School Board Work Session | February 13, 2024

001[Music] a [Music] n [Music] candy looks good morning and welcome to P County school board's work session on this fine day uh February 13th 2024 and I call this meeting work session to order I would like to thank everyone for joining us especially our staff um that that's here and available and AC accessible to help us uh work through any of the questions that we have and we're humbled really humbled to serve along side of you and I would say the most educated Workforce in PK County so thank you for what you do I would like to start by reading our who are we statement we are the P County leadership and governance team if we were to pick one phrase to Define us it would be student centered because when we come together to

002work work we lean on our diverse backgrounds and experiences to ensure that our decisions are focused on providing a high quality education for all students the four most important things to our governance team are operating with Integrity two respecting our students staff families and each other three establishing a culture where stakeholders feel valued support it and have opportunities for personal and professional growth and number four supporting an approach of continuous Improvement to ensure student outcomes collectively we need to work on behalf of the children we serve and find Avenues of agreement so that we can govern The District in an effective manner there is no acceptable alternative we will always collaborate in a respectful manner in order to enhance opportunities for each student and staff members we will not disparage others our students will Thrive

003because we remain committed to supporting the whole child we hope to engage and Empower our students and stakeholders to create a community of lifelong Learners at this time I would like to turn it over to superintendent Hyde to lead us uh within our work session superintendent good morning Mr chair good morning uh board members staff members and community members thank you for being here this morning we're going to start this morning with a short presentation from school links Miss Katie Fang is the founder and CEO we have been meeting with her as the district continues to look for opportunities to maximize our efficiencies and be able to link not only our external Community Based Partners but also ensure the appropriate timelines for our students to meet graduation requirements um currently we do not have a

004system that Flags students that are off track for graduation it takes a great deal of time and effort on behalf of our school counselors and other staff to actually manually track those students students and so um there are multiple things and we have been meeting with multiple vendors to look for for possible solutions so School links is one that I have asked to come present before you again there's no decision before you at this time however I want to make sure that you're getting additional background information and you're in a position where you can ask questions of my myself my team or that we can direct back to school links specific to your interests and or needs and the things that you're hearing from school-based staff as far as how do we help them operate

005more efficiently in this regard so at this time I'd like to introduce Miss Katie Fang founder and CEO good morning board members Mr Hyde good morning all right let's get started so today it's a very short presentation it doesn't really showcase more than a 100 features that we offer to students families and community members it highlights what we believe um throughout the discussions what po County students really need um so the challenges we see most school districts face are twofold one is providing an equitable access to students from valuable community members and to align everybody on the same page and the second thing is to be aware and engaged in different Pathways earlier on and when I say early it's not in junior year talking about middle school and having students be able to explore

006and have resources available um for them to have those meaningful discussions and experiences and um how do we really want to curate this experience for our students it's really to support your student centered framework in a College and Career Readiness setting and what that really means is to align the CTE Department Career Technical education department to talk about path ways to align parents to help them understand what's exactly being provided from our districts and provide that sense of transparency and also the counseling staff to align them to help um based on students interests passion and aptitudes um all those resources that we need to select courses academically and plan out their Pathways and of course our industry and Community Partners because they have so many resources they can actually provide to our district in order

007to ensure that students are on the right track so together these stakeholders all together aligning them on the same page is what we called a student centered College and Career Readiness framework and that entire experience um um with some more details it looks like something like this is starts with exploring career interest right we have assessments and very interactive activities for students to really discover who they are and then we have aptitude assessments to help them understand what they initially are good at and which areas they need to work on in order to pursue their passion then it comes the pathway selection and it starts actually pretty early on in middle school we start to exposing them to all different all the different kinds of Pathways our district has to offer so that leads into

008the academic planning portion then following that we have experiences that we can curate for all the students such as internships volunteering opportunities and um obviously from our Community Partners and also we will work with your community to create those if those uh don't already exist then um if should they choose to go to college we're going to help them facilitate that entire process of college application financial aid and ensuring They have Max they're maximizing their possibility to get to where they want to be so throughout this entire Journey we offer you know more than a 100 experiences and on top of that we want to integrate your community into that entire process what that means is all the community members Employers in the community they can actually participate in career prayers they can offer scholarship

009opportunities so that students know where to look and they will get automatically matched based on their interest and based on their profile right so that means it will reduce a lot of the friction and a lot of the confusion not knowing where to look for resources so um and in addition to that student experience we wanted to be meaningful we wanted to be um very interactive so that they are not lost in the journey but also on the other side we need to ensure we are maximizing efficiencies and streamlining processes for the district because we know that our counselors and teachers are doing so much right how do we lighten their load so that they're not being bed down by all these um administrative processes and then also giving time back to the students for

010those meaningful conversations and guiding them through this entire you know complicated process so um this is a workflow chart in the middle um you will see that those are some of the College and Career Readiness activities we all know of right the college and the career and scholarships and sending transcripts to colleges but um in the past probably a decade um things have changed in the way we prepare for college and career Readiness and in Florida we know that there are great opportunities out there we know that there's bright future scholarship and like Mr Hyde was talking about this on track graduation is becoming more and more important so how do we give our counselors and all the teachers that leading indicator to show them how to support our students we need data we need

011more of a datadriven approach to really help them and then it's about the industry Partnerships right don't let it just be that additional thing that Mr Hyde and all the cabinet members do you know after work hours it's more about engaging them and having them be part of the conversation in a ve very natural progression so I'm going to jump in real quick I want to make sure the board and please understand there are video links and things you'll see later so you can continue to explore this we've spent hours with Miss Fang and her team and so you are getting very much a highlevel kind of review but let me give you a couple examples of of things that we've been talking through as Miss Fang pointed out one of the beautiful parts of

012this is once we enter in what the requirements are for a student to graduate it will automate so it's not a process that our counselors have to individually seek out for their students who are assigned to them it will automate a flag for that c that says Mr Hyde has scheduled to take this math course or let me rephrase that Mr Hyde is elected to take a third elective however he needs to take algebra second semester in order to meet graduation requirements and so it automates messaging to the counselor to say no no no no Fred we appreciate that you want to take this elective but in order to meet graduation requirement Criterion you must do the following the other part that it allows is such specificity they're able to drill down so when we

013talk about careers we talk about local opportunities based off the interest surveys and things our students compete they have the ability to direct I'm going to use the phrase and it may not be appropriate but they have the ability to direct Market to those students so if we have employers that are looking for students that have specific interests within their industry their skill set they will be able to send notifications to just those students who have met those those area of interests um this is also part of what we've been talking about with our local colleges universities um because obviously part of our goal here in P county is to retain talent and intellect here in P County that that capital and so we've been talking with some of our colleges about the possibility of

014direct enrollment so that when students hit certain criteria by their senior year they're automatically guaranteed enrollment at one of our 12 local colleges or institutions or at multiple and so this becomes a pathway as as well for us to notify the colleges of students who have met those Criterion so that they can send information to them or invite them out for a tour or other types of events so I just wanted to go a little bit deeper because this is and this is unfortunately because of the workshop structure I I could not give Miss Fang three hours uh to do her her full presentation um but again I think you have plenty of resources here and and plenty of ample opportunity and she will be back or a member of her team will be back

015uh in the near future to provide you with more information again because we we are excited about what this can provide our students and staff go ahead Miss Fang I apologize yeah no problem thank you so much well said um and just wanted to Showcase um some of the districts um that we've been helping with um to drive student outcomes and I wanted to give you all the confidence that we have the ability to implement in very large organizations and complex systems and um I have a short video because of time I'm going to skip it um but the link is inside of the board agenda basically it is a video one of the most more complicated appointments that we have done globally with the Department of Defense so all of the DOA schools around

016the globe um they're using School links for their College and Career planning and um the global director um uh Tom Brady not the Tom Brady you know of um uh personally um did a presentation for us on School links all right so um here are some of the live demonstrations um because of the technology restrictions I've filmed some videos um parts of the platform that I thought would be of interest to you all so the first thing that I wanted to show is a all right Works um comprehensive um scope and sequence Builder I'm not sure if it's clears board members within the presentation on your desktop if you click on the link it will come up for you as well oh there we go all right this hopefully this is big enough I'm so

017sorry about this here it go there it goes all right so the point of this video is to show you that um we are helping at the district level set all the indicators that we should be tracking across the district across all the schools right um so what that means it provides a level of standardization to ensure that every single student when they graduate walking across the stage there's so many things that they have done in our districts for example Exploring Careers they have a goal for their future they have submitted course plans they have met with our counselors right so all these things can be tracked and for our counselors It's also very very easy to drill down to the student level and to allow them to exactly see who have not completed these

018to-dos let's send them a quick message notify them and their parents right just with a couple simple clicks unlike you know uh the current process is is they will have to look for um their email addresses and ask probably the accountability Department to pull reports and now that data dashboard is very much at their fingertip so um I'm actually going to go to the course planner portion Mr Hyde just mentioned since it's um top of mind all right so in this dashboard you see that you have uh students I can can literally pick how these things these heirs to show counselors exactly who needs to be um uh whose plan needs to be reviewed and then this whole dashboard tells you exactly why this particular student isn't going to meet graduation requirement once I go

019inside of their plan you can see the red indication very automatic the system is telling the students the family and the celor those red alerts hey you're Miss Missing English three right you're missing these courses and that we have to take and you can see that we're also providing them with intelligent um recommendations to say these are the courses that you have to take in order to meet subject requirements graduation requirements overall and you see that all these things are turning green right so these type of automated checks can really help counselors save time time and provide that level of Education even to the parents when we know academic planning sometimes can be challenging and confusing at times right so we are trying to break down that entire process into bitey pieces so that parents

020and students they can review it at home without a counselor facilitating that entire process so um happy to talk more about that I know um I can you know demo the course planner alone for 3 hours and um probably that's for another time and one more thing that I want to show um in the interest of time is really our tracking dashboard um don't get me wrong there are so many great opportunities for students to be inside and enjoy those interactive um components but I think to the board members I want to show this data dashboard because I think it's important from from a Governor's perspect perspective um we see that on this dashboard it is showing us all the students that have um that are meeting or not meeting there's a Florida um uh

021Bri Futures requirement right um for that scholarship and that is really important and really easy for a counselor or even a student themselves to know exactly the areas they will have to pursue in order to meet that scholarship requirement and before the process really was you know a counselor will have to check multiple places and understand where students are now you have a Consolidated dashboard um for them and also for you all to understand exactly how we are performing at a district level how many of our students are on track to GR graduate um at 11th grade 9th grade 8th grade you will have a very clear dashboard right so that's accountability and also transparency and most importantly in a very very effective way for counselors to not be bogged down by administrative process but

022get to the point right let's help these students with these items that they really need so you can see that on this dashboard you can drill down down very deep and at a district level you will be able to see the school level break down right exactly what's the percentage for every single school um to meet this particular requirement this is the list of students we can literally select and message them very easily we can even include their Guardians in that conversation right so this entire process um is quite um streamlined and very efficient all right um we also have the scholarship tracking component where students no longer well they can explore inside of the platform we have hundreds of millions in scholarship dollars for student to explore and then also we match them intelligently

023because we know that the last thing teenagers want to do will be looking for scholarships and planning for their future right so we want to make sure that there is a personalized experience for students and that entire experience um mimics social media right it feels effortless it feels very engaging on the counselor side this scholarship management tool is also very easy the platform identifies who's a match for particular scholarships with one click the counselors can notify students automatically of all the scholarships that are available to these students um and then we have many many of the productivity tools for counselors like case management tools to help them manage the entire case loow whether it's 300 students 500 students the data and the processes are all at their fingertips so moving forward to our roll out

024plan proposed um before you all and um we understand that this is a pretty large platform right so we do want to have a phased roll out um we have had conversations with the technology department the curriculum instruction Department to ensure there's no disruption and ensure that it is a very seamless integration into the existing process and perhaps we can identify some inefficiencies that we can help um with the workflows to address so year zero which is this school year and we're going to have a slower um roll out to ease into the implementation providing us with a ton of time on um academic you know auditing of the course catalog building those course sequences on the platform to do a lot of the technical integration portion and come next school year next fall what

025we are going to do is um have a high school launch right so those are the 9th through 12th graders and giving eighth graders um that free access um and it's included in the plan and what we want to focus on are going to be a couple things work based learning providing that seamless um integration between the community and the school districts providing opportunities to them and academic planning right starting next year students can enjoy this very automated experience and having you you know the entire course catalog broken down to them so that they can truly plan um with meaning and purpose right and then the bright future tracking that dashboard that I just showed that's also a very important Focus for the implementation in year one then comes year two we're going to do

026the Middle School um and middle school has its own um set of tasks and activities we want to focus on the philosophy is that you know High School loow hanging fruit for us and we really need to ensure that they are graduating on time and showing counselors those indicators and for middle schools we want them to find passion meaning and help them understand what they're good at right that aptitud piece and creating that alignment from middle to high and that's very important and after after that they actually have a portfolio in hand after they graduate so that they can have all the artifacts of learning and perhaps down the road they can even use that as a job job application um we are uh uh going to be uh every step of the way with

027the district um and and and the staff members to roll it out um we have many training methods and from online courses certification to coming here supporting you side by side to roll out this platforms we have Chats on the platform so if even if any community members or any yourself right have any questions um it's one chat away one email away and one phone call away thank you so much thank you Miss uh and there are a couple questions so please don't leave the podium but it was important for us to provide you with an anticipated timeline and to ensure that you understood how we would address the various stakeholders because this isn't just training for our students our staff and our parents this is also our ability to communicate and convey and include

028various members of our community all of our Chambers of Commerce our rotaries our employers it's important for them to be a part to this because they in turn will be able to submit information it is vetted before they're not just given free access to post anything um but if they have job opportunities as as Miss Fang shared they may have scolarship opportunities specific to if you come to work for us we're willing to pay to have you trained and endorsed in these following areas um and if you go through some of those links it's very impressive the comprehensive nature of this of this platform so again I wanted you at least get some introductory information about it so that you could again do your own review and we'll be able to provide you with more

