##VIDEO ID:Z6nDVD58xU4## welcome everybody to the Holio school committee meeting it is January 27 at 6 o' calling this meeting to order roll call please here here pres present here AI present here here present all rise for the pledge of allegiance aliance to the flag of the United States of America and to the Republic for which it stands one nation under God liberty and justice for all on March 29 2023 Governor Hy signed into law an act relative to extending certain state of emergency accommodations which among other things extends the expiration of the provisions pertaining to the open meeting law to March 31st 2025 specifically this extension allows public bodies to continue holding meetings remotely without a quorum of the public body physically present at a meeting location and to provide adequate alternative access to remote meetings the ACT does not make any new changes to the open meeting law other than extending that expiration date of the temporary Provisions regarding removed meetings from March 31st 2023 to March 31st 2025 pursuant to Mass General Law chapter 38 section 20 I'm hereby informing all attendees that a video and audio recording is being made of the meeting on the meeting is being live streamed and run live on the city's Community TV channel welcome everybody and um we have for student showcase I I'm hoping that Mr stto can tell us a little bit about that yeah unfortunately it looks like our two students uh weren't able to come today but I wanted to publicly acknowledge um two of our students who uh received the Massachusetts award for excellence uh through the ma um Massachusetts Association of school um superintendent um you know I have the priv pre of of awarding a student at the north campus and a student at the dean campus every year um and we go through a process um where we ask leaders and and uh each of the leaders to identify a student um we had two students one of them Michael Melendez and I just want to uh you know uh read if I can um a little information about Michael Melendez Michael M lendes is a standout student at Holio Kai he has an impressive 4.5 GPA and will complete nine AP courses and three college courses upon graduation Michael has a laser focus on his goals and is very motivated to attend a competitive four-year college and plans to major in Neuroscience Michael is a questbridge finalist which means if match he will attend a prestigious college for free Michael has given extensive time to his school and community Through various service services and activities he has volunteered at Camp Jericho the Rotary Club margets pantry and works the Holio High School concession stands for basketball and soccer he's maintained high honor role status and is a member of the National Honor Society he highly motivated organized works well with others and is beyond deserving of this award congratulations Michael and uh the other student is Samantha Samantha thadis and she's at Dean and I want to read the nomination paperwork so today I want to talk about Samra thadis a senior at Dean I've had the pleasure of teaching Sam for the past four years as well as being her adviser for the student ambassador program here at Dean she has honestly been nothing but incredible every day she is nothing less than a ray of sunshine that brings joy to others lives when they see her she is an incredible Career Technical student as well as an academic classroom but even more she's just a great human being Samra cares for others and is friendly to everyone she meets Samara is mature beond Beyond her years and extremely professional I've noticed that since her first year at Dean and that's why I asked her to be part of the student uh ambassador program here at Dean soir and a few other seniors this year have been the heartbeat of the program for the last couple of years coming up with ideas on how to make the school better for her fellow students as well as to fund raise so that the program can get off the ground and strive for greatness she's always one of the first members to volunteer to help with an event and even if she isn't scheduled to work she helps with so much energy and personality that it boosts the event we are putting on that much more in class Samra has been a leader since her first day in PE getting others to participate and burst out of their shells I think she would say herself she's not the greatest athlete in the world but I will give her credit she participates and tries her hardest and a smile on her face all the time I wish I could have 20 Samaras in my class it would make my job so much easier and so much more fun if I were to talk about Samra I could share stories all day but I'll just end with this I love having Samra as a student and a leader in this school and I'm extremely proud of her and all the work that she puts into achieve her goals she will have an extremely bright future and I can't wait to see what she does because she will be successful at anything she puts her mind to I can't think of a better recipient for this award thank you so much Mr so Mr cmore yes excuse me uh I'd like at this time to congratulate both students and on behalf of the school board send them a letter of thanks and not only to them but we have to include our staff our teachers and everyone else at these schools because they're the ones that are helping those students along and they deserve Applause too so I'm I'm send them a letter on behalf of the school board also the parents thank you so much Miss Wilson so is that a is that a motion yes all right so I'll second the motion that we send the parents and the students um a letter I don't think we can send all of the teachers they've had while they've been at school here but um actually you know just to acknowledge the wonderful work so I second it onto discussion also we have um Irene has very graciously prepared some sertificates for the students on behalf of the school committee as well um recognizing their award as well so all those in favor so moved motion passes unanimously it's always nice to start our meeting with Mission moments and seeing how awesome our students are Miss felici do we have any public comment no so on to student reports we'll start with Holio High North hi my name is Nicholas Rodriguez I am the representative for Holio High School uh HHS continues to implement some next steps from our student Summit in December we have started to have students work with teachers during professional development time to plan lessons together we are just at the start of this work and are excited to see where it will go a team from Holio Kai School visited another school that is doing this work as well to see it in action and get ideas for how to implement it better into our campus another step is that we will be creating a student committee though the official name of uh this committee is yet to be determined to monitor our progress with some ideas from the student Summit and to make sure that the student voice is Incorporated in everything that we do on the camp campus uh this will be part of our continued redesign work U mark your calendars the hooai school theater company will be performing their second show of the Year Lord of the Flies from February 5th through the 8th be sure to get your tickets and check out the show senior nights for a winter athletes are coming up soon a big shout out to the boys basketball team who are currently 10- two students will begin planning their 2025 to 2026 school year counselors will be meeting with students to share courses and help them think about their plan for the next year nth graders will participate in an academy Celebration Day and on this day they will find out the academy that they will start in the 10th grade thank you thank you Mr Rodriguez can you say again one more time the the dates for the play uh yeah Lord of the Flies we will be showing it off from February 5th through the 8th you so much no problem and joining us via Zoom Mr Kennedy hello can you all hear me okay yes um okay perfect uh sorry I couldn't be there in person I was still in my scrubs and that's unsanitary and I'm tired so I'm here VI Zoom um so I have just a couple updates for you today uh today we began semester 2 uh which is also known as quarter 3 at Dean Tech um so that just pretty much means we are officially halfway through the school year just about via grading uh which is amazing because you know every every student is looking forward to moving on uh to bigger and better things and you know expanding their Horizons a little bit um as of today as of today all district e8th graders have been visited have visited have been visited at their schools uh by Dean staff to best explain what our school is about we have also hosted every Middle School in Holio to showcase our building and our nine vocational programs this week all n all eighth grade applicants will begin the interview phase of applying to Dean uh a team of counselors shop and academic staff are traveling to the middle schools to conduct these inperson interviews we are proud of the Holio teachers staff and families who have supported their eighth graders in this process of beginning their High School careers uh every single person at this table every single person watching this can tell you that's that's a stressful thing um always you know continuing on to the next stage of life is scary um so we appreciate all the support that the eighth graders have gotten and it was really fun being one of the ambassadors to tour them around uh and kind of just see the the fresh uh faces we are looking forward to this year's building uh of the St Patrick's Day Colleen float which takes place here on the campus every year lastly uh we shout out our our Holio athletes for the success of so many winter sport athletes our wrestlers recently won the Franklin Tech wrestling tournament taking first place uh so that was very exciting so congratulations to all those applicants um yeah and know happy to answer any questions thank you Mr Kennedy see any questions thank you so much moving on to superintendent report Mr SoDo yeah I don't have any in a report this is just an FYI of the communication that I sent I wanted to make sure that it gets in the packet for public record but I don't I don't have a report this this meeting that'll be at the next meeting thank you so much on to Vice chair report we had a confusion last time this time we had only one document so there should be no confusions all the committee appointments stay the same with the exception that we appointed Miss Lafave as the chair for the local control subcommittee and Mr Shen to the leadership accountability and measurement both as chairs of the respective committees so may I have a motion to approve the lineup as it stands second motion by Miss deny Williams seconded by Miss Wilson discussion is I was just holding my button here for when we go to vote so I okay you look so ready that I was like I'm ready wonderful there's no discussion all those in favor I I any opposed motion passes unanimously next up we have um a request to all chairs and this is not to give you more work necessarily but because we have to make sure that we are following through all the work that all of the chairs are doing and all of the Committees are doing specifically where it has to do with our capacity building plan and I know that sometimes you know if you're waiting for a for the minutes and finding the specific thing that you're looking for it becomes a lot harder to find the change es so if all the chairs could submit written reports with the with updates single bullet point just this are the things that were made so that way we can follow up and then for the chair of the local control subcommittee is also easier to be able to follow through and find the changes okay Miss Wilson so I'm wondering um is there a timeline expectation for this written update and um who would we be sending it to fa so our next meeting um for the local control is February 10th but the template has to already be sent to the commissioner at least the week in advance so it should go to the vice chair as well as myself um so that when we create the the slideshow for him uh all that information is already on there thank you so if it's February 10th by well let's just say by the end of this week because next week I it already has to start so while I'm away in DC I'm going to create that slide and send it thank you thank you so much Mr wellan exactly like what documents are you specifically looking for like know a condensed version of the minutes and yeah something points bullet points yes I can do that thank you love so just like an example um Mr wallan I believe you started signing warrants is that correct so um you could just say when you started signing the warrants the only thing is what's going to be the processes that coming to the board just for acceptance or whatever um we have here the budget transfer that could be put in there as well that you know a budget transfer came forward they kind of want to see what exactly it is that we're doing and whether or not we agree with the stuff that's being presented I just want to make this clear um the expectation is that we're showing that we're having those discussions um on anything that's put forward even though we don't have the power to say yes or no as to what's going to happen but when we say yes and why we said yes because we had that discussion it's just showing them that we're ready once July 1st comes that whatever we put on the agenda it's not that we're just making a quick decision we're actually having those conversations that at the end of the day it's student focused um so that's about it just specify