001[Music] Heat. Heat. [Music] Heat. Heat. [Music] Okay, good evening everybody. Um, thanks for your patience. It's 5:15. We're going to get started with our special board meeting. Call please. [Music] here. >> McCoy >> here. >> Gerlock >> here. Mow >> here. >> Mill here. Meister >> here. >> All right. Thank you. This evening, we're also joined by Superintendent Vicky Byer and a member of the Inner City Student Council. Would you please introduce yourself? >> Hi, my name is Paige. I'm going to be a junior at Provo this year. >> Welcome. Please feel free and comfortable uh engaging in the meeting this evening. All right. Um we have three action items. Um 2 A. Um Janette, would you please read the motion? I move that the employment of staff as presented be approved. >> Second >>
002discussion. Kinsey, >> online voting is now open. Although it's been entered and the motion has carried with all board members voting in favor. >> Thanks. Went to action item 2B. Janette, >> I move that the transfer of staff as presented be approved. >> Second, >> discussion. >> Voting is now open. >> All votes have been entered and the motion is carried with all board members voting in favor. Thank you. And 2C Janette, >> I move that the resignation of staff as presented be approved. >> Second >> discussion. >> Kinsey. >> Online voting is now open. All votes have been entered and the motion is carried with all board members voting in favor. Thank you. That concludes the agenda items for our special board meeting. I'll entertain a motion to adjurnn. >> So moved. >> Second.
003All >> in favor? >> I thank you. I don't >> we'll move directly to our um work session >> and again we'll call roll Kenzie >> Meister >> here canel >> here >> mow >> here >> Gerlock here. >> Larly >> here. >> McCoy >> here. Becker >> here. >> So, all members are um present. Just want to make a note that um board member Mino is joining us via Zoom and due to some technical difficulties, it may be difficult for some to hear him, but we're trying to monitor and make sure that he's fully represented this evening. All right. Um, let's move on to agenda item 2A, public public forum. Do we have any anyone interested in speaking this evening? Going once, going twice. Thank you. Um, let's move to agenda item 3A and
004education strategic priorities. So, um just based on a decision with um Trusty Menow being um unavailable for some preparatory meetings, I'm going to run the education section this evening. We're being joined by um David Johns to walk us through strategic priorities. Thank you. Good evening board. As always, good evening student leaders. Glad to have you with us. for this evening. I'd like to um share with you uh what um the greatest hopes would be. Every August is an opportunity for us to come together and take a look at the year ahead. identify uh where and when we'll be bringing updates to the board uh related to our um strategic priorities, get some feedback from you on the approach that we recommend uh to take at the board table to prepare for that and to keep
005you updated and to engage with you on the important priorities of the district. and then to um identify an area where uh later this month um we'll be asking you to take action on a slight modification to the plan as it's been developed. So I did notice that we had the calendar on the screen. Appreciate that. If we can see that again, Kinsey. >> Excellent. Thank you very much. So what's uh represented here is um taking a a significant and substantive focus on each uh priority area per month beginning in September and working through um July of the um next calendar year and then again reserving August as we're doing right now to take a look at what the next year um could be and also discuss um as the as the strategic plan is
006very much a living thing um for this community and this board where and when we might make some adjustments um to any components of it. When I um presented the last time to this board around the strategic plan um one thing that we heard was the importance of maintaining a quarterly focus on academics. And so this calendar was built really from that um in mind. And so you'll see across uh that first row you'll see four updates on academics and then you'll see corresponding updates for the others. The logic for plotting these where they are have to do with um the most timely and available data to us uh coming up to each of those months to be able to provide you as direct of a connection to the annual goals and the five-year goals
007in the plan. So happy to hear any questions you might have, recommendations you might have as you look at how the year would play out with board updates. >> Any board member have questions, discussion on the calendar? >> And I assume that the um offset and with April for the academic calendar is based on board member changes. What is the reasoning behind a January to May versus April gap? >> The um extending that gap to have a update on academics in May um provides us an opportunity for us to provide some endofear screener data to the board um that would give us um probably the closest predictive data to student achievement on the statewide exams. We wouldn't have statewide uh data then, but we would have probably the the hottest off the press um screener
008data in that we'll be using screeners now through 10th grade in ELA and math. >> Thank you. Others? >> Okay, thank you. the the um companion to this um Mackenzie will bring this up is a template for a board memo which um outlines um kind of the preparation that uh the team will go through as they um set up the board presentation. and just want to call to your attention that we're going to try to um formalize and structure these in a very similar way knowing that obviously the conversation becomes very focused on the topic at hand. But we want to um bring some consistency to the board and so that we can get into the rhythm and flow of these and so the teams will be working to build their presentation in alignment with
009these items. Kenzie, if you could pop that about 200% If you remember the um preview of the dashboard, the dashboard really will be central to these uh presentations. Not only will we be discussing whatever current data is available in relation to our one-year goals at that time of the of the year, we'll also be focusing heavily on the actions and where we are in the process of fully executing the actions that we believe over the next year uh will be responsible for the um the results that we're seeking. This provides you some information in advance. Obviously, um the value comes through the conversation at the board table, but um we want you to be able to sit down to those conversations with um really an organized structure of of what's to come. We'll also prepare
010any supportive data that doesn't live in the dashboard that is a companion to what you're hearing. Um so that you'd have that uh to review in advance as well. toward the bottom of this um there's a there's a component of this where obviously we'll lay out the next steps that you can expect between now and the next time you'd get a board update on that topic. But this is also where we would engage with you where we're reaching um some moments in the work maybe where we're stalling or where we've hit a roadblock or a barrier um and we need to work together. We we we share the ownership for the success of this plan and this gives us an opportunity to talk about that openly. happy to hear any recommendations of pieces that you
011would want. Um, we're ready to go in September with the thriving workforce, this first update to the board. Um, and as it is right now, we'll we'll follow this again with any uh suggestions you might have to it and uh let's learn as we go >> Sam. >> Um, looking at each of the the priority areas, there's a kind of a variable number of roles underneath each one. um some of them having you know only four and then I think it was the thriving student body that's got seven of them under there. Um understanding kind of how the academics excellence piece is kind of chunked out. Is there an intention to address all like in the thriving student body all seven of those goals in each of the update meetings on that topic or are
012you envisioning kind of chunking them up into two or just a bit more clarity on that? >> That's a great question. Thank you. Um over the span of all updates on a particular priority, we will address all of the goals. I think what's equally important is that we we draw a line between some of the strategic actions we're taking and the various areas that those actions have impact in terms of the the goals. We'll we'll we'll draw those lines that connect everything. But the sum total of all of these updates will be that we will discuss and um be accountable to where our progress is on all on all the goals whether there's seven or four in an area others. So this is the time like this is you know the shape of the presentation.