029information and address any questions at a future meeting and in between now and the next board meeting um there are several questions or comments so miss Fang if you'll hang on for a second Dr Allen thank you superintendent H I appreciate you bringing this forward as uh just this overlaps in so many areas of our strategic plan so thank you so much for that um Miss Fang thanks for the data I mean just the information the amount of loom uh demos that you've included in this is uh very beneficial to us as we're Gathering all this information so thank you um I was curious um you know will we get an opportunity to maybe um have some user testing from our counselors um in days ahead but that could be something you could bring forward

030to a superintendent Hyde and another um I don't know if you could address that but um I was really intrigued with the six-year planning cycle on this comparative to our tool currently with a you know an in relation to the four-year planning but to see it at a 8-year cycle is pretty exciting as well um so two questions one maybe you can address the alumni component I see it on the dashboard um on that left sidebar um for those you know future um tracking of our alumni I think is pretty important to us and then secondly um you know just like a scenario let's just say you've got a senior that's wanting to do a double math right and they're senior year does the platform is it limited in any way so if they want

031to do say AP calculus or pre-cal and AP Statistics and that same would that although they're meeting their math requirement can they still would would that catch that could they lock it into an elective but um I don't know if you can address those two questions yes absolutely so for the alumni portion any student uh graduates from your district will have a free alumni account free to you free to them forever they hold on to their data well perer by requirements um that data becomes their own but they also have that bond with the district so what that means is you can send out surveys right if they're not covered by the national student Clearing House what that means is you can send out surveys to ask them about where they are and they can

032request alumni transcripts if they need to they have the resume they have the portfolio that they can carry with them forever so um one more thing on the alumni portion uh should you have historical alumni records email addresses and people you want to load into the system to have school links that be that tracking and dashboard mechanism for all the alumni you can do that too and that's free to the district um for the math piece um we don't have a restriction on um the academic path that the students want to pursue it's a District's decision how you want to configure that on the platform but we are flexible to accommodate that very next thank you Miss Miller thank you this is a I love the visuals that helps me and I might have more

033questions and hopefully we can meet so I'm not taking up the next time that you have so much I do have a few things um when they're accessing this scholarships there's a lot of online services that do that so is that a National Database or local database or how do how is that compiled actually both um we work with some of the largest database in the country um so the idea is that you don't have a login for this and a login for that and if you're using a third-party scholarship database um you're not really getting those personalized recommendations and then also districts can't really track how many have you apply to and how much scholarship dollars you have earned right so having it in a centralized Place linked to the school district's um database

034that way you get to capture all the outcome no I think that's great and I know a lot of people spend time creating their own you know yeah books full of resources and this would be great to have it under one um how about the non-oled seeking students um that was another question I had when they're tracked how are we connect who is responsible for connecting them to some um postsecondary opportunities that may be more trade related so um I didn't get to Showcase this um we have an entire arm dedicated students who are not going to college and even in our goal setting it's not just a College and Career you have military Gap year you know um a training program apprenticeship so all of these alternative options I don't like to use alternative

035because they are a legitimate way um to succeed in life um they are all available on the platform for students to search and in addition to that we don't want to provide that type of stigma to the two-year programs and trade programs our school search portal it's just School search you have the filter of 2year fouryear trade programs they're all treated equally um I had a couple more things so this is creating a a platform to bring everyone together and this might be a Mr Hyde question who is recruiting the local like who in our district would be working with you to recruit the local business community and things we are already linked okay at a pleasure of meeting with your mayor uh local uh Workforce Development people and Chamber of Commerce and I think

036it's understood it's a community effort and the fact that you know bring in you know we I don't like to consider ourselves as a vendor for technology we are a true partner so um once signed on during the implementation process we have our own Business Development units acting as a part of you going out there to help recruit business members and provide training to them so that they know exactly how to use the product to engage with you thank you I just want to make sure it's well documented the processes we have great people but if you lose a person you know I don't want the program to decline so we can talk about that later um with the superintendent as it moves forward but thank you for today this was great information and this

037will free up time for our guidance counselors and even our College and Career staff who um right now have large case loads and I know are struggling to meet the needs of the many thank you thank you so much Miss Fields thank you uh superintendent high this is a question for you I had a couple uh I think this is a great opportunity I think it's a lot to chew on uh I wanted to know what department will be responsible for implementation and the oversight so this would be multiple departments however the primary would be Miss Pasco um Miss Pasco supervises all obviously all of our existing data but there will be multiple partners that have to contribute to this for example the Workforce Development Office would have to to Mrs Miller's question who's helping

038to connect these individuals and make sure that we are reflective or all the information here is reflective of all of our existing Partnerships they would also um there' be some extension through my office based off my relationship with existing ch Chambers of Commerce and with others so and we are currently working on one unified platform that would align align our school needs with all of our community interests um we're really excited and I'll be bringing that before the board here very soon um so there are multiple entities involved and to answer your question it's a little bit more specific as to what specific area will have to focus on providing information but by and large Miss Pasco and her team have helped develop the timeline so they would be the coordinator and working to get

039all that information in so they can post it properly and in a timely manner thank you and another question that I have is have we gotten any input from councilors yet are we doing that we will be yes ma'am and so we've received some initial feedback from Individual counselors we've spoken to primarily about what their current frustrations are and and where the inherent failures or breakdowns I should say not failures of our existing system I I I'll give you a good example when we first started talking about the possibility of the late start early release option we did not have a tool within our existing data set that would allow us to identify the students who are on track for graduation we had to manually go in and review every single student now there is

040a Tracker but it doesn't necessarily drill down to the specificity that we needed for example we wanted to make sure everybody had at least a 2.0 GPA or higher that they must have passed all of their core academic areas and so yes there's a graduation um drop down menu that has checks for example did you pass your algebra EOC yes but it does not get to the level of specificity that we need in order to make sure that we're directing students to types of programs and opportunities that we may have and so there's a lot of that that has to be brought into this so we've been talking with our counselors The Next Step again because there we're not launching this tomorrow this would require a great deal of communication and feedback from them and

041as Miss Fang pointed out to Dr Allen's question we set the parameters within the system they provide the system and all of the options we work with our staff to identify what are the things that we want that will do be the popups to notify you when the students off track it could be attendance it could be discipline it could be academics and so we have that opportunity to sit down with them and allow that system our system to reflect their needs so this is not something that's being driven by my office this would be B driven by our employees right and I appreciate that cuz I think that the counselors need definitely be at the table so they can understand the process and again um making sure that it's not too much to chew

042on I think it's a great opportunity ma' and very much needed just want to make sure that we have everything covered yes ma'am thank you thank you Miss Cunningham thank you good morning um I was looking to see what is the cost of this of this uh program I don't see anything on the backup material or anywhere so can you give me an idea of the financial implications to our district I honestly have not seen the latest quote figure so I have to get that back to you unless Mrs Pasco has that I'm scared to ask Miss Fang we have sharpened our pencil a lot uh oh good morning good morning do not have the cost with me however I will say that the phased out approach was purposeful and intentional based upon cost it

043also was purposeful and intentional because it allowed Miss Fang with her stakeholders to go back and show that we would have a commitment which allows them then to give us a lower price point typically with any platform when you look at school links there's multiple different platforms within a platform there's your time your course planner there's your community engagement each of those typically are $5 per student which is exorbitant for us to afford so we will go back and we will provide Mr Hyde the updated figures but they did go and many of those programs were at a much much reduced price point dare I say extremely minimal can't say the actual base cost but you can infer um to let us get what we need for our students and yet have some of the

044ancillary things as well so we will get that and I'll also provide you Miss Cunningham and the board um part part of the difficulty in providing you with one flat cost is this will also likely be subsidized by some of our local Community Partners so that's where the interest stemmed from initially so I would be more than happy to provide you with a final cost to the district and what portion if not um has been subsidized by external partners for us well and I I also think when you present a program like this if there are Partners who might be watching folks might be interested to be become a part of this cuz this is really a One-Stop shop for a young child to plan their future graduation postsecondary education and so on and keep

045it all kind of in one place you know um it seems like it'd be an awesome opportunity for us but naturally everything comes with a cost so me as a business partner I would like to know what what are you looking for how much are you wanting corporate Partners to contribute I mean something out there you never know people might come out of the woodwork cuz this touches real life and particularly when she talked about um being able to work together um and provide opportunities for a student let's say to come work at my business wow that's incredible I don't think we have that to that degree we do to some degree but not to the level that I think this is going to give so I think that Community Partnership understanding financial piece is

046huge you know there's small businesses and of course there's always the larger businesses that we tap but this could potentially be something that a smaller business could afford and may want to get on board to get some you know Talent from the pipeline here it's a great Point actually and and there was some intentionality not bringing the price forward simply because at there are times and you know this as a board member there could be a great product but the price derails the conversation and so this was just intended to provide you with some preliminary background information but I will absolutely get you a price breakdown well yeah and I think for Community it should and I like the idea of marketing it marketing it as you know I don't know small business is X

047and if you're medium with this many employees it's y because I I think you'll get people that might be very interested in that Talent pipeline that could come right out of our our our schools so great suggestion thank you Mr Hyde to Miss Cunningham and Miss Fields point the implementation although it was not included the implementation time is to ensure that kind of conversation occurs and to ensure that the people who will be boots on the ground get in and look at it as we're implementing the platform um often times we Implement and we rush to use with the end user that's why we have that zero year built in Mr Niti thank you and good morning enjoyed your uh cliffnote 15minute presentation thanks for sparing us three hours U Mrs cunning had a couple

048my questions they already answered so I thank you uh but are there any other counties in Florida that are implementing this program or close by uh Sarasota has probably the best implementation with Fidelity involving their community members and providing opportunities to the students yeah and we also have a uh case study if you're interested yes ma'am thank you very much appreciate it and Mr Niti they did attend our our first meeting meeting they had Representatives here to answer any questions that we may have had as far as actual implementation and the outcomes that they have seen um I think they're excited enough that we could possibly even recruit somebody away from Sarasota to come work for us great thank you Miss Wyatt thank you um and this is probably either for Mr Hyde or Miss

049Pasco what other platforms do we currently have that do pieces of this and how will those be moving forward I'm sure some of them we already have dpas on but will they still be accessible to because I I think a lot of times that the problem that we have is that there are so many things and everybody wants to use something different that the key to this would be making sure that everybody's using the same platform and not all the other antier options Mr Hyde with your permission please so what we've done in the background um to look at this is how will this integrate with focus focus is where we have our grading and that's where the students will actually be scheduled the benefit of this platform is that focus is intended for adults

050to look at for accountability both parents and counselors this gets the student engaged at the beginning level so Dr Allan to your point I'm a student and I want to take two maths I can look first remember we have onetoone devices I might be doing that at night at home with my family I can look and see what my trajectory is I can request a conversation and that's part of the implementation we work to ensure all the messaging is in one place we're not giving them five different pieces to go it will align with student sign single sign on then the information will come from Focus go back to focus so that's where our programming Department comes in and make sure we align each of these pieces then to miss Miller's point currently students are

051having to go out and search and put their student data privacy into all these areas there they want a scholarship this puts all of that into one place we do have the student data privacy agreement already signed off on that was the first piece that we discussed we'll have to go through this so that was taken care of and we want to ensure that all of that is aligned so the cognitive load is on the learning of my career path where do I need to go not how do I manage all these platforms so that is on me to have to figure out how to make sure it's seamless okay I just know we have a lot of them that have been around for a long time so that transition of getting people away from

052what they're used to is probably 90% of your challenge zero so um my second question is so I know you said that this would fall primarily under Miss pasco's department is the idea that there would be a person in there that's solely responsible for this or because there's there's a lot of things lately that seem to be falling under Miss pasco's department and I'm a little worried about how how much capacity is in your department still so so she manages it from the aspect of the technology component there will be a committee structure of individuals that have to support the program so this is not a Miss Pasco responsibility she is responsible for the data sharing for the uploading to make sure that the communications are are happening between our systems so that all of

053the information contained in here remains current that's the extent of her involvement plus assisting with the platform to the extent that training is required um for support however everyone else as I mentioned everyone from Workforce Development from our chief academic officer from all the other various departments counseling and guidance will also be responsible for certain components of this and again there will be a committee structure to make sure that it's it's implemented well thanks I think it would be helpful if we could get a list of who that who would be included in that um there's always concern I think when there's so many hands in the pot that who's who's taking ownership before it and making sure that it continues to move forward and doesn't just become one more thing um but I'm glad

054to hear that it's not solely on um Miss pasco's team because I'm with all of the technology being integrated there's you know we don't want to I think one of the things that has come up with Pier is how long it takes to get through things um and so wanting to make sure that the the lag is not because we're putting too much in the technology plate with you interesting we've already had our first complete cycle of pure and it just opened January 31st so yes my role is to get the processes and the procedures much to miss Miller's point up and running the platform there and then get the committee structure in place so that then that work can move forward and once we have those pieces in place then I'm confident it will

055continue a thank you Mr sharpless first I just got to say wow this is exciting very much so um you know someone with a Career Technical education background it's uh the the career focus on this not only getting them graduated but also helping them uh with career paths is something I'm pretty passionate about um my only question is uh I believe this will be for superintendent Hyde um you know I'm part of my role here I'm on the um poke Vision operating board and um they have a talent pipeline team uh which I think uh would be really beneficial to to bring them in as a potential uh just talk have a conversation with Kim long and bring them in they might be able to facilitate some connections um and certainly just want to give

056that suggestion out there he was there wasn't Kim at that first meeting we had multiple Community Partners already at the for this and um and this and another item that we're working on that we will bring before the board here shortly perfect well thank you Miss Cunningham yes I was going to ask a follow-up question um oh regarding scholarships um let's be sure to include our pul Education Foundation I'm not sure how that ties in but I know they work so diligently um I think last year we had 800 67 or something scholarships um that were awarded to students I just want to make sure that those platforms are integrated and that they talk to one another to prevent kids from not being able to access either one thank you sir absolutely thank you and

