001[Music] welcome to the special board meeting uh for the board of education of the yellow spring school district um today we're gonna have a few topics it's like a light version of a normal board meeting but something that where somebody tends to wear time uh sensitive so let's do the call to order you call the storage i call iphone uh okay yes template yes magnus yes gary rios yes we have a quorum okay i'm looking at the person's presence and there is nobody in the audience here just us thank you all for being here do we have any publications under 2.1 to go through i don't think we do okay administrative reports then 2.2 that's the communications man and corinna i will let you give a presentation thank you so much and um good evening
002thanks for inviting me to do this tonight um dr holden and i wanted to present a draft plan a very draft plan of a communications plan just with some key points what you'll see here is some key points under six different goals and those are kind of our starting points um so that we can build a comprehensive plan so um she did want me to get some feedback that i could um then share with her when she returns so um you know if you just want to stop me as i'm going i'm just going to go through each if that's okay and then highlight some points and then feel free to stop me yeah okay um first i want to draw your attention to we're going to select a target audience and stakeholders so that's
003definitely something that we need to start off with i did a little bit background but um that's really important we're going to be building on that but that's a good starting point and then the first goal is brand management so and these are not these are only in alphabetical order not an order of importance um because if that were the case they would be you know shifted a little bit but they're in alpha order so for brand management um we're going to create and communicate a staff procedure for the following um one of the one of the things that i know is really important is to copyright all of our logos that we have um so we're going to get that in process as soon as possible this summer um create brand guidelines and share
004those expectations with staff probably during either just an email or in a pd format professional development format we're going to share accessible files with staff including logos graphics and things like letterhead probably just in one like like a go-to area and that'll likely be like a shared shared folders in google so that everyone has access to all the correct logos and just all the branding items um we're going to support the district leadership by creating branded graphic documents and presentations uh for instance like just event programs um event flyers uh obviously like presentations that we might do as um you know as the year was on and then one of the other things i'd really like to do is look into an online spirit store that's available all year long so that we can you
005know everyone can support our own at all times instead just because sometimes i don't know if they did this here or not but they would send out spirit wear at just you know different times of the year and this way anybody have access all year long so the second one is communication platforms as you know we did our initial launch of the website um so we're going to be continuing to work on that over the summer and getting some more content built into there and so that should be launched completely here very soon and then we have a mobile app that is from the same cms platform and so that kind of works together with the website it pulls the information from that and that is pretty much done there were some kind of tweaks
006that the company was doing but we'll be able to launch that for sure at the beginning of school year one call now you know is our communication system we are looking at parent square over the summer we're going to be doing that but right now that is what we use for our voice calls emails texts obviously social media we use that facebook a lot to communicate with our parents the good news the districts what's happening share pictures events and what have you and then of course news outlets newspapers and television so we're using uh i think this book so we use one call now and you're thinking about replacing that we're going to be looking into it okay yes we've heard some really good feedback actually i haven't but through dr holden she's heard some
007really good feedback from parents and staff that have used it um playing in schools or something and you may bring business what's the name of a parent square except that's it at the bottom is and then our third one is communication process um a great example of what we need to do with our communication process is school calendars and making a system and a procedure for if and you know if we create an event if someone adds an event or changes an event it's really important for it to go through kind of one person or one department and because for instance like when we had the parade that was sorry the boogie night so for instance like the parade when that was revised i knew exactly where all the information was so i could go
008back and make sure everything was revised in one area so just having that one funnel to one person i think hopefully will be helpful with our information integrity um throughout the district yeah and what you described before it sounds like you know investing in a style file again that sort of thing helps through conditions especially when they have to come out it seems like such a small thing but that's exactly the same and it kind of helps everyone because then you're then you spend a lot of time like did so and so do this and you just know okay this person is responsible for that instead of chipping hands in the pot and pot you know so yes absolutely another thing is media requests you know just in this district there's a lot of media
009requests from my experience even just though i've been here four or five weeks so i think it's really important that that also is funneled through one department and then what will happen is then i'll be responsible for coordinating the information that goes back to that source and whether it be a high school principal guidance counselor or even dr holden you know and if it's something that's really critical then i'll make sure i write it by her and you know kind of know those points of doing that so that's something like that's really important and again the shared access for branding materials and then as far as a communication crisis plan this is something that we have on file through the state there are emergency operations plan so we do have something already that's on file
010um with them but dr holden did want to take a look at this again and maybe create a comprehensive plan and one of the things that i've talked to her about too is is to take that plan you know obviously we'll write it out like a document but then also mirror it on the website so parents can go there and know what we do um in uh in an event called a crisis so i think it's really important to kind of show and then our fifth one i already kind of talked about media relations just the biggest thing with that is that it does go through one department and together just to make sure and two it's helpful for the media because then they know the go-to person and i'm really hoping to create some
011really good strengthening relationships because then you know we can make sure that the information out there is correct because you know when information isn't correct that's some of the most difficult things to take back because once it's out there it's out there so that's one of our goals as well and our sixth one is state stakeholder engagement this is one of the um one of the areas that we have a lot of opportunity and i know dr holden has been interested in to have a state of school's address so she would be presenting that um possibly a yearly printed calendar if we have the funds for it we would be starting that probably next august district quality profile i think it's really important to give an overview of the district and all the great things
012that we're doing and make sure that we have that transparency to our our stakeholders and then i guess dr holden used to do um a copy of the super condition okay i thought she said she's gonna she wanted to bring it back she did a few right before the campaign okay it was unfortunately shortly okay okay so i think she does want to bring that back and i actually skipped surveys i think surveys are extremely important for our parents and community to be specifically our parents to give feedback and that really helps you to especially this time of year right when you're starting to really um you know organize information for the following year i think it's important to get some sort of feedback from parents i'm hoping to be able to actually do something