013So this is intended for us to get from the administration the information structured in such a way where we can help right and also make sure that the district is making good on its promises to to make take the actions necessary or planned in a particular area priority. So, um, if there are any suggestions or whatever, please make sure that, you know, you you're thoughtful. Now, um, I recognize that there's going to be learning as we go and we'll be flexibly minded as to, you know, making sure that we get better at this each iteration. Um, but, um, let's not be passive participants in this. Okay. Andrew, did you have something or no? Oh, and I appreciate Sam um your perspective. It's my understanding that you'll really be focusing on the actions, right, that support
014the priorities and they'll be at any given point in time during the year, some of them not started, some of them, you know, they will be planned, whatever. Um, what I'm looking for is for you to index on the problems, right? the things that are not necessarily going as plans, any delays or what have you. Um because that's because you know we can talk and have a interesting conversation about the ones in green. Um but from what I'm looking for is um making sure I am really really in tune with where there might be struggle um that we can help unblock or or provide some guidance on priorities >> others. Thank you. Yep. >> Just one more brief item on this as this will um come to you as an action item later this month.
015I just want to name and address um a recommended uh change or shift um to the the term of the strategic plan. Um it was uh set up as a five-year plan. Uh goals exist uh for those five years. What I'll be asking the board uh through a a motion that we'll we'll um submit for your consideration will be to name the end date of that five years as October of 2030. Um, it currently is listed at uh June of 2030, which is a handy way to think about the fiscal year and things like that, but October really gives us that last timestamped primarily academic data report that gives us full five full years of taking strategic action toward those those five-year goals. So, we'll be asking you for that slight modification to approve and
016then we'll update all of the um published versions of the plan accordingly. All right, others. Thank you very much. All right, we're going to move on to 3B, which is um the Head Start program guidelines, Operational Procedures Handbook, and Policy Council bylaws. And joining us at the table is Rachel Miller Cruz. Welcome. >> I've got the right button. Thank you so much for having me. Um, each year our Head Start program updates its policy uh, guidelines as well as our policy council updates the bylaws. Outlined in the memo are the updates that we did this year. However, I do have to apologize in cross-checking over the weekend. It seems as though a table has um, modified some of our page numbers. So, if you need correct page numbers on those, I'm happy to get them
017to all of you. The changes this year overall are pretty minor. They're just updated to reflect what we are already doing. We just wanted to capture them appropriately in our procedure manuals. >> Great. Thank you. >> Is it is there any discussion or questions? >> That was easy. >> Thank you very much. >> Thank you so much. >> Thanks, Rachel. >> Okay, at this point I'm going to turn the chair over to uh Janette to walk us through operations. Thanks, James. Um, the first point on our agenda is um 4A recommendation for revisions to employee handbook language. I think Mike's going to join us. Yes, >> I forgot to ask Mike a question that I wanted to ask with regard to our special board meeting when we were taking those votes. Is it okay if
018I ask him that question now? >> No, it was Mike. Um, >> you have an opinion? >> If it's if it's okay. I'm sorry. >> If it's okay with the rules. Well, that's I'm I'm looking beyond you. >> Yeah. >> Sorry. >> But can we move to go back to revert to that pilot part of the agenda? >> It's not part of this agenda. It's part of the previous meeting. >> Oh, previous meeting. Uh good evening everybody. Um thank you again for the opportunity to connect with you this evening on this topic. Um my name is Mike Freeze. I work in the human resources department and as part of our ongoing commitment to clarity, consistency and operational effectiveness. Uh the department I work in following a comprehensive review with district administrators, my colleagues at the
019executive cabinet, cabinet level and and others. Uh we are recommending some updates to our 2526 employee handbook. Um this is a fairly standard process that we followed the past few years where around this time each year we seek to bring any updates uh for publication for the coming school year. Like last year, most of these recommended changes are intended to clean up and clarify what's already happening and has been happening in the district. We believe these changes reflect recent um board approved policy and rule updates, clarify some of our procedures related to emergency closings, call-in pay, out of classification assignments, and personal leave usage, as well as address some common areas of confusion um that we've sometimes experienced. So, we hope that language will assist everyone involved. The recommendations aim to better align our handbook
020language with our current practices. uh the capabilities we have with our technology and the evolving needs of our staffing students. Respectfully, we ask for the board's approval of these updates later this month as presented. Happy to take any questions that you may have. The memo has been provided for your review as well in advance. And I believe Kinsey's working on getting that posted for the public as well. So, thank you. She says that it's up. Thank you. Andrew. >> Um, >> thank you. I'm looking to find it again. Well, just on it and then I move through to some other things. It's the part about interviewing the most senior employ I can't find the page. >> Yes, my apologies. We kind of have a crossing over between the very uh bottom of page six >>
021to seven. Yeah. >> To the top of page seven. >> Okay. Thank you. Um I I realize my my question is is a bit broader than just just the issue of whether the most senior person is is not eligible to serve in the role if if selected. Um there has been some long hard-fought um battles over how we look at seniority in the in the district. And I guess I didn't realize it had it had lattered down this far that you know we had At one point they had to choose from one of the top few senior applicants or get HR approval to go aside unless we were past a certain deadline. And now seniority doesn't automatically do anything except grant an interview and only to one. Um, it just seems like it just seems
022like at this point any any reference to seniority is all but gone. And I'm just wondering how how we got there. I didn't I guess I didn't realize we got there this this far. I'm not familiar with any changes to this wording except for this recommendation which simply was intended to clarify what has been happening to my understanding in in my my during my 5-year tenure here in the department I work in. So I'm I can't speak to that. I'm sorry. >> Okay. So that that was like this when when you started. Okay. And I I appreciate you telling me that. Nor nor would I have expected you as leader of the department to propose such a change that would essentially void out seniority. Um I I would uh but if that came before you,
023then that's what what came before you. Um, I guess I Yeah, we have we had a system that certainly was not perfect where the most senior person could just take take what they wanted and that had other other problems, but at least had consistency. But now, you know, now an interview pool could be the the most senior person being given a courtesy interview and then the hiring administrator just choosing all outsiders. And I guess I've always thought there should be some kind of a hybrid of seniority and service and service with the district matters and hiring manager discretion. I always thought there should be some of both. And apparently there's very little of that left. And I guess part of that's part of that's on me because I was on the board when it unless