what you've done I know Miss uh Wilson has been doing a lot on policies um yes you have reviewed them but we still have to post so we haven't had them posted for feedback so there's some things that we are delayed on um so it's kind of even though we may not show everything that's it's positive at least if we identify where we need to work on I think that's also what they want to see Miss Wilson since you brought that up I just want to um I'm going to be giving an update under uh updates thank you Miss wison okay H Mr Sheen for the purpose of those updates M Le is collecting is it only four items regarding the plan or is it it should be a report on everything in general bullet point simple but we have to make sure that the ones for the capacity building plan are there okay so moving on budget transfer this was the one that was referred to the finance subcommittee last time the finance subcommittee meet in between not okay can you go on to next next one I'll find it sure thing I can come back the motion to yes sure thing would like to welcome Sean Sean Mangano speak recognizing Sean Mangano hello everybody haven't been here in a while nice to see you I feel a little inadequate after hearing about those students that uh have more college credits than I do. GPA no I did not so you know do my best um so I think the budget transfer that's in your packet is actually a new one um so the one that was referred did go to finance committee we met last week um and we did review that one and then there was a new one that we brought to finance committee as well and the finance committee reviewed both and they recommended both back to the full committee um I think there was a miscommunication so the one in your packet tonight is just the new one um and I can explain what's in that new one so there's two pieces to the transfer that's in your uh packet tonight um the first piece is a transfer for a student information system uh during the year this sort of started before the capacity building plan really started but um we identified a need to upgrade our student information system uh the one we have is just hasn't met all the needs of the district um from like a student Focus From A a parent Focus we've been looking for ways to improve it so we held a procurement earlier in the year where we did a request for proposals and we solicited different proposals from um student information system vendors and uh we worked with the city procurement officer to solicit those proposals and we had a committee review them and select one to go with uh so this that first transfer in your packet of $85,000 is related to um uh basically subscribing to a new student information system there's going to be a period of time where we need both our current system and the new system as we implement it um and then there's also going to be training associated with the new one uh not only for some data staff but also for High School staff um because one of the biggest things they do and and I can see Allie shaking her um is build the schedule in the system and so we need the folks who build the schedules particularly at the high school level where it's super complicated um to be really well trained on it so that's what that transfer is once the the kind of transition period is done the annual cost will be about the same as what we currently pay um so it's not going to be an increased cost long term but there's this transition period Mr s and I just want to elaborate on that um when back in 2016 we we went from a system called uh reaker to the the system that we have right now which is School brains and um I would say like four or five years after implementation there had already been talks about some of the deficiencies and primarily is it's how limited um that this system is with collaborating with other systems so uh School brains specifically has a lot of restrictions on like backend data access that we need to be able to link other systems so a lot of the work that we do is is in some ways repetitive because it has to be entered into school brains and entered into another system and uh the system that we want to move forward to is power school and um you know more districts are using it and it eliminates that problem and we you know uh I wasn't you know back when it was brought to me four years ago I was not def I was definitely not trying to like nope we've been at it for a few years we need to give it a little bit more time but enough time has passed by that the team knows that this is going to be a heavy lift and a lot of hard work but they're all willing to put in the hard work because because of on the back end how you know how much beneficial it is to switch to this new system you're willing to it's going to be you know double the amount of work it's going to be hard that first implementation year but they know how much time it's going to save on the back end Miss fath I'm fighting here um so John so this is where I'm gonna I'm getting annoyed with this um this is where it goes back to the policy aspect because you just mentioned I didn't even catch on that this was a different budget transfer my apologies so the other one's still floating there yeah the next one will come back at the next meeting but if we look at our policy it comes straight to the school committee whatever budget transfers is recommended by the by the superintendent so this I don't know are we looking at changing the policy so that it's going to finance first and coming here but then it doesn't become a timely yeah man so we talked about that the finance committee um and I you know what we sort of settled on and obviously open to feedback is that if if there's a finance committee meeting that I can bring it to First for them to review and ask questions and give feedback I will if it's not time sensitive we'll bring it to the finance committee first for um review and recommendation if it's something that is time sensitive uh we would bring that straight to the committee and we kind of equate it to like the council some things go straight to the council if it's time sensitive they they'll act on it without referring it um we definitely don't I don't think we want a process where we bring it to the committee refer it then finance committee then back to the committee just I think that will add too much time but if if I if it's not time sensitive and we can bring it to the finance committee first we will um to review it and if not we'll explain when we bring it to you guys like it was time sensitive and that's why we couldn't go to the finance committee first um so that's what I think most of what our discussion was when we met last week was if we can we will the the other one's not time sensitive either that one you're still not planning on doing anything so the other one we had some funding within the the budget that we could start it with again because it was a small kind of a shorter assignment those those needs were really time sensitive so um so we have not held that up in this case um but we will still bring that one back to move the budget Mr Sheen oh I guess I'm confused then this probably more towards the superintendent or the subcommittee chair but so did this budget transfer just I mean if I'm hearing that if it's time sensitive is going to come to the committee first I thought I heard though that the finance not this one or sorry the finance committee did discuss the one that's in front of you yeah tonight it was brought can't just no no I'm talking to the superintendent so stuff can't just go to sub we were looking at the capacity building plan and and what was said in the capacity building plan we thought that you know we thought it would it could go right to committee but I think think we're looking to get clarity on what are we going to do this year as part of the transition plan and what does the committee want moving forward after you know after the you know after July 1 um and this year we you know I think we were looking to hopefully get you know the first available meeting to be able to discuss it but you know if it is the committee's desire that this year in the transition period that we go to uh go to full committee first then gets referred to subcommittee like we can build that into our timeline um okay but I'm looking at the agenda from the January 23rd meeting that's where this discussed right this budget transfer is not even on that this particular one was not discussed at a full committee meeting not hold on I just heard that it was discussed a subcomittee meeting I can clarify if it's helpful I mean at a at at a full committee meeting this was never put in front of the full committee but was this budget transfer ever discussed at a subcommittee meeting this one was yes okay why isn't it on the posted agenda so can I just I can address that super quickly looking for the chair like why isn't it on the agenda Mr yeah that's part of the problem I mean these these transfers should be coming to me first before they're appearing on the the full School agenda okay that's that's my request okay so these are getting they're bypassing the chair to put on these agenda there's errors in it already we had one last meeting okay here's another one okay so again through through our um the super and our Sean the best POS the best possible thing would be for the the item to come to the finance first then be well come here first be referred to the finance for Action come back to to hear for final that takes too long right for for some of them right go ahead so I just want to clarify so so we give budget monitoring reports to the finance committee and part of that budget monitoring report that we've added because of the capacity building plan are any transfers that um do not require approval we when we built uh when we created the budget transfer policy there's some transfers that don't require approval if they're within a cost center but we did say we would report out on all of them to the finance committee so we've added that to our regular budget monitoring report that we give to the finance committee and then in addition to that we've given we've added to that report any proposed transfers so that budget monitoring report that's in the agenda that was in the agenda for the finance committee last week it includes a sort of a budget update it includes any of our contracts that we've signed that are over $100,000 um it includes all gifts and grants that we've received and now we've added to it um a budget transfers that been entered and budget transfers that are being proposed so that's why it wasn't like explicitly on the agenda is because it's all within that budget monitoring report Miss LEF so um well thank you for that information um but the only thing is is that until the policy is changed we still have to follow what the policy under dbj says um so I know there's a recommendation that you they want it to go through through Finance first but until that's said and done right now it comes to the school committee as a full board once it's changed if that's the will of the of the committee once it's presented by the policy committee and it gets changed feedback comes back finally approved posted then we can follow that but I mean if you you're recommending because I hear two different recommendations your time sensitive one one should come straight to the committee and then something that could wait a little bit longer goes to finance first but then I hear from the finance chair that know everything goes to them first then it comes to the committee so it's I guess a lot of that has to be cleared out and really specified in the policy when it's presented to the full board for for recommending the change but I mean on this one I'll go I won't put in the motion yet because I guess others do want to on it yeah I look I think so as part of the capacity building plan we said we would agree we would agree to you know uh budgeting norms for this year and work on policies for you know for post receivership we you know I I think that yes we need to identify a process of how budget transfers need to work through the school committee once receivership is no longer a thing for this year you know um we we I guess I'm looking for direction from all of you or from the committee on how you want to handle this year this year we came up with a warrant process that you know allows the chair to review warrants electronically and then makes available all the warrants for any Committee Member to see um and then uh aside from that we're we've committed to providing regular monthly reports on all of these things and for transfers we talked about what are the what are the cost centers that we want to manage the the or or review the budget at and what is the dollar threshold and that we you know we handled at you know either a local Control meeting um I I can't remember if it was local control or their full committee both committees so um what we you know what we're looking to do is what are we doing this year and then that hopefully I think that that's going to Spur some good discussion like right now how do we want this to work post receivership Mr sh I guess I'm just wondering I mean I agree with you we made those decisions why did this deviate from the recommendations that you approve like I I I mean the policy the committee approved it went to you for approval the local control subcommittee looked at it and then we deviated from that policy yeah I we initially brought the first one here and then I I sensed some push back that this should have went to subcommittee first so I was I don't think that like I want to get clear look we're looking to work together to figure out what do you guys want this