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board executive committee to order the committee would like to welcome the audience viewers may watch board committee meetings online at tcaps.net/board and recorded meetings may be viewed on demand at the same address um before we go into
uh a public comment um I I do realize this is a difficult day for for the board and myself as well um obviously with the passing of uh fellow trustee bird um yeah it is difficult we will uh
make it through this meeting but uh it we we are here to get through the meeting at this point and um so I do uh do appreciate uh the service of you guys and especially with uh I don't know you weren't in this morning correct but
Erica had the unfortunate of chairing a a meeting right after we found out and um I've at least had some time to process and it still is difficult so um I know you won't be here for for a little bit so if you wanted to say anything
yeah I just think you know I'm really shocked like everybody is on the board and in the administration um this was very sudden and unexpected to all of us and um you know I think just we're all
really preoccupied and struggling to deal with it and process it but I want to just let I just want to raise up that Holly was a trusted and revered member of this board and an incredible mother
dedicated to children and their best interests and um she really represented you know our values um wholeheartedly and we're going to miss her terribly and um I can just say looking back on her
two plus years of service on this board right off the bat she made such an impact in her first six months by advocating that our graduation attire policy be changed to allow Native
American students wear memorabilia um of cultural significance and as a board we passed that without any kind of um issue you know uh it was but because of her leadership it was brought to our
attention so um make Holly Bird we'll miss you yeah I would say more but I don't think I can so um I don't want to give you're welcome to say anything as well but um so uh the
committee has set aside moving on to public comment the committee is set aside this time for public comment is there any public comment okay um good reminder uh so moving on to procedural items we
draft meeting minute portion of the agenda are there any changes no no changes remain as posted uh social host responsibility pro proclamation resolution i'm going to defer to Connie Taylor but before I do um if there is
any questions I'm just not going to partake in this um item at all just because of the nature um I previously abstained from any discussion i will add that last year I believe a couple of trustees had asked for some changes
which I said go for it but I there wasn't really a conduit to do so so if Connie I guess if you can just act as the conduit because there was someone had some issues with language and I just said I'm not getting yeah no absolutely so what we did is last year there were
um actually just some questions about some additions because it had been pretty exclusive to alcohol so the request of the board was that we also add references to you know recreational drugs um tobacco and then also including
in that you'll notice there's a um notation down at the bottom just to give more of a clear definition of exactly what we're talking about when we're referencing alcohol so just giving a little bit more uh definition so what we did was take those revisions that the
board had worked on last year and again included them in this year's resolution so there are no additional changes over those in which the board had recommended um last year and had also approved so this is the time of year as we start to get into uh you know different parties
and celebrations whether they be graduation or otherwise where there may be um libations or things available that we u make a conscious effort to make sure that those stay out of the hands of of students and that people engage responsibly
which could be fully support but I just say okay um any other questions on that before no thank you for those changes and yeah I think it reads well so yeah um staff
appreciation on spec special recognition on May 5th through May yeah so this is right on the cusp just before our our you know May board meeting so for our April board meeting we really you know to be able to to identify this and recognize it for the
board um it'll be proper for us to do this at our April board meeting but um we have that special recognition that is in front of you again it's a board meeting it'll be read and we are working on um again with our limited resources
and laws as far as Gazsby and all those things of what we can even gift it's not much but we are we always try and do some small token of our appreciation to our staff so as a a cabinet we're talking about last year we did notepads with all their name on them and so we're
having some different discussions on what we might be able to try and do with uh within some of the supplies that were able to do in that so um again we I wish we could do more in that but again um obviously our resources we try to put as close to the classroom as we can and
federal and state laws with spending don't allow us to do really anything with gifts as the board knows the board doesn't ever get anything very extravagant generally kids get things made by our kids and things and I know the board very much appreciates absolutely um and and that's what we you know are trying to do as well with our
staff so we're working on that um you know over the next week here so here's Dr verer can I want to add too one of the things that that TCAPS has decided to do is look at it as staff recognition what you might see out there sometimes they'll reference that week as being teacher appreciation but there are other
times of the year where it's bus driver appreciation or food service we have decided to dedicate and do all staff and honor them all at the same time during this that period of time so sometimes if you don't see if you hear another district doing something first day bus driver appreciation like why we we like