057Miss Wyatt thank you and just to follow up to Mr sharis's question is it possible to get the list of Community Partners that have already been introduce thank you introduce to this um just to make sure there's not any holes cfdc in those types so there will be holes and that I I think the board's jumping way out of head on this issue so and I appreciate the enthusiasm but this was solely to provide you with information as it relates to this there are multiple conversations that still have yet to be had but I'm not about to have them unless the board demonstrates a level of Interest it doesn't make sense for me to take this down the road get Community Partners excited about something and then turn around and realize this isn't going to

058happen and so with respect to that question I can provide you with a short list it will be a very short list but that is not indicative of a failure on our behalf to include Partners it was simply that how do we get the key players currently at the table so that we can get some generic input and have them put their eyes on it um and provide us with some feedback because there have been multiple meetings here at the district level involving different departments involving different individuals but again The Next Step would be as the board is demonstrating interest as you have here clearly today addressing your questions making sure that you have a really good understanding of what this includes to your point what it's going to replace because it's going to replace

059a lot and and at some point and and while miss pasco's job in year zero is to begin the effective transition at some point we're going to turn those Systems off because that's going to force the migration for some you will get your early adopters then you'll get your midlevel people who will come on board and then at some point we will simply have to notice people we are turning this off because we are we have transitioned to this platform but again that's why you see a multi-year timeline here so we can bring all of those stakeholders along so we will absolutely and I can provide you with a list of anticipated conversations that we'll be having in the near future but again I didn't want to go down this road of getting anybody excited

060to turn around and have a misfire so and I I apologize if I I didn't mean a full comprehensive 300 Partners list more of the the Kim Longs the the the people that are already playing in this space to make sure that they don't have any concerns about what we're looking to transition to sure okay Miss Fang there are no further questions or comments thank you excellent job appreciate you board members will do the next item the renaming of Sleepy Hill Middle library in honor of an tanken and then we will take a brief 10 or 15 minute break following that I I'm announcing this so that the tech team and the the back has plenty of ample time to prepare for that transition and then immediately after that break we will have Mr Rob

061Davis um who will have the next two items that you see on today's agenda and then the overall superintendent report will conclude with a policy update and then we have a few other items on the agenda but um thank you for your time this morning thank you for your your excitement Your Enthusiasm you asked some amazing questions I I at this point I feel like I should have brought it forward for a vote at the next meeting in February because you guys are moving fast than I am right now so I'm appreciative of that but I think you saw the value in in in unifying all of these systems and and our ability to convey and share information more most importantly with parents who may not realize that all these things are available to them

062for example the scholarship search the fact that it can link to students and directly send messages to them saying hey you qualify for this please apply and that allows our counselors to follow up with them on those opportunities and again scholarships are not just for college they are for trade and vocation ational opportunities as well so it's an exciting time so at this time it's my absolute pleasure to invite to the podium Miss D Clark principal at Sleepy Hill Middle School thank you for being with us today thank you so much for getting me off campus for a little bit uh so good morning superintendent hi and board members I'm Da Clark principal of sleepy home Middle School I have the pleasure of serving there for my second year um I'm here this morning to

063submit for your consideration a request to rename our school's media center after former poke educator Mrs an tanken an tensen served as a guidance counselor teacher assistant principal and the first principal at sleepy Middle School she then moved on to the senior coordinator of the reading first program the senior director of K through2 reading and Associate superintendent of school-based operations at the district level that level of knowledge and expertise is invaluable and the dedication to the students and staff of P County should be honored so the renaming of our media center at Sleepy Hill Middle School we feel is a fitting way to do so on behalf of sleepy sleepy Hill Middle School our school advisory committee and our surrounding committee our surrounding Community we appreciate your consideration with this request this morning Miss Fields

064thank you thank you Miss Clark for pushing this on through um I just wanted to give a little bit of history behind this request we had some community members that came to us and thought that it would be an uh an amazing thing to name something in honor of Miss tankson because of her work not just at Sleepy Hill Middle but in the entire school district and um as as Miss Clark stated Sleepy Hill uh was her first I think opening school and uh she has a a genuine love for not just Sleepy Hill Middle but for the school district and many of you serving on this board might remember Miss tanken uh it took her a long time just just to say I'm going to go home and sit on the porch because she

065kept being invited to come back uh which was which to me was an honor and so I think that it is uh very fitting and I'm very excited about the opportunity to uh present for approval by the board and superintendent Hyde has already blessed this I believe and if he hasn't he needs to say he hasn't uh but I don't think it would be on the agenda if he had not uh and so we are hoping that we can push this through for the uh board meeting this month and invite Miss tsen and her family to come uh once we vote on it at the U meeting so superintendent H you might want to add to that yes ma'am um Miss Clark is following up with Miss tankson to ensure that she is available um

066so that we can invite her anticipating the board will approve this um additionally I I fully support the recommendation and the request and I think it's very timely I appreciate your involvement Miss fields in ensuring that we did this during Black History Month I think it's incredibly important that we uphold our communitybased leaders who have done it who have really excelled um if as I read through the letter the only thing I'm I'm jealous about is that she never supported my transition she supported everyone else's transition well you didn't ask her I guess either I didn't ask or she doesn't like me or or I don't know but um I I'm but I read through her resume and and your your letter summ izes her career very eloquently and quite frankly someone who has truly

067committed themselves in service not only to the school district but to countless students within the community and so these These are people that I love that we bring forward to hold up and to do naming rights for so I'm very appreciative and very supportive of this this one in particular so great job Miss Clark thank you thank you thank you all board members as I mentioned we'll take a brief um let's do a 15-minute recess it's 9:56 we'll come back at 10:12 um yeah we'll come back at or 10:15 why don't we do 10:15 so don't have a g I do not have a Gabel [Music] all [Music] right [Music] n [Music] now [Music] now [Music] a [Music] n [Music] [Applause] n [Music] [Applause] [Music] n [Music] e [Music] [Applause] [Music] n [Music] [Applause] [Music]

068[Applause] [Music] a [Music] pap [Music] he [Music] he [Music] a [Music] a [Music] [Applause] [Music] n [Music] n [Music] [Applause] [Music] to [Music] [Applause] [Music] a [Music] [Applause] [Music] than it just doesn't [Music] remember how many at this time I'd like to call this meeting back to order and turn it over to superintendent Hyde to finish off leading our work session today superintendent thank you Mr chair at this time I'd like to bring up to the microphone Mr Rob Davis assistant superintendent for Support Services he has two items before the board um during today's Workshop um Enterprise vehicle leaseback program this would be um basically a very short summary of our existing process but a request to expand the program and then the next item would be bus rider IDs for transportation and routing and

069so Mr Davis it's all yours good morning am I on Can You Hear Me all right good morning uh um honorable school board members superintendent Hyde um our Mr general counsel and our wonderful uh support team over there so um we have been partnering with um with Enterprise for for several years since 2021 we've been looking at um the program for several years and when I say we we have a team a team of um of of men and women that have been looking at this uh Mr Don Stevenson who was our director of safety and vehicle services Mr Scott re who's over our division support um working with um the Enterprise team and and without further Ado I'm going to um introduce Miss Ally she's going to come up and Mr Sheldon from Enterprise

070and they'll go through the presentation and then we can um have any answers questions and answers that you may have good morning board I am uh Ali kice so I'm your client strategy manager and your partnership with Enterprise Fleet Management so I work to provide the Strategic recommendations and moving forward and um implementing the principles that Enterprise has implemented uh within their business uh over the past 68 years or so um and then this is Sheldon brown he's on our leadership team and he's here to support with any additional questions that you guys may have as well today so I'm going to dive in um just a a general overview of where we are today uh we have partnered very well with Mr Don Stevenson uh Mr Reeves and Mr Davis uh in the past

071couple of years on the partnership it uh hasn't been extremely easy given the supply shortages uh out in in the automotive industry over the past couple of years so it's been a very collaborative effort working together to to come up with the results that we are going to show you here today um and then a plan moving forward um and I just wanted to to emphasize just the collaborative effort and and the great partnership that we've established over the past couple of years um and then overall just Enterprise Fleet Management since I know you guys have not explored this in a couple of years uh since on boarding um Enterprise Fleet Management is just a a branch of Enterprise Holdings Enterprise Mobility now we just rebranded um and essentially our our Founding Father Jack Taylor

072um one of his founding uh core values was we strengthen our communities one neighborhood at a time um and so whenever he began to build his business and and became a successful business um he was figuring out ways to extend that to uh that business model to his local communities and um that's how Enterprise Fleet Management became uh what it is today and so we're able to take those same principles and um those strategies in help with government organizations like yourselves uh as well as the commercial sector as well um do you have anything to add upon that no again uh Jack Taylor was our our founder he served on the USS Enterprise so a little bit of history in World War II he a fights pilot that's how we got our name we are

073on third generation of Taylor his grand daughter uh Chrissy is our current CEO so still a privately helped company and again just excited to be in front of you and and thank you for the partnership okay so where we started so prior to partnership uh in 2021 the supports Fleet age was negatively affecting the overall budget uh and Fleet operations so 74% of the fleet was over 10 years of age uh 111 Vehicles were over 20 years old and then your average age of your fleet was 14 years old uh if we were to continue or you were to continue acquiring vehicles at the same rate that you were acquiring prior to partnering with us uh it would take you about 27.4 years to uh replenish your Fleet uh and therefore the age of your

074Fleet would age to that as well uh as we all know older vehicles they have uh lower uh or higher fuel cost due to fuel degradation so vehicles uh fuel degradation happens over time um as well as fuel efficiency year-over-year the federal standards are that each model year each manufacturer has to impove improve their fuel efficiency by 3 and a half to 5% so the Delta between the two of your your your Fleet aging and the newer Vehicles becoming more fuel efficient um just creates that operational inefficiency uh and then maintenance costs uh over the past three years alone maintenance costs have increased 50% year-over-year just as an industry uh and then if again okay and then again if you add that to uh your vehicles aging and your Fleet Maintenance costs continue to rise

075over time the higher cost maintenance expenses come into play as vehicles uh are in your Fleet longer and then again uh vehicles are also more unreliable and unsafe uh as Vehicles age because they're missing those standard safety features that are found in new vehicles today and we'll go over that a little bit more here in just a moment currently uh we have definitely improved the age of the fleet uh but it is still in in a position where it's negatively affecting the overall budget and Fleet operations so 50 56% of the support Fleet is currently over 10 years of age uh and then 54 vehicles are over 20 years old so we've tightened that average replacement cycle about two years over uh the term of our partnership just with this uh small pilot program that

076we started with uh and then it would take about 15.8 years to uh replenish the fleet and again um if we were to continue at the pace we are today uh that's what age the the fleet would continue to age to um we already covered just the the trends and and your Fleet aging over time and why we have this principle of of replacing your Fleet and um improving also the the equity and uh within the asset of your Fleet for your organization so I wanted to just jump right into the pilot results from there so we've improved the age of the fleet um we have already realized the savings from 14 out of the 15 Nissan Titans that were were set to replace and go through the replacement cycle um so they have executed

07714 of them have executed the full pilot uh I included your total lease payments and then your Equity at the sale of uh the end of those lease payment terms and you guys actually had realized a a return of $9,800 so you did not experience any depreciation expense that's actually a return coming back to the organization uh and then your anticipated maintenance savings on those same 14 Nissan Titans uh based off of the sap data that was provided at the beginning of the partnership it was a three-year average of the prior three years uh predating 2021 uh you would have anticipated $5,900 worth of savings uh in maintenance savings over this pilot on the Nissan Titans and you actually realized about 149 uh and then your anticipated fuel savings so this is where uh over

078the last couple of years whenever we've been implementing this fuel prices have gone have been a little bit more volatile uh so if you look at predating 2021 fuel prices were much lower than when we had done this pilot uh so we didn't realize as much in the fuel savings although we did still realize savings we did not see um as significant uh of a result as was anticipated and just barely off there though um so your target savings under the pilot program on these Nissan Titans was $133,000 we actually realized including that Equity at the sale of the vehicles uh about 316 so we've definitely far exceeded the expectation on those Nissan Titans that we have gone through the pilot program with and just to take a quick pause on that so ultimately the

079whole Partnership of government is different than the private sector when it comes to Vehicles so government obviously gets a great Buy on a vehicle the difference and where the partnership makes sense is Enterprise putting in the data and Technology of saying okay how long should a vehicle be in the fleet when should it enter an exit and then Enterprise's ability to resell a vehicle at the end and typically we sell about 1 million Vehicles as a company a year we have a team that is dedicated to doing so their sole goal and what they are judged on is how fast and how much above industry average they sell vehicles so a lot of the results on these vehicles that have finished the program right now again no cost to the school board um in terms

080of the vehicles itself actually a check back so that in itself is not something that we would say is going to be a promise thing every time but because of the market and the opportunities and having a great client strategy manager like Ali being able to pinpoint those opportunities and O she go through the rest of the program and then obviously leading into what that would look like over the entire fleet yes so uh then I just wanted to EXP expand onto the full pilot so 35 out of the designated 49 Vehicles were able to be executed again their the supply constraints are really what held us back in that space um but there are still 21 F250s that actually have currently arrived and are being rotated out right now uh so we did a

081uh savings that has included the ones that have already been rotated out and then an anticipated just to stay very conservative another 6 months of lease payments another 6 months of Main costs fuel costs um and then what that would look like with a u resale value of a 4% Market correction and then a six-month future value so we wanted to stay very conservative although we're already cycling out of those today um which we are going to overpromise uh we wanted to stay conservative in our analysis here showing the results of the full pilot so uh your lease payments total about $273 ,000 on those 35 out of the 49 vehicles and then uh Equity coming back was about 288,000 so return again uh no depreciation cost of 15,000 including those Nissan Titans from before

082so this is the full uh what we had been able to execute and then the anticipated maintenance savings was about 149 and we far exceeded that uh at 375 and then anticipated fuel savings 177 and then we definitely under uh performed in that that department but the target savings overall uh was definitely far exceeded whenever you add all three cost buckets together and so uh Target savings was 327 and we've actually saved 573 for the organization so overall what we're trying to say here is this pilot has been very successful and we've identified a strategy that has worked for the market that this the last couple of years has uh experienced but moving forward what is a sustainable model that we're going to be able to continue to move forward in in the direction of