year what do you guys want next year I think the current policy states that it comes to the committee and then gets the committee chooses the disposition and we chose to refer it to the financial committee I don't think the policy says directly that we refer back we could act that on ourselves what I don't understand is why anything went to a subcommittee any business that this committee does goes to a subcommittee without this committee referring it out that's what I how this even happened and I I truly think it was very unusual how it appeared on there just in a report I mean it wasn't posted in the agenda that there was going to be Committee Action on it and I don't know if there was a vote taken we gotten those minutes yet but the fact that it was just thrown into a report and there was no recommendation there was no nothing that would tell you that there would be this vote being taken just a proposed budget transfer and then I'm hearing did the committee make a recommendation on that yeah we had three okay so I guess like transfer there were three transfers aside from the what were the two others that we haven't even heard about I don't have my minutes I know there was the one from last time and then there's two as part of the one that's in your packet that it's one transfer but there's sort of two different activities in that transfer the the student information system 85,000 and then there's a Capal and again one reason that subcommittee may would have wanted to review that transfer is because the second one is all about facility projects um which definitely is something that since facilities is within the purview of that committee now they would have wanted to review mayor Garcia I was just going to so um I got to review this policy is there anything in the policy that that uh offers gu like when things get referred when things need to come to the committee for our approval to make it more efficient you know if it's a a transfer from expenses within a department line versus Personnel you know what I mean like or from one Department to another I'm assuming that that's already in the policy well this process is new so this I mean this specific process that we're talking about to make as we go forward and trying to figure this out I just want to suggest that the committee look into ways that achieves a level of efficiencies where things come to an agreement of where things don't necessarily have to like for example excuse me on the city Side um if a department wants to uh uh submit a transfer from one line to another line with its old within its own Department that doesn't go to the council to approve for example um everything that has to do with the Personnel lines anything that goes in or out of the personel lines comes goes to the council if you're transferring expense lines between expense lines from two different departments that goes to the council right so if there you know if there's a dollar amount threshold right like you know if it's a up to $1,000 uh transferring to it does that have to come to committee or should we just allow any policy that we can adopt that helps streamline the efficiency so it doesn't have to come to us but and then there's others that clearly I think you know would need to come to us so that we're in to know and and the biggest concern really is money is coming in and out of personnel line items I think um um but as you continue to explore try to find those efficiencies so it makes all of our jobs a little bit easier and less you know bureaucratic is the fade I can see where your confusion came because at the last meeting when we proposed that we had that other budget transfer on there for 109,000 I clearly remember this that I said you know go ahead and transfer and all of a sudden I'm told that it was supposed to go to finance first I could see where you would think that everything has to go to finance first but in actuality at that time I should have checked our policy CU technically it comes to the full committee it doesn't go to finance first for them to look at it to approve to recommend to to the committee um any transfers that you deem that you want to recommend to us comes to the full board again until you you work with um Miss Wilson and you guys create a different policy we have to go by what's currently on our policy it's not new this policy has been here for a long time no there's not a new policy it has not been post nothing so November 25th November 25th we approve this committee shall manage can FY 26 but there was special FY 26 right the committee shall manage the FY 26 budget by approving any transfers between the following cost centers schools academics and Leadership pupil Services school committee superintendent Human Resources Finance operations and Technology strategy and transportation in addition the committee shall approve any transfers within cost centers that exceed 25,000 all other transfers shall be presented at the finance and facility subcommittee as part of the periodic budget reports these transfers shall not require school committee approval and shall be presented for informational purposes and this was November 25th and it was passed unanimously and I mean the minutes I was looking at the minutes from our AG agenda today I just don't understand how the budget transfer got onto the subcommittee agenda without coming to this committee that is the problem with this that if we have a policy we if we don't like the policy we can change the policy but it says it doesn't say the subcommittee it specifically talks in here about certain things going to facilities and finance finance and Facilities but this looking at the transfer like this is one that should have come here first M I think this has us all confused because when and Miss Wilson I hope you can clarify this okay um although we went through the guidelines and priorities that the finance subcommittee was presenting and we took votes on what was going to happen when we created the cost centers at the end of the day everything had to still go through policies to work because they were they now got the contracted service to do all policies if I'm correct and even ones that we did during our Retreat were being represented and redone as part of that entire package so that would include your dbj that still would have needed to have been updated with that information although we approve that that's what they want to do it still had to be changed on the policy end and it hasn't even been changed on the policy and it hasn't been posted for two weeks um for feedback to then come back for a final approval but I'm going to M Wilson so first I want to say with receivership we went out of order when looking at policies recently so the process is and I don't have my computer with me tonight but the process is it goes to policy if it's referred it's referred but we're doing a full review so um so it goes to the policy um we develop a policy the next step is it should be reviewed by Our receiver um and then after it's been approved by the receiver then it comes to the full school committee and that's the first read then we do the posting then we have the second reading and approval if there's like no changes and then it goes back to the receiver to do a final approval because there could have been some language changes and then and only then does it get approved overall so even with our second vote on the second reading we are not approving any policy updates it is the receiver's job based upon our process to make those approvals and then get in place so any policies we've reviewed recently were that we were would did not go in the proper step right now we have a b c and d waiting for review so all the policies that the subcommittee did AB C and D um were waiting for review from the receiver so we can bring them to the full school committee some of them we will count if there's no changes by the receiver we will count that the first pass we did previously will count and then we can just post it some policies that were reviewed previously were put on our agenda saying that there were no changes and there were changes and that was noted and it will come back and that will count as a first read so that's all in our little document housing information so our process out of receivership would take one month to approve a policy it is not meeting that expectation at this point because of all the steps and we're talking about we maybe looked at 150 policies already um this upcoming meeting we're going to have like 60 we're looking at and don't even get me started on the other two next section coming up so I I have to say that it's it's it's a it's a long cumbers process um so that's just my clarification about the process I want to come back to the fact that I think the critical issue that I heard was what are we doing now I think is the Crux of the issue because we're talking about creating policies that we're going to that will be put in place and hopefully they'll be in place by the time we come out of receivership so the question being is when we create these policies and if they're adopted are they going to be and this is another whole conversation will we will we be putting those in place immediately once they're signed and listed or are we going to go by this we're in receivership now so we're not following our policies because we should be following our written policies are in our policy book as they are written now and the policy and I can't get on because it's my phone um it does talk about going to full school committee as far as I'm aware so the concern is that we're creating these one-off policies so we can't track them and we don't understand them and we're being left confused that's my statement Mr s yeah I um I understand the confusion I myself was confused when I was trying to follow what we drafted in November um which by the way says FY 26 which wouldn't even be until next year um we're looking to get the school Committee involved in some way of the F Finance process we've got we we came up with a process to get the school Committee involved in warrant review actually we came up with that process a couple of years ago um it you know made them available for viewing no one's gone to view them um and we've come up with a more formalized process to actually have the school committee uh sign off on warrants and and Jay has been doing that thank you for being timely and doing that and then making them available for viewing um we we did do exactly what the mayor was talking about we landed on cost centers we landed on dollar thresholds and all of that was Forward Thinking for July 1 this is how we want to manage it we have have been trying to practice that and it says that it would go to full committee we brought one to full committee and got a little bit push back saying how come this didn't go to subcommittee first so you know I'm trying to work here uh and and to your point Ellie like any school committee policies right now where it says school committee under receivership is the receiver right now but unless given special permissions by you know uh Russell that a vote or you know anything like that that's kind of giving power back to the school committee but I still still want to like work with you know we're willing to go through this process that we talked about in November and we don't need to wait until um you know until July 1 on on those particular things but I think you know Forward Thinking when you're looking at all of the policies that you're reviewing and putting into place I believe that you you guys are doing that with the intent of like this is how we want it to operate July 1 when we're back you know when we actually have to enforce these these school committee policies and it's not like hey where it says school committee it's receiver or anything like that this is how we want to operate as a school committee that's how I was looking at it and you know this is some good feedback um I think that what we should do is follow what we agreed to in November and make sure that every Committee Member is you know is is clear that that's going to be our process for this year and um you know it do mention FY 26 so like in theory you know those things yes like I don't know that we have to wait um till July 1 to implement that because we agreed as part of the capacity building plan that we want to get uh School Committee involved in in in that part of the budget and you know agreed that we didn't have to wait we were lucky enough to be able to figure out a way to get the warrant electronically so that uh Jay doesn't have to come in every time we got to sign a warrant and pay some bills he can and he's been doing that electronically and we've been including that in the report so thank you and I think that part of the discussions as I've been hearing it first we have our plan of what we want that we voted in November that we should follow regardless of whether we are empowered or not because this is our opportunity to practice and get our muscle memory so that once July 1 comes in we're all in um yes we did refer the last one to the finance subcommittee and since then they met and we're back here but we know that as a full committee we can act on this based on what we have written therefore the most important part that I think we should take from this is we have to make sure that anything that is going to be going to um anything about finance that should come to the full committee and not go straight to the finance subcommittee that's the most important thing that we have to make sure that we follow through because only the full committee can refer things to the subcommittee that sense okay any