to do and recognize every person who touches children and education at every level during this this one week so we have one one full week of celebration for all staff within all buildings and departments regardless of the position that they hold great
um next item board policy defined to Connie Taylor finally you all this one is easy we all of the revisions and updates that had come through subsequent to our overall new policy adoption so as we
move forward what we will be doing anytime we get special updates or those quarterly updates or new policies we'll be bringing those as oneoffs to the district so we have literally moved mountains this is this is will be our norm hopefully moving forward what you'll notice is that there is a new
policy that will need to go on for a discussion item it's policy 4113 and it was adopted or enacted to represent the the new Michigan Earned Sick Time Act also known as ESTA um that is now in effect went into effect
February 21st so this is all statutory but just as a side note um most of our groups here are covered by collective bargaining agreements and so any of the ESTA provisions would not go into effect until the expiration of those agreements but even having said that what we
currently do in terms of sick time our administration and how we work exceeds the minimum requirements of ESTA so there's very few changes that we need to do there's a very small group of of individuals working for the district who will be impacted we're doing all the appropriate notifications for them and
implementations of the requirements of the statute but our board policies do now need to reflect ESTA and that's what's being brought before the board really no elections or you know choices that we can make i don't think
um if you're really interested I've got a like a ton of um webinars if you really want to dig into ES happy to give you I have way too much est [Laughter]
it's available exactly that's good um okay so moving on to agenda reviews obviously we um yeah we already had to said thankfully we're trying to keep it positive it's not because of the passing we already uh had the resignation
obviously that we had to fill um on the 7th and so one thing that we do have to add is is I need the board to to lay out the select the process for for selecting a new board member we do have a time limit so we have to do this very
promptly um unfortunately so uh today was the day we're going to adjust the uh we're going to add um a discussion for the open board position i know we had it at the end is that the best spot i I was trying to I was trying to think if we should just get out of the way and just
do it first do it first it would be fairly quick I think i think so and then sort of just do that and then we're in the process so we don't have to come back and it's usually a little disorganized at the end so right if we can just move it to um
the item between five and so be item six before we already have it five and six no it's not it's the discussion of the open board position so so it's number eight right now oh you want it moved up yeah to move it to six before the study
okay I understand wait why am I not seeing this are you on agenda 7th for special meeting yeah so right now it's on eight you know what oh this way you know what you know what you know what that's because I printed it before
it is updated it looks like this right here right there okay okay it's Yeah I printed it before yeah it's all good okay so it was here so you basically want to do it before the study session plan
yes fair easy peasy great um in her resignation was effective Saturday March 29th so within 30 days we have through the 28th meeting to make an appointment
so um just for the record what I will be proposing is to say that we're um and this is just what I'm proposing to the board is going to say something like um we're going to I don't think we've just done this process I would propose using
the existing applicant pool that we just had um and then we I don't think we have any speeches or anything that goes on and we just on the 14th because we've done that pro part of that process if and then on the 14th we will just have a
voting mechanism which is the bit that I would like to do because I think it's very fair to have the rules down before the meeting um and then we do it on the 14th so the 7th uh we'll just discuss the process and then on the 14th we'll
actually execute whatever we decide select a board member and that's my proposal obviously the board can the board gets to choose how they do it but you all can figure out the details do you want to ask questions again or do you open up the whole process like
discussion or just have a vote yeah I get it and so it that will be my recommendation but um yeah I'm sure there's different and we can tweak it and do whatever did the voting way we did voting last time work is that Yeah yeah i want to make sure that everyone
knows the rules so it's a fair process there will only be five of us josie will be gone right for both both of those the 7th and the 14th she'll be gone for the seventh and 14th and and then if if the board for whatever reason on the 7th said they wanted to do it on the 28th Josie would be here but I would not be
either way okay i don't think I I really Well for the record I'm I'm in support of what you all decide i mean this was so close in time with the applicant pool that we got and so I think it makes sense to just revisit that if they're still interested
obviously we have some you know if the board chooses to do that we'll reach out to them to see if the candidates are interested still and all that so yep and any board member can bring up anything on the seventh that's just what I'm just publicly that's what I'm thinking in my
head and what I've kind of think is what everyone's going to want to do but could be different um so that is to be determined but that's what I'm going to be suggesting um is there any other changes to the seventh obviously it's it's a basic president new bail just one