083conservative savings over time right we're going to sustain that savings uh there will be areas of opportunity like this where we'll be able to replace Vehicles sooner than we anticipated um but overall there we want to expand this into an approach where it's going to be a u just average replacement cycle across your Fleet and then identify areas where we pivot here and there um and that's how we're going to come up with our next steps in uh moving forward did we want to take a just a quick pause for any questions on the pilot results are your questions on the pilot results or sure sure well I don't I don't want to get too far into the next section there's a lot of numbers coming so I want to make sure that we get

084the chance to address any questions here Dr Alan well you've already given us a lot of numbers so I mean this is fun really um to ponder and look at Mr Davis I appreciate you and commend you on the work on this going back to 2021 um you know I I was going back to those numbers I was seeing that you know if you if you had your lease at around 12 months your savings are about 28 and and if you extended it to 24 months they're about 2,000 so on average so we're right in that Target so I really appreciate the work that you're doing on that I did notice um you know we had that initial kickoff and then what that annual lease would have been we were under the amount that was

085projected back in 2021 when we went through that process and it was that based on the inventory and the access to the inventory as well um so in general looking at those numbers I really appreciate you know um the work that you've done on this thank you for your service um it's pretty exciting um I'm I'm noting when we drive around the county um the increase and the quality of the vehicles that have our brand on it so and that says a lot for our um organization as a whole so so thank you so much for that work thank you Miss Fields I just wanted to kind of did what Dr Allen said uh Mr Davis thank you for your vision and thank you for doing the research you and your team and because of

086that we are at a a much better place and we know how difficult it has been as it relates to purchasing Fleet especially over the the last few years so I would just say kudos to you all and thank you for for your work thank you Mr Niti I agree with my my two colleagues what they said uh um Rob great job uh I know it's hard to keep all these things running I wish we get you newer and uh shorter years having them but uh you're doing a great job um my only question was uh were those trucks the Nissan were they diesel or gas they were gas gas they were gas okay cuz I know one of my good friends owns a Nissan dealership and he was telling me a couple weeks ago

087that uh Nissan's probably going to refrain from building the Titan the sales are not so good in the gas mileage isn't very good either but uh they tried the diesel and anyway so what uh your question with Enterprise you guys know all the good things uh what's the uh better truck as far as resale value and gas mileage goes what are you going to put us in next keep with us as Ford or what so we we examine that year-over-year and that's something that we put together so we put together a total cost of ownership model where we examine each vehicle type that's similar to each other so Nissan Titan in comparison to other half ton trucks and figure out which vehicle has the lowest total cost of ownership and how long should we hold

088that vehicle for uh to ensure that we maintain that lowest to total cost of ownership so we examine that and then alongside availability right so the supply Supply constraints the past couple of years um are really what led us to the Nissan Titans in this model um but moving forward we're going to have more availability supplies more available now we're able to factory order uh incentives are coming back and so all all of the uh moving forward initiatives that we're going to show you are extremely conservative because we didn't include any of the uh incentives coming back or um any of those numbers as well uh and just kind of anticipated things remaining the same as they had the past couple of year so we examine that year-over-year thank you I know the Nissa mak's

089a good great truck they just uh not the greatest mileage ones but they hold up well so thank you keep it a good work thank you no further questions Okay so so I just wanted to show you uh here that this is the data backing there's an Excel file that has all of the data of how this was analyzed and what all the assumptions were used in the Excel analysis on the pilot results and I think Mr Davis had sent that uh in the board synopsis and this is all the assumptions that were used on the results as well alongside all of the sap data that was provided at the beginning of the partnership backing how we got the prior numbers versus uh today's numbers and then we utilized in today's numbers as well the

090data provided by Mr Reeves on uh what you guys had been anticipate or what had been incurring in your maintenance and fuel costs as well so they actual Fleet data within your your Fleet and we'll spay you from going through these individually but a good bit of bedtime reading to back up the numbers so our next step so we have a vision uh moving forward we we are coming up with a lot of strategic analysis behind the scenes and we're still taking this to um the financial team within pulk and and making sure that it it works within your organization but um our our goal is to identify the effective life cycle of your Fleet as a whole like I was saying earlier and how do we sustain savings year-over-year so right now our model

091is showing about $250,000 a year in sustainable savings and we're building it out to a 10-year model so which would equate to about $2.5 million in savings over the LA next 10 years for your organization uh and how we're going to do that so um one we're going to take your Fleet from 12 and a half years about to to Five Years on average some Vehicles will hold longer some Vehicles will hold shorter there will be market conditions where we'll be able to take advantage of of those market conditions like we had done in the pilot um and what that will do is it'll maint or it will decrease maintenance costs by about 63% from uh year 1 to year 10 and then a 34% reduction in fuel expenses as well over that same period

092of time and by utilizing that we start with the vehicles that are missing the standard safety features that are that are found there on uh this page so a lot of the vehicles within your Fleet uh in fact over 200 vehicles are missing that electronic stability control which is uh the most significant uh safety feature since the seat belt so we want to make sure that we can capture those replace those in your Fleet just to make sure you have safe reliable vehicles on the road um and then the ones predating 2007 are the missing the anti-lock brake and then uh predating 1998 are are uh Missing the airbag standard standardization so uh you actually have vehicles within each of those categories within your Fleet so those are the ones we're trying to pinpoint first

093and and in order to do that and why government organizations struggle sometimes to be able to get their Fleet to a uh healthier position and and get from a 12E cycle to a five-year cycle is the capital funds it requires to be able to do so right uh so how we would do it is we would utilize our flexible leasing structure so you're leasing the vehicles um over time and then also at the same time we're able to do a lease back so what that means is utilizing those vehicles within your Fleet that are 2013 and newer have a little bit more equity in them than the vehicles that are predating that um and utilize the equity in that asset to use it as leverage to fund back so we would do a cash infusion

094to the organization and our model so far it would be a cash infusion of about $1.7 million in that first year to then be able to capture all of those vehicles that are predating these uh standard safety features so we would be able to give a sign ific amount of funds to offset that increase in capital expense uh the first year and then you over the next 5 years we would start replacing those vehicles that we had leased back in which then at year five you would be fully implemented and then you would see see stabilization in your um funding model so this is the breakdown of all of the numbers in in that uh analysis and there's a whole Excel spreadsheet every single cell ties to another cell in which uh we've been doing

095our due diligence on the back end with the finance team as well um but essentially this is this is what it says so the top is the current scenario where you guys are at today if you continue replacing vehicles at the rate you're replacing today you pay for them up front um with cash and you have your your vehicles on lease with us that you have today where your total spend would actually end including your fuel and maintenance spend as well I know those are operational cost buckets for you all um but including all of that spend you would actually be at about 4.2 million today and then in the bottom it breaks down how we would utilize the lease back in the first year to offset costs um and then reduce cost in the

096operational cost buckets to then over the next 10 years sustain that $250,000 on average year-over-year in savings for for the school so uh we're still working behind the scenes with with the finance team but I just wanted to bring this uh in front of you guys to know that we're working on a vision moving forward and my whole job for you guys is to make sure that I bring this strategic analysis to be able to provide the sustainable savings and we want to do something that's that's going to be able to be established long term not just for this pilot so and this leaseback opportunity is something that we've done in the private sector for a lot of years and so we built out a team over the last two years for government entity specifically

097there's a team dedicated to this at our corporate headquarters in St Louis that would handle all the administrated burden and ultimately what this does is it gets you from a 12-year-old Fleet what does it look like to just day one be a to flip that around well we know that most government entities of Europe paying cash to try and do 233 Vehicles that's going to be a lot of money outset right so how can we utilize something in the Fleet to Encompass the uh equity in those vehicles that is just sitting to really rip the bandaid off so to speak and get into a healthy position day one and then get to that sustainable number from years 6 through 10 of a standardized x amount of Replacements in this case 86 per year lease payments

098are going to be the highest at that point but the resale in equity back again conservative numbers is going to be the highest two so really offsetting one another and then impacting the operational side of fuel and maintenance in such a positive light uh and again all of these numbers are tied together here to show the total spend and one last thing to note you are also increasing the value of the asset for the organization right so for po County Schools you're going from if you look at the 233 vehicles that you'd be replacing in the first year they're only worth about $260,000 again all these numbers are very very conservative um but it's also very conservative on the other end whenever we sell 886 vehicles per year anticipating about $1.2 million in in resale

099in just 86 Vehicles so uh if you know if you multiply that out uh to what we're replacing the first year you can see your Equitable asset significantly increases as well Mr sharpless uh well first I just want to thank Mr Davis for his Visionary leadership on this also want to thank Enterprise uh Fleet Management um for the partnership that you guys are willing to partner with us um you know the first comment I want to make is that I appreciate a pilot study um in instead of diving head first into this seeing how this is going to work um being cautious and conservatively stepping into it but I think the key is um with this and I want to just summarize this for the people at home if the numbers hold true $250,000 a

100year savings and we have safer vehicles for our employees and if it helps save one life then it's worth it to me so um I just want to thank you guys for that and and again this to me is a no-brainer so I look forward to to seeing more of this and also you know coming up for a vote one day in our actual board meeting so thank you m Cunningham thank you um is there any way to put the last slide up on the screen for me I think it was 86 was it 8 six year 5 through 10 number of vehicles oh number of vehicles place yes okay so never mind all right I'm good so couple questions this is awesome thank you so much for being here and I'm so grateful that

101you got to see the day when we're going to be able to do this um it's it's been tough and we know it's been tough and lean for a number of years and Mr Davis you continue to keep going and finding ways to make it work but this is such a bright light um in our trans transportation department but I do have a few questions um so I understand it correctly we're going from 12.3 to 5 years on a rotating cycle um are these new or used vehicles that we would be acquiring so they would be new vehicles we would the goal would be to directly Factory order them as that's the way that you get the highest incentive um and then we're also piggybacking off of source wall pricing so it's all vetted and

102the due diligence is done um from acquisition standpoint as well in pricing structure um and then their pricing less incentives is what would be the acquisition cost for the vehicles and they would be Factory ordered okay um so in year 1 through five when I added it up it was 331 Vehicles right and year 6 through 10 was 430 does that equal what we currently have so I think uh so I don't have that sheet in front of us but that's 761 the the first group first 5 years was 331 replacement second 5 years was 430 is that mean because we're going to be adding some Vehicles along the way help me understand I think that the year five uh is where we're missing because it goes year 6 through 10 is 86 replacement so

103year five so a lot of um you already have a pilot program of vehicles so the vehicle number stays the same from year 1 to year 10 you're not at this does not count for adding that was my question it looked like we were either subtracting or adding and I thought wait okay where do we so what is the total number of vehicles in your replacement program what 431 Vehicles oh it is okay okay the 431 all right just making sure cuz the numbers didn't add up so I too support this as my colleague uh Mr sharpless um I think it's wonderful and like I said you've been through so much with so many lean years this is going to be a true blessing to our folks and not to mention you know keeping everybody

104safe because safety is our number one priority both for our staff and students so thank you so much that concludes my questions superintendent thank you ma'am there are no further questions or comments Mr Davis thank you very much thank you thank you awesome you go ahead sir all right okay um today we were going to talk about a company called rexi um this company is uh is a Florida Bas company it has student ridership um GPS tracking and telematics um it has a number of of I'm trying to find the best word a number of features that will be cost savings um over the years that um I will go through during this presentation so the transportation is a dual um GPS and ridership um it has a monitoring dashboard web applications and operating reports

105uh the monitoring dashboard web applications and operating reports for the schools so not only does it affect Transportation it allows School administrators to be um involved in the program it interacts with our bus drivers and our bus attendants on a daily basis with our students and with our families so for administrators this will give realtime dashboard um information on how many students are on the bus at um how many students are on the bus how many students are are needed to be picked up um and so on and so forth so some some cost-saving measures that this program would help us do so for our F FTE State uh reporting we call it the ffp report we actually have a 11-day count period we bring all the documents back in this is done this is

106done by paper route sheets um printed sent out to uh if we are fully staffed in a perfect world 51 drivers um so it's sent out to all all of our drivers and Buzz attendants they take role during that period of time we come back the staff separates all the reports and they manually verify every student that has been counted that's over 48,000 students in P County along that we are transporting not including the charter schools so we also assist the Char schools because when we report the final number it has to be um accurate and it has to balance and so that is our funding that we get from the state so as accurate as that report is um the better off we are because that's what we're getting back from the the state

107it takes numerous numerous labor hours to do that when you're going through 48,000 records not including the charters uh schools it is there are hours upon hours we are paying overtime for it this program will almost alleviate it will alleviate all overtime and it will bring the hours down tremendously I don't want to misquote the numbers when I say um from bavard County when they did this or Manan County when they did a program but they went from thousands of hours to hundreds of hours I mean and it's very I mean truly significant because we are capturing this and reports are being generated um none of us want to go back to contract contact tracing as we had to do in the I'm going to use a word that no one likes the co error

108but truly we had to do contact tracing we had to remember which students were where we assigned students but um that was a process in itself um this will allow us to sign seats um very easily so that contact tracing report um can be done right off the right off the bat student access report bus rider verification so if a child is trying to get on a bus that's not their bus it will let the driver know wait a second red flag there's something going on here oh this this child needs to be on 20 222 instead of 2020 or 2221 and so the bus driver or bus attendant will um get them to the right School Bus the other um is in going into operations is employee time and attendance and employee time attendance

109is another area where we um spend a lot of time and energy and many trees because we are doing everything by paper we're a unique County we do not compound of our school any of our or any of our school buses we don't have stud or uh bus drivers of bus coming into one location punching in and punching out that is done um that is done by paper on every school bus the bus drivers and the bus attendants have to do a um weekly time sheet that goes through the Courier comes back through and we have to go through that calculate time submitted into sap this will capture the time and attendance for the employees and and provide us a very neat unique report that will help us um in that situation we're working very

