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[A. Meeting Opening]
I'D LIKE TO CALL THE SEPTEMBER 10TH, 2024 SCHOOL BOARD MEETING WORK SESSION TO ORDER.[B. Staffing Update]
FIRST, WE HAVE AN UPDATE ON STAFFING FROM DOCTOR HOUGH.MISS HEFFRON, MISS COKER, MEMBERS OF THE BOARD, DOCTOR MURRAY.
I'M HAPPY TO BE ABLE TO SHARE WITH YOU THIS AFTERNOON AN UPDATE ON STAFFING, AND WE HAVE A LOT OF A LOT OF GOOD NEWS THIS YEAR TO KICK OFF THE 24-25 SCHOOL YEAR.
A LITTLE BIT MORE THAN 95% OF OUR CLASSROOMS ARE CURRENTLY COVERED WITH LICENSED TEACHERS.
OUR ATTRITION NUMBERS ARE PRELIMINARY.
WE SHOULD HAVE THOSE FINAL NUMBERS EARLY OCTOBER, BUT THEY ARE TRENDING LOWER YEAR OVER YEAR.
OUR VACANCY RATE FOR OUR SCHOOL BASED FOOD SERVICE POSITION HAS CONTINUED WITH THE REDUCTION.
IT WAS 24% IN 2022, 13.8% IN 2023, AND NOW AT 6.3% IN 2024. AS OF THE FIRST WEEK OF SEPTEMBER.
SO WE'VE SEEN A CONTINUOUS DECLINE THERE.
OUR VACANCY RATE FOR DAY PORTERS HAS CONTINUED TO IMPROVE.
THEY'VE BEEN REDUCED VACANCIES FROM 5.8% TO 3.9 AND NOW 2.8, AND OUR VACANCY RATE FOR BUS DRIVERS HAS BEEN REDUCED. THAT WENT FROM 9.9 LAST YEAR TO 5.3% THIS YEAR, AND ALL THE ROUTES WERE COVERED AT THE START OF SCHOOL. WE ALSO HAVE A HEALTHY PIPELINE OF DRIVERS IN TRAINING AND ANOTHER EVENT COMING UP OCTOBER 15TH TO CONTINUE TO CAPTURE FOLKS WITH INTEREST IN DRIVING BUSSES.
THIS IS AN EXAMPLE OF OUR RECRUITING METRICS FOR BUS DRIVERS AS OF LAST WEEK.
AT THIS DATA CAPTURE, WE HAD 68 TRAINEE CATEGORY FOLKS AND 13 MORE IN THE MEDICAL CHECK.
THERE ARE 43 IN A BACKGROUND CHECK.
12 IN THE OFFER STAGE AND ANOTHER 30 THAT HAVE BEEN REFERRED FOR INTERVIEWS.
SO THOSE NUMBERS ARE LOOKING POSITIVE.
WE ALSO ARE CELEBRATING OUR DAILY SUBSTITUTE FILL RATE.
LAST YEAR, OUR AVERAGE FOR THE YEAR INCREASED TO 87%, AND THAT WAS AN INCREASE OF ABOUT 4% OVER THE PRIOR YEAR AND AN INCREASE OF 22% OVER PANDEMIC LOWS.
OUR ACTIVE SUBSTITUTE POOL INCREASE FROM 2840 TO 3105 AT THE END OF LAST YEAR, AND WE'RE REALLY PROUD OF THAT BECAUSE HITTING 3100 SUBSTITUTES, WHICH FOR OUR SIZE SCHOOL DISTRICT WAS CONSIDERED RIGHTSIZING OUR SUB POOL, IT WAS A THREE YEAR GOAL FOR US, AND SO WE WERE REALLY EXCITED TO HIT THAT GOAL.
IT WAS A 9.3% INCREASE IN ONE YEAR, AND WE HAD ABOUT 1900 MORE SUBSTITUTES THAN AT OUR LOW POINT, AND OUR NEW GOAL IS TO MAXIMIZE OUR ROSTER EARLIER IN THE YEAR.
SO, YOU KNOW, WE HIT THAT NUMBER IN JUNE.