024all of it happened on the two years I was gone, but probably not. Um, I guess I would what's mostly relevant to here is if the most if the most senior person within the employee group doesn't have the right license, at least as a bare minimum, I think that the most senior internal applicant who is qualified at least should be granted an interview. In other words, they don't get to just skip interviewing any internals because the most uh senior one isn't qualified. Um, I would hope that we could do that, but I'd also I'd also like to, you know, whether whether now or later have a discussion because I I would hope there's some interest in there being some type of a system where again talking about things that were prior to 2010 negotiated and
025evolved over generations where different work rules were traded for less Okay. And um the rug was pulled out from under those rules. So I I guess I would like to see if we could look at the most senior person eligible or who would be eligible because I think if you're going to complete your certification in time that would be means would be eligible at least we still guarantee the one most senior eligible person the interview. Thank I understand what you're offering. Thank you. James, >> thank you, Janette. Reading these and and seeing the updates, the only other time that I've seen updates to the employee handbook came from a handbook committee. Um, if I remember correctly and we had representation at the with from the committee at the time those and that might have been
026a substantial rewrite of, you know, several parts of it. I just was this the work of a handbook committee or is this an HR um review of the handbook and that are being pushed out and if so can you just verify that all stakeholders have had an opportunity to see the changes and and comment >> I appreciate that um question the last two years at least the last two years we've done it like this because we felt that they were more cosmetic and operational clarification in nature Um the the parts of this uh set of recommendations that included what we thought might at least from our perspective um that we thought needed some discussion or input uh were that input was a space was created for that input. Um in the most recent conversation that
027we had in talking with uh our representative union um leadership um this afternoon uh some additional comments were brought up with concern about some topics. So over these next two weeks we'll be re-engaging them around some of those um the the meteor issues from three years ago uh that re that had a handbook committee. When we run into those again we're going to want to engage stakeholders in those topics. Absolutely. From a we felt most of these things were providing clarity to things. But I I appreciate the question. >> Well, and I appreciate your response because I thought that the handbook committee was a durable like committee that was, you know, not formed for a specific year. I thought it was kind of a standing committee. Uh so, thank you for the clarification. >> Yes,
028>> I have a question. >> Alex has a question. at some point. >> Yeah. Can you go to Alex first because >> Yes, we spoken. >> Go ahead, Alex. >> Thank you. I appreciate it. I just wanted to ask if um I'm just want to make sure I understand the part that Andrew was talking about correctly is has if in any way what has been changed in that part, how does it affect um an action the process going forward? Does that make sense? Is there any actual change with that wording that changes what was done? >> Thank you for asking for for clarification on that. From my perspective, this does not reflect any change in actual practice. It simply writes down what the practice has been that we've lived through. The most specific example is
029right now we're in the month of August and if if we have like a a general education second grade opening because we're so close to the start of the school year, we've not in my experience allowed a general education candidate from across the district say, "Oh, I've always wanted to move to that school because it creates this backfill back fill back fill in the last month before the school year starts." And so we've it just kind of indicates that within the timing um that we that so that people know why we wouldn't be engaging internal applicants um at certain points with that part particular example >> and I appreciate that and that was the one sticking point that I had a follow-up question on which was the timing. is there or is there a reason
030that I don't maybe see a specific time frame um you know pointed out in which maybe then you won't engage in that process um because I think there's arguments to be made on both sides but I I don't know that there I don't see one like a date um or a reference of a time frame and and I'm kind of curious about your thoughts on that. >> Sure. There's a difference um with our different employee groups based on their um employment status. So like educator contracts and the staffing for an educator season's different than the more um non-exempt non-contracted employees. So like an hourly pair of professional or a monitor, food service worker. So um we have putting a date in would not apply equitably across all employee groups. And so we have internal process
031documents that aren't in the handbook that we that we just follow each year so that we notice out to pair of professionals when their window is open or closed when you know staffing for other positions may open up. So that's how we typically handle that, Alex. >> Okay. because I'm just thinking about situations where um wanting to ensure that all teachers whatever the method or location of that information is that is disseminated yearly for each teacher so that so that they're aware of that. Um it's kind of my thought process. I'll leave it at that. >> Yeah, I appreciate that. Hopefully we're on the same page with that. We we put that out in the staff scoop every year. We share it with um the GBA every year and we make it available in our
032administrative um updates every year as well so everybody knows what those windows are of internal reassignments, you know, these sorts of things um displacements and involuntary transfers and internal applications. Yeah, >> Andrew. >> Um, yes, I think. Um, actually, I don't I don't think what I I'll take my question offline. It doesn't really add anything new here. Oh, I do. Well, okay. technology. Anyways, um it seems to me that it something you know something like a handbook committee ha having it means something even if it's pro- fora and what seems like not a big deal to administration might there might be some unintended consequence that's missed. So, I would feel better probably about there being a handbook committee that meets when we change the handbook. And if it's a if it's a fivem minute meeting
033over over Zoom because we are fixing three typos, then it's a five minute meeting over Zoom because we're fixing three typos. I think that's a a better way to go than to it. It eliminates any question about well well we we didn't we didn't call the meeting because this is really little. It would just never be able to happen. The meeting would just be short and sweet if it was um a minor issue. >> Thank you. >> Okay. Um I have a question regarding um on page 13 the income protection plan um and the wording regarding social security. So it says if eligible employees do not qualify for long-term disability benefits but do qualify for social security disability benefits the amount of income protection plan will be offset by the amount of social security benefits.