110very very closely with um Miss Pasco and her team John didis here in the in the back um to make sure that we are vetting this program um and it meets our needs inspection reports also done by by um paper so we do a pre and a post inspection that will all be cal um done by the tablet that will be installed on the bus alert reports and many others um seaing chart report if we were involved in a accident the um law enforcement agency requires a a bus seating chart it requires that every student be accounted for the seat they were in when the when the bus was involved in the accident if you have 60 students on your bus that can be that can be a challenge with this program with assigned seats

111we can capture that information print it and have it to law enforcement without it taking up to hours to get an accurate bus count again for drivers student rivership um alert alerting dispatchers and turn BYT navigation so in a perfect world we wouldn't we'd have every bus driver on every bus every day that knows their route um we have many drivers that are covering routes many drivers that are new to a route and this will give them turn BYT directions based off the actual route uh or the plan route in our vers trans program that information is uploaded every night and they will get turn by term directions on where to go what stop is next and how many students should get off of that stop that have um scanned on the bus eliminates paperwork

112again talked about that for parents and Guardians um so there's a mobile app uh this app there's a process in which we will um we will take them through to get to the mobile app um they will go through the parent portal so parents will be able to access their parent portal and then um see when their child is when the bus is getting close to the stop in the AM and when the bus is getting close to their stop in the PM it will give them the time the child logs on the bus and the time the child logs off the bus it provides them the route information if we have a change in bus numbers that information is done it goes live and the parents are U made aware that bus 2221 is

113now 2212 and is running 15 to 20 minutes behind also it will do announcements to the parents through um through different uh different um texting software that the app um has so when ready the the there was an in invitation code that would go out in emails the parents um must register using their parent portal account um and once subscribed the um the My react app users will be able to not only parents and families um they have to be like I said on their on the contact card it has to be uh parent or a guardian and that's why we're going through parent portal to make sure that is the case and the student also will have access to that information there's realtime support um for help for parents and um for our for

114our staff we are currently in a uh m a 30 to 60 day pilot with this company um this they have taken the um they they're doing a a full pilot it's not um data that we've captured in is not live it's information that has been that is live it is it is information we're doing it at our Center Schools with 10 different buses we chose our Center Schools for a couple of reasons one because of the territory they cover and two um some of our some of our Center School students need assistance with their ID badge um and so we have bus attendants that can help assist that the driver can also select the child that's supposed to ride on their bus um through the screen on the tablet it gives detailed map information

115um and the implementation process has started and these are the number of things that um that we are doing to ensure this approach and methodology meets The District's needs the one thing that is imperative that we have to do is have ID badges become part of the students educational Norm educational process the a badge being used to board a school bus to uh go to the cafeteria they they're already using cards in the cafeteria going into a um Media Center you know big picture down the road being able to get into a hallway that they are supposed to be in um not a hallway that they shouldn't be in um and things of that nature so uh with the ID badge becoming we can use barcode we can use RF we are starting out with

116the barcode um and we can transfer to RFID again uh the support has the team that um from Mar actm one thing that has set them kind of um Above the Rest that we have seen uh is their willingness and their ability to to to make changes for p County and how we operate and so um now they can't make changes for each individual area manager and how they operate but as a district because we are a little bit unique and we are a huge District uh they are working with us to make those customized changes and working with the RT it Department um to ensure that anything that they have asked for or requested um or must have they they are are doing so let's protect the people we care about and I think

117this company is the way to go I truly do so board members several of you signed up for questions just to give you a little bit of insight I did use a similar product in my previous School District um obviously with inclement weather when you start talking about cold days snow days and when I mean a cold day if students are outside at a bus stop in minus 30° windshield temperatures the risk of frostbite and other issues is quite significant and so through our bus company this was not a company we have partnered with in the past but our bus company was piloting a GPS tracking program and communication tool for parents so that students would not have to be outside for extended periods of time in that type of weather three things to note

118and I've spoken about these with Mr Davis based off my personal experience number one I wanted to ensure that if we have a bus breakdown whether it's that morning because understand that a driver is coded to a bus students are then subsequently coated to a bus so bus 100 Fred hey is the driver all of you are passengers if my bus changes prior to the start of my route time the system has to reflect that change in order for parents to track it because the bus number has now altered Mr Mr Davis said yes the company has steps in place that we can modify that bus number in real time to ensure that parents are kept up to dat that was one of the flaws that we had previously that I had experienced that frustrated

119families was that if we couldn't update the system because sometimes it can take upwards of 24 hours to change the bus number so that you as a parent because you don't get to see every bus in the school district you get to see your child's bus and that's an important um thing to point out the other thing I'm just putting it out there because this these will be real problems in po County there will be dead zones there are areas within our community where you will not get connectivity that's not the school district's fault that's not the company's fault that's just the reality of how cell phone coverage Works um and so we want to make sure that parents are we communicate that well in advance that please understand if you're driving through and you're

120tracking your child and all of a sudden the screen goes blank cuz it disconnects that that's not a a failure on behalf of the software or the school district but that is based off the Wi-Fi or the cell phone network coverage that we have the other item for parents to be aware of and for you to be aware of this is not pinpoint accuracy by law the GPS software for tracking in this regard cannot show you exactly where you are at that exact moment there's actually an intentional delay built into the system which is why we tell parents and we will do the same thing here if this is something that we adopt that do not use this as the sole mechanism to determine what time your child needs to run out to the bus

121stop because it's about a 10-minute delay it can be up towards of a 10-minute delay and we have some flexibility there depending on the system but it's not allowed to be pinpoint accurate for obvious reasons and so parents have to be informed and students have to be informed because students will track the bus again from personal experience kids will try and figure out what's the latest I can stay in the house playing video games or eating or whatever it is I'm doing sleeping before I can race out to the bus stop to catch my bus um so those are those are three real issues and I'm glad that the first this company has been able to address which is changes in driver changes in buses so that parents are still able to communicate and stay

122up to date with this ridership as Mr Davis pointed out is incredibly important the fact that we still have to do that manually at this stage in 2024 is incredibly surprising to me and the amount of workload that it adds to an already busy system because if you recall you all get the emails like I do at the start of the school year buses will run late because people are readjusting to the traffic pattern we've got new drivers we've got all these other issues happening they're trying to deal with all those issues in real time at the same time they have to take daily counts of student ridership and report that to the state for funding so it's important that we try and help them streamline these streamline the process and the fact that it'll

123also capture our maintenance and other reports is actually something that I'd not seen before in a program so I was really pleased when Mr Davis first brought this to us eventually we will move to RFID cards um that's simply because some students may have their ID in their backpack it will still pick it up and identify that the student got onto the bus um versus the student having to dig through it find their ID badge scan it when they get on the bus which will be our process initially which is why Mr Davis um wanted to do the pilot as he indic ated in a small portion of our students that already have assistance on the bus to ensure that we can properly track and monitor and quite frankly those are some of our most

124fragile students so if you think about that if there were a group of students that we wanted to really prioritize this with it should be our special need students who have significant physical impairments or cognitive disabilities but in addition to that it should be our preing kindergarten students again start of every school year it's not uncommon for us to get concerns about a kindergartener or a young student getting on the wrong bus getting off at the wrong stop and this will help prevent some of that because if the student attempts to get on the wrong bus and scan their badge their ID badge it's going to say you don't ride this bus the driver can say no no no no let's take you back off the bus so it prevents these errors for us and

125increases our overall safety and our communication with parents so I just wanted to give you a little bit of background based off personal experience and my knowledge of systems like this so uh the first question I saw Mr Davis was from Miss Wyatt yes yes thank you and you've answered a couple of my questions just with the parent tracking piece because I I do think that that's something that will be of great value to our families um as far as obviously we want every student to scan when they get on the bus what happens when a student is at the bus stop doesn't have their ID with them or it's you know i' troubleshooting down the road will there there be processes in place for that um because I think while we want to make

126sure every student is accounted for when they get off the bus we also want to make sure that students are getting to school and are so that's a great questioned that's a great question so the driver once the driver arrives at the bus stop the group of students that are um assigned to that bus stop will appear if Rob Davis comes up and says I don't have my ID badge the bus driver can manually select Rob Davis and then that has tracked Rob Davis and he needs to go to seat 21 um and so there's there is um the interaction that the bus driver can um select the student and during this pilot before students even received um any type of uh ID card with the barcode the bus drivers were already um selecting the

127students at those stops so yes ma'am there is a a way to do that and then my second question still regarding students scanning how much time do we think that that will will it take additional time I I know our routes are already very very tight as we're short on bus drivers but do we see this delaying routes further um at first I think you we'll see some delay until the students get used to it basically you walk up this is this is device you walk up this far away from it and it picks it up that quick um if you come up to it and put it right up against it so there will be a learning curve um but you just walk up this far away and it will pick it up thank

128you Miss Miller thank you Mr Davis I um do have a couple of questions one this is a great um tool for parents unfortunately you have I have been on the phone with children who have been who can't be located and most of the time it's very young or it's children with cognitive disabilities um I think this the families will be very appreciative of this I think we need to do a marketing campaign to for parents to understand maybe a video of how important it is and how it precisely how it works and how to load it um I do have a question we do some contracted Services is this app able to be put on something else like if we have a student that's contracted Transportation um maybe onto their device so parents can

129still track those students or this is just for our buses so that's a great question Miss Miller um we can assign a tablet to a contract to services company and they can utilize that um I don't know how many contracted Drive I don't think we have a lot but it would be important because those are your most significant students who are taking private transportation um and their parents I think would appreciate this app as well but I think for K1 and two and your Center Schools this is going to be vital and high schoolers too because you know everybody has 360 on their phones attract their kids but um the students who cannot speak or have trouble communicating where they live or who they are um this is a great safety feature thank you for

130bringing it today yes ma'am Mr Niti uh thank you Mr Davis this is a a awesome looking program as a uh past 36 years experienced teacher with morning and afternoon bus duty every single day I uh this will definitely take a bunch of weight off the the teachers uh the bus drivers because it was uh especially the first week or two of school there's always two or three kids that where to Jimmy go and then the parents are there and you're trying to console them and uh this will definitely give the teachers a lot more time to do the teach rather than wearing where Jimmy is so um this is fantastic are there any other counties in Florida that are using this system uh yes sir uh Flagler County is currently using it and has

131had um success with it okay well this this sounds great and U thank you for all your many years of service and uh uh your hair looks good I've been pulling mine out for about 36 years so keep up the good work it's turning gray is just not turning loose yet I would like to add one blonde my friend blonde blonde okay that's the that's the new blond um I would like to add it it actually has every student in um the database for um for an entire District so we can we can see students getting on for a um a field trip and so if we get 25 students on on a field trip they go to um you know a park they come back we only have 24 wait a second Little Johnny's

132missing before we pull off so that that is a a feature that we can utilize with a service as well as if we had to and I'm going to knock on wood had to do a reunification site every student that got on the board on board a school bus could use their ID badge we know what bus they're on when they got to the re reunification site when they boarded when they unboarded the bus and went um into the building so there's features um above the day-to-day um homeschool School home Transportation um as well in this in this program thank great for everybody Mr sharpless Mr Davis uh first I just want to say thank you for addressing my questions in the email that that I sent um had a few about this I I

133I do want to say that um the mobile app for parents is going to be a game Cher um you know is someone I have three young boys myself um certainly you know wanting to know where they're at uh at at all times and especially whenever they're they're being transported um is going to be critical I do want to highlight one thing you said in the email I think that's important for the rest of the board to hear um and I'm just going to quote you it says you said we have been searching for a student writers ship program for nearly 20 years and have explored numerous companies hardware and software Solutions react react is the first company that has been proactive in developing the program around our requirements and needs so I think that's

134what separates this company out from other ones you know they're willing to work with us and they they and they're willing to address the needs that we have and so that's something I think is important because uh like you mentioned also that the pricing really isn't a whole lot of difference between these these companies but the fact that they're willing to work with us and and tailor it to our needs is important so thank you for being for for for proactively pursuing this and finding a good writers ship program for us thank you appreciate that Miss Fields Mr Davis I'll say it again you again have found a way to work around whatever the challenges may be and to bring something that's going to benefit the entire school district and so we're very blessed to

135have you and your team as a part of our transportation department I do have a question about training uh can you tell me a little bit about the training piece and how intensive that is it pretty simple uh and then um my other question was um the implementation stage are we basically going to implement this if approved uh next school year or I know you say you have a pilot right now but completely implementation so if the pilot goes as planned and and we go all the way out to 60 days it meets the requirements that our our um school district is is needing um the company has indicated that they can uh have this up room running for the following school year um it's something that that we want to make sure before we

136do that that the pilot comes out as a success Our IT department is comfortable with that and that um and the company is prepared to be able to install the uh mounting and and wiring um in the time frame that it needs to take we don't want to to announce that we're going live with a program that we we fall short on so um but at this point if we went the 60-day pallet uh it meets all our requirements um they have indicated that they could bring this live before the next school year yes ma'am the training training so the training um the drivers that uh currently are piloting went through a training um it was it was probably a 4-Hour training I believe um our area managers also went through a training they have

137a a um a a scaled training for bus drivers and bus attendants a scaled training for our um everyday routers and um area managers and then a scale training for um administrators um in in even School administrators now that would roll out after the pilot has started but it will roll out yes ma'am so they do have tailor tailor training for each group yes ma'am all right Mr Davis that concludes questions all right thank you sir thank you all board members at this time I'd like to bring up Miss Teresa Griffin and Chad Davis to talk to you about some policy updates hi good morning good morning um so we've heard a lot of great opportunities today and we are here to bring another great opportunity to you um we uh we are about to

138embark on a series of work sessions that will help us get up to date with all of our policies and uh we're going to tell you a little bit today about that timeline what you can expect uh first I want to explain Since U Mrs Griffin and I took over doing policies um we were working on a schedule that was going to help us update our policies and then of course as you know last year especially the legislature gave us quite a few changes a lot of them are actually pretty good changes but they do require our policies to be updated and that became like drinking out of a fire hydrant so we needed to come up with a plan on how we're going to update these uh what we've done and we've gone through

