that was on that is that page three which is uh coaches or were there more teachers on this page? Were there any added from I guess last week? Yes, there are some that were added from right. So it's the one from last week and some added. Yeah. Okay. And
049it looks like we did have some athletic related coaches hired. Um, of that list of 1 2 3 4 5 6 7 8 9 10 11 12. How many of those are teachers? You don't if you don't want to say the name that's fine. You can just kind of start at the top and yes, no teach. Yes, however. Oh, two. Sorry. Two two. So, two of them. And uh on this column, where would that person be? Towards the beginning, the middle, end. Um, one is in top section and one is in the middle. Okay. All right. Um, top section. One, two, three, or four? Three. Three. Three. Okay. One, two, three. Okay. So, the rest of them are not There's one in the middle. Well, yeah, there's two of this list or not. Okay. Um
050well, I think that's similar to um what Dr. Gold was saying earlier that a lot of our coaching supplementals are uh community folks versus employees that it's actually a minority who are employees for these supplements. Majority of our coaches are from outside of our district. Right. So, all right. So, I'm assuming they I mean it looks like a good majority of this is in the cheerleading realm. I'm assuming with all these new protocols, all these people have met that, have interviewed, filled out forms, did everything that they needed to do based on new I mean, I'm looking at a fall sport or a winter sport here. Um I don't know. I thought Yeah, that's another winter sport. Um, there's a couple of winter sports on here, but um, um, how did And I think I
051saw somewhere. Is it is it true you're kind of going after the fall and the winter sport coaches at this time? Yes, we were prioritizing the fall and winter first and then also head if we, you know, one of the winter coaches on there as a head coach. Okay. Um, just out of curiosity, how did that one kind of get bumped to the front being it's a it was a winner coach? Why are we doing that now? Yeah. I mean, how did he how did Yeah. How did he get to the top of that? Sure. Um, you know, we're doing them as they come. Falls are definitely our priority, you know, as more come in. winter, especially if we had a head coach come in, like we wanted to we wanted to get those solidified
052as fast as we can just because we know that, you know, our sports are so year round now in general. Okay. Yeah. I noticed we also have I mean, we have two head coaches on here for um winter sports. We have the basketball and the swimming. Um, but I'm assuming that's so that they can kind of start getting their their team in place in terms of their other coaches and get that plan together for their athletes. Correct. And and I guess and they both are returning at their role that they were in last year, the head coaches. Yes. That were on here. Okay. I know there's been a lot of um angst, I guess, for a lack of a better word in relation to what's happening with the cheerleaders. Um, I know there's been a
053lot of steps to try to streamline that process. It looks like there's a lot of cheerleading coaches. I didn't realize there were that many. Um, any guests outside of the head coach, which I believe this is her second year. Is that right? Mhm. Correct. of those other ones that are new. Do do you happen to know any of them that are new or I'm guessing there's no more than two and two years being the head coaches. This is her second year. Do you know out of these one two three four five six seven eight um whether they're new to the program or their second year? Do you know for cheer? Yes. per cheer. Um, two are new to the program and the rest are coming back. Correct. So again, they satisfied all of the the
054hurdles that we now have as far as bringing in CR and I say that with all due respect because I know it this is hopefully going to make things easier and more streamlined. Um, again, there has been a lot of consternation. And there's been a lot of questions, a lot of emails u from time to time in regards to things that happened last year. And it looks like we put a kind of a uh what was called a cheer expectation plan on our head coach. And I would like to kind of get an explanation of why we're doing that. Uh there are some things that I cannot share because those were talked about in executive session. But we did talk about openly and publicly. The number of emails that we had received in regards to
055the cheer program and the board publicly also talked about a plan to be put in place for the coach. Okay. So, you mentioned a a plan, and I'm guessing this would go back to kind of the Well, this is this is over and above the rubric. This is more of a detailed expectation of communication between parents, players, coaches, athletic directors. Um, and you know, it looked rather involved to the point that I don't know when she's going to be able to coach because it looked rather detailed, which you know, maybe there's a good reason for it. But my my question is why just her? Why wouldn't this be uh something that would be uh that that all coaches should follow? I think that would be a question you would have to ask yourself and the
056board members, right, Mr. Sheen? I and to to uh your point, I was looking at that and um I think there's some very clear expectations laid out for a coach um which I'm assuming will help the coach do their job appropriately and help whoever is evaluating a coach kind of look at how how well um they're meeting expectations. Um, and I was I was wondering as well whether you know from again from an HR perspective, we might want to outline for each of our head coaches kind of what what our what our expectations are for that position. And the and and let me say this because we're we're we're talking about the plan as if it is something negative and it is not anything uh in negative. That's why it's called an expectation plan where