013like that very soon and then and then from then on then having an annual annual survey and then i just added an addendum what it might look like under each of the categories you know taking all these bullet points and ideas um and then putting them into this format um it's just so that you give you an idea so does anybody have any gonna talk about questions planning too i can't help but think that that's something that would also kind of get under these possible growth areas also you know we're thinking about documents that have you know some long-term mustangs that's um definitely a place thinking about how it can be useful to our stakeholders or families of course faculty our administration [Music] i'm really happy to see the desire to be consistent to have
014consistent information being spread in all different uh platforms i think that we we stumbled on that in the past because we didn't have one person that was overseeing this so this is a big value to me to make sure that we have the same information being dissimilated everywhere consistently i had a few questions so for first goal and i know that it's number one but it's not in terms of importance necessarily for our brain management so you have an idea of what costs are you looking at for the brain management um there's there's a there's um there's costs associated with registering the mark so like the logo um so that's um but maybe for an acknowledgement and i'm not really sure because i uh i think i don't know what's copied with britain what's yes
015right now so i'm still i need to i haven't even started researching that so i need to figure that out and i will definitely i'll definitely work on that for you as far as like and that is that that's a great point um the logos are one thing but then we also have i know we want signs around um some of the schools to be more branded or the restrooms are things like that so that might be an additional cost so um i don't have we we have not written up any kind of budget around it yet but i'll definitely ask dr olsen about that okay yeah what most people do to keep the cost down is um to do trademark registration on just basically a black and white or grayscale and not worry about
016color at all so the that's and that's enough in our way to get to cover gamma on a much or for the school so and i it's very close around 250 dollars is copyright is not quite the right word is there's service marks and trademarks trademarks tend to be the visual um that those visual marks that we associate with brands and then service marks are services associated so social media has service marks actually there's somebody at the bright state university library um his name escapes me at the moment but he's excellent at this and he'd be a really good um i would love a resource on it it's the first time i've had to do this um just coming from where i am so i love him you know i'll i'll offer you because he's
017the person i go to and he's he's assuming he's still i had a few more questions so that's okay i was looking at the target audiences and stakeholders and i see parents make sure that you were in touch with the pto because so far we have the one that i've been handling all the uh the items with the logos so the spot where the spirits where the school they are the ones of the muslim pto has been selling the mask and all this there would be a communication um between the school and the two on that um i really think lucky that calendars are very important they are probably the first information that we go as a parent i was wondering if you could look at doing an exportable calendar like on google you know
018we lose one it would be great that we have one that we can export that people can download and integrate in their own and i'm assuming not knowing much but it's not a lot of work to do but you'll you'll let us know okay and i think you will have a great day off in terms of convenience um i was going to tell you that they are problems with problems with one call it's i keep hearing of people being on it not receiving it their spouse gets notifications they don't and so um there's a prima problem of reliability with one call and i would be very interested in looking into an alternative product maybe such as um square and i think that was all for me i just wanted to say um it's great work
019it's really i think you know as a parent of someone in the district where all is just kind of trying to look for information we all leave busy lives and it's really helpful like even with the website redesign what i've seen so far is like just being able to find the information at my fingertips i really appreciate it and i just want to say i think that'll be helpful for the community as well um to really be able to um interface just a little bit more easily it might be fun to make a little video that kind of gives people just a tour of the website because it's a very useful tool all the time i'd be happy to do that i was actually on my list once it's completely finished that's a great this
020will be integrated with the app yes yeah it's completely integrated with the app and actually if you're afterwards if you want to see i have the test app on my phone but it's not just ready for the not quite yet oh and the person that i talked to who i reported to at wright state university so he's in the black dunbar library and his name is rand r-a-n raider r-a-i-e-e-r and uh he's got a website under all you have to do is look at third state university um trademark and he'll pop right up okay thank you we've got his phone number there is another um another common question i wanted to to run by you is i know that as you notice maybe tonight that parents are not necessarily aware that we have more education
021meetings the communication about those is not really going through as much as i would like it to go what do you recommend on how long we should post or we should announce the meetings and the topics in a way that you would get yeah i'd be happy to send out one comment that's not something typically i think that i would have done in the past but if but yellow springs is very different so i'd be happy to do that um yeah would you like that to happen for regular board meetings or any like board and special i think i would like to have a system in place for all board meetings and specials but i know that we had a very important financial meeting that is kind of giving a preview of um the taxes
022and the premises of the district and during that meeting we talked about how it's very likely that we're going to come to the voters multiple times in the next year and i want to make sure that we're getting this information out so that people can think about it contact us if we need to and let me get it on wherever you are we have not been posting about it on facebook too much about the board meetings i think i think um how the agenda is posted so that people really can tell what is actually on the agenda i don't think it's that clear to me it's not um so that people um kind of see you know so um so thinking about just thinking about how that agenda is these coffees might be an interesting
023place for you know maybe one board member can go and kind of just you know maybe agree on a summary for another minute so you can just kind of just to kind of convey these are the topics where we've discussed so far this year lies ahead um so so all of the above is to be considered about how to be a little bit more um consistent in how we reach out to the audience and how we inform them that they are meetings and what they are about um i think that would be something that will begin here and i know that if we talk specifically about the website um we have talked about the recordings that we've had on the facility disability and where to post them the community could come to the school website
024and find the documents that are shared what was it from that so i know that last time that i had the chance to talk to talk with dr holden we had mentioned about having a page maybe on the website that would be by the facilities committee do you know if there's any update on that there that's under pressure so that's something that's yes i have it i have an area for it um there's a lot of documents that need to be uploaded like from the past so that people can see um the two or the two different committees i think there is a history of several ones but i know that i think do you believe okay so the former website where we had information on the facilities it's not tough anymore so we need