139all our policies and we have about 135 policies that need updating um some of those it will be grouped together because it's the same update but it it carries over into other sections of the policies depending on the work groups but it's the same thing some are just technical changes so not all policies are the same a lot of them I'd say even majority of them are very simple updates uh things that we already do to comply with the law we just have to reflect that in our policies um so uh we are going to have a special work session as you are aware um on March 19th and then we will have our regular work sessions of three after that where we will be bringing all of these two you at some point um

140we have had a lot of assistance from our partners in niola uh we've had the president of niola Amanda clap come down for numerous meetings with us already and we will be meeting with her um again with some of our department heads to go over anything that they have before we get them in finalized form and then she will be here at our special work session to help us uh lead that so she can explain some some of the nuances of the policies and answer your questions and explain where they were coming from on that as well um and I also want to uh say that I will be providing an executive summary to you the Monday before spring break uh for that work session of all those policies I believe we have 73 on

141that work session we're going to bring and the executive summary will explain what the changes are it'll give the the background if there's a legislative um you know bill or something I can point to uh it will have them grouped so you know which ones are more technical which ones will probably have a little more discussion involved uh so you will be well prepared and you'll have that week before spring break while we're still here to reach out um of course you can reach out to us up until the work session but that week before spring break when all of us are actually in the office would be the easiest way to do that um and then we will come together on March 19th to begin uh going through that first group of policies and

142now uh Mrs Griffin's going to explain to you the time frame on on how we're going to do that with the other work sessions as well thank you Chad uh good morning I think yes good morning everyone um so I just wanted kind of break down like what the next few meetings will look like um to hopefully give you guys a little bit of comfort of what um what we'll be doing and how we'll break that up so each of these work sessions including the special work session will um present the policies it'll be first reading of all the policies it'll give you an opportunity to if there's language um changes that you would like to see we can discuss those then and and work them out at that time um the goal is to

143get them ready for public hearing so we want to the overarching goal is we would like to get caught up with all of our policies before the next large legislative update comes out which will be in June so that's why we've broken it down we've been working with niola for the past several weeks um grouping these policies together to hopefully get ourselves in a good position before the next large update comes out so we don't continue to be behind on our policy updates so on March 19th the special work session um as Chad mentioned um we have 73 policies this PowerPoint says 74 um the numbers could change a little bit um if they do they're going to go down it's not going to go up but what happens is um Neola we've been working

144with them to group the policies together once we looked at the policies we um based on the categories there were 74 that had newer templates once we looked at it we realized one of those we've already brought to you guys it'll be um I think it's set to be vote on at end of this month which was um our bookall book challenge policy sorry um so there there may be instances like that that because there were some policies that we brought forward in December um that haven't been voted on yet and things like that so um it could go down a little bit but we'll have 73 this is the largest group that's why we needed the special work session um to be able to get that done we didn't want to bring you 73

145policies on a normal work session day I don't think anyone would appreciate that um and the first group is going to include our board bylaws which we've already sent to Mr Bridges and he's taking a look at to get those prepared um for you guys for that work session so that we can go through and update any of the board bylaws that need updating it's also going to include our program and students the 2,000 and 5,000 policy groups um which is just anything to do with students and how our schools function how they work and then operations so miss Griffin if I may interject for a brief moment uh at least four of you indicated that the 19th would work for you that provides a quorum again this is not a voting meeting so there

146will be plenty of opportunity for the board to get caught up on these issues I've spoken to some of you who cannot be in attendance on that day um and so we will absolutely make sure you get the information as Miss Griffin pointed out I think it's also important to note when we talk about policies and this is not for all but this will be for some when you're reviewing a policy it will touch on it it may seem like 74 policies but it really is only one policy that's addressed in four different areas of the Schoolboard policy handbook because each time there's a policy if it's applicable it affects students it affects employees it affects and so please understand understand that one policy may be counted four times because it's it's the it's the

147quadruple zero it's the 2000 level 5,000 level 8,000 level policy revisions but it really is it's driven by one policy change does that making sense because there's language in all of those areas it's it's more often than not it's duplicative um but it is specific to those groups so understand that it seems like a large number um but in some areas it's really just repetitive and it's accumulative um additionally to the to your to your benefit and to address any concerns that you may have um I have made it very clear that you must receive the full packet of all of these with the strikethrough language and everything else a minimum of seven days prior to this meeting so that you have plenty of time to start to review and look at some of these

148as well so I want to make sure that we give you adequate timeline even though you're not voting on it to at least let you get familiar with it in case you have any specific questions about any tweaks or revisions and again these are all this this meeting in particular is being led Night by Neola and these are language changes explicitly driven based off legislative changes that occurred over the last two sessions if I recall correctly so just wanted to provide a little additional context so yes thank you um and like Chad mentioned before um to go off of Mr Hyde's point now our goal is Mr Hyde's given us clear instructions that we will have um to you guys in plenty of time so that you have a chance to to go through it

149um and we're working with niola to kind of group those and make summaries so that it's a little easier to read so that you can see some of those that um all of these policies are being updated because of this specific leg legislative change so that it doesn't look like 73 policies all about different topics so um we will have that to you like Chad said um by March 4th um the April 9th work session the next three meetings are just going to be a part of regular work session we should have a much smaller group of policies that we can bring to you um April 9th on here it says 28 policies it's most likely going to be less than that um we just don't have the exact numbers yet because it's going to

150be all of our human resource policies and as you know those are broken up into three groups administrative instructional and support staff and a lot of those languages look um policy language looks the same in each of those policies there are times that there's differences because of the different employee groups but those are going to be um policies that we're able to group together um and it it should not be 28 separate policies because we will be walking language over from one group to the others um the April 23rd work session is also going to be around um 28 policies that's going to be finance and property um that also includes like our technology policies are in that 7,000 group so we'll be bringing those at the end of April and then in May um

151it's our 9,000 group community relations there's only five policies in that group but this will also be a time that if at any of the um previous work sessions there were policies that just weren't ready yet to go for public hearing and we need to bring those back if there's language changes or or things that um the board wanted to take a second look at that'll be our opportunity to bring some of those back to you again to look at um and if I mean um if by chance there's a small um update from niola that comes out sometimes there's um like rule changes or things that may have a few policies we'll bring those at that time too but that'll be kind of our catchall to get all the policies to you for first

152reading um before we move into June which I talked about that's when the next large update will come out that we'll have to um start this process over again and it should not be um as large next time because we won't be behind hopefully we'll be caught up um with that so next steps like we've talked about um prior to each meeting you'll get an executive summary for the March 19th meeting you'll get that on by March 4th like we've talked about our final meeting with niola is on February 28th where we're going to iron out everything what that meeting is going to look like so that's why we said by that following Monday we hope we should be able to get you um let you know what that March 19th meeting will look like

153um after the first readings all the policies that are ready to go at the next available board meeting Wes can do an author ask for authority to advertise so that we can get it scheduled for the next you know 28 days beyond that for the next public hearing so it'll just be a process of taking each of these groups of policies um bringing them to you guys walking through through it trying to move them forward so that we can get them um ready for vote I M Miller thank you I just um want to confirm it's going to be the same process we've had in the past with you striking out things that are being changed in the new language is um we contract with niola and I think that they provide good input but

154that's not our sole um resource so the final product I would hope would be reviewed by our staff and not just copied from niola um can you talk about a little bit about that process so the public understands that thank you so and and that raises a good point I want to bring up there there will be multiple ways for your involvement in how the final policy turns out uh on the first reading at that work session we will bring to you you know what we recommend based on our conversations with niola uh with our review of it and also with our department heads weighing in on it that will also include those those documents will include all of the options that we've had to choose from that neol had presented to us so you

155can see what we're not picking at that work session as we discuss if there is a consensus of you want to add something or change something based on the discussion uh that we can take that in consideration work on that when we get to the public hearing uh or the uh excuse me the notice for public hearing at that point that language is what we're going to be bringing to the public hearing so that 28 days if anybody contacts the office uh from the public they will see the actual document being brought of course at the public hearing that's where you will then be able to make motions if you want to change anything in there um if there's any concern about a policy that's being brought up you can always request to have it

156removed from the agenda for further conversation as well so there there will be ways where you can pump The Brak so to speak if there's just a lot more going on than you realized or some things came to your attention that you were not aware of before uh to to have your involvement there but yes we will be going over that uh that's part of the process um Mr Bridges has been very heavily involved with us as well in reviewing some of these things um and and we when when we have that final language we will be bringing that will be our recommended more of like a clean policy that we're bringing at that point it'll be that first reading that we will have all the options available so you can kind of see what

157our our thought process is and where we're coming from and then raise those questions during the work session thank you Mr Bridges thank you Mr superintendent ladies and gentlemen um chapter 120 the administrative procedures act has not changed what has changed is the velocity and the volume of compliance matters coming out of the legislature so um for the foreseeable future I I think it's just going to require an adjustment in your routine at work sessions and board meetings and this will look a little bit more like what you've seen at County Commission meetings and City commission meetings where every meeting you'll have the certain certain topics this is a public hearing on this is a public hearing on and it's just it's almost like a like like it's just a regular agenda item but we're

158going to need to do that um continuously uh not only to to get current but then to stay ahead of the wave because we have every indication that the legislature is not um is not decelerating in the in the number of statutes that contain language that says Local District school boards shall adopt a policy or or they or they change something that is currently in in policy and now we have a statutory conflict so it's just going to be a matter of routine we're going to have to work it in there but I suspect at not every board meeting but perhaps most of them will need to be bringing policies forward for adoption and revision and and also remember that you some of these are brand new policies that the legislature has laid on us

159and some of them are are changes to Old policies and some of them are just ministerial changes very minor but we do things to track the changes in statutory language it but it is going to be a matter of of routine uh and it will take some time uh at each at each meeting and it will take some time to sort to sort of adopt to the new Rhythm but be prepared for that and and this is going to be a team effort thanks Miss Fields thank you I was basically going to say what um Mr Bridget said I don't think that we really had a in-depth review of the policies through Neola in over 10 years 10 15 years it's been a minute cuz I remember some of the board members that were present

160at that time have long been gone and so I would just say as you referenced it's going to be very tedious it's a lot of work and it might end up being more time than we have on the calendar it just depends on how we work through the process I just wanted to make sure that that's understood that it is going to be very tedious work and I appreciate you all doing the executive summary and making sure that we understand what those changes are as we are reviewing it for each of the uh the meetings that's designated well thank you Dr Allen thank you superintendent hi just looking at your timeline I appreciate that I could see that in the multimon so when we get to that April 23d meeting Mr Bridges so I'm seeing

161about a 100 policies that would be coming forward in that meeting if you know the timeline is accurate and then the May 14th meeting I'm seeing about 56 policies and then when we get to that June we're looking at about five policies would that be accurate in this timeline from a work session standpoint make sure that we had appropriate time to public notice and so forth well um some of those will if they're technical they can go on a consent agenda U when you see those uh I mean some of them literally are changing a statute number because that statute number changed some of them are changing a division a state division title because that title changed so those we'll have a better understanding then um I certainly see the concern about bringing that many

162to a public hearing uh because obviously the public then has the ability to come and speak on everything and uh we I think we can we can take a look at that and see where the board how the board feels about um you know the that load we we could probably break that up over further board meetings but uh as far as the work session this is the the timeline we have for making sure we have that first reading done if you you allow me once again it's going to come down to establishing a rhythm and I think that will happen pretty quickly uh as as Chad mentioned many of these are are technical changes just simply because a word is changed in the statute and so we're required to do that and there are

163others uh that as he mentioned come in multiples of three you know the the for instance the the Personnel uh policies you you have same or similar language between instructional and non-instructional and um and administrative but we adopted three different places so that that can the time that that it takes to do that really is uh it's it's a fraction of what it would be if if they were all discret policies but yes we will have to establish a rhythm and I think what we'll also figure out uh very quickly is you know if if if at the April meeting the load is too big we'll do what we can and then we'll have another meeting so we will we will address every one of these and give it the the the requisite time you

164ladies and gentlemen when rubber meets the road this is what school boards do and so we'll um it it'll be a lift thank you super no further questions or comments thank you thank you Mr Mr Pitts good good morning superintendent Hyde chairperson Dr Allen other esteemed board members how was everybody this morning good okay seen you oh fantastic perfect answer thank you the budget and I'm not even going to talk about budget today okay all right so first item before you is to present two job descriptions that that will come back before you at the February 27th uh board meeting for approval um the first position Career Technical and adult education ctae reports coordinator that job was actually presented to you in uh June of 2023 and came back uh for your approval in July

165of 2023 however it was recently discovered that that job description was left off of the packet that you approved back in July so we're just bringing this job description back make sure that we um get it approved um so that so uh to make it official are there any questions on that job description okay the second job description before you is for an intern or internship under the public relations and strategic partnership um Department uh this position would be part-time and would start at $15 an hour not asking for that position today but just for that job description uh to get approved any questions on that M Miller um super and I have had a lot of conversation about Marketing in general and reaching our parents where they at where they're at um which takes

166a different approach than information sending so I think this is going to be a very important position this intern and it could develop it's my opinion it's up to the superintendent into a full-time position so I just want to make sure that that position is someone with a great deal of knowledge on the marketing piece and how and when you advertise a position it's read that way not that they won't be learning on the job but I don't know that someone with no experience would be helpful um a college student is great if there's some kind of history of being able to to do this kind of work thank you so please allow me to clarify Miss Miller that position that you're speaking to will be coming before the board this one is intended for

167our students similar to our Career Tech Ed internships and so I should have clarified that on the start um the board recently approved 20 internship positions for the trades groups but we felt that there were other departments where our students interest would also benefit us and so we begin with a part-time position in this role but to your point as part of the reorg restructuring yes ma'am there will be a discussion about positions to support marketing and that would be more direct to your concern and question and wouldn't it be great if we feed these positions into for the that're giving these student opportunities into us for longer term that's the ideal that is the intent love it that would be great and I think not only in that position but so many in our