other Mr willan you want to do on this uh transfer that that's hanging out there you want toer it or this sorry mayor Garcia yeah it seems like this was this was an exercise learned kind of a little bit I don't think nothing really you know we're not in local control yet so it nothing as far as timing is concerned I'm sure you guys can do what you need to do anyways um but as far as like the pro the walk through we just did everything the vice chair just outlined we need to sharpen a little bit to be prepared for the next transfer um uh but the good news is I mean we can make motion a day and support um uh but it won't stop you from taking care of business so you miss LEF if I'm not mistaken you guys already heard it in finance right so then I'm going to go ahead and put the motion and whatever anybody wants to vote on so the motion is that the school committee vote to the school committee that the school committee to review and approve the budget transfer of Technology Services teachers equipment facilities repair maintenance facilities contractor services and Capital Improvements okay that was Miss Le on the motion and second them my tensley Williams Mr willan what's the amount have an amount there there are a lot of amounts in here is there a total yeah the the total is about 1.2 okay and um you know in terms of time sensitivity like like I I think the the nature of this is that a lot of these projects will get done during in the summer and during vacation weeks so um it's helpful for anything that we need to bid out because you know we have been you know there are some things that we weren't able to do because of the timing of of you know getting bids done but all this work is really to continue to uh improve the the buildings we worked with our principles to ask like what are your needs and um there's a lot of things on there that came from principles and there's some stuff on there that we know based on our Capital Improvement plan and our you know working with our facilities team some things that do need um attention none of um you know and and you know we've been pretty good about staying on top uh at a a previous uh Finance subcommittee meeting uh Shan and Shan shidi both shared like a draft of like of of our Capital Improvement you know picture like what we've done over the last nine years and I love that they put together a heat map it has every single building that we have and like the major components of the building like the bones so our HVAC systems our roof our Windows um our plumbing our electrical and you can see that where we were a a while back you could see a lot of red in certain areas and then we are now you could see a lot of green because we've been chipping away at you know taking advantage of some msba projects and using some of our operating budget to make significant improvements to our building um and and you know I I I just want to commend Sean for putting that together and hopefully it it will be at a future meeting where you guys can see that I know that you know I'd like to share that with uh our school our city council as well when we go to them to present on our uh some statement of interest that we're currently working on and statement of interest that we want to work on in the future um it it breaks down the funding sources it shows that like HPS is doing their piece the msba is doing their piece and the city is kind of is supporting as well uh but it's a really good visual of like where we're at and how much work we've done to improve the facilities over time thank you m I'll amend my motion to include the total amount so whatever I said in the amount of 1.28 million Mr colmer second uh excuse me I think this is one of the most most important things that we've done in years I've been asking for this for years and it's not believe me it's not just the school committee it's other departments in the city trying to do what's right for the city but no finances and we really need a capital program so that every Department and I'm saying working together not not just the school department we all work together to do what's right for the for the city and this is so important that we do it right now right now approve this money so that they can start on these projects and get them up to date so that next year and the year after and the year after this big budget don't don't fall on fall on us to get these things done because at the meeting if you'll notice there's nothing in there about Transportation okay and we discussed that because we couldn't we couldn't put everything in there there's so many things that have to be looked at and what I'm saying about transportation is our vehicles need upgraded so maybe next year we'll have a budget that'll say to upgrade our our vehicles or to do something else with capital outlay funds and especially grants so grants are import very important in all of this so I'll encourage enage you to pass this because we need to get going we can't just stay stagnant and stagnant for years and years and allow our vehicles to not be working to get the job done we we can't just stand around and let School building floors or uh cafeterias or all all kinds of things that you have in your report get away from us let's get a handle on this and get it done as quickly as possible Mr Shen the transfers are 1, 365,000 transfers are 1,3 that's capital project but the transfers oh transfer total it's that amount you have to add this it's two separate documents you can't okay sorry about that so the only thing that should be looking at for transfers are the things in the you have to go into the um into the report and break down stuff at the top because there's Mr Wan yeah that's correct yeah we we broke it down I was I give my report later just on the finance committee took three votes we broke that down two votes $85,000 for for the um uh computers and broke it down 1.280 million for for the facility upgrades and $109,000 for the teacher transfer so we took three different votes first do would total that I did not I didn't amend anything I was saying a number I did not amend anything geez Devin thanks for the help okay so it will be for the 1365 million however you guys want to do it so when we put together we imag you prove it by like the DAT transfer if you want to do grand total okay oh those in favor I I any opposed motion passes unanimously thank you thank you Sean thank Youk you Sean thank you I've taken a lot of notes trust me you'll come back confused next week [Laughter] yeah okay so moving on to policy ad mission statement Miss Wilson so um this is recommended um that we we do have a mission statement it would be policy ad we do not currently have one so today for our starting point I have taken what's on our HPS website and handed it out to each of us um so we can discuss if this is what we want to uh put forth because as a subcommittee we did not feel comfortable coming up with a proposed document we wanted the full input so then so this would be what we'd be proposing to uh the receiver for review and this could count as our first pass if there are no changes by the receiver so um so again this was from um our website one um thing I would like um is in our policies under our vision we are changing the term system to District throughout our policies because that was a recommendation that was made um so that would be the language that would be uh recommended if we were to adopt this is just change under our vision HPS is a high performing School District so I'm going to make a motion and then we can discuss I'm going to make a motion that we adopt this um with that one change from system to District um as um the policy ad mission statement second then my missionary discussion Miss LEF so I'm wondering God I love AI so this is great because it's it's basically what is our role though right so the policies is like a guiding of what the school committee um what what we strive for right so when we're creating this um I think like at the beginning has to be like a statement from the school committee and how we support this and vision of the district overall so I think this can go in there but the first statement should should say the like our statement and look at this what AI put out it it sounds really good right but I don't want to copy it but it says the school we need a policy now the school committee affirms the district's mission statement as a guiding principle for all educational decisions committed to providing a nurturing environment where every student reaches their full potential develops critical thinking skills and becomes a responsible citizen prepared for the future and then bam comes here now I'm not saying we use that even though it really sounded really good um but I think if we come up with something at the beginning and then include what the Mission Vision beliefs and Equity commitments are below Miss Wilson so this policy refers to the district mission statement for my understanding it's not a school committee mission statement it's our district statement so I'm just clarifying Miss Le yeah what you presented to us is the district's Mission Vision and everything combined and how they're going to get there our role is to report so that's why I was wondering if we should add our role at the beginning Miss Wilson so it's not necessary I I I like the idea of it but it's not necessary to make a statement of the school committee supporting the mission because that is our job essentially um uh you know so we are yeah we are the district so I don't I'm not sure that we do need a introdu statement by the school committee or if this can you know I believe this could stand alone Mr Shen I'm just wondering from the subcommittee and looking into this are is the intent to have everything on there or I only ask it because ad is mission statement which wouldn't in Vision or beliefs Equity commitment mission is one so the intent was um this would be a starting point that's why I it is just the mission statement but I just took the whole thing off of the website in case we wanted to add anything else to it based upon the language that was on our website so we could just have our mission we could just have the one the on line statement about you know with the mission and I I kind I like the vision because I think it's part of our mission that you know where students reach their full potential I think that the two would go hand inand nicely together um as part of a mission statement I'm sorry for members at home um the mission statement reads through an equitable highquality education and trusting relationships all hoyo students develop a skills and access the opportunities to graduate high school prepared for life career and college and under the vision statement it says HPS is a high- performing School District where students reach their full potential educ ators inspires families are partners and the community thrives thank you Miss Wilson since you um you were the the motion person was it was the motion to accept mission and vision for that part or Mission Vision Court beliefs Equity commitments so I was I believe it was everything so I would send my uh previous and I would amend that um to where the the proposal would be that we include the our mission statement and our vision statement for policy ad mission statement sended New Motion mission and vision seconded by Miss densley Williams discussion on that Mr colore do you have a copy of we do not have one that is why it was a blank statement that we did not have um in our policy book um so that's why it is being brought up without having a reference document I'm sorry because I I have a copy of our mission statement right but in our in our policy manual there was not a mission statement all right so we have a motion in a second all those in favor I I any opposed so moved motion passes unanimously thank you everybody for your discussion I okay so next up we have a presentation of HBS superintendent search timeline M La Miss Feliciano are you able to pull up did everybody have a chance to look at the at yes the slides okay so yeah yeah I'm sorry I'm just waiting for that's fine Miss Wilson while we're waiting for that I I do want to let you know that at um and I can't think of the proper term for the meeting that I went to before our community advisory committee yeah the community advisory committee thank you thank you Mr Kennedy for you're going to help me with that um that we did talk about that this was going to be a topic of discussion tonight Mr Shen yeah I'm just wondering since we've all had a week or so to review this if questions or if there is pretty straightforward and everyone oh you're asking me I'm s I'm just oh I I just want to make sure is everybody okay I just take questions you had the opportunity to view this um I could either very shortened and sweet can you sumarized version great okay May thank you if I would have taken questions all right so let's go to the next slide Irene I'm going to look for my thing okay so so on this um overall this is kind of like the outline of how a typical uh superintendent search is the different phases there's five phases um this timeline there are areas that we are responsible for so in phase one we would be responsible for identifying success factors major issues expectations approv leadership profile and approv selection criteria we have nothing to do with phase two um in phase three it's basically selecting the finalists in phase four it's conduct reference checks on finalists conduct site visits and conduct final interviews and in Phase five it's selecting the next superintendent announce appointment and negotiate contract and announce agreement um this