057it it clearly um outlines some goals like you said communication with students, communication with parents, uh those type of things. those things that we have all received in uh numerous emails uh just so that the coach can be successful. Well, I guess what sticks out to me that it seems like she's experiencing an an additional scrutiny. Um and maybe it's because of that particular group who reached out. I mean, we're assuming that everybody and every other coach and every other parent is happy. Maybe those parents just haven't reached out. Maybe this particular situation they did. She's a teacher. Is there any possibility of having some push back from the union of her being um her being called out and the other coaches are not Mr. Shean? Again, those are things that need to be discussed
058in executive session. Well, I'm talking about the expectation plan. It looks like we're putting into we're putting into place an expectation plan. You just asked me a question in regards to there's going to be union push back. Okay. I'm just for instance, I I just think we could, you know, looks like we're discriminating against a female coach. That's I just want us to be careful if we're going to be careful with those words. Let's be careful with the word disc. we're going to be putting additional restrictions or additional um oversight on a coach. Uh I think we need to be careful and do it on all the coaches and not just one just because that person got a bunch of negative emails and that's fine. We can talk about expectations for all head coaches and
059in in general, right? We we know what our parents and our community share with us, what they choose to reach out to us with. Um so, right, we have not heard feedback on every single coach that that we employ. How many is that? We got 26 sports. So, you think about over 26 per sport. Um, and so there there tends to be, I think, uh, additional board scrutiny when someone has reached out, uh, to express a concern. That's part of our our oversight. Um, and you know, we want to be responsive and certainly if there are other concerns with other athletics or other types of supplementals, uh, our community is encouraged to reach out uh, so that we can make sure that everything is handled um, as equitably as possible. And I think I've heard
060from you multiple times, Mr. about people reaching out to you directly um with issues whether or not it's about a coach or this or that, but this was a circumstance where multiple people over multiple months reached out to the entire board. So, we're not talking about isolated incident here. Um and I know that, you know, you value your position on a board in being able to uh advocate for people that reach out to you. Um, and that would I I would assume, you know, fall the same here as to the people that have reached out to the entire board um to be able to uh be responsive to their concerns when something has escalated to us. I'd like to make a motion to table the supplementals outside of the M anybody that has uh an
061uh isn't on the STA contract. I'll second it. [Music] So, which supplementals would be that that we would be still including? Which are the two teachers? Um, it would be the head coach and there is a Kempton coach on there as well. Okay. So clarification, what are we tableabling? Are we tableabling all supplementals or specific ones? The supplementals on the last page that have that are not um part of the STA contract. He asked if it was all of them missed on it. Oh, all of those besides Yes. No particular. It just feels like we still have some question marks here. And on page two or three? On page two. Okay. everyone but the two teachers or two you said there's two people subject to the STA contract. I'm not sure which ones you've mentioned.
062It was two teachers on there. Okay. Two teachers. So tableabling all of the supplementals that aren't the two teachers. Yes. Okay. So that's been moved and seconded. Any discussion of that motion? I just feel like we still have a lot of discussion and there was a lot happening this evening that already that I just I'm not prepared to vote on it yet. So, okay. All right. So, going back to the personal recommendations um everything minus the uh supplementals that were pulled for later. Right. We need to vote on we need to call on the motion first. I thought we were in a special meeting and we can't make motions to change anything. This is regarding personnel matters and this is within what we're allowed to do. Very similar to what we did on the one
063special meeting. We cannot add things to the agenda that were not in the notice. Uh personnel recommendations are. We're just talking about which personnel recommendations we're voting on. I believe all board members always have a right to pull something off of something that's grouped together. And is that right? Yes. And we I did check with legal beforehand because it's still part of the consideration of it. You're considering the pooling of the supplementals. So it's still within the consideration of personnel recommendations. Okay. So, there are 12 supplemental recommendations. The motion is to pull 10 of those 12. Are we ready for a roll call on that or is there more discussion? Looks like we're ready for a roll call on that. East Jenkins. I Sheen. No. Sudonic. I. Wind. I. So now to um vote on
064all of those personnel recommendations that were not set aside. Any further discussion on that? Okay, roll call, please. East Jenkins. I Sheen. Hi. Sudonic. Hi. Wind I. Okay. Next item. Uh this recommendation is to hire two elementary principles. one to replace um at um Echo Hills and one to replace at Fish Creek. Okay, our first one um do we have a motion to consider the recommendation to approve uh Kate Hamilton as elementary principal effective August 1st? So moved. Second. Any discussion on this one? Uh how many others applied for this position? There were 42 candidates who applied for these two positions. And how many were in house like that are currently Stoman Falls uh staff? Uh that were Stoman Falls staff. Four. So, four of the 42 that applied for both of these principal openings.