168transportation and it that need those same opportunities um growing our own is probably the best way to do things because education is so unique and and how it um and how it's relatable to those things I I trust that you'll vote Yes when I put massage therapy yes uh and chair massages from our Ridge and Tech and Travis technical colleges on here to come here so all right perfect thank you for letting me clarify work session work yes ma'am there are no further questions on that item Mr pittz all right second item uh has to do with the um recommendation to approve the 2023 24 askme contract and salary settlement for bus drivers attendants custodial maintenance vehicle service employees and school nutrition assistant give me one second and and get this file pulled up for

169you maybe there's a file on the desktop here okay and under this item there's about five attachments um I'm not going to go through each of them verbatim uh I will give you an overview um and then we'll go through a couple of them and I'll answer uh questions that you may have the superintendent and staff were pleased to recommend approval of the attached collaborative and it was very collabor this year I'll go into more detail about that um tenative salary agreements Collective bar bargained contract Provisions that were overwhelmingly ratified by the three employee groups on January 13th 2024 the parties began negotiations in May 2023 and after seven sessions reached a tenative salary agreement on December 14th 2023 askme local 2227 represents approximately 2,410 employees which make up 421 bus drivers and 188 bus

170attendants 941 custodial electronic um equipment repair and support maintenance trades vehicle services and warehouse employes and approximately 860 School nutrition assistant the employee ratified tentative agreement for these three groups revised several contract articles benefiting both parties following school board approval the attached tentative salary increases become retroactive to July 1st 2023 the contract language will then be effective February 28th 2024 first item under uh this agreement is the um employee health fund again for um the year 2024 uh premiums are kept at zero uh dollars for employees um the school board in its July budget um approved to contribute an additional $100 per employee per month for the year 2023 2024 uh that $1,200 per employee totals $3,742 400 some substantive revisions and we'll start with bus drivers to address Recruitment and Retention entrylevel drivers with

171no prior busing bus driving experience will see an increase from the 20122 23 rate of $116.25 an hour to18 50 an hour a 10.77% increase which again retroactive to July 1st 2023 to address salary level compression the number of driver levels was decreased from six to five levels with no salary movement to recruit and re retain qualified bus drivers the parties continued several bonus programs to benefit existing and newly hired drivers through June 30th 2024 those include the perfect attendance bonus for the 10th year the district will continue perfect attendance bonus program for eligible drivers and attendance and expected cost of $425,000 including benefits which will be funded by Esser 3 a newly hired driver retention bonus up to 30 newly hired HED and appointed bus drivers may be eligible for a one-time $1,500 retention

172bonus subject to the applicable tax rate newly hired is defined as not having been employed by pcps within the prior 365 days newly hired drivers from sign an agreement to remain with pcps for one full year through May 30th 2024 uh being which is the last driver contract dat day and last student attendance day uh these services will not exceed $75,000 uh including benefits from the sr3 fund the sunshine budd's alternative work assignment will also continue for another year the parties negotiated uh this third and final year of an agreement for non route activity duties for drivers to assist schools the additional work may include student supervision during lunch periods reading to student students custodial duties and Mill preparation under sr3 these services will not exceed $436,000 including benefits Jason that does not require an

173amendment to the job description just be other duties is assigned that's correct but actually we have an existing mou with them to that effect as well if I recall correctly that is correct but it would not require Amendment to the job description no sir because it was temporary in nature got you thank you all right under the section of custodial electronic equipment repair and support maintenance trades vehicle services and warehousing EMP employees uh the day custodial starting wage will increase from $15 to $15.25 an hour uh with the number of salary levels decrease for all schedules uh to address um salary compression concerns the maintenance and trades and warehousing workers will see an annual salary increase of 2.32% and then for school nutrition assistance the starting hourly rate will increase from $15 to $15.25 an

174hour retroactive to July 1st 2023 to address salary compression the number of levels decreased from 15 to six with no salary movement are most experienced employees at the top of the 2223 salary level will see an increase of 2.8% earning 17.25 an hour as an additional incentive the $100 annual perfect attendance bonus will increase to $600 and will be paid in two installments of $300 following each semester with salary increases for asme in the recent paa poke education agreement um and with soon to be announced non-union raises the district maintain still maintains a general expects to maintain a general fund balance of 5% as of June 30th 2024 the financial impact uh for the 2324 asme salary settlement is estimated cost the district an additional 1,940 422 that's for salaries and benefits um the insurance

175portion for asme uh is another 2.5 million so in total for asme uh employees will see an increase in salary and benefits of $4.5 million now I went over that pretty fast and I want to go over the specific salary um schedules and salary changes um to show what the district has done with salaries for these employees over the last three years hang on Mr Pitts Mr sharpless I just I have one uh question um on the bonuses uh the perfect attendance bonus the newly hired driver bonus as well as the sunshine buddies um it says this is going to be funded by sr3 um do we have a plan because I think these are all worthy bonuses uh whenever Sr funds run out do we have a plan for future like what do you

176think and potentially how are we going to fund these programs prior to eser Dollars we did fund those out of general fund okay that's where I anticipate that they will be funded from in the future okay thank you that's all I have yes sir I'm waiting on Mr Pitts okay it looks easier when you're sitting in the crowd can can you get that first one to pull up there go yeah that looks good thank you Jud okay here's a a spreadsheet um that shows salaries or hourly rates back to 20 21 um and let's start off with bus drivers in 2021 the starting salary step one of a bus driver was $13.40 uh this year that'll that'll go to $18 which is a 10.77% increase over one year um but over three years that's a

17734 and A3 increase the average increase for bus drivers uh is five it's is 5.73 for all those um six steps we're actually dropping a step that's so it's it's going from six steps to five steps that first step you see of $18 uh is going to be combined um into one but the average for all bus drivers over the last three years uh is a 23.4% increase next section is uh bus AIDS the beginning salary in 2020 21 for a bus Aid was $928 um last year it moved to $15 an hour for the starting wage and we're keeping it at $15 uh again this year if you'll remember last year $15 became the minimum wage for any Schoolboard um employee so although that's a zero those employees that are on that very first

178step will not see a pay increase um over three years it has been a 61.6 4% increase on that verse level overall these employees uh will see a 0 89% almost a 1% increase um for all bus AIDS but over three years that's been an average increase of 35% School nutrition this does not include School nutrition managers or Food Service managers they actually fall under the non-union side of the house um and that'll come back before you he a couple weeks but for the school nutrition those that start beginning salary beginning step back in 2021 was $10.30 last year it was 15 this year it'll move to $15.25 an hour um that's a 1.67% increase uh over last year but over 3 years that's a 48% % increase um in salary on that step one

179if you average all the steps for the school nutrition folks it's a 4.7% increase over last year but over the three years it's a 32% increase um for the average school nutrition employee you'll see in on the slide uh behind me here um that there were 15 16 steps um previously um this year that's been reduce one two 3 four five to seven steps and when we talk about compression again that was due to the the rapid increase in the starting salary caus several levels to be compressed together um as we did not have enough funds to proportionately move everybody uh so just wanted to make that definition clear of What compression is our warehouse workers the starting salary back in 2021 was $17.39 an hour uh last year it was moved to 1989 and

180this year the starting salary U for a warehouse worker one will move to $20.35 an hour that's an average of 2.3% increase for this one year um but over three years for the warehouse workers they will have seen a 15.9% pay increase our receiving clerks is the next group I'd like to point out um they began with a starting salary in 2020 21 of $19.92 an hour which moved to $22 42 an hour last year and will move um another approximate 50 cents to 22.9 for that is a 2.32% increase over last year for a threeyear average those employees will have seen a four 14.93% increase our quality assurance specialist had a starting salary of 213 an hour in 2021 that moved last year to $23.63 an hour and will move this year to $248

181an hour that's a year um increase of 2.32% but an average over the three years of 14.3 6% in that group Mr Pitts I'm I'm going to jump in here for a second how many more groups do you think you have uh three P I got like three more pages three mhm you want Pages or three three three three pages of probably um five so I'm going to ask that we stop um I'd rather we provide a more explicit summary to the board that just shows the employee groups shows what we paid in 2020 2021 and the increase a percentage but what's also missing from this and this is the reason I'm jumping in is the board has also invested over $21 million in additional HealthCare coverage costs and that needs to be included in

182this because if it weren't for those costs these pay races would have been significantly higher and so and even though these are incredible increases over a 2 to threee period of time respectfully I think it's important as we did when we announced the Pea pay Rises that we are also inclusive of those additional dollars that the board has invested in making sure that our employees don't have costs associated with their health insurance and we have at least two board members who are sitting on committees trying to work through and problem solve this with pea and with other Representatives so Jas Mr Pitts I'd like to ask that we just bring this back at the next meeting to provide that summary or you can provide it to me prior to that I'd like it on the

183record publicly uh I think it's important but I just I think there's an easier way for us to format it and get the information in a little bit more concise manner um so and I'd like to see the information include multiple columns one what's the overall increase that we've seen what's the increase including insurance and then What's the total increase that our employees have seen benefit wise because again far too often we leave out that insurance part and again $21 million would have gone a very long way in pay raises if we didn't have to invest in our current insurance plan the way we have so I think that's an important thing for the board to take credit for as it relates and the staff to take credit for as it relates to these in

184these pay raises and you saw a number of individuals went from $9 an hour right to the 15 because we went there early as a school district just as we did with the starting based salary for our teachers and others and and I think those are some incredible um increases for us to highlight and and celebrate but I I don't think it tells the whole story because of the insurance being left out so I'd like to make sure that we provide you with that information as well and we and we read that into the public record at a future meeting so are you comfortable with that Mr Pitts I'm very comfortable with that okay board members anybody any concern with that I don't okay Miss Cunningham thank you okay so I know you didn't read

185the other five pages so this may not be totally accurate because I didn't hear the rest of it but based on what you've discussed thus far there is one group the bus attendants yes they went from 9 to 15 but this year they not getting a raise and that bothers me I don't know if that was discussed everybody else at least went from 15 to 525 is there any reason that they didn't get at least a quarter raise I it's just so hard to swallow when we're trying to be fair and Equitable across all all employee groups and I understand the jump I do but I think if we're giving everybody something is there any room and maybe maybe this isn't the place to ask that but I just I hate that one group isn't

186getting a raise are there others on there that you didn't that was the only that was the only one was that step one yes I understand it was just that step just that one okay I that's my two cents I really feel that should have been addressed Miss Fields thank you I I had a couple of comments um I appreciate the th the thoroughness of showing the trend I agree with superintendent Hyde I think that we definitely need to show what it would look like if the health insurance piece was there in addition to that we've we've talked about it many years great example of the nutrition assistance they were being paid peanuts at the time that I think you started your Trend and then being elevated to $15 an hour um is a tremendous

187thing to to witness and to see uh but I think that in some cases the staff was being not paid as they should have been back at that point in time were we doing the very best that we could do probably so uh so I think that when we were giving this information we had to be very mindful that even though they're saying a $15 uh pay now that at the point in time when the Trend was started they were being paid very little I hope that makes sense so I just think that out of respect we need to be mindful that when we're giving this information that maybe even say that even though we might not have been paying what we needed to pay at that time because of the situation we found I

188found ourselves in we have been able to elevate that and now they're at a better place I'm just saying I I agree um and I I want to make also one thing clear and just and just to touch upon what you talked about Miss Cunningham this was a collaborative effort among 20 District staff and and approximately 20 20 um asme staff um and those were very very tough discussions uh when you lay out what what each employee makes under under that bargain group um trying to address those staff that have been here longer term was was the primary focus of of of what you see before you here I wanted to ask you maybe just my could read anything that was on the screen do we have no ma'am I'm GNA ask Mr Pitts to

189provide that Excel spreadsheet because I don't have it as an attachment either I thought just my eyes no ma'am okay okay no ma'am all right thank you those are all the questions or Miss White I apologize Miss White thank you um thank you for all the information I look forward to getting an Excel sheet with all of all of what you were showing us um as far as timeline if this comes back at the late February meeting would we bring it back to back so we still are voting on it in at February yes board meeting thank you well won't come back to back because this is your Workshop your first reading there would be a second well we would cover it in a workshop just to make sure again we get some of these

190points on the public record and then the board will vote that night still thank you the very end of March the last March paycheck is when assuming this gets approved at the next workshop at the next board meeting that's when those uh wouldn't show up employees paychecks thank you yes sir there are no further questions or comments Mr pittz thank you Mr Mr chair the last three items are informational only um so from my perspective the superintendent report has been concluded and budget and staffing has been concluded great thank you superintendent Hyde um at this time we'll just move down to our board comments and this is your opportunity to address uh your involvement in any of your committee uh liais on appointments and so forth and I will now open up the floor to

191you to bring those forward at this time all right Miss Miller you are recognized thank you um I sit on the headstar committee and we have a meeting later today but there's a possible video that needs to be shared with the board they could come back and do it at work session again or it's something they could email out I'll get the details and email it to vet and then you can decide how you would like them to proceed great thank you Miss Miller and Miss Fields you're recognized thank you uh Cher Allan I just wanted to to report out about the committee that I'm serving on for the health insurance piece that uh superintendent Hy has been referencing and we have been very busy uh we've had two meetings since our last meeting I

192wasn't able to make um the last the previous meeting but I did make the one this past week uh and uh we're making a lot of progress and I think it's a very aggressive um timeline to uh bring recommendations to the superintendent and then bring it before the board uh but the work is being done and I want to commend the committee members that are working real hard to ensure that the uh level of work that we need and it is very much understood we've got some some great directions from the superintendent as to what he is expecting and so we're going to be uh looking forward to finalizing that and then bringing it to the U to the board for consideration great thank you Miss fields all right and I'll just bring forward as

193well uh an update with Junior Achievement as noted last time uh superintendent Hyde gave us an update a brief update on what's happening what's transpiring there in regards to the expansion of the 3de as uh currently established at tarck and with the potential to grow and I'm sure we're going to see that soon come back uh Miss Dodge had given us a report as well that um an appropriation ask did hit the um house budget and so we'll see where it goes from there um I did also want to bring forward as well you probably should have received some information in regards to your committee appointments um so I know that I've got some committee appointment opportunities with the half cent sales tax oversite committee so if you've received any of that you need to