025to resolve okay was there any more questions for the communication plan is that something that we need to vote on from you guys this one's kind of just an introduction so yeah give a little bit of initial feedback and again look at it on the 14th again perfect and from people all the work you've done your photos if they've been off priceless um i know that have very much enjoyed going to the sixth grade farewell party and federal ceremony and the other ones and i'm glad that we had a way to share those with the community members that are not able to come thank you okay so are we ready to go to open content calendar can you have the motion open the person calendar a job description for a student advocate this is a
026new position for the district uh up here you'll see overall at the top um right underneath the general description reports too um the advocate has a brief description of supporting and providing guidance to students and the parents or guardians to address issues of discrimination bias equity and opportunity in the classroom and overall educational environment that impacts student learning and well-being and this position we have a process um for civil rights if there would be discrimination but not everything falls under what that that kind of policy would be that would be excluding me from access to your education there might be other cultural things going on where kids might need an outlet where people might need to judge some of the awkward communication that comes up or feelings so that they can get back together and
027move forward have a culture that goes together and address some of the issues and i think this position would allow us to have somebody that could work with the staff and the students and parents um to make that change and right now you know in a policy that's just for you know something that would be a harassment type of civil rights discrimination it's you know doesn't address some of those more um more than more subtle issues that could be um very powerful you know do you have any questions about it yeah well one thing i wanted to say is you know i've just been i wasn't familiar with the position i understand it's mostly a college level uh position not generally in high school maybe i don't know i guess i have questions about it
028um and that was one of the questions but um um but one thing i'm understanding is that students were actually asking students of color in particular asking to have um i think it's good to know that it's a kind of background of how it came to this position um and the other but the other thing that's clear is that this person would want someone who was really questioning students okay and i talked to some people of education a lot of high schools who say that students sometimes are involved in interview processes and that sort of thing and i was going to advocate for that you know what the plan is but i just wanted to put that out there giving it this person um it's going to be important if there's that trust um so
029that was i was going to suggest that to suggest have students on the search committee meeting in the process of interviewing working directly with students and families and i think to extend that i have seen that uh in that job description the student advocate would also be a resource to teachers uh which i think is great because uh it will be mixing with the existing staff and work with our our current uh so on that same length do we are we gonna have uh a teacher's representative being part of the switch um we typically put together um a panel yeah people to do some of the initial interviews or secondary interviews so i don't know the order um the organization i would want you know obviously principals teacher representative and then somewhere in that so
030i don't have a specific structure of um what dr holden county yes and were you asking dude if i don't know if you had your answer your question answered about was it qualifications that you were asking about for the position is that what you meant about hospital in college or no oh well i i i so i you know just trying to understand i didn't actually realize that this proposal didn't come out of the concerns around racism and so i guess i just feel like that um and you know the big concern after the shooting in texas there's he's done a lot of conversation in the news media uh the experts around safety around um you know just the kind of emotional support in schools you know but you know that there just seems to
031be a huge so i don't know specifically what districts in this area have a position like this i think it's um somewhat progressive to have a position but this doesn't have an ongoing equity plan for looking at overall culture or you know whether it be evaluating curriculum materials and supplemental materials using the classroom to professional development just for staff to supports for students um so i think it's a comprehensive thing that this district is doing um yeah i think that that's what i was gonna underline for my basic understanding of this is that even though you find those maybe more often in colleges they really hit under the mission statement of the school district and they meet a need and i think from what i understand this is the result of long conversations through the
032equity leadership workshop exactly so this has been um conceptualized now for a little a little time but i've been percolating into this more recently yeah and actually the pandemic kind of um uh brought to light especially when people went online there were special barriers to uh there were a lot of areas for people historically um as a representative in marginalizes they found that you know they you know telling as this distributed group was more difficult and if they focused specifically at the time disenfranchised that they found that it took time for people to you know to gel with the groups and having a person who can advocate give students access to tools and self-advocacy there's a lot of good discussion to do i would really love i'm looking forward to hearing from this person you
033know the question is like what's the appropriate venue to do that make sure that they have the situation they have the resources that they can do their work effectively i mean this is such an important um addition to the l springs like this i want to make sure that we did this right and so i want to make sure that the channels are open so that you know we hear we heard that this is you know that they can they can do the job this is a big responsibility yeah but i also want to underscore that i think with all diversity equity and inclusion work it really is up to everyone right it's it's a collaborative culture that we're building across both school buildings and all of our teachers and students and families i think
034sometimes when we think about you know one person leaving the charge up of course i agree with you amy that it takes a special person right to do this work but i wouldn't want the district to feel like then all of the responsibility goes to one individual to make the systemic changes that are clearly needed and i just want to you know sort of say that it's rude that i wouldn't expect this one individual would be solely responsible for that change but clearly i think it's a really good step in a direction that we're trying to head towards as an entire district in terms of the culture of our district right and that's that's my main concern is that this school is integrated into schools but they feel like they're all supportive and i think
035that the only word i wanted to add is that because what kind of ground breaking of this and it's not so far white spreading on the district is that we also uh give that person some leeway figuring out how it applies in half springs and so i definitely want to see it happening the right way i also wanted to make less easy to to build their since then and i've seen this work very well you know it's a school at rochester institute of technology and the support of that institute for the deaf community um one of their colleges against national technical institute jeff and you know my engineering classes there was an interpreter in every single class it was part of my you know daily walk at that institution to see accommodations simple accommodations targeted
036accommodations made for deaf students and that's the sort of thing that i want to see yes i mean i think that's the division kind of what you've always said is not you know here we have a person and so this is taken care of it's part of a whole they said comprehensive family we've been working on and we'll keep shaping um you know as time goes on it's not just something it's a piece that will help with the overall vision um making some of the changes that we need to make or improving things you know part of what everybody does not just one thing that we deal with position or paper or something i've got a question um donna maybe you could um refresh my memory are we also hiring one when part of this