034You don't say social security disability benefits there. So you have to understand there's social security benefits that a person can start collecting at 62 but there's also social security disability benefits which are different from those benefits. I think it would be very good and I'm not Melissa so she knows better than me but I think it would be better if we spelled out the whole um word social security disability benefits um rather than just saying social security benefits. The other thing that I'm asking here is so you're saying if somebody does not qualify for long-term benefits that's a long-term disability benefit. That's a long-term disability plan that the district holds. Correct. >> Yes. >> So, if they don't qualify for long-term disability benefits for what we have, they may not qualify initially for Social Security
035disability benefits. It can be very difficult in a long process to get those benefits and sometimes trying two or three times and having to hire an attorney to help. So, what will happen to somebody who's denied both the long-term disability benefits and the Social Security disability benefits? Will they continue on income protection plan even if they're 62 and eligible for Social Security benefits? >> Yes. >> Okay. Thanks. >> Any other questions? Next under op next under operations is job description update. >> Uh she just stepped out. Mike, sorry. >> Come on up, Lynette. Tonight, I'd like to welcome our director of food service Lynette Kino to the table with me as we bring forward a request for consideration of in this case it's a it's an updated um job description for a position in the
036food service department. Um we've provided uh the board as we do each time we bring one of these forward uh the if if it exists the original description with kind of some red lines of the changes as well as proposed kind of clean version. Um in in short uh this is a position that is situated within the food service department. Lynette could talk a little bit about the need for the position um being brought back forward uh with some revisions to what it had been previously. So Lynette please. >> All right. Thank you Mike and thank you everyone. Nice to see everyone this evening. So um for um Lupus position coming back to the food service program the challenge um that we have been seeing is a daily support for the operation at schools with
037following all the regulations that we need to follow within the food service operation. Um the greatest value this position will add is safety review of our program. We have um safety audits that we go and we offer that we do every month at our schools. And this is something that I do have on their key performance indicators, also known as KPIs, that we have our uh we have a safety committee within our district, but then also food service, we have a safety review form that we do and we just want to make sure that that is getting completed in a timely fashion each month. also employee support with onboarding new staff and training with the number of schools that we have within our district. I have myself and I have three other salaried managers and
038with this food service specialists coming on board that would assist us with the training and also assist the schools in their daily operation also and that would be ongoing training. uh we follow professional food standards um training with USDA that we need to follow with the number of years that or number of hours that they work each month um that they need to do training. So this is just ongoing training that they would be um doing taste testing of new products in our schools with our uh this is something that we are um really going to be focusing on this school year with the new parent subcommittee meeting that we are getting together with one of our elementary schools and we are um going out and doing taste testings out at the schools with the
039parents and with the students also. Um the benefit will also assist with processing our free and reduced meal benefit applications that we have for our families. This will also allow the admin to focus on the operations, the daily operations also as things would come up each day. And there will be more connection with each building. the summer feedings program. We have two of our specialists that go out and monitor our summer feeding program and they're out and about every single day and our staff greatly appreciate them being out there for questions and um getting them answers or if they don't have the answers they can come back to us and we can get them those answers. And so um with that in a little nutshell that's what I have put together. Are there any questions
040that any of you would have? Oh, I would like to add one thing for those of you you may not know. This would be covered under fund 50. Um fund 50 is a food service fund and um food service strictly solely um is under um fund 50. We try very hard. We have it not to go under fun. Any questions? Okay. Thank you, Lynette. >> Thank you. >> Okay. Let's move forward to 4C, performance contract approval for energy conservation measures in or facility improvement measures. That includes improvements to provide solar photovalttaics at four sites. Aldo, Leopold, East High School, Edison Middle School, Washington Middle School, retrocommissioning and energy efficiency across all buildings and technical services to implement sustainability outcomes to support the board's sustainability resolution. >> Thank you. Um, this is a continuation of our
041relationship with Mckinstry and our focus on energy conservation and uh, utilization of fund 46 to support this work. Tonight, we're joined by Nick from Mckinstry and the director of facilities, Luan Olri. Lan, did you want to add anything? >> No, I think you're doing a good job. Hello. Um, we're here with Nick. Um, we've got several exciting projects that we want to do. Um, the solar work in particular, um, we've had success at Lombardi and at King and we'd like to continue on with that and Mckenry's been a great partner and like I said, it's just an ask to continue. Any questions? James. >> So, I just want to make sure that I fully understand that this is an outlay that is in alignment with the 546 information that Kale has brought forward. We were
042expecting this outlay and um there is no other um purpose for this this fund but for capital improvements. Is that correct? and we put together that that um 10-year capital plan just to make sure that we were able to access these dollars. Correct. >> Yes, absolutely. >> Thank you. >> Any other questions? If >> I could just say one thing on 46, you're uh the district will be receiving uh 1.1 million as Laura knows in federal funds and rebates. So what we're seeing uh the larger districts do is they replenish 46 then um going forward. So I just wanted to note that that I think that's the intention of administration as well. So thank you. >> Thank you very much. Um okay let's move forward to >> thanks guys. Item D, the 2224 referendum updates.