timeline can take between two to 5 months to complete but it doesn't um include other factors that might come into play next is the role of the community advisory team which is what we have um and so this is where we're also utilizing the community advisory team it's the next slide iene um oh miss Feliciano sorry um and it's really for them to go out and kind of um receive feedback through your forums um and hearing from our stakehold ERS as to what do they want to see in the next superintendent qualifications so on and so forth um and they'll be the ones that'll be reporting back to us next slide timeline so I know that back in November when Bessie was here um Mr Sheen had presented to them the update from the local control subcommittee and at that time it was kind of expected that between February and March uh we would have received some recommendations from the community advisory team unfortunately there has been some delay and um I believe um the community advisory team met uh January today that is great so with that being said obviously there's a push back to hopefully hearing back from the community advisory team between May or June with their um with their recommendations um as we move forward uh next is the seasonality of superintendent searches so this just talks about the wave of searches and when is the best time where you're going to get the the the most hopefully the most applicants that you can actually um really pick from um best candidates strong candidates versus trying to do everything like in a short short amount a time frame um where you really don't have a big selection so typically there's your fall wave where um it's between August and September to December and January um and November seems to be the peak month for job postings for spring it's January February to May with March being the peak time for job postings um Beyond late March basically all of the postings are for interim positions next is ideal timelines for fall and spring searches including procurement and as you can see it just gives a breakdown of how that that would look so like in July you would release the procurement bid if you were to do the fall search um for your search Consultants because obviously you need to find um consulting firm that's going to help you in in um in this superintendent search versus for spring if you do the spring um wave then it would be in November that you'd release that next benefits of conducting search for permanent superintendent in fiscal year 26 this is sort of so it would give us more time it's also with the fact that we're go we're in the middle of a transition where everything is going from under a receivership point to a local control aspect and really coming through that really understanding and going through our roles um so conducting the search for a permanent superintendent in fiscal year 26 it provides us more time to vet search Consultants that'll best fit um for us uh and it could either be done in the fall or spring wave whichever one and it's we have more flexibility with making up of time in case there's any delays just as what we're seeing right now alone with the community advisory team next oh so this is just kind of like proposed timelines um for Holio if we were to do a search um obviously it started with February March that the community advisory team would have been here but that pushed it back so technically this pushes back at least two to three months um in every aspect which again kind of puts us out of the area to get anybody if people wanted to decide to start for for it already so that July 1 it's a new super intendent this is more so um for the next wave so if we were to look at starting it for no for fall if we were to do the fall wave um and then the further ones is just some examples of what other postings and what Bas back in 2023 of some other districts how many applicants they got and then on if you look at the right hand side under appointment um where it has if you go further down the next slide Irene if you look at at their name so let's just look at the first one so Weston right they had 14 applications one finalist with permanent superintendent experience but that one that person in parentheses it's how many years experience they've had as a superintendent so we want to make sure that um we do get a good pool of applicants and and qualified applicants if we're looking at hiring a superintendent permanently uh for our District being that will now be out of receivership and that is it is there any questions oh there they go Miss Wilton so under the proposed timeline um for the uh fiscal year 26 there's no numbers so I can't do a number um it says March to July 2025 the school committee and School uh city council enact any policy changes needed to support desired candidate qualifications I'm wondering what kind of changes we would have to enact in order to support living res it would be based if we have like a residency um requirement is that something that we want to continue um if that is one of the things when it comes to a superintendent position or is if we don't have it then we don't have it but it would be residency and anything specific um that you know requires a change in policy Miss Wilson so okay thank you so much um so I not I it looks to me that I would be you know leaning towards a fall search is that what we're looking to do tonight or what do we what is the outcome from that we're looking for based upon this presentation M fa okay so basically it's to provide information so that even the public is aware because there was a lot of um talk that um on July 1st we had to have a a brand new superintendent we have to start the search right now this and that but there is a process when we created the local control subcommittee and they started meeting with the with the state to develop this capacity building plan in there we mentioned ourself that we would include the community and we created what's called a community advisory team to provide input by us just saying yes we're going to do this we have just went outside of what we said we were going to do with this process so the expectation is that we're going to hear back from the community advisory team as to what they heard from the community at large as to what do they want to see the other thing that was also in regards to the the policies if any polic it's also what are some requirements that people want to see are you saying that the superintendent can only have an education background um what level of education do you want a doctor degree do you want to me what exactly people want to see those are recommendations that people are going to throw out there or can it be someone who also has a business administration um education um so there's a lot of things in there but this is kind of to provide feedback so that when the community advisory team comes to us it's for us to determine okay are we looking towards a fall search because remember you still we still would have to reach out and and put out for bids for a for a consulting firm to work with us in that superintendent search process so this isn't something that can just happen overnight um and I think we just need to to make sure that the public is aware of that um because you just don't want so much transition Mr colore uh can someone tell me uh who are the members of this community advisory committee it would be the list that we all received and I want to say it was at the in the December meeting it was like what 30 people 40 people um and from the community for from the school committee it's Miss Wilson and Mr aaza if I'm not mistaken they are both the representatives along with teachers students uh families a bunch of people from from the community so former Educators and how were they selected the you guys we did it I mean they came to us and there were 40 applicants and we took them all we took everybody we did not deny anybody is there a list out you we'll send you another one miss Feliciano can we make sure that we print him another list yeah because it was given to us in the in the packet back in December I want to say but we'll get another one to you thank you it's very small though I'm going to let you know that the writing small like 40 people six the font is a size six Mr Sheen yeah hopefully I can be heard now so I just have two comments on the presentation the first one being I think what's important to note when looking at the bottom I mean it was great that so many um places were listed on here um for applications received but just knowe when looking at Western Mass and this is just applications received I don't know what the star means I don't know if that was qualified applicants or not or just who applied um I think it's just who applied from news reports that Springfield only had 11 applications received um ammer only had 10 applications received and I just know as a fact Hampshire Regional only had two applications received so when you're looking at those numbers just be mindful of the western Mass eastern Mass um difference in some of these and looking at those communities so we are much lower um in with some of these and I will say luckily the second part I know there was a mention in here about city council or school committee policy changes or whatever that Miss Wilson brought it up we don't have a residency requirement for the superintendency the charter specifically removes the superintendent from having to be a resident of the city of Hool Oak so there is nothing on the books that require that Mr Kennedy um so I I also appreciate the presentation but I also just like to uh kind of piggyback off what a couple people said um the first meeting the first official meeting of the community advisory team was today um and I am not by any means a representative or a spokesperson of that I just happen to be on that team as well as the school committee um but I can I can confidently say that the people who have part are participating in that team um are are very passionate about you know moving our district forward and are very very serious about this work um I understand that you know it may be a little nerve-wracking to involve you know people who maybe we we don't know right away right um but I can contest I'm sure miss Wilson and Mr aazza who are also in the meeting can contest that it's a lot of people who are very passionate about doing the right thing for our district right that's parent parents Educators people of the community um and we had some setbacks of course that you know that can happen um but I can you know I can say with the utmost confidence that we are looking forward to working with the school committee and looking forward to Paving the way for the future of our district thank you Mr Kennedy Miss Wilson um building off Mr 's um statement one thing the um the community advisory team didn't want we didn't want that um the group didn't want their input just to be a box that was checked during this process um they wanted to make sure we as a member of it we wanted to make sure that our input was going to be heard and um taken into consideration with this process um and not just for the sake of just checking off a box that we needed to Mr Sheen I'm going to make a motion to receive the presentation a second motion by Mr Sheen seconded by Miss Wilson discussion Mr willan thank you um yeah I when we were in local control um Mr Sheen served on the search committee that chose um former superintendent um I know just from my recollection on there talk about setting minimum standards I remember we only had about a dozen applicants from what I remember 15 tops I remember I my Recollections one of them had experience as a superintendent I think that was even in Connecticut uh my Recollections were they were mainly the ones we interviewed and the resumés were were principles that were looking to you know to upgrade their their careers which is fine but um you know as mren said the the pool of candidates in western Mass is going to be low know I know even the salary we had back then I was shocked that we couldn't get couldn't get know viable viable candidates to apply um so is it I um I correct that the 40 the 40 people that we we chose for the for the the committee those are really taking the place of the uh search search committee no so are we G to have a formal search committee that's going to be I didn't see that listed up there anywhere yeah no they're not taking the place of the search committee when does that fit in then search committee I didn't see that mentioned or where well the the process the process of of choosing a superintendent so the the community advisory team is giving us kind of like the profile of what we're looking for so that then we can do the bid for us another okay so so there's okay so a lot of work to be undertaken on this Mr fa well I done excuse me sorry um yeah I mean seemed like we're having you know the we're having local control we're shooting for the the July 1 date July 1 2005 and then we're starting this process right now already seem like we're we're rushing up we're rushing the the process of looks like we're we're sort of behind behind eightball already that we're going to have local control and then the the search is going to start you know right away from when I'm seeing all these steps in here um I would like to maybe amend contract for Soo for instead of one year having it two years yeah we re receive receive the commun the presentation just the presentation only motion was just to receive the presentation discussion and receiving the presentation mayor Garcia yeah know I just so and very good informative I help I feel like that presentation and I'm sure it's fluid it's