additional thought i wonder since at the time we filled the vacancy for Andrew Raymond and all of the candidate the finalists got to give up to five minutes i did i kind of wonder if maybe now that we're filling a different seat that
maybe they could be given an opportunity to speak again in case they want to say something a little different um which is is true and not everyone did get to speak which was the other part because if it depends if the board wants it for the complete right pool then the
balance on this board is very important we we look at the professional skills people bring and oh yeah you know if they have children or grandchildren and what how old the kids are and you know it all comes into the picture and that's kind of why when I when I was making my
thought uh process is I was you know do you use just the finalist or do you use the entire pool and there was I think we voted on the to narrow the pool based off of the makeup and the financing elementary school and so there's certainly enough that has that could
have affected the first vote um not that we need to do make it overly complicated but yes to your point that is and again those people didn't get to speak at all right so um we can definitely incorporate that discussion and again the board gets to decide I just try to
come with a with something that I think is palatable to everyone and see what you guys say thank you okay um no other changes to the seventh um so we'll move on to the 14th um actually I just invite to Dr maring on
this one um for the meeting of the 14th so we're all set then with with the study session okay we will have our standard call to order our pledge uh our approval recognition we do have TAP our next uh
group of TCAP Compass award winners um and we actually have also had a request from group of our STEM students um to come and do a presentation to the board so we will do that in that section is that about the uh manufacturing innovation centers or I believe this is
actually a part of the kids that have been traditionally sim kids yeah i believe at west that wanted to just come and talk about their program that's great yep and then uh we have our first public comment um our superintendent report we will have architects for Central High School um
our music projects and central grade here um that is um you know pretty getting pretty serious at this point now and so it'll be an opportunity to hear some of that um you know from for the
board uh what's come out of the uh visioning sessions for those and just to gauge the board's thoughts moving forward if we're continuing on that track if if that all fits with what the board is thinking legislative up
legislative update my guess is it won't be much i don't expect much to happen until May at this point um they're on spring break this week the legislature um so we'll we'll uh again probably not there and then our district highlights lots of great things going on across the
district we'll be sure to highlight we'll have our committee report outs for uh curriculum committee our finance executive our sustainability committee um and our nutrition and fitness committees daniel met today i mean yeah I was just gonna say for the board
curriculum committee Beth is gonna give the report out and then Erica will give the report out um for uh yeah for office hours and then attending will be pack oh yeah and then who's giving out the
report out for sustainability is that Tment oh yes yes and Hardy obviously for finance now okay all right um and then board office hours again um
Erica Erica you're going to be doing it for Yes i'll be giving out Jos's report yeah gotcha and then I'm supposed to attend the 24th but I have to take my daughter somewhere beth asked if she would switch she said yes so all right excellent when we put it on the office
hours can we note if it's virtual oh good idea just so I don't have to ask you every Yes yeah it's kind of helpful for tracking purposes right which it is which month yeah yep because at some point we're going to want to revisit you know how it's working yep yeah um so
under consent again personal recommendations uh we have our course catalog with the benefits that was pushed um to the full uh board from the curriculum committee field trip field trip requests that are there um then we have capital projects our facility
storage building heights furniture fixtures and equipment and west senior high renovations um and then meeting minutes from the study session um as well will be there um we will under discussion our school safety update as always and the social host responsibility proclamation that you
reviewed earlier we will have our staff appreciation special recognition that we reviewed earlier the board policy that we we've already discussed and then um we have a donation from the first congression congregational church at Trevor City um they're a church at the
base of Old Missionary Peninsula and they have given a a very sizable donation that the finance committee did move forward this morning that is for um extracurriculars for children um that's uh um in the area of a little over I
think $25,000 for me 26 265 Y 25 yep and then we'll have our second public comment board president closing remarks and trusty more just to give you a heads up on discussion um as my design you
will be you will have the privilege of reading the social host responsibility resolution and the staff appreciation special recognition oh there you go bam okay thank you thank you for the heads up so practice up
make sure I can read what I'm saying exactly the only one the question just on April 14th um because we've had these at committee meetings but I'm wondering if we could just acknowledge Holly and like I don't know if So I think that's I
think we could absolutely do that um I don't I guess what I would ask is the board a little bit of um just grace of the moment for us to figure out what we want to do okay i a communication just went out okay and we acknowledge that we would be recognizing