037was speaking about um mental health and well-being are we also hiring um a psychologist um or part of the time or that is a different concept yeah okay that's a different thing yeah in school districts you will have you will have school counselors you will have mental health therapists that we contact for a little bit of time um to do specific counseling um and then you will have school psychologists and school psychologists primarily um work with diagnosing disabilities through the ohio department they help the team place for disabilities so they are more focused in that realm they have some other areas that they will work in but that's one of their primary laws so they're a little bit different even though they all come under that umbrella i just appreciate the clarity thank you i
038do have a question mr leo who everybody had loved i didn't know where he was and a few years ago but that was that position he did counseling in school and was his position ever uh replaced him no that i don't um i was a little bit newer to the district and um i slowly learned about his he had something in the morning and i think it was like supplemental and he did he did some groups so it wasn't just a unique supplemental kind of position any more questions about the creation of this new position thank you so the next part of the agenda is uh to move back to open concept uh personnel another motion so we have here one reservation to process on all right let's see okay okay yes infinite yes magnus
039yes gary rios yes motion pass four to zero okay so item the discussion of strategy planning and district communications problems uh who here thank you as you know dr holden wanted to share some just basic information this is an introduction like our district had a 2020 strategic plan that was very classic and last year she presented a dropped strategic plan but looking at making that from a draft to an actual strategic plan for the district is um [Music] um from the ohio state board association and i thought uh this is a good way to start it has five points on it it's simple it gives you just in a nutshell what strategic planning is um when you look at the process it um it's working together all the stakeholders coming together and getting a broad
040vision for a long term that is going to be that umbrella where all where all your plans um and all your resources are going to be directed so you wanted to be tied to your vision and the mission but you also want it broad enough because over a long period of time things are going to change so um you know getting everybody to get a shared vision and agreed upon goals as far as where you're going to put all your resources and what you're going to work towards is a big task um basically what they do when you'd be looking at doing your long-term goals and then some short-term objectives under that i think the last one had been organized under like six areas and they were broad enough that you can kind of see
041some of them made sense and some of them were looking at supporting students some of them you know might be more particularly yellow springs and then basically trying to get the investment everybody and being a newer board that's going to be real important to all of you because you come in with all these ideas and people asking you questions and pretty much you're going to be you're going to need to be a united front this is going to be what you guys stand for and what you're supporting um so i think uh that helps kind of solidify you know new members in their position you know give directions so it will be a great process for everybody to go through um and then i think that i would say i think i've been through this
042about four times and um a lot of times a district will work with a facilitator that is something that you guys can decide i know that dr holden has kind of checked into a few resources you know you don't want to spend an exorbitant amount of money but having someone help you chunk out different areas and we do the dutch process can be helpful but it's not necessary um so you can that might be one of your first things to decide and then looking at a timeline to how you're going to kind of break this up in your process um so again a little nutshell here about kind of five steps of what you're killing um the second thing that is up here [Music] switch to the next one this was the strategic cleaning draft
043the holden has shared last year she updated she updated it but this is basically it should look very familiar once you start looking at it because she presented it as a draft knowing that this was coming up that we were having some usual times to get through so if you look through this but first go ahead and close it out and have you switch to the next slide there you go next slide is basically the mission yellow springs mission um you'll know usually there's going to be admission and you may revisit this you may you may be just taking this and going forward um but that's going to be remember everything's going to be kind of an umbrella where underneath all of your all of your goals and all of the things you want to
044work towards go so that's why the mission is always first um strategic plan goals again this was in her draft it was improving improved teaching and learning makes sense your school district becoming an equitable organization again that has been a big priority for our school district um creating strong culture both along the staff and then the school district as a whole um work collaboratively with the community so these were kind of the four pillars that she was envisioning as a draft it does not mean that things have to be your ending goals this is something to start you as you go through the process can you tell us more about the process that we're starting so this is our first discussion about the strategic planning what is the timeline that we're looking at you will
045need to send it to someone and that's why a lot of districts use a facilitator um but again not necessary because you have to step back and think okay what do we need to do and there's just some different guides but you want to organize what your goals are long-term short term and then you know make sure you have your vision permission and then start putting the pieces underneath it is better to have more broad viewer pieces that are very solid and simple as opposed to a ton of detailed plans a lot of times um well i know i don't know you might be including this but i know there's a lot of women here we like to we think very organizationally we want to know all the details of how we're going to get
046there and in this process it's usually a little bit more broad because you know three years from now right three years from now it might be a whole different situation going on and we're still going to work on becoming an equitable organization but many things could happen where we shift our focus you know we may not realize a while ago that we'd have a position in the advocate position that you just approved we we probably didn't realize that that we'd be having that and give our strategic plan and the lifetime of a strategy plan is about 10 years so we're trying to yeah well in a recent conversation that i had with dr holden from the parents meeting um she suggested that if it doesn't have to be ten years it could be more useful
047to have like a five-year plan instead of a ten because ten sometimes is so long-term that it starts to get you into um i don't want to say hypothetical but just a much longer term plan and my understanding was that one of the things that maybe we would talk about in timeline is maybe aiming more for like three to five years so it felt more tangible yeah so i i guess i would say my experience was strategic plans a lot of times they do happen and then they get put on sort of the back burner like agreeing to you is one of the things we discussed and then covet happened then we never discussed it again um so i will say one of the the shortcomings of a lot of strategic plans is that they
048are either too narrow and too specific like okay you give yourself an easy punch list and you do those five goals you're like okay well that only took a year and you're like yeah so you know if it's like adopt an english curriculum it's like okay well we did that you know so like if your list is too short then then your strategic plan doesn't last long enough it's too specific and it's it's too short term and then the 10 years gets to be too long okay like you know nobody in this room could in 10 years everybody in this room could be gone and then you have all new people sitting there and they look at it and they go i have no idea what it's about i have no idea what these people
049meant so that's those are some of the shortcomings that i've seen with strategic clients is either too narrow and too specific or too broad and too long so three to five years really is looking you know doing that maybe some of the goals are things that you start working on immediately and then some of those are longer term goals where it's like okay we need to get here yeah when you have those big you know like like here she had four big areas you can certainly discuss you know long term and short term goals and five years working on one thing what kinds of things can you do and start rubbing it out that way but setting yourself a timeline making goals having a discussion and having some short-term goals and which ones you want