043>> In Kale, In Kale's absence, we will not have a referendum update tonight. >> Thank you for that. Okay. Um, agenda item E under operations semianual budget transfers. >> This is a requirement by the state. Uh we come to the board twice a year to uh share to share what those modifications are, the budget transfers are. >> Does anybody have any questions? >> Okay, no questions then. Thank you. >> Thank you, Janette. Um, at this point I'm going to turn the chair over to Trustee Meister to walk us through uh policy and governance. >> All right. Thank you. Um, looking at kind of the the outlay of this evening, Melissa's going to join us. Um, the first up is a little There you go. a set of revisions um and some repeals to policies, rules,
044and exhibits in the 100 series. Um so Melissa, just to kind of go through this first of all, we'll just kind of go line by line here. Does that work? Excellent. Okay, so the first one up um looks like uh just 110, which is just updating the district mission. The mission appears that it's not changing other than some cross referencing updates, but also the addition of the um the exhibit of the new strategic plan. That's correct. So looking at 110 then are there any questions? All right. Then next up is some revision considerations to um policy 131 reg excuse me regarding schoolboard elections um and policy 141 regarding schoolboard officers. So Melissa like to add. >> Yes. As the uh memo states that the city of Green Bay has historically conducted the elections on behalf
045of the school district. Uh this is probably a remnant of when we were one entity and um in 1982 we reorganized and became our own entity and the city continued to do that work for us. as the city routinely does. They um looked through their elections procedures and determined that uh going forward because a number of those elections the city was only conducting the duties on behalf of the district and they did not have their own election in those spring elections that it would u the duties need to go back to the district and the district conduct our our own elections and the canvases and collecting the various forms that candidates file. So, commencing with the spring election, there's no November election, but commencing with the spring election, we will be doing that. Um, the
046city through the city clerk's office, Celeste Jeff has offered to train us and provide whatever resources we may need. We already have a number of those meetings set up. U Kinsey and I and Abby, our associate council have done a number of trainings through WSB as well. and Kinsey has reached out to a number of her jobs across the districts, the neighboring districts who have been very helpful as well to provide resources. So, we think we're in a good spot. Janette as the clerk is also going to um take the training and join us in those meetings as well. So, we're we are ready to go and we think that we um it will be more work, but we're definitely in a good spot. >> Thank you. So um just for discussion purposes um let's
047look at 131 regarding schoolboard elections first. Are there any questions or discussion on that? Andrew. >> Um thank you. Is this um was there some kind of determination that um this for whatever reason shouldn't be done by the the city like the district can't really delegated to the city and it's just a remnant practice that has to go or is this a I guess does the city need to not do it or did the city or does the city choose to not do it I guess for lack of a better way of putting it. >> I don't think the answer is clear one way or the other. The cleanest answer would be for the district to to take over and do the elections. Um there's elements of both or like I is it I guess
048is it money? uh because if it's money, there's other ways of looking at that, too. >> The district paid the city to to do take on these duties, so it was not a financial issue. So, I I guess I'm still I'm still un I'm still unclear as to whether there was a did this come out of the city just not wanting to be involved with it anymore versus if there was maybe some new legal uh cases that came out or or just legal discussions. good. It didn't have to do with not wanting to do. I think as the memo states that after the election, the city reviews its processes and um in looking through there again the area is a little bit more gray as to whether the city should have been conducting the elections
049on our behalf or whether we should have been doing them. And so to make sure that it's clean, uh we agreed and the city agreed that we should take over those duties and conduct the elections on behalf of the district. U there is no statute that um that you know pertains here or is there um tradition like around the state of Wisconsin? Are we the only school district that isn't doing it right and we should >> Well, I don't I don't want to say we're not doing it right. I think we're cleaning things up and uh we uh the state statute definitely outlines how elections are conducted, filing timelines, uh clerk duties, uh canvas duties, timelines for canvasing, and um of our neighbors, we are the only uh school district that was having the municipality
050conduct the election. of the urbans. Other urbans are having the city conduct their elections. >> I have a question. >> Go ahead, Alex. >> Is do are you aware of why the other urbans are having their city do it like we have had them do it and why maybe they haven't changed like this proposed change is being I guess put on. I am not. Is there a way to I would definitely like to know what um you know what their thoughts and experiences have been um as far as why they maybe if they've done it in the past and what happened andor why they aren't because again my biggest concern is that with with the size of our district of our voting block um you know it's a lot to take on and there's a
051lot of nuance there's a lot of technicality as well and there's a lot of persistence with all of all of the the different dates of requirements throughout the course of an entire year. Um, and obviously I think it goes without saying possibly having a new clerk every single year just from the nature of changing board seats and board positions. Um, I just feel like it requires a certain set of institutional knowledge to make sure that this is done well. And this is a significant deal to be taking some over something that obviously has state law election requirements and something we really haven't done for what 43 years at least. Um, so I just want to put that out there that I'm not necessarily a fan of this. Not that I don't think because you know