194bring that information forward to IET um as well so we can move that forward in uh upcoming meetings all right so I do see a couple more comments here miss Miller you are recognized I just have a um a comment based on when we have those opportunities are we being asked when we are asked to um suggest someone to serve on a committee can we get an outline of the committee the days they meet we've asked for this before the days they meet a little bit of brief summary of what it is and then that way no matter what committee it is when I'm talking to people I have that information read accessible or I can for it to someone to share um some of our city staff that might have good ideas they're always

195you know they need more detailed information than I need somebody to serve on the half cent sales tax committee great as you know this has been what we've been working on collectively uh I'll address two things in regards to your point if you look up in the upper right hand corner of your board docs you'll see the library so if you hit that drop down um and dig in there you're going to see where those committee appointments are and uh so basically where it says board members if you click on board members District information on the left hand side bar and then board member committee assignments so that's what um you've it's not there uh upper right hand corner where it says Library I'm looking I'm looking that's board members yeah right here and then

196far bottom there yeah so everybody should have it and if you want me to walk you through that just so everybody can see it and do it as well underneath a library upper right hand corner of Bard dos yall see that instead of copying and pasting though it would be easy to forward emails stand by where am I standing um it instead of going to look through the library and copy and pasting what the Committees are it would be easy if there was an email with the concise information that can be forwarded right here you can share and then is email well share a link or will share the page yeah this is public information um as well so that can be shared with anybody uh the other thing too that we're working on on

197on this is I've I've asked for feedback if you me if you remember back in January you saw several board manual samples from other school districts um so again this is something that we've been consistently working on and I appreciate misset uh leading for leading that initiative as well so all the will be coming forward together uh in one large document so yeah you could share now if you see if you look in that uh board member committee assignments you can see when they meet if that is not accurate based on your meeting times currently within that please let Evette know on that as well or Linda but that's uh pretty much up to date at this point stand by Miss Miller you have anything else the one committee that I talked about um needs

198an update I will send it to you I'll send it to event great thank you Miss Miller Miss why you're recognized thank you I my comments were very much along the lines of Miss Miller's while this is great for the Committees that we serve on I think we need more for what we're being we're asking other people to do meeting monthly at 9:00 am. doesn't really help as far as when we're they're asking us you know what day of the week it is my Tuesdays look very different than my Fridays at 9:00 a.m. when you're asking me to serve um and also the point person for it so that we can make sure once they're appointed to the committee when they call us and say hey I thought we had a meeting tonight I can't

199get into the zoom that we're not floundering to try and get a hold of someone that we don't know who the point person is to get a hold of them um it's very difficult to appoint people to these committees when the follow-through is not always there as far as um communicating with them to make sure they know where they're supposed to be when they're supposed to be there and making sure that it's on their calendars well in advance um because oftentimes I hear from my appointees that you know I found out about the meeting 48 hours before it was happening and I just there's no way I can be on the other side of the county at that time of time of day so I had someone locked out of a building yeah so miss

200Wyatt and can you scroll down to the very bottom of that page where it says administrative content so which um which committee are you addressing specifically so we can make sure that we gather gather that information because if you look at the very bottom you can see that we have uh contact information to each committee so which one is it specifically that you're talking about that we're missing where are you seeing that yep so on this page here at the very bottom what are you under Library yeah so if you go under Library upper right hand corner board members if you click where it says board members I don't have that it did not come up when I was under meetings I had to go somewhere else yeah Library go all the way down very

201good so yeah I I can see that basically each board member does have a little slightly variation on on that document specifically next tobr which one sir all right so I'm Gonna Keep moving with our discussion here because some of you uh still have other thoughts so miss Wyatt thank you for bringing that to our attention we'll make sure that we are all unified in that I have one more question as well all right Miss Wyatt um is this on are is there a landing page on our website somewhere that has the Committees that we that the public is able to serve on who the contact is for those committees um and when they meet because those committees should be open to the public correct are they not Public public meetings so that where is

202that on our our website is it on our website is that something that we can get on our website that's what the county does yeah and again I mean I think this is um you know and I I don't mind taking ownership on this you know as now moving into this role as chair so if you have feedback in regards to the manual that we have desperately needed in regards to a shared calendar as well and uh misset I don't know uh if you if I can bring this forward but we do have a shared calendar as well so I'm not sure how everybody's um using that calendar and there is an opportunity for you to actually see all the committee um dates when we are meeting um so we make sure we get that

203information out to you as well I think the misunderstanding is if I'm a Community member and Dr Allen's asked me to serve on a board I need a brief description of what the board is when they meet what time and who to call I don't want to receive the call I received a call from a Committee Member who was locked outside of a building I had no way to help her and I they don't have access to the District directory so H so I think the information what we're trying to get is not for us I know where to go I know where the calendar is it's for the people that we recruiting to join committees I don't want it to make it difficult then we won't get people wanting to serve right and I

204think the point what I'm making is that is your responsibility to basically look at the sample manuals that you've been given right from other districts and say this is what the holes are okay and I'll give you an example right I know I've got three committee appointments for the half cent sales tax oversight committee that is my responsibility to know so I reached out to evet and I said hey I've got one appointment and I need to know what the next three meeting dates are right so then I can gather that and communicate to that person right that way before but that that's all right I'm just saying if you feel like there's a gap there which there has been gaps and we've had that issue before right but we keep talking about it rather

205than having it solidified so what I'm trying to do is gather the the board manual that will have all the descriptions and have all the appropriate meeting dates that you can then send out with your appointments right so the first things first is we want to get this board manual in place okay my understanding nobody submitted any input on that um document now it's a rolling working document and what I'll do is I'll bring you a deadline if that helps so make sure that we get all on the same page in regards to this and you have those recent because I don't know that I received those previously we do all right Miss anything else and I just I and I've told superintendent Hy this until we have where something that you know who the

206contact person is I don't feel comfortable appointing any more people to some of these committees until we know when they're meeting and that they're once they're there it's going to be relevant and that they're going to actually be able to serve on these committees um because there's that has been the question has been asked many times and we have not gotten the feedback that we need from some of them all right so you know at this point I want to go back to what was brought forward to us in December and January um as an extensive conversation to get these things moving forward so um we'll make that as a point of record make sure that we address that thank you Miss Wyatt Miss Fields you're recognized we do have a manual it might not

207be what we want it to be but we have one so I think I think that needs to be stated because it's like you know we're flying by the seat of our pants we do have a manual it probably needs to be updated but we have one and I do agree with Miss Miller and with Miss Wyatt I think that we definitely need to have a description I have two uh folks that I need to appoint to the sales tax oversight committee and so I'm working on that but I do need to have knowledge and you're absolutely right on some of the uh screens the description is a little bit better than others but there's no phone numbers or anything like that so um for whatever it's worth I think that we just need to

208continue to do the work and and you're right we did get the information about the um the uh other school districts manual but that was during Christmas time and so how many of us are really going to take that serious no offense no worries and uh we just need to uh get some sense of deadline and then we can take it from there but please make sure that uh we don't throw the board manual out that we currently have without a lease looking at it to see if it might be of some value absolutely uh Miss fils I appreciate your comments on that um and if you go back to the you know if we need to resend it that's fine but December and January those meetings you can see uh what bylaws we actually

209had in place you know for example the pul value adjustment board we we do have some bylaws in place for some committees but some committees don't so if hearing you correctly are you saying that we would like to have a bylaw put into our policy manual as it relates to half cent sales tax oversight no I'm not saying that we just inform description well to me that's a bylaw that's where it's clearly stated no so then you just want it to be where so again you know I I don't want it just to be abstract it should be a written document that's the most important thing right and it should be accessible to me that's a bylaw all right um so miss Fields anything else I think I'm the current Speaker still yes you are

210uh what I would suggest is to go back to the district information board member committee assignments and then underneath there at the very end where you have the where someone has a different committees it's just to give a description of exactly what that entails and when they meet I don't think we need a bylaw for that okay all right Miss Fields thank you and Miss Miller you're recognized I think Miss Miss Fields who often says things more eloquently than I do that's kind of where I was going um if I send bylaws to people they're going to look at that as a a rule you know that's how the rulle making is or how it runs and you don't put people's phone numbers in bylaw I think if we had a description with a contact

211under that page we could easily share that page and I apologize if I wasn't being clear on that I didn't want to create something new I just know as a community member if I say certain committees if they're not in the realm they need more information they might shy away from agreeing to it I think this is a good place to start and just adding that information would make it accessible and easy I don't I don't know what other board members think but miss Fields always says it better than I do thank you Miss Miller and I see Miss Cunningham is next thank you chair um so when I was chair um a few years back we had the same issues and so I took the time with the board members and I created sheets

212back then if you remember and it would include each committee when they met where they met what the obligation was meaning how many terms and so forth so I I don't have that on me today but if you would like me to forward that to somebody to make life a little bit easier it would be a great place to start and then at at the board meetings I would hand them out at that board meeting so everybody knew okay I got this particular one he got that I meet the first Tuesday of the month or whatever it is and where now granted some of those are going to change and have changed I'm not saying that's gospel but I think that format that outline cuz I spent quite a bit bit of time with with

213our staff at the time doing that because nobody knew who what where and when and we're back to that now unfortunately so I'd be happy to at least forward it sir and then you can take it from there great thank you Miss you're welcome I I do want to know if you go to the community section of our website you're going to find a lot of these committee descriptions there as well so for example under the Community tab on the main website you'll see half cent sales tax so we we do have those um that are out there that you can share with your potential committee appointments thank you Miss Cunningham and Miss Wyatt I'll come back to you thank you yeah I and just going off of what and Miss Fields I feel like

214always says it so eloquently um but updating this section is would be more than enough it just is disjointed in that some of them are very specific when they meet which is really helpful I think giving the dates of the upcoming meetings would be very helpful um but giving the contact person is key um and that's I'm I'm I am concerned that when I look at both of your screens they both look different in different ways than what I'm seeing on mine so I don't know if the library section under board docs is where we should be storing this just because I'm concerned that it looks like it's updating for some and not for others but they all look very different um but I do think it's important also for our our public to be

215able to access that information um and I don't know if board docs is the the place that they would usually go to access information about where the Committees are being held or what types of committees we have um so I do want to make sure that we also have that information um readily available to them on the website thank you Miss Wyatt yeah and I I again I think these are baby steps I appreciate your feedback so um the fact that we do have this this is a good step and we will look to make sure that we're all unified on this uh I do want to also draw attention back to um something that has been added as well we do have the shared drive that you can access as well so I'm not

216sure if anybody's accessing that drive that was then sent out but if it needs to be sent out as a reminder um that would be another Resource as well but from a public standpoint and sharing that information this is probably going to be um the the best place to be able to store that publicly all right at this point I see no other com comments all right Miss Miller you're recognized so as so are we going to decide as a board where we want this information because I think three of us have said at least copying on using what you've created and adding a description with a contact number would be easy for us I don't I don't the rest of the board needs to chime in what would be easy for them I think

217because it's a board decision it's not a one person decision exactly Miss Miller so if you see what we're trying to get is that everybody's unified with having the same information within their board docs first of all is that correct Miss Miller the same information in adding the descriptions and phone numbers to that page under Library District information board member committee assignments absolutely all right Miss Miller thank you Mr sharplus you recognized since since we've been asked to put in make input into this my process is really simple I normally just call a vet or email a vet and she gives me the information so for me personally it doesn't matter however way we have it set up here just my opinion thank you Mr Sharin yes sir go ahead so these are board committees

218so but I'm I'm going to wait in here you don't have a charter for a single committee you you have not established a charter for any of your standing committees there is no document you can go to that talks about the authority the purpose the intent the process so I'm going to encourage the board to just reflect on that first and then decide on how you want to proceed because half cent sales tax committee I assigned staff to it and and it's a I think for most it's a very very clear objective but it's not because even within that process we've seen projects Leap Frog because of advocacy or other issues when let's be honest a school that's newer should not be getting a facilities enhancements over a school that's significantly older it should be

219timeline driven so that's just an example of where the charter would address that issue and prevent that from happening and so I would encourage the board to reflect on these committees and and really and again more than happy to provide assistance but I think the first matter be that we have to resolve isn't the meeting dates and times it's identifying the purpose intent and outcomes that are expected as well as the authority of a committee and and there are a lot of online utilities and tools that can provide that guidance but we need to establish the charter for the Committees first um because otherwise it can become problematic and you get scope creep you get other issues but I think that's part of what needs to be addressed as well if the board would like

220this to be hosted on the board's website at the board's page landing page happy to make sure that our team adds the standing committees a point of contact but ALS and and the meeting dates and times and locations that are generically understood um because meeting locations and dates and times can and will change um so I think we need to put an ashri there that says that this is generally the the schedule um but there are also times where meetings get canceled at the last minute because we don't have a quorum um simply stated which is why you got attendance reports on several committees as well and to Mrs Wyatt's point we I am aware of an individual who did not receive updates but when I go back to my team and look at it

221they're able to show me emails then correspondents that went out that do include it so and we have to figure out as a system our ownership in this because if someone's email address changes because their workplace changes or their personal circumstance changes they change their personal email we've got to be notified of that so that we can make a regular update to that so we'll put those in we can put in some timelines and things but I would encourage the board to start with just considering for each one of these committees some of which have not been active for a long time do you still want the committee and if yes what's going to to be the official charge of the committee I think that's a good starting place for some of these so um

222just from my perspective it's hard to manage something when the direction is not clear so thank you superintendent Hyde all right any other thoughts I see Mr ni you recognized thank you I'd like to Second what uh Mr hi just said I'm a net halfs committee and we haven't had Quorum in the last two two meetings and uh it's hard to get everything accomplished and done when you don't have a quorum uh everybody that's in the meeting is very knowledgeable and uh does a good job uh and I I really agree with uh what Dr Hyde said about uh if we were to go further here we're probably starting to dig ourselves a hole oops Mr Hyde gave me the honorary doctorate not yet yes sir working on it anyway that's my two cents we

223don't need to dig our a hole thank you all right Mr Niti thank you so much No Other Board member feedback comments all right if we have no other further business we'll call this meeting