050to have seen sooner and which ones maybe you can wait till you know a little bit further down the road or secondary and there's also some of these struggles becoming a global organization interesting to put the question out there and see how we can involve students and how it can involve surfboards and how we can develop the community and kind of like figure out what the language is right now so not to get stuck in the language in fact you know i'd like to see a focus on you know teaching future but because things are happening so fast at the moment and that's one of the reasons why they even look at three to five instead of just ten years i mean i think it's important to understand that there's some aspects of strategic planning
051that are going to be that big that they move forward where do we want to be i mean we want to have that focus but so much is changing right now and so much is called attention was the last strategic mail sentence i think if you're able to lead this process i would prefer to keep it in house i just i i just totally some have used i mean a variety of close sources um i've actually written people even in town yeah usually it's somebody with some specialized knowledge for education i know that sometimes for instance i'm thinking about the active transportation group they have to do their school travel plan every five years so that they can apply for parents is there is such a use or connection between having a strategic plan and
052being able to have access to grants is there what is the usability beyond us getting organized around it well i will say that looking at sometimes these kind of things seem like okay we set it aside and the other big vlog but we do really look at it and so there is not a specific i have to have this to apply for a grant to answer your question but the things that we spend our money on whether it be the federal grants whether we're looking at programs and we're searching for other grants opportunities that come up that are announced they're all going to fall under these umbrellas which involves a lot of um elders um from the larger community so we're talking about greed county montgomery county clark county um who help non-profits essentially do
053things like strategic planning so there's so there's some really good resources and even some online resources that we could use to kind of get smart on just the general process but i think it would be interesting to see who's available um to facilitate with that you know because we want somebody to kind of help us figure out what's that next step forward in the next 10 years because there's a lot of really great research out there i see some of it i don't see all of it um that they might be able to give us some perspective on to make sure that we baked in some interesting ones i think it's very useful but um so usually it's somebody that has um particularly working with school districts so teaching in line uh be very expensive
054and that was going to be my next question is what is a raw average budget store so you know i think that's pretty wide open depending on what you use i mean the towel is very expensive on this process um but you know i think there's a lot of options i think before you usually be is to kind of look at digest some of this information think about a timeline of when you want to have it done because you know it's going to take a little longer than that and then um and then just make that just you know have that dialogue as a group so i think those are your first tasks kind of absorb this start getting some ideas um you know look at the draft look at the previous one you know
055so you sometimes you take in that information and then you can kind of get a feel for if you want to use somebody or not um [Music] so that would probably be the top you know you can get definitely as much well i just wanted to say two things one is that it's really about setting priorities right um that we would be as a district with the stakeholders really deciding like these are what we're going to prioritize in this next time frame and i think in that sense will be very helpful for us i wanted to mention that in the um faculty advisory committee that amy and i have served on in this past year we did a exercise with dr holden and the staff and teachers who are part of that committee around what
056did we see as our goals for the district for the next years and um that was facilitated by um eli hurwitz um i think that there's already a good start with this draft that we have my um inclination and this is early and i know we're not making any decisions today but we need to support you this idea that i think we actually have a lot right here in the district between our talented teachers our administrators our board to kind of at least come together with some rough um plans and then if we feel like we need a facilitator for maybe if we want to have some larger community-wide forums or something like that that would anyway be my inclination i think we clearly have some some other i feel priorities on our budget that
057would maybe take um a precedent over over this particular process um so that would that would just be my initial inclination but i could be i could be sweet i was gonna say um you know the village does a yearly goal setting kind of thing which it's you know yearly and then more long-term goals and then we go back to that every year um i think we've got talent to be able to even manage large meetings i don't think we need to hire out any of that but um to me yeah bringing somebody to the outside it's just it sort of says we don't have the confidence we can do this ourselves it's always what it sort of says to me so i feel like yeah yeah if i re-balance that out and i agree
058we have a talent i think that we share a common i'm also aware that the envisioners and the teachers and the staff have been carrying a lot of tasks and duties on their shoulders and then i was that's why i was asking the question about the budget because it takes a small enough number and we feel that it could be one last thing from four how many strategies theory i would entertain it while having a conversation here but what i'm hearing here is that we might have a flexible timeline which means that maybe we want to try ourselves and see how this is going and then because i think that we all have ideas here to contribute to this plan i think there's some good research that we could do and discussions that we can
059have with the faculty um because you know i suspect that there's things that they're they don't have time to look at right now that they might appreciate um some guidance on and so if you find those key items you know and how to create like these um these larger goals and you know how to move things forward um is it that they may have specific questions themselves if they're not answered it would be it'd be great to collect them yeah just have one other um comment about this overall which would be my observations just as a community member and a parent of a child in the district around the last strategic planning process that was a 10-year goal setting right 2010 through 2020. um i think just to state um a couple observations from that
060one is that um facilities was one of the major goals of that 10-year strategic plan and it got tackled and then you know as we know we haven't come to the solution yet and so now it's moving into this strategic plan and i guess i just want to state that publicly that that's one concern that i have around if we make a longer broader strategic plan i don't want to fall into that same pitfall which i think happened last time which was having 10 years it sort of was a hard piece we know it's so complicated and so challenging it ended up getting put on the back burner it was finally the last goal and i just would really want to avoid that this time um because i think we've learned from it right and
061just to keep kind of learning from what we know the other thing i would say is it sounds like from the conversations we had with jay around you know upcoming levies that it seems like that in the next five years we have a lot of also the financial classes that are going to be at play and so it would sort of make sense i think that five-year chunk to um just have that in our mind as we're doing this work that there's going to be these other again it's kind of complex but these other pieces right of the funding puzzle that are going to be coming down the line in the next five years but i thought we are not uh coming clearly enough from this graph and then our finances um yeah so so