052we're not all smart people and and willing to to try our best. I just think there's a reason it's been done the way it's been done and other large districts alike are not doing it themselves. >> So I can I can speak to the concern, Alex, about the institutional knowledge. I know that Samantha first introduced 131, but I'm also going to talk about 141 because I think they go hand in hand. So um we are you as a board are able to delegate those administrative duties to a staff person and the language of section C as written would be delegating those duties to essentially Kinsey's position um in order for her to carry out the the day-to-day uh administrative duties and gain that institutional knowledge with respect to administering the elections. In addition, uh the
053there is a legislative change that has been um delayed for implementation. It was supposed to start with this election, but it's it's not going to be starting until the following April election where your uh campaign finance forms and a few other forms will be filed directly with the state and those will not be filed with the board clerk. So it's it's not going to be for one election we'll have to uh do the full duties but going forward after that a number of those forms will be file will be filed directly with the state. I I think it is my opinion that we should be doing this election these elections and the the city should not be doing them for us going forward. And um given the gray area, I do think it's cleanest that
054we take take over our own collections. Briefly here, um we'll just open it up to comments and questions on both policy 131 and 141. So Laura, I saw your hand. Sir, with the implementation of this, is there any aspect of election night that will look differently? Not election night. There are still joint activities that we'll be doing. The city and the county, we will still have a joint ballot. We will still have joint postings. Uh so really it is the filing of the the forms, the validation of signatures for nomination forms, the campaign finance forms and then the canvas that will be primarily our responsibilities. But I mean in a typical election, schoolboard election, I don't I don't know how many at least six, right? >> We had seven. >> Oh, how many people? They
055had seven stuff. >> Yeah. I mean, and checking all those signatures and making sure that they're valid isn't an inconsequential job. That's um that's a lot of signatures. And um I know our current city clerk is, you know, pretty much a pro at checking those to make sure that those whoever's signing your papers is um entitled to do that. That that's a valid signature. I just um I'm I'm I'm kind of with Alex on this. This is somewhat troubling and I I feel confident we can do it. I have no doubt about that. But it it will add substantial time and effort and work to um to staff. >> Any other questions, discussion? >> I have one if somebody else doesn't. >> Go ahead, Alex. um being that this is something that's going to be
056very new um and there's there's obviously a learning curve um and arguably being the only urban that does this um to I guess in a general sense to what extent do we open ourselves up to any kind of repercussions or legal action you know if we make mistakes going through this uh you know especially the first number of times that we've done this and again at least a few decades. >> So just point of clarification, we are not the only urban that will be conducting our own elections. >> Oh, I thought I thought >> which by statute they're they are different. So they conduct their own and then Madison, the city of Madison conducts Madison. The other urbans are conducting their own election. So just I want to make sure that's clear. Uh with respect
057to mistakes, there there's a chance for making mistakes in everything we do. And um you know whether it's the training is very clear as to how far we go in checking in and checking addresses for signatures and nomination papers, what constitutes residency and what our role and responsibility is for checking residency. And I I would say that we feel pretty confident that given our skills and abilities and the resources we have that we'll be able we're up for the task. Any other discussion? Go ahead, Laura. Again, just I I have no doubt we can do it, but I looking at this, I've always actually really like the aspect that there's a separation between our staff and um the process that a basically a third party is overseeing this process. um when this becomes um in
058in a house so to speak it it feels it feels I don't know just I'm a little unsettled by that and maybe I'm I'm you know I don't know why exactly but I just wanted to say that that I like that removed aspect when the city did it that's all >> James >> I need you I just need to understand if we're in a interesting conversation or if there's actually something that's actionable here. It's my understanding that the city had made a decision to even if we, you know, again offered them the appropriate amount of money to conduct the elections that they were not interested in conducting the elections. And if that's the case, it is moot whether or not we are ready or whether or not we are open ourselves up to additional liability.
059It is what it is, right? Unless you feel like we have another amount of influence over the city and their decisions. They are not required to conduct our elections and they've informed us that they're no longer going to conduct the elections. >> Thank you. >> All right, then. Um uh moving on, we've got uh 151, 151.2, 2 and 151.5 all surrounding um adoption, revision, maintenance and dissemination of board policy as well as um administration in the absence of school board policy um and suspension of policies. So Melissa, any additional information on those? >> Nope. This is just clean up on all those. Any conversation questions? Andrew? >> Um yeah. So, first of all, why why would we be repealing suspension of policies? >> As the memo indicates, it the language is added to policy 151.