Holly at that at this meeting okay um I think Scott's got some questions in we're we're trying to figure out are there some very proper ways especially um with you know um our our Native American um uh local Native American
leaders to properly do what we think Hollywood would have liked and so I think we've got a little leg work to figure out there to do and then where that fits in and how to do that if it's invited guests so I guess I would just ask the board's leeway to let me to work with Scott to figure that out and we'll put it in the agenda where it feels
proper yeah i just I don't know what's proper I know i just want to make sure we do something and we and we said we are we publicly in a media release and an email that just went out to all of our families and and staff okay uh theformational items HR
deferring to Connie Taylor yeah so just very simply we you know we're always talking about where we are in terms of staffing um last month I reported that our retirements had kind of slowed down but just by way of summary we have right now within our teacher unit um 25
retirements that we have had that will be effective for the next school year um which is higher than we normally see and they they do come through on the personnel report but sometimes not seeing them all in aggregate because they're coming in in batches so 25 is a
pretty substantial number and we also have eight resignations and most of those resignations are based on individuals who had taken leaves of absence and they need to notify the district to notify us by March 1st if their intentions of returning or if they're not going to return so several
of those that are on the consent agenda this time under personal recommendations are individuals who mostly are for child care and have decided yeah I want to stay home and and continue to raise my kids and not come back at this time so at that point that shows you 33 different vacancies across multiple
areas um so as I expressed last time we do have general postings up for our core areas for special education um one other one I do want to highlight is that um we recently had a resignation unfortunately due to a move out of Trevor City of our coordinator of our indigenous education
program so obviously a very important program for our district that posting is out there so I would encourage individuals to to take a look at that as well um and but overall we're pretty pleased with the the not only the quality but the quantity of applicants
that we're getting for the vacancies that we have out there right now um I was you know secretly you don't really like to say it out loud never want to see a sweat but secretly concerned about special education um vacancies but we are seeing some um increase in the
candidate pool um so that's making us feel a little bit better on our end um from that from that piece and as usual we always have our weekly we update our job postings um they're on our website but certainly anyone could feel free to
give our HR office a call and then our next open interviews will be on April 16th which is a Wednesday um we alternate between mornings and afternoons so that one is one of our morning ones held from 8 to 10:00 a.m here at the Glen Lumis Administration
building 9 uh South Oak Street so stop in talk to members of our amazing HR team about interest for going into next school year it is not too early to put in applications for those positions because you know secretly all
love war recruiting we like to get the very best so the soon as we can get those applicants in and reviewed by our administrative team um supervisory team the better so feeling pretty good about where we are staffing going I shouldn't say that knock on wood um but um for
this stage of the year um things are looking pretty solid for us so we're thankful for that okay um uh any other questions on staffing update uh communications update a phone to Jinder Smith thank you uh the first
thing I'd like to touch on would be our strategic planning and just to provide you some data to go along with the work that's being um done prior to all of the work ahead of all of you is uh we did recently complete um as of March 18 the
surveys we totaled 4,736 responses of that the largest group being ser uh students and we did have uh 2600 students who participated in that survey today so that was really
exciting to see that um participation number be so high so that was great news and then this week we've been uh hosting focus groups around the district uh both uh yesterday and uh today and uh we had
our student senate classes both at Central High School and West Senior High School uh take part in that we also had uh parent both in-person and virtual options and uh tonight we have a virtual
session for staff so um it does um they were all uh smaller groups i think our our largest uh event was around uh 18 signed up i'm not sure how many actually
arrived and that was at West Senior High last night um but we had 30 parents signed up between the two buildings so um so really exciting to see um that the numbers did come through for all of those events the next thing I wanted to
touch on is just um keep your eyes open and be aware that we will have some banners uh um congratulating all of our graduates along Front Street between Rose and Railroad so we'll have 12 of those on display so we're excited for
that uh the the uh banner program is kind of going away a little bit in Traverse City which is kind of a bummer because we were hoping to kind of grow this initiative a little bit each year more and more uh and give a little competition to the Behore Marathon
banners that you always see uh gracefully adorned along Front Street every May so um so not sure how how many we'll be able to grow that number by but we will have uh 12 banners three for each uh I'm sorry four for each of the
three high schools okay um how do the kids compete for that the kids do not it's simply a banner representing each high school oh okay you know congratulations graduates with their names right got it