going to change a little bit here and there but it helps kind of project out like what we can anticipate can happen in this process obviously it's going to be um uh very dependent on the recommendation we get from the advisory committee and important piece of this whole process um I just want like as we go forward for everybody to understand that this transition to local control is a very delicate process and my biggest fear is just as we go forward and try to understanding this instability and you know um looking forward to hit the ground running when it's time I don't want to shoot from the hip I want to make sure that we do this search right um and not feel like we have to rush into to it um uh you know the timeline at at it's as it's laid out seems good if it shifts it shifts because of whatever unknown happened it's okay um I think um uh there's a clear intent to to uh want to figure out what the permanent position is going to look like but just keep in mind that you know as we make um decisions moving forward this whole thing that also we want to ensure leadership stability through this process so that so that you know I remember when we announced the the chief's retirement immediately after right there we said this is your interum this is who's in charge right and and he stood on board for as long as we needed him right so you know we want to make sure that we do our due diligence here internally but also make sure that the district understands you know the district understands the structure as as it ex as as it exists right now so that folks can continue their work and not feel like well who's in charge or what what's going to happen here what's going to H like um because that instability can quickly you know backfire on us when we're trying to focus on internal controls and transfers and how we make decisions something is important we're going to be doing contract negotiations and we're doing a lot of things the last thing we want to worry about is you know somebody in there and offering leadership internally and making sure that Personnel related contract you know stuff is handled so you know definitely move forward with the process also be mindful that what decisions we make that we that we contribute as little as possible to any instability so we can focus on on a on a on a successful transition forward you miss liin nice thank you for bringing that up in regards to you know how the police department but in that case you guys you could you had a smooth way of doing it um but for us and what people need to understand is that right now we don't even have local control and we don't get it until July 1st well that the hopes right is that we get it on July 1 and with that it's that itself is a transition not only for us but even for the whole District we talk a lot about how it affects how our students get affected with too much transition right and then we always try to put things in place to minimize the transition imagine doing so many different things as we're doing this transition what people don't understand is again polio will be the first how we do is going to be like top news right and look at how they did it could either show look at how successful they were or look at how quickly they went back into receivership and why why it's so important to stay in keep districts in receivership so we've got to make sure that we do the least amount of disruption the least amount of disruption and make sure that we ourselves um have that capacity to do what we need to do and that we're staying student Focus to that when we get the right candidate for here whomever that may be even if it's on Mr SoDo if he decides to to apply as well and he becomes the the the best candidate that it's focused on the students and there's not much change that we're we're we're moving forward and that our students are showing success oh now that we have discussed all those in favor I I any oppos motion passes unanimously right okay so now we have received the timeline we have the information that we needed we're moving on to discussion of superintendent search this was referred from the local control subcommittee for interim superintendent appointment for a year July 1st 2025 through June 30th 2026 and unfortunately you didn't get a copy of this I sent it to Irene earlier just when the meeting started to make sure that everybody's going to have it but I will read the letter from um Comm acting commissioner Rosell Johnston so that you know what how he's supporting us um and it was addressed to Mayor Garcia I understand read that letter though just want to set the table a little bit and what the um recommendation is coming out of the local control subcommittee so what I just um from the local control subcommittee you want me to look at the meeting minute or I would like to hear the letter in in in time based on time in order to pull the information up I'd rather hear the letter and we can go back if so thank you yeah right so that's what I'm looking for hold on so the letter really explains why um how the commissioner has the power to be able to bestow on us certain powers as we're going through this transition and the most important line says um I am modifying receiver s Authority in the following way for the limited purposes of the Holio School committee's vote on January 27 of 2025 on the matter of the interim superintendent appointment for a year July 1st through 2025 through June 30th 26 receiver Soto shall not have the power of the school committee but rather The Authority will rest with the Holio school committee so we are allowed to take a vote in this particular matter in our agenda which is the interim superintendent appointment Miss Wilson so there's so much I have to say um so this is the first time this has been on the agenda that we're discussing the the potential for an interim superintendent and it looks like is is the expectation that we are going to vote someone into that position today U this is why I was saying let's set the table I'm just I'm just asking Mr Sheen yeah so I was the person who made this this motion with the local control subcommittee I think it was in December so the motion was um that we H that that we contract an interim superintendent for next school year so the motion from the subcommittee didn't name anyone but it but it put into motion motion motion a plan that would hire an interim superintendent for a year with the thought and I mean it's the thought that a search would be done like to allow for a search process along the timeline that M lefave presented so we didn't have to do a search starting today to be done by July 1st so that that was the premise it was just the thought of having an interim superintendent for the next academic year Miss Wilson so thank you because that makes a lot more sense now um so we would have a thoughtful process I appreciate the local control bringing up and bringing it up in a timely manner so we have time to discuss it and discuss what qualifications we're looking for for an interim superintendent my question is is that who is going to negotiate the pay for this interim superintendent if we are looking to engage that individual starting July 1st but we don't have an authority to negotiate pay Mr Shan so we would have to go back to the commissioner and the commissioner would send another letter saying that the school committee has the authority to negotiate and school committee negotiations are the full body so nothing can I mean we would meet an executive session but the commissioner would have to say you now have the ability to negotiate mayor is here can we did you get the minutes because that that was in my impression at the local control subcommittee that we were going to do a thoughtful search for an interim I think the vote was oh okay all right the the motion was just that just that we hire an interim okay for the academic there was it was a very simple oneline motion and I don't think we've approved the minutes yet we haven't that since then minutes haven't been approved but the motion was as the maker so the so the idea when we were in the local control subcommittee because we're talking about the advisory committee and the timeline and uh you know whether or not we'd be ready to do a a formal search and hit the ground running for July 1 and then the whole conversation we had about ability um so that's why the local control subcommittee brought forward um this recommendation to the body that we pursue the interim contract so that it helps um you know it gives us some time right we're not rushing the process we don't want to put pressure too much pressure on the advisory committee to feel like they need to move quickly water down their own due diligence um and and whatever the case um so uh so the letter from the commissioner um came because I had a was having a conversation with uh Mildred and she brought up um this uh this the perceived concerned which was very real is we're going to do a vote but we don't have the local control or power to even vote would that mean we'd have to come in on July 1 at 8 in the morning to vote um so you I brought it forward to the commissioner who then had conversations with his superiors and that's why this letter is in front of us so that everyone understands that they are given us the power and authority to appoint um our intro Miss tensley Williams this question is to Mayor Garcia um can we buy Time by um letting Mr Soto say the super intended for now so we can buy some time so we're not rushing into so so the appointment of the interim and the conversation or of any superintendent but right now we're talking about an interim is the appointment of the body so it's really what what we what we want to do is um right uh you know it he still wants it I can't see why now so um is is is there on our agenda yeah Mr colore uh Devin is there a recommendation going to come out of your committee on how to proceed with this the recommendation from the committee is to explore getting an interim superintendent appointment for a year for July 1st 2 that's what the when we were in December I'm just wondering when is it going to come back to the full committee your recommendation right here right here so the recommend the recommendation was to appoint a to I no name having an interim yeah with duties and responsibilities and uh the financial any anything in there about that I can only speak to the motion that the motion the subcommittee made was to explore getting an interim superintendent an interim superintendent appointment for a year for July 1 that's what the how it's written exactly the way it's written a motion to the school board explore having a candidate for July 1st 2025 as an interim candidate that was the recommendation great and that I mean that's what's on the agenda for today so miss Leon Martinez so seeing that that um we have the ability correct it doesn't or the authority the power to vote on whoever what may be the interim do we have to do it like we can do I mean before July because we don't want to wait till July and then start searching if the in the case that the current person in in the position doesn't accept that process I mean I'm just saying can that be done before then so that the person is prepared or what what's what'll be the next does it go back to committee my question is that's what I'm trying to find out does this consideration goes back now to committee Mr she so I don't want to speak to intent of the subcommittee but summarizing some of the discussions with the state and with this was that the key factor was that the commissioner wanted to see stability and his biggest concern um and I'm paraphrasing what he said and we can pull the tape was that he does not think it would be in the best interest of holy o that if we were to appoint an interim that was me say I was appointed the interim and then to do a search and have another new person and to have multiple different transitions he stressed the importance of stability for the district and I think that the committee the subcommittee the three of us when we on it all heard the message heard and we but we also brought that up is that the thing is stability for the district but the motion was was to go for an interim superintendent because we were not in a position nor are we tonight in a position to discuss someone's qualities character competency for a position um it's more is it like for the interim we just have to be careful about discussing qualities character competencies abilities all of that because of the no nature that it is and the rules around full boards doing hiring rather than in Mr Kennedy so what I think I'm you know Gathering here is um we have two options at well you have two options as a committee in which you get to choose the amount of transitions at which take place in the district so we we can all safely assume that if we were to have multiple transitions through superintendence then it would be it would not show the stability that acting commissioner Johnston is looking for so the I'm trying not to say what's hidden behind the words but um we all are we all are Evan okay um so what he what acting commissioner Johnson is looking for in my eyes is the least amount in what Miss LEF said earlier is the least amount of change for the district you know as me like I mean we could have one transition for a full-time superintendent or we could have two or three right so you we all know what's being said behind this this recommendation so that's kind of what he's looking for is he's looking for the stability of how many times we're going to change leadership did I get that right it Miss Wilson so I would like to make a motion that