060>> And then I guess I have a followup. Um, I guess the the rest of my my point here is maybe a maybe a bit more philosophical, but if we look at and I'm thinking mostly about um G that be 2B 2G 2G under it's on page four. Um, and when I talk about this when I talk about the superintendent, I'm I'm not talking about Vicki. I don't think I'm talking about Vickiy's successor, although I don't know who that'll be. I'm maybe not even talking about Vickiy's successor's successor. I'm talking about setting enduring rules. So, I get that the implementation of board policies is dele is delegated to the superintendent, but to it seem it seems like we're putting an extra exclamation point on it. And I I think the um a lot of a
061lot of times and we we've seen things with um and we have seen things with other other superintendants in the in the past where we had implementation of of policies that was interpreted so broadly I think as to be pretty obvious that it wasn't what the board meant but it happened. Now those people are gone. They're not here. Um I I guess I'm also I'm also concerned about Yeah, we the um you know the technical correction stuff. I I don't see the harm in us just voting through a a package of technical corrections when they happen instead of I instead of saying that the the superintendent can notify the board and make amendments to the the policy because the technical question today is a cross a cross reference that was misnumbered and then maybe it's
062um I don't know I just it seems to be opening doors a crack to to just a little tiny bit less board authority symbolically or or directly. Neither of those are things are going to be a problem, but I just don't like opening doors a crack to things that are the board uh giving up some of its authority. If I'm if I'm the only one who feels that way, then I won't spend time on it. >> Andrew, if I could just speak to that. We we have already always been doing that. It just was not enumerated in the policy. So for transparency purposes, we put that in the policy so that staff, the community is aware of how technical updates happen. If you look at the language of G4, it it's clear that it says
063this is for things that don't have any bearing or intended meaning on the policy, including updating changes to names. So if uh Title N coordinator swaps out, we don't have to bring that to the board and we can get that fixed with the right name because we're required by the law to make u employees aware through the policy of the actual person, not just the title description. And then contact information, formatting errors or editing errors, but it does not technical correction is not authority to add, delete, or replace entire words. I mean, that that's a lot better than if technical corrections included adding or deleting or replacing entire words. I still think it would be better and cleaner to just have in the, you know, on the consent agenda, here's our list of here's our
064list of policy changes and just uh run it through that way. But again, if I'm the only person who's these these are these are small things, but I just and yes, it's if we were doing it anyways and didn't say it, it's better that we're saying it. That is better that we're saying it. And I don't think any I don't think any harm has been done here by, you know, by this group. I just get concerned about opening little cracks in the wall. So our current practice is the updates are notified to the board in the your board weekly update and then the practice is always this is the change that's going to be made. It will be effective a week from now unless a board member raises a concern and then if a board
065member does raise a concern then we bring it to the board table because we would never want to make a a change with if a board member had a concern. >> Yeah. This is about like like this is about the the the least this is about the best way other I think we can do it is probably about the best other than just putting all the technical corrections on a piece of paper and voting it through on the consent agenda. I think you know I would give it a you know B+ a minus is pretty good. There's not a lot that can you can't change a whole word. So I'm not again I'm not super worried but I think that symbolically there might be some some value to it. >> Any additional discussion on this
066set? James, >> I just want to make sure that um it's said that you know in certain areas um Andrew and I do differ um and I appreciate codifying in G1 that it is delegated to the superintendent because it closes a door um for board member um kind of crossing over into operational spaces. Um, I think that in total the policies that we have give us alternative methods of handling our superintendent that is not interpreting policy in line with board expectations. We can issue and uh um recommend rules and and procedures that would clarify and codify the interpretation of a policy um in the event that that was necessary. So I don't see any reason why this board would need to abandon its governance position and and get involved um in a um by taking
067over extending our scope of control instead of taking corrective action of with the superintendent itself. >> All right. Um, moving on then to uh the last one in the 100 series here is policy 170 related to um meetings of the board of education. Um it looks like the only real update to this was to expand the format of the work sessions to include a fourth area um related specifically to updates um around the strategic plan. So Melissa, any additional or or David? I think he captured that well. It's that inclusion of that fourth component. >> Any questions or discussion? Lyn, >> I certainly support that and I think that's a good change. Um, and I will support that when we vote for it. But I would like to take this opportunity to um call your
068attention to if you go a little bit further down in that uh document under section three board work sessions. We're looking at the change in section A, but if you go down to see, it says the board president shall appoint two board members to preside over discussion in each of the work session areas. I know that's what we've been doing, and I would like to propose that we consider deleting that and that we um change that um that um procedure. um all it does is move the um the the chairing of that part of the meeting to a different person temporarily and we even though these are not committees, we have been calling them committees informally and I think it also by by turning over that section of the uh work session to a board
069member, it suggests to the public that that board member and his or her partner because two of us serve in each area that we have special knowledge or we have had special meetings, we've had a work session, maybe even suggest that we have decided what should go on the agenda in that section. I think it's misleading. I feel we have somewhat been misleading ourselves by suggesting we're on committees and that that when we meet with the superintendent to prepare ourselves for the board meeting in twos, we're all going through the very same thing. We're all looking at the entire agenda. And I think it's confusing. I think it's it's a little bit silly. And I would like to propose that this might be a time that we could do away with that. Anyone else? Andrew.