065Okay. I would like to uh actually thank the committee uh in the process for um this um uh interview process. We had uh staff members from both the Echo Hills and Fish Creek schools who assisted with this uh to get us to this recommendation. Roll call on uh Kate Hamilton. Ease Jenkins I. Melody, I Sudonic. Hi. Wind I. Now, do we have a motion to recommend that we approve Katrina Burwell as elementary principal effective August 1st? So moved. Second. Any discussion of this one other than again thank you to everyone everyone who participated and to say that we are very excited about our two candidates. They come with a wealth of experience. Um Kate coming with um instructional coach, elementary principal, uh Katrina Burwell coming with um principal, assistant principal, ELA, uh teachers. Um and
066like I said, they were both very impressive during the interview process. Could you remind me at which schools? Uh, Miss Hamilton will be assigned to Echo Hills and Katrina Burwell Sedan will be assigned to Fish Creek. Okay. Thank you. Any further discussion on this roll call, please? Ease Jenkins. I Sheen, I sa I wind I Well, congratulations to our two new principles. I am excited uh to meet them. Okay, next we have discussion items. The first one, uh there was a concern about the strategic plan. Uh Dr. Gold, did you want to start that or? Um yes, first uh there was a concern about the strategic plan. Uh in April, uh when we received our uh executive orders, um Oh, I'm sorry. Sorry, guys. uh when we received our uh executive orders uh and through
067the uh certification that had to be signed by the superintendent. At that point, there was a recommendation to the board uh to uh look at our strategic plan uh for goal number nine, which is diversity, equity, and inclusion. Um the recommendation was to remove the language and change that to opportunities for all. uh that was voted in. What happened is when then we got to our website, we had a document that had been prepared uh whom we could not find the owner of. And so the actual strategic plan was removed from uh the website until we could find the owner. What has happened is that we have people who are going to the website and then they put in a search and so on the back end of the website it was still hanging on
068in the Google search uh area and so people were able to still pull up that uh old document. Uh and so we have since worked with the website providers to uh remove uh that document. So if people go in and do a search, they will not be able to find the document that we couldn't find the original owner for. Also, um we I'm sorry, sorry, sorry, sorry. Also in at the beginning of May, uh we um brought forth a contract from the impact group to work with the school district on the new strategic plan because our strategic plan will be ending uh in for 26. In order to get prepared and do the strategic plan uh with Fidelity, we need to start the process in the fall of 25. And so uh the contract was
069approved um during that uh May 5th meeting and we have started to logistically work on uh with them who they need to interview, focus groups uh of that nature. And so the board needs to participate in their visioning sessions. Uh they did an initial initial work with the cabinet team last week at our cabinet retreat. And so now they will need to work with the board on some pieces to set the visioning piece uh and to reinforce the alignment uh for the district values and community priorities. So Mr. Sheen, did you have any further questions about uh the old strategic plan? No, this had to do with the brochure that was online. It's been removed, so I have no further discussion. Okay, then let's do move on to the question of uh when the board
070uh can plan a meeting to begin working with the impact group on the strategic plan. Do we what what is their do we know their ideal kind of timeline when they would like to have that? Um when I met with them they talked about if we could look at something uh in August because then that would have given them impact from the cabinet in June, the board in August and then they'll meet with the principal groups in September. Okay. So ideally meet with the board before they move on to other administration. Okay. And are we thinking an evening meeting then? I would assume I think a evening meeting like we did uh last year when we met in August. I think we met like August 14th. Yes, something like that. Yeah, mid August. We were
071over at Neonet, I think. Okay. As it stands now, we have an August meeting. We have a meeting, a board meeting scheduled August 4th and then the second one of the month on August 18th. So I'm assuming if we're talking about the strategic plan, we want a separate meeting to really dig into that. Correct. Right. because she's going to they're going to ask a lot about um like doing a SWAT analysis, strength, weaknesses, opportunities, those type of things from the board. They're going to talk a lot about visioning and what the values are. So, I think you will need a separate meeting outside of your regular board meeting, okay, for that type of board. And given that our meetings are typically on Mondays, that's where my brain starts, at least that's when the community expects
072us to meet. Um, so August 11th is a Monday and a potential option. Um, and then August 25th. Um, would either of those nights work? Oh, the mic. The 11th. Oh, everyone wants the 11th. I'll see if I can rearrange something. I'll I'll be tending, I guess. Okay. So, we're definitely leaning toward the 11th. Okay. Um and so we'll work on um location and um what time right are we thinking 6:00 earlier later we did at 5 I think it was at 5:30 something like yeah 5 or 5:30 last time so it'll still be open to the public correct okay yeah it's a board meeting so it's open to the public and we'll uh provide notice of the meeting Of course. Sorry. What time do we want to tentatively schedule that? You said 5 5:30
0736. What What does everybody think in terms of time? Six stays consistent. Okay. Is everybody else okay with six? Yeah. August 6 then. No, August 11th at 6. Oh, August 11th at 6. Okay, got it. And we'll find a a space where we can kind of work. We need tables and things like that to be able to work. Okay. Okay. So, I'll get back to you on the location. Okay. Thank you. Yeah. There. Made sure that was saved in the calendar. Okay. At this time, I will entertain a motion to adjurnn. So moved. Second. Any discussion? Roll call, please. East Jenkins. Hi, Melody. Hi, Sheen. Hi, Sudonic. Hi, Wind.