we refer and I I'm going to be honest I'm not sure what subcommittee I'd be referring this to um probably the leadership subcommittee the leadership subcommittee um to undertake um looking at an interim superintendent appointment I I I [Music] um so that my motion is on the table do we have a second Mr call more seconds yeah okay discussion uh mayor Garcia so I I listen the best option right now to achieve exactly what the commissioner talked about we're all talking about here assuming um the one candidate that's sitting my left even wants to be the interim is Anthony Soo and I'd love to just not you know we got a lot of work to do and I I want this to be the one thing that we don't have to worry about I I I don't speak for everybody but personally we all enjoy the work May Garcia I will stop it right that we do not if that's happening that we do not um discuss any of the possible qualifications or anything like that about Mr SoDo possible qualification so you know rather than going to committee and we're voting on this I'll just vote no to go the committee and if there is a follow-up motion one we just let's just put this make this interim appointment um and put this and move forward with other business that we have in front of us with the transition Miss Wilson so the question question I have is let's just force let's just say there was a motion um to appoint an interim superintendent and we all were to pass that would we then enter the negotiations phase that would be my question because I I just want to I want to just walk through this process because it's not just as easy as an appointing an interim there is a process to this because it is our fiduciary responsibility um you know starting July 1st and we talked earlier that he could write a letter interim you know uh Mr Johnston could write a letter allowing us to enter into those negotiations correct uh Mr Shen let's assume the commissioner grants the committee the authority to hire to contract with the superintendent interim interim superintendent so the steps that would take at an upcoming meeting a draft contract would be brought to the school committee in executive session that the school committee would then review recommend changes do whatever they may like to see in that draft contract that draft contract would then get presented to a candidate and a candidate would choose whether or not they want to accept the contract or not if they they had other demands or requests for the contract it would go back to Executive session for the school committee to take up we're going to say the school committee accepts all of those agreements and they tell the person they're going to accept all the agreements the school committee would then bring the contract into public session and vote on the contract publicly but everything and the contract is an agreement between the hoyo school committee and said individual so everything happen nothing happens without full like no that contract can be nothing and presented without the school committee reviewing it assuming and this I mean it can take two months right I mean just because meet scheduling meetings and those typ like I I have a friend in a contract negotiation right now that's in month two um for a superintendency just because of timing Miss LEF so then for clarification purpose only and to really understand where we're at right now that's know cuz the motion is it's not your motion the motion is just a broad oh we yeah I don't know what the expectation would be coming out of leadership because that was something that came out of the local control is that with leadership is it that we're expecting the leadership and accountability to say we want this person when it actually that should be like a full committee I don't I don't know what would be the purpose of it going through leadership Miss Wilson so my thought process with that would be for them to determine if they thought it was in the district's best interest to do a search or to offer it to let's just say a particular individual like our acting receiver in order to reduce the number of transitions that that would be my only purpose Mr fave so wouldn't it then defeat what we wanted the community advisory team if now you're asking the leadership because no even for later even if it's late search you said search to conduct a search for an interim it still would be based off what are the qualifications that we're trying to look for what is it that we want to do I mean I so if I can clarify my language if I might go ahead so mine is for an interim the community advisory team knows they're looking for the long term so it would not be dismissive of their work they know it's going to take time they know we're at four and they you know there's an understanding that we need to keep running on July 1 and July 2nd and July 3rd um you know so it's not diminishing the work work that they are doing I guess the only purpose was for me was which I can I'll I'll resend my motion but I I just didn't know where to go in order to move forward I was trying just to get this group to move forward so I made the motion so I'll resend my motion mayor Garcia all right I'm writing it down so my motion would be to negotiate a contract with Anthony stto for appointment of interim superintendent assuming even wants to be the interim unless he has some job lined up and ready to uh leave next week yeah can't be based on what we can do today according to our letter we can appoint we cannot negotiate oh sorry so um uh motion to appoint Anthony SoDo for appointment of interim superintendent contingent upon successful negotiations of a contract second yeah because for discussion Miss lefave if you're going to do that just leave out the whole contract negotiation it it would just be the only the real reason why I added is cution that cuz the appointment's not going to start immediately CU we still got to we we'd have to do some sort of we got to follow up with the commissioner talk about hey we made this motion it's contingent upon if we take it out then it assumes Anthony stto is now the interim right when we haven't even negotiated a cont you know what I mean and I can also assume that he would be like no forget it but and then we'll be back here at the table but um if I'm not I'm just saying um if I mean if I'm wondering if the the the motion should just be specific to whom we would like to appoint okay or whom you know the interim appointment position here you have for one year but if I'm not mistaken Mr wellan had wanted to amend that so you might get another amendment um motion to appoint Anthony SoDo for appointment of inim superintendent assuming he accepts I and wants to do it beginning I said for what for one year time I said that hey if we can do an in I mean because here here's are we in discussion no you haven't even done your for two years two years so here's here's a based on the letter from the commissioner go Ahad we can only do the appointment for a year oh that's what it says all we have power to do oh okay so for one year yeah from July 1 25th to June 30th 2026 can you just please clarify the motion for me it's has reviewed and revised a few times oh it's motion is to appoint Anthony SoDo for appointment of interum superintendent for one year July 1st 20 beginning july2 1st 2025 to June 30 2026 okay there anything else good and seconded by Mr isasa discussion Mr colore with all present negotiations in that contract we are not able to talk or disclose or do any negotiations because we don't have power to do that according to Des that would have to be coming to us from another letter from commissioner Johnson Miss Miss Wilson I I don't feel comfortable voting on this without authority to negotiate I'm going to be very honest with you I'm going to vote no only because I am fearful that we will not be able to negotiate this contract and I feel as though as a school committee we should but and I'm I'm just going to be very honest with the public that I am not appointing someone when I don't have the right to negotiate a salary oh I'll bring that back to the commissioner for sure miss fave so the the next local control uh subcommittee meeting which was going to be with commissioner Johnson obviously any update so this would have gone on there um uh is there a way Devin if you could if we were to amend that motion daating that contingent upon the Holio school committee being able to negotiate the contract like we will appoint so long as the Holy Oak school committee has the authority to negotiate the contract you think that that a motion and amendment to that motion in that aspect would are you making that Amendment well I'm asking first before I go saying it's like oh you can't do that you can't do that you know what I mean so I'm like I'm asking ahead of time that's just like I like that Amendment con are there any well is that okay to say something like that sure all right but if you have a second we can discuss it would be whatever he said mhm contingent upon the ability for the Holio school committee to negotiate the contract with that's it okay the contract period second that was quick Miss Wilson that's what I'm looking for on the amend discussion all right all those in favor I hi any he opposed theoretically wait wait did you even accept you interested in it are you even interested that was just that was on the amend public that's not public that's on the amendment oh that's on the amendment yes oh okay Miss Le you had um Mr Kennedy's hand raised Mr Kennedy um did we I I got lot did we officially like appoint no no we just approved the amendment the amendment that's all we so when the discussion for the appointment comes up then my hand will go up it's right now right now yes perfect Okay this may surprise probably everyone sitting around this committee however um it is in the school district's best interest to minimize the disruption of the district as I pointed out as Miss Lefay pointed out as commissioner Johnson heavily hinted at in his letter um so I personally believe that that would be the right decision as the representative of the student body because we need to show strength and unity through this transition process um if um yeah we need to show strength through this process to ensure that we can do this because as Miss leas pointed out in this meeting and in the past several meetings since we got initial since we sent that letter in months and months and months ago to um the the former commissioner that we are we are the show for every District who wants to exit receivership so it is in the district's best interest to minimize the disruption and to minimize the transfer of such leadership that's all thank you so much all right therefore since we do not have the authority for the negotiation part are you just saying that that amendment made no no no sense after I asked before making it we vote we'll vote this is good but just making sure that you know until we get a response it's not going to be yes because I'm going to present that at the local control this is contingent upon so this way he's there and he's saying it publicly right yes you can or no you can't I just want everybody to know before we take the vote all those in favor I any opposed so moved Mr well no it's right well the the one part of the motion that we could do was a point right Mr Shen no I think we're good we able to go to the next normally during a superintendent search you would T you would take a recess for five minutes and the vice chair would call the candidate and say the school committee offered you a position and they'd come back and say this person accepted pending contract negotiations we're still in limbo that's you want to go on recess so we can call M so does that mean that we would need to contact the commissioner as of right now no and no contingent okay are we gonna make a motion for a three minute recess second second then by Miss Wilson three minute recess all those those in favor I I any opposed so moved e e e e e [Music] Miss Feliciano roll call please Ellie there might be a big picture in there um mayor garciaa here Dr riverone here Mr sh here present here yes that was a hear from Miss wison so at this time Mr SoDo has accepted of course contingent on negotiations thank you Mr s yeah I just uh I I just want to thank everyone um I think this is been a long journey we've been all in it together some more than others but I've expressed uh right from the beginning uh even in my response to the commissioner when we when we talked about you know my recommendation to transition to local control I made a commitment to this body and to the Holio community that I want to make sure that I whatever role I play I do everything I can to make sure that it's a strong transition and um I'm glad that you know we can continue making sure that happens and I appreciate your confidence in me um and you know look looking forward to to continuing to do that with all of you amazing school committee members thank you thank you Mr Shen yeah I would like to make a motion to direct the vice chair to send a Comm out to the school Community regarding tonight's um meeting that was seconded by Mr Shen all those in favor [Music] I motion by him motion by Mr she and second by Mr Kore all those in favor I any opposed so moved motion passes unanimously just making a note for myself that's fine right so moving on approval of meting minutes motion to vote to accept and approve the meeting minutes of the 1120 policy and governance meeting minutes Miss Wilson I had sent um Miss Feliciano a couple um edits that she needed to make and I'm sure that they were done so I just wanted to let people know right so motion seconded