062these are right and i mean this is a rough draft and then we this part actually was what terry looked at last year to kind of give you something to keep you know kind of a draft for us to look at and move forward um but it is a little updated and it did add facilities on there but um but if you go through keep on going and you don't have to i wanted to point out yeah the strategic plan that defines a direction it's it's a road map this is what that a lot of times is safe for your your district goals um and sort of you have these pit stops along the way that you're trying to get to and then number five there you know you're aligning this with your financial decisions
063and strategy um and a lot of times strategic plans you know like you you come up with these four goals for your strategic plan or some you know it could be five it could be three um and at the end you know the idea is that when you get to the end of your strategic plan if it's five years and these are your goals that hopefully these come off their strategic plan in the future but in reality it's likely that that one of these is sticking around that you know okay we worked on this but this is still one of our strategic goals and it's still something that's going to go on our next strategic plan just like facilities was on the last strategic plan and hey it's 10 years later and it's still a
064topic of conversation right and you're this is an exercise in capacity building for the district um the other is that this isn't necessarily the funnel through which we make decisions but it's definitely how we become uh more vital you know how to prove ourselves moving forward in challenging times as a vital essential part of it let's bring everybody together on the same page moving forward [Music] you know to speak to your talk about grant before is that you know at the score program the facilitators you know talked about document being a living document being the document that you pull down and put on your desk and you flip through so that when you're filling out that grant application and you're drafting those brand proposals is that this is the language that you know this is
065the language that you pull from that document directly you know so that people understand what you're moving towards and you even have a good idea of how you're going to how do you keep yourself accountable yeah i can see how it allows us to go faster in applying progress or just because it's something based on something here so if i understand for a strategy plan it's not just academic it's just not culture we're also looking at the finances and other facilities right i'm trying to think of all the components that make the school district and when you look at those footballers later like if you go through your packet here yeah behind those four original goals that take care of the draft you'll see the strategic plan for ohio department of education and they did
066it kind of more as an information graphic and they had kind of layers for the whole child concept and kind of going out um which is fine you know you can communicate you know the photographic is good terry had underneath some of the student learning conferences on this page that has you know those and um and so basically she had things under student learning competencies you know mastery effective communication critical thinking you know creativity collaboration leadership character agency is taking initiative and responsibility for them learning um so those were some of the things that are in our graduate profile so you see some of these things are starting to fit together on your student learning on your you know sundays so you know you start you start kind of seeing where things fit together um
067under becoming a more equitable organization there were some things actually listed out the you know leadership you know initiative and the team and the plan um the student advocate you know so we've been thinking about that the you know the student safe space diverse curriculum training for students professional development so see that one has some more things listed out in there that she knew short term she wanted to do so you might have some short-term things that some of the more broad ones might be more um you know where you have some of just the values that you have or match it up with some of the other you know like we like the one matched up with our um graduate profile and where are we taking kids underwater where are we going with that
068so of course you are i mean when it comes to learning there's going to be a financial piece in there you have to buy things for schools you know when you go to equity you know again there's going to be a financial piece there's going to be a staff piece and all of these there will be so you have to you know when you look at those are our priorities you're kind of looking at where you're gonna you know like when we go to do something where does that fit in here do you know is that gonna fit on your learning is that you have anything my question what much more also to make sure that usually we're included in this and we have recommendations for long-term on how we maintain healthy uh finances for
069building so that we are not having another whole administration um there is another question that i have is that about this part they work collaboratively with the community is it a standard when a school district does their strategic planning to include a conversation with the community are they usually involved in this or not specifically [Music] maybe typically um i mean with this we're collaborating with the community then we'd look at growing those um community connections that would be a priority so you're not so much deciding what you're gonna do as you're just deciding what you want as your goal what so you put some goals it will be very faster yeah so you might want to grow those things or maybe that takes you know takes on where you're really going to start somewhere i
070would i was trying to think about it how would you devise short-term care and i wanted to make sure that we the board and the rest of the district were not just unitarily deciding whether short-term is where but it should be a conversation with the community because i don't know for all of you but some community members reached out to me last year with big vision ideas of how they could be partners with the school and i was thinking haha maybe this is where my conversation is happening and um yeah that's all regardless of the academic kind of like um you know one problem with doctrinal documents is you don't necessarily know what birth and that's one of the things that we just talked about so i think it would be really interesting to take
071a look at um to take a look at um you know the where you know to document where some of these big trunk ideas are coming from you know what what's what is the background behind you know these words this um because uh you know because there's there's a lot that we learned through you know what the pandemic dragged us through and so it's a really great time to take a snapshot of what um oh how our understanding of group learning has changed right student centered crime and has you know eccentric participation has changed and and to make sure that you know you know there's just as much as we've learned is that there's going to be a lot of there's going to be a lot of reflection over the next uh over the next
072decade and so i think if if they they give a good foundation from started it'll be easier for adjustments to be made to do the next one right just as dave said you know i want to have this i want to make sure i just wanted to say two things because so yes um i think in strategic planning it really is a holistic picture you're looking at the entire organization in the most holistic way possible and in that sense it could be that we decide yes the financials are touched upon in every one of these areas or it could be that we decide that we want to put financial sustainability as one of the goals and because we know that in the next five years we have these um a sort of you know a
073series of um you know potential financial um levies etc that we may decide like let's actually just put it front and center as a goal we don't have to but we could have that conversation the other point that i wanted to make was in terms of this goal around working collaboratively with the community it doesn't necessarily mean that and i'm not saying that we wouldn't do this we could have larger conversations with community stakeholders if we felt like we wanted that input into the plan but it doesn't necessarily mean that we would have that in the in the process of the plan it's more about as a goal that we would then yeah in the next three to five years we're sort of seeing how do these pieces fit well currently we have two board