yeah because when you travel through small towns in Michigan you have pictures each kid we don't have enough hills we have 700 between your high school 700 kids graduate exactly
adopt a foot of Grand Via Parkway yeah i just want to acknow I mean one thing I have seen in yards is yard signs of the graduates that the two high like primary high schools do at least to honor the graduate i love that it's like Joe Esper and now would it be Ben Burgerer going
out in the dark of night and putting the yard sign you know to honor the graduate i think they give it to the parents be well I always like to fantasize that that was what was going on so yeah maybe it was Tammy actually back then
anyway all right back to you sorry so anyway just just wanted you to be aware of of that and keep your eyes open for that hopefully they will look fantastic uh they will go up uh May 19th and they will be on display through June 13 so
and then finally just a donation update um as you know we are always uh so grateful with our student support network to receive uh donations of all sizes and uh we did recently just
receive a a check for $26,582.86 6 cents from the first congregational church in Traverse City uh Katie and myself will be um in person thanking their congregation this Sunday um we were just beyond grateful for the
opportunity to attend and and to thank them in person for for that um sizable donation that they provided um and I did want to offer just a little bit of a heads up just because I I love data and I love to share data uh the total
donations for SSN um during the 2324 school year totaled $47,12 and the SSN department does not have a general operating budget um we
have uh funding that comes in for um both grants foundations and fundraising um as well as private donations and then for Mckin Vento we are federally funded um which most of that funding is um to
cover um administrative and salary costs so um with taking this year into account and knowing the work that we're doing to try to grow that program to provide as much as we can for the students in need between July 1 2024 and January 31 of
2025 uh we have thus far uh received $88,353 that's awesome so uh we are proud of the work that's been done we have a long way to go um for the money that we do receive
specifically SSN knowing that the Mckin Vento arm is is through that federal funding program uh we can really just try to always uh stretch the needs of that um SSN numbers and uh 67% of what
we do receive is based on foundation and grant money 22% coming from businesses and individuals within our community and 12% through uh local fundraising events so every dollar counts and um we are
doing our absolute best to ensure that we are providing the absolute basic needs knowing that without those basic needs being met there is there is no learning happening we need to ensure that we can provide food clothing
um and and bedding and items that students need to get a good night's rest in order to be able to come to school and learn so I just wanted to put a little emphasis on the success of that program and and to thank um with an open
heart to uh the church this weekend for that size absolutely that wasn't in the number either that wasn't a good 150 now from 47 so thank you for reporting out on that that's really good
positive Katie Kubesh and and yourself Ginger um Dr van Wagner I mean I think you all have done a great job of really promoting the SSN it's it's shown in the numbers right how much the community has heard of about the need and want to
support our students absolutely i think it's and hopefully can because everyone who hears about it every event we've done everyone hears about it yes everyone thinks they've heard something incorrectly of both the number of needs of students that have and then the low
dollar amounts that we have to work with so I feel like we're we are making progress and hopefully can continue doubling and tripling it for a few more years we talked about this um when you first came on and the the the organization of the SFN was kind of all
over the place and so it was sort of consolidating that was sort of your vision of like consolidating hiring Katie to come in and and really manage and because I kept saying I don't think people understand how to donate or where to donate or what does it go to and I think like we're just really we're
getting there i mean I think when groups get together whatever groups community groups businesses and and they want to donate that you know it's known now what it is and where it goes so it's really wonderful and there's not many other
donations you can make where 100% of it goes into programs for things that you would be really happy to see it being used for so yeah yeah that is all I have thank you oh
could you just go back over the no total number of um strategic planning surveys i heard 2600 students out of 4 was it 4,000 total yeah so the numbers uh incomplete we had a total of
4,736 that breakdown included students totaling 2,618 parents totaling 1,417 staff totaling 635 and community members at 66
thank you and I just want to note I was impressed with the um participation three years ago yeah we had 2,000 responses that time and we've actually surpassed that um which is I
mean a good sign people aren't complacent we see the value in this so that's great work and and really thrilled to see how many students I'm sure there were some teachers involved in incentivizing that participation but nonetheless we got it done they got it
done yep all right any other questions thank you um any other items again I do appreciate uh everyone getting through today um
hopefully every day is better but um obviously there's been some post online about some celebrations and and respect giving um coming up as well so um with that the next board executive committee meeting is Thursday May 1st at
400 p.m in this room um and uh with that the meeting is adjourned thank you