all those in favor I I any opposed so moved seconded by Mr isasa by Mr Sheen all those in favor I I opposed so Move Motion that the school committee votes accept and approve the meeting minutes of 11:25 2525 that was 11 we ain't even there yet 1124 11252 24 school committee meeting minutes second all those in favor I any opposed no moved motion to um accept and approve the meeting minutes of the 12924 school committee meeting second second by Mr colore discussion Miss okay so in this one um I don't know how we want to proceed uh where I do see some concerns on this one is going to be based because this is the policies one uh when all the policies came out but if we go down towards it will be uh section going it will be under Section D I believe uh it's it's just oh section e updates of committee so it's just like a blanket statement so like Mr Sheen made a motion vote to approve the following policies for H public school section a period we don't know which ones those were uh because it's connected to just the entire file so you wouldn't be able to decipher which well which ones were which and then we have one that was held move to table the approval of the minutes okay second all those in favor I any opposed meeting minutes for for the 12924 were tabled motion to uh accept and approve the meeting minutes of the 1725 school committee meeting seconded by m fa all those in favor I I any opposed so moved updates from committees policy and governance of committee Miss Wilson well hello again so we have gone through sections a b c and d there are a couple outlier policies that we are going to work on we're looking getting some feedback um so just so you know um we're all um so those are ready um for uh the receiver to review and we are moving forward um on February 6th with E and F and we will be letting others know when we get to um the student section because I'm sure we're going to want um a representative um to attend the meeting to speak to the student section which will be coming up in a little bit next up finance and operation subcommittee thank youan thank you um some of the stuff we already T we met on um January 23rd um some of the items we already discussed tonight I apologize for the confusion the transfers I know we're trying to work out the best system both for the administration and finance committee and the full board here kind of get the uh the right um format down so I apologize for any confusions I know um one of the items that was on the last full agenda here was a transfer for Contract Services from um teacher salaries to um Contract Services for $109,000 and misses um Wilson um had some questions whether uh there was enough research done um to see whether District could hire enough staff to um perform the services inhouse and there's really not most of districts are having um extra money in their budget for um for teachers salaries because of the lack of teachers throughout really the state really so um um that so we had to um contract out for that so that was a reason why for the um $109,000 so that was voted on at at our last um meeting so hopefully we'll bring that back to the board here for for full um uh approval um talked about the Transportation budget that's still um that still has to be looked at in terms of the the money that were um expending that um line item again that's another that's another cost that the state is facing just the transportation costs keep going up and up so we're trying to um we're trying to trying to figure out the best way to approach that and then had some grants that were approved and um that um motion tonight that we passed on the million dollars for the for the school um um Improvement for the facilities spent over half an hour on that you know um Shan the the two sha that work for the for the district line by line Mr Comer had a lot of good questions on on the facility updates a lot of the um facilities are old I'm not going to say neglected but they're um original um some of them for for um playground equipment um furniture for the new PEC School uh the pool at the high school fixing that basic doors just basic um bathroom fixtures a lot of just smaller items that add up and so there was a need for that I know 1 Point 2 million is is a lot of money but again we we did a detailed over half an hour Mr calmer had a lot of good questions on that so um I again we're doing our we're doing our job in terms of making sure that the um that the money is well spent I don't know if Mr cmer has any has any comments no I I made my comments earlier sounds good moving on join city council oh Mr Sheen is there money going from the funds that we approve the transfer for to buy furniture for the new PEC school no it's furniture for the high school oh okay I thought I thought I heard P okay sorry Wilson so I'm not sure if it's relevant now or not but um when we're talking about transferring funds to cover positions um you know I would always be looking at the website to make sure that those positions if we're going to do through contracted services that those positions are posted so we are looking for our own candidates so I just want to make sure that that has been done thank you Mr willan yeah thank you for that yeah that um that question um was asked y thank you thank you next up join city council school committee Mr colore um Mr um we're scheduled to meet on February 12th y um I know one of the items that we briefly touched upon tonight M Soo talked about having the what was that would you call it a hot hot chart or something like that for the the facilities uh it's a it's a heat map heat map okay fac I like that I never heard okay red yellow green okay the heat map I like that term okay I put that in my memory box uh so one of our meetings we had we had the um facility manager facility manager again give a detail breakdown on every school and the progress that we've seen from 2014 I believe to current and the improvements we made in each school and then what still needs to be done for each each school um we're going to try to put that on the agenda for the joint uh Joint Council because it's really a partnership in in some aspects where the city council is approving um funds for the city to be expended for certain certain projects so hopefully we're gonna have that heat map on the um that'll be on the um February 12th agenda thank you thank you local sub committee Miss Le so our next meeting will be February 10th with the commissioner prior to our regular school committee meeting we are going to have to look at rescheduling the March 17th one um geez I wonder why uh anyways um so um yeah I've go to I got to reach out to them to see if there's another date that we could do um and then May 27th is basically that's towards the end that's it it's like so I just want to make sure that everybody continues to look and follow this Capac you don't have a capacity building plan J Oh I thought you said you didn't have one I'm like you don't have one follow it because there's things in here that are coming up and I just want to make sure that we capture um stuff during um our updates to the commissioner so you know we are doing a lot of work and we've got to show it um whether it's it seems minimal whatever we have to show what we're doing and like I said before we're going to have areas that we need Improvement but that's what they want to see and that's what they want to hear areas where we're having difficulties we we addressing it this is the plan that we have in place to make it better and you know to to correct the issue um so we we'll figure it out along the way we'll we'll do great so February 10th if you want to be here great um March 17th if you want to be here you'll be the only one thank you and last but not least in the updates leadership accountability and measurement Mr shean yeah the only update that isn't on here uh you'll be getting more of an update next week so I don't need or two weeks I don't need to belor that but we are scheduled to have another meeting on February 25th at 4:00 at Hoy High next up yund bag we have uh Yonder procedure update from policy and governance so that's Miss Wilson so um it was referred so the Yonder bag uh procedure was um because our policy is that cell phones should not be used so the procedure that was put in place was using the Yonder bag and it came to our understanding as a full school committee that our two high schools had two different uh procedures now um and so it was sent to the subcommittee um one thing we did look at as a subcommittee um we looked at the numbers for diversity um equity and inclusion making sure that one group was not being treated differently than the other based on the two schools and their population um and that is not the case case they are very similar in their makeup um so um you know based upon each school um with the bags that we currently have um we're saying that you know you can go ahead and administer the policy as you deem appropriate for um for each High School um Mr soda did you want to add anything yeah in your packet um I just kind of rece uh provided a summary and and I'll just Echo what Miss wilon said um we brought in uh uh Mr Tano from from Holio high school and our principal uh Rosie katelo from Dean and they explained you know why it you know it's not a cookie cutter we should do it the same like they they explained wanting to have the flexibility to use the Yonder bags in a way that best meets their needs so at the north campus they have a certain process where Yonder bags are available but students are expected to you know they come in they scan an ID basically stating they don't have a phone and as long as the phone's away and kids aren't using it in the classroom uh it doesn't really become a problem there's uh very few students actually that are choosing to you know what I I I have a hard time self-regulating and and like if my phone's there I want to use I'm going to use it so they choose to use the Yonder bag so I think that you know both campuses reported that about like 10% of the kids are actually using that but as long as the phones are away that's what works for them that's what they're able to you know uh uh you know managed you know instead of like chasing down who has a bag who doesn't have a bag and overall the the committee felt like it was appropriate to recommend to the full committee that we just allow the principles to use the Yonder bags in the way that best meets the needs of their students given given you know the the capacity that they have and what going on in their buildings um and that's what you see in front of you thank you so much Mr Kennedy um I would like to thank Miss Wilson and her committee as well as receiver SoDo and his team for the research that they did into this um this policy that was put before us today or the you know the what what he just said um it's late I'm sorry sorry um I appreciate that you are allowing the students to be responsible with their own actions in the sense that you know you're not saying you're you're allowing the students to have accountability for their actions I understand that you know if they're playing music in the back of their classroom that's not a good thing if they're texting in class not paying attention not a good thing they face repercussions for that action however you are allowing the student to have self-control and uh just you know being responsible with the device um I still I still believe that the cell phone should be used as a device uh sorry not a device a um a tool since it's used as a tool in everyday life however I understand that that is um not feasible at the moment to you know add that into into teaching in a school when we already have to meet so many certain requirements uh but I thank you Miss Wilson thank you receiver sto and again I don't I'm I I support this move weird day for me today so out of character Mr Kennedy Mr Kennedy we got your praise wow thank you so much and one of the things that I know I'm always I was always agreeing with Mr Kenny on Kennedy on this one everything that we do in a building has to be about learning Miss LeBron Martinez yeah one of the things that I I I just want to touch on the um subject is that the cost of having these replaced I I thought they were out of out of our range it could pay for a salary for one of our school teachers and I never realized that as this is being pushed around um so that kind of open my eyes to say I let them decide how is best used under their schools it's very expensive and I didn't realize yeah if we were to if we were to basically say every student had to have one it's about $90,000 and then uh they changed their pricing model where you pay one fee and then it's an unlimited replacement cost they they just changed that this year to yep you're paying the 990,000 but anytime you need another one it's like another 20 or $30 um which we've talked about you know know uh that being a part of the restitution process and all that but overall like even like it it would be a waste of of of polio Public School resources if we said every student's going to have it because we we see now in practice that not all students are using it and staff staff aren't worried about it as long as the phones are away and they're only using them in designated areas at at times that are you know approved by the by by the school Community Miss Le fave based on procedures drafted that meet each building's needs that's the motion anybody want to Second do I hear a second second discussion all those in favor I I any opposed no motion to adjourn by Miss Denley Williams all those in favor hi any opposed so moved thank you everybody ad Jing this meeting at 8:31