074members on the ys ysdc right and in that way like we're already in one space that's just one example of a collaboration with the community right so it doesn't necessarily mean that we're bringing everyone to the table in the creation of the plan but we're sort of really setting our priorities as the board so that we can keep going back to it and saying like okay this is what we want to focus on what might actually be helpful in that context well let me just say with the ysbc is that the yscc is going through the revisioning process themselves which really they could use a little guidance and so um thinking about what the school especially when it comes to job creation you know you connecting students with good jobs with peers you know that's
075potentially a place where we could actually add you know to to give a to give a pulse or something like that i was just using it as an example of some of the ways that we are currently collaborating um i just i don't know if now's the time but creating a strong environment um which is so key um i think about student government as we're talking about being responsible citizens about empowered citizens and the students looking at our student government kind of struck the structure of it and potentially looking at that and i went to the meeting of the um where we looked to the student review board um to be believing we had one meeting looking at the student um um and the students that were there said basically it didn't sound like this
076being very i mean there was a place where students were going it sounded kind of um i mean it's supposed to be a place where the student has something they want reviewed a disciplinary issue whatever they've had nothing all your blocks against what they told me so it made me think about because i think student government is potentially um just in a way the debate might be another example of [Music] dorothy and i had to talk a little bit about this idea of volunteers volunteers in school and that could both be volunteers who are providing support to students sure but let me just say one more thing in terms of working collaboratively with the community let's not forget we have a community of 12 educators and um so i just think i'm not thinking of
077them so much as you know being a volunteer or assisting a single student or something like that but in terms of you know thinking about the larger issues of education [Music] of educators who might want to look to i don't know like maybe a quarter quarterly forum on issues of education you know something like that that might be used to find enjoy the community to get the community more involved with the schools um i think you'd be withdrawals from the school since we're throughout the virgin community um i think there's been we know that um for teachers to set up their classes at the beginning of the year it's a big job that they have and where having just changed is available for teachers and then i know i think it taps into what we
078talked about but i know that there are community members that are looking forward to uh specific areas or specialty that they have and how can we um unfold this in a greater scale than we have now so i know that um for the future to thinking about specific things right now and so you're always going to have to remind yourself but um to go back but if you look there is a summary and then it's in the [Music] we're not going to go through them but there is a two-page summary and it was the previous name and you this is great so you can see just what kinds of what kinds of priorities they made they made six priorities associated with some some goals this is the way they organize it so there's a little
079summary here and then you have the whole thing right here so you can kind of take a look at you know the you know how they kind of spelled it out in the last one just to give you some ideas of that exercise of taking it back to the strategic planning process as opposed to you know this detail in that detail um because those details will come after you have this fatigue plan so sometimes it's kind of backwards thinking when you have lots of ideas um about particularly things um but that'll be part of your process i'd say the first thing you want to do is kind of get together it sounds like you feel pretty much like a time frame would be fine around five years um just your first little discussion here and
080that you want to not necessarily use a facilitator but you're open to bringing one in should you need to i think the next thing is how long do we want to take on this and then you're going to get a team together that's going to be representative um you've been pulling other people but it's not going to be everybody that works here and everybody that lives here is trying to come to consensus doesn't seem like the rendezvous they've done um here uh so i do not know if we can make it by the end of 2022 we can always try and then adjust accordingly knowing that this year is us sent us for your different priorities yeah i just wanted to make a point with that i'm not quite sure about the timing in terms
081of what we want to set for ourselves as a goal i think i need to reflect on that a little bit a little bit more beyond this meeting but i i did want to say i think the other thing for us to keep in mind is we want this to be a balance between um not having the ideas feel like they're and i think we're um we already have a good practice of this and the good values and artistic around it but that some of the ideas really hopefully are coming from the ground up versus feeling like it's a strategic plan coming from the top down and so if we start to get into really detailed level goals i think there are times where those can feel like maybe i i don't want it to
082feel like disconnected to what um people who maybe would be implementing those goals are saying no in fact those aren't our priorities we would rather do this with it so as we i think the part of the strategic plan process that i've been in the past is um they're iterative right so we keep kind of circling back around with groups so that we can um feel like we're coming from a place that again is not top down and is not putting up so what would be the next step like how can we start the step forward it's generally a design process so i imagine that there's some you know there's some if you have reduction processes or decision processes but there's before that you in the design process you usually have something where you gather
083a lot right so this was just the informational so you can kind of look at what was there before so you can kind of have um the draft of you know what what's kind of there's a basic draft and then just kind of the nutshell of what it should be and that i think is your starting point you already kind of talked about you know some things that came together really nicely on that and made a few kind of cool minor decisions but really we didn't have to make any decisions today um the next step for being with dr holden to organize um how she wants to go what she wants to do next knowing those things will communicate that to her but then this was just more informational and so the next step would
084be her getting you guys together to actually make some decisions [Music] short-term goals big vision use or we submitted in writing individually for like four meetings i think we can have it on the agenda for the 16th as a next discussion point with dr holden um i'm not ready to be submitting our ideas for goals i feel like it would be in my opinion that we have a starting place which is this kind of working draft document and maybe we are plugging into what is this um working draft document uh maybe i didn't understand your suggestion correctly but i don't want to like i would like to maybe not start with a blind slate no no no no no no no no okay if we have any paws or we see any gaps in there
085that we want to vlog or anything that we want to see adjusted to something something in writing for the next meeting so that we can keep the conversation going and also more for more importantly uh have a discussion with dr holden about the timeline i'll put this together with you as far as her plans for next steps together i think mostly this is a response to wanting just some information as you guys knew that the process was coming and just wanting to have some information to think about before we finish yes that's a very nice primer for me yeah and um and then kind of like taking a look at what are the things that are very specific about you so you know we talked about core curriculum 21st century 20 skills um and those