070>> Um, as with other times this has been proposed, u I would be a vehement no on doing this. um for whatever little bit it means and I understand it is a little bit we've always done this to have some opportunity for some leadership role for all basically all board members who would be interested in having one. uh is also written that you could have if the two want to have one person lead the portion all the time they they could it's almost always been alternated. Um again this is you know this is symbolic. It takes it it takes something where the chair is is rotated and it it it takes it away. It takes it out of takes it out of every day um out of everyday board members. the last remaining the the
071one remaining piece where there is a a leadership role and it's facilitating some of the meeting. I also think that there very well could be times that um although the pairs go over the agenda together and would cover all pieces of it, you very well might have a pair that has more expertise in a certain area than another. You might have educators that are on teaching and learning and you might have um it doesn't have to be that way, but it it could be. Um there's no there is no authority to it, but again, I think, you know, to take away that last that last piece that maybe symbolically evens out authority a little bit, I I think would be a mistake. Anyone else? >> I'll add something quickly by my >> I would just
072say that I kind of agree with both of you in the sense that I agree with everything Andrew said um and I agree with some of the and I was had to deal with some of maybe the misnomers of what the process really looked like and how it unfolded behind the scenes. So, I think I would just finish by saying it's a maybe a comment upon us as a board to just better in a district maybe, but as a board to better communicate what it should and what it's supposed to look like and what it actually means to ourselves like Lynn was kind of referring to and even the public. Um, but I still do think as Andrew said, it's important to have those. So, that's just my two cents. So, I'm doing a little
073bit of math here. We have seven people, two on each one on each um under each topic, but you're adding a fourth topic. So, somebody's going to double up. I sort of agree with Lynn that everything is covered um under each topic and perhaps the board president could when we get to that session um delegate one person and it it's sort of a round robin but amongst the seven of us I just proposal anyone else we'll do James Uh regardless of how this vote goes, um uh I don't know that it is our intention to actually staff the the new um area with board members, but should leave that in the hands of the superintendent and David. I I would think that the issue of the the math where there's the three regular work sessions
074that have two people each on them, it would seem reasonable that the board president would just share the whatever portion was designated. Then we don't have the the doubling up issue. >> Go ahead, Janet. But point C says the board president shall appoint two board members to preside over discussion in each of the work area work areas uh work session areas >> right so we might have to say except except for strategic plan if if that's going to not be that I mean it's not it's easily fixable words >> I just want to briefly make sure that everyone understands All the president is doing is giving a board member an opportunity to read what's on the agenda out loud. I just for the my first year on this board, we did not do that. I
075felt the president did a fine job running the entire meeting and I think that there's no value in in simply giving people an opportunity to read something off the agenda. um which can be a little bit confusing to other people who might think there's some good reason for this. This person has expertise has been meeting about this has decided this should be on the agenda etc etc. So just reiterating I I think it's symbolic and I don't think it's necessary. >> Um we'll do one more Andrew just in the interest of time since we've got several other sections. >> Yeah. I just I will say again as with the last time we had this debate, what you experienced in your first year on the board was an illegal suspension that was against board that was
076in ignorance of board policy that those positions were supposed to be appointed and that's what you experienced under um different uh so so that's you know you you may have liked it but it was it was illegal. I it's symbolic but symbolism sometimes matters. >> Go ahead. >> I just want to say that is what I'm asking um Melissa to do to bring us the opportunity to change the policy so that it will be legal not to do it. >> So I I don't have an administrative recommendation on this that what we bring our administrative recommendations. So when you vote next at the next meeting, you can make a motion to delete that section of the policy and change that section. You uh I will have Kinsey add rule 170 to the agenda as well
077because if you delete section C, you're going to need to repeal rule 70 as well because that's the implementation of that section. And in any event, if strategic planning is staying with the board president, then as Andrew said, there at least needs to be an edit to section C to exempt strategic plan from the appointment of two members. All right, any final discussion on this one? Okay, moving on to um the policy 351 in teaching and learning related to summer. >> David is joining me as well with respect to the summer school policy. This policy was updated to um reflect the current distribution of that work for summer school as well as to reflect um the requirements under act 20. Any questions or discussion on this one? >> Lyn, >> just a quick technical question.
078When I see something with red lines and then I also see blue text and I see um a couple other colors, should I just be paying attention to the red lining? >> No, the multiple colors are because multiple people were working on it and it gets saved as multiple colors. So, I I apologize for that. Anyone else? Okay, then we'll move on to um the revisions to policy 527.1 on employee whistleblower protections. We've had this policy in place for quite a while, but we needed to make updates with respect to changes um from the federal reg regulations. And in doing so, we also uh provided better clarity in the language to allow uh for more understanding of what the mandates are for staff in making those those reports. Any questions on this one? Okay. Moving
079on then to policy 665 related to fraud prevention and reporting. I sound like a broken record because the rest of these policies are all changes as a result of federal regulation changes. Um and that's what um these updates in policy 665 are. Any questions on this one? All right. Seeing as how these are all then remaining related to this, we can um I'll just entertain any questions on policy 672, procurement and purchasing. James >> um Melissa, I'd like to offer um a a modification to the enumeration of I'm looking at the trying to pull up the actual policy. I apologize. in implementation D there is a presentation to the board. So in the event that the purchase or the procurement meets the threshold where it has to be presented with um to the boards a
080couple of years ago we kind of enumerated what that presentation looks like. I would like to offer a an F to that enumeration that requires that for any items or systems or facility or fleet improvements that fall within the scope of the clean energy committee recommendation plans that confirmation of that purchase or project conforms to the plans or if it does not a justification for the reasons why it doesn't be provided. I can send you the language um that I'm referencing, but basically I want the procurement um process to kind of provide some teeth that holds the district to its clean energy planning and that any of those systems that are energy consuming systems conform to that plan as part of the procurement presentation. >> Just for my clarity, are you in the rule or
081the policy? >> I'm in the policy, I do believe. I think he's in the rule. Could be wrong. >> Yeah. >> Oh, got it. Got it. Got it. Got it. >> Yeah. Now provide the language right now. >> Alex. >> Yeah, >> Alex. Go ahead. >> He can. >> Oh, no. That's fine. I was just trying to help. >> Okay. Thank you. >> All right. Any other comments or discussion on 672? either the policy or the rule. Okay. Then we will move into um policy and then the accompanying rule uh 760 related to uh food service management and then the rule related to accommodations and modifications in school food service programs. Same comment as as before. Any questions on this one? All right, that'll do it. Thank you, Melissa and David. And I will turn
082it back over to James. >> Thank you, Samantha. And with that, I think we come to the end of the agenda for this evening's meeting. And I would entertain a motion to adjurnn. >> Second. >> All in favor? >> I. We are. Thank you. >> Take care, Alex. >> Thank you all. See you soon. >> Great travel. Thank you. Bye. >> You have been watching the Green Bay Area Public School District's Board of Education meeting. Please visit the school district's website, www.gbaps.org, for more information on the district and future meeting dates. If you cannot fully access the information on this video, please let us know the accessibility issue you are having by calling 920-4482025 or by email at communications gbaps.org. We will try to provide the information to you in an alternative format and or
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