086are that's not necessarily the language that the school districts are using this is the and just some of the structures that are in place of see historically where it came from but then look at the draft start with that draft and that's what you'll be working through um looking at making some goals and shaping them right right okay i know that in the title of five stone of mine we also had district communication plans but i feel that we've covered that earlier i just wanted to make sure that there was nothing else no other components to this so maybe it's unless we have more promise yeah i'm wondering about that and then also uh about safety is members of the community making some suggestions and i think it would be good for us to kind
087of think about some yeah that was i think there's nothing like impossible and not shared and explained with students and families if we are any but knowing that anything that has to do with pressure structure would have to stay in uh well i don't know i mean i was thinking you might want to go to school like centerville i mean they're talking about what they've done so i don't know why well i think in that last report that you all made as a facilities committee right i mentioned that my virtue would be looking at safety and security as part of that process so i think it is an opportunity next meeting for community members to share feedback if they want to give additional feedback of course to the district and and then when we talk
088about specific uh implementation of infrastructure or those plans the reason why that is an executive session is because there could be safety issues if specifics are shared broadly with the public right because if it's very specific to the plan [Music] so it's those things the other things that you know we'll be able to share with so i heard from you having safety and talking about the volunteer programs before you is getting ready to review their school travel plan and that's what they needed to apply it for friends and that's how they secured both sidewalks and crosswalks on inter street and they asked i've been attending them as a guest but they've asked me to join officially so that could be part of a conversation so that you will probably be an item for building on
089the next agenda and if you want to reach out to me about this time the next [Music] so we are meeting on the 16th of june that's our board meaning i think it's the week after then the acting transformation uh advisory group and i think that's when one of us would have been appointed to i was wondering if they were bringing something to the board for us or no it's about the specific engineering plan for redoing the sidewalks online here and other places so but the drop-off is not good enough specifically um amy not just in our community but in the larger community that um more students are coming are getting um uh kind of like are getting the diagnosis can i say are identifying as neurodivergent and having you know getting diagnosed with anxiety
090disorders and um then i know that that there's as students older students sometimes having difficulty getting into uh intervention programs um either for the school or through the community and um i think there might be a space that we need we might open up that actually might serve a strategic plan um that talks about interventions and talks about what maybe you know the school could lead with the community to participate in providing these interventions and then we've got what came up at the back of their community is that they you know i can say breaking certain writing but there's additional student students who need additional support in terms of interventions and um and i'd like to do what we can to get ahead because this is not going to go away [Music] kind of just
091using your data to serve student needs um both behavior and academic um so any support for the mtss plans that there's teams and building a district team and those kinds of those structures were just put in place to you know to do just what you would said to look at you know linking um any kind of programming targeted to what the you know students would do so as very excited to be part of this conversation you know just you know what this brings to the community is a as a whole a lot of number of persons and um so as you know is one of the things that we're talking about about strong community about improving learning and teaching is that you know this is this is one area that i i i hear and
092more conversations about i'm surprised about the conversations it's a very rich conversation and there's there's a definite need for education in the larger population was that understood targeted for um yeah it was all staff not specifically the intervention specialist or special team it was for the entire staff to understand and dyslexic [Music] about teaching and education strategically over the next year i mean i i feel like you know the feedback from what what we found in both this intervention is tiered intervention program this is you know this this is what we were talking about 21st century scale this turned intervention is actually really part of this you know about that skill set that we all need and um but also you know that this the accommodations that we need to make sure disabled and we
093have to be to build capacity into it into our community i feel like those are really good conversations here over the next year as we're building i know that i have a lot of questions because i'm trying to understand um the constraints by which school have to operate to serve as a special heads up to this with the special ed services but also to give them this one and all this i i believe that maybe you would benefit from making this a special open session so that we can all get on the same page learning about what all the different constraints of this was found i think it's an in-depth uh that we need to have an in-depth kind of guide and learning yes so i i will propose that we make this work session
094all right and i would say that it would be a continuing conversation so this is just not one word session but it's it's definitely and i'm i'm really excited to you know like i said is that there's some documentation i'd like to gather from the superintendent from the teachers what they're listening to at the moment as they look forward in their professional development is that you know that's that's going to help us if we get smart on that stuff we'll know what you and i'm wondering i don't know if it could be included in that it should be its own it's probably something that you would have to ask dr problem how she envisioned that work session you know we can be in the same conversation [Music] you know the ntss would cover just someone
095who might be low average in a skill would be exactly you know always have to i think labeled something to get help in a school yeah i think that my questions basically would be like what are we required to do what are we doing and where do we have room to grow and now we're serving those students yeah that's that's very yes that's very easy those are on there so just an informational thing that you can provide to you during the work session yeah mean we were talking a lot about formative assessment at the beginning of the decade and people were wondering how that we're going to fold that into the everyday classroom and you know i'm excited you know going some faculty review systems because we're talking about it i mean i love the
096the elementary school principal she was like she was excited because people were talking about you know using it and you know using these interventions in the in the mainstream classroom that's that's what we're building that's exactly what we want that's well formative assessments are intended you know now you don't wait until somebody take the test it kind of was like oh you didn't get that you know educating yourself and you get this feedback and so you're able to make adjustments so safari got safety programs transportation team yeah i think you should just be mindful about i mean we're talking so much yeah we're tackling so much um and i think um it would i think let's all just be mindful about i like that idea of other ways that we can tack things on or
097integrate them into a combined meeting because i i think that we're going to need some work sessions in this coming year on strategic planning for example and i know we only have a certain number of meetings of that as we go forward with our energy going into fall there's a lot on our plate right now and sometimes those informational [Music] he's simply giving you information and it might save you time instead of having an agenda in order to there are some of those topics that i think deserves to be public uh you know if we're talking about special eds i think that there are lots of members of this community but you want to know more about that so yeah i see a point that we need to be selective about our partners and and
098select them as we think that the public might benefit from having also an update on that okay um do we have anything else that we want to discuss very nice um [Music] yes all right thank you [Music]