WE'RE HOPING THIS YEAR TO HIT THAT NUMBER BY THE END OF OCTOBER, AND THEN THAT WILL ALLOW US TO HAVE A RIGHT SIZED SUB POOL AND THEN TO TAKE A LOOK AT LIKE GEOGRAPHIC RECRUITING, WHERE WE MIGHT ADVERTISE A SUBSTITUTE EVENT THROUGH PTA, FOR EXAMPLE, IF WE HAVE, YOU KNOW, MORE A DIFFERENT FILL RATE IN DIFFERENT GEOGRAPHY IN THE COUNTY.
SO WE'RE VERY EXCITED ABOUT OUR PROGRESS THERE, AND IT'S NOT JUST OUR FILL RATE, BUT IT'S ALSO THE EXPERIENCES THAT PEOPLE HAVE WHEN THEY'RE SUBSTITUTING AND WORKING WITH OUR STUDENTS, AND MANY OF THEM ENJOY THOSE EXPERIENCES AND DECIDE TO CHANGE CAREERS OR FILL A FULL TIME OR PART TIME ROLE WITH CCPS, AND SO YOU CAN SEE FROM THIS CHART, LAST SCHOOL YEAR, WE HAD 253 SUBSTITUTES WHO WERE
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HIRED INTO FULL TIME OR PART TIME POSITIONS, AND MOST OF THOSE WERE HIRED INTO TEACHING POSITIONS.103 AND THEN 85 HIRED INTO EITHER ANNUAL SUBSTITUTES OR VIRTUAL COURSE FACILITATOR POSITIONS ANOTHER 34 INTO INSTRUCTIONAL ASSISTANT POSITIONS AND THEN A VARIETY OF OTHER SUPPORT STAFF.
SO THAT'S REALLY IMPORTANT IMPORTANT PIPELINE FOR US FOR FULL TIME AND PART TIME POSITIONS, AND YOU CAN SEE THIS YEAR THIS CHART IS ONLY SHOWING JULY AND AUGUST DATA.
SO ALREADY THIS YEAR, WE'VE HIRED 186 PEOPLE WHO WERE SERVING AS DAY TO DAY SUBSTITUTES TO BE TEACHERS, ANNUAL SUBSTITUTES, INSTRUCTIONAL ASSISTANTS, AND FINALLY, THIS CHART SHOWS THE LAST 14 MONTHS.
SO THE 23-24 SCHOOL YEAR AND ALSO JULY AND AUGUST OF THIS SCHOOL YEAR AND YOU CAN SEE THAT THE NUMBER OF TEACHERS IS HIGHER, AND SO WHAT WE HAVE HERE IS PEOPLE WHO MOVED INTO A ROLE, LIKE INSTRUCTIONAL ASSISTANT OR ANNUAL SUBSTITUTE AND THEN SUBSEQUENTLY MOVED INTO TEACHING ROLES.
SO IT'S KIND OF CREATED A CAREER PATHWAY FOR PEOPLE TO, YOU KNOW, GET EXPOSURE TO CLASSROOM WORK AND THEN MAYBE DECIDE THAT THEY ARE INTERESTED IN THAT FULL TIME AND THEN GET INTO A LICENSURE PATHWAY AND WORK THEIR WAY INTO A TEACHING POSITION.
THE RETENTION HAS BEEN HIGH, AND WE DO SEE PEOPLE KIND OF PROGRESSING THROUGH THOSE CAREER PATHS, AND WE DO HAVE A LOT OF EVENTS WHERE WE ADVERTISE THOSE EVENTS TO OUR SUBSTITUTE POOL CAREER SWITCHER EVENTS AND TO LEARN ABOUT DIFFERENT ASPECTS OF OF TEACHING.
SOME INNOVATIONS AND THINGS THAT WE'RE TRYING.
WE SENT MESSAGES THIS YEAR THAT REACHED OVER 59,000 UNIQUE CANDIDATES.
WE ARE NOT ONLY MESSAGING TEACHER EDUCATION CANDIDATES, BUT ALSO CANDIDATES IN CONTENT MAJORS THAT MAY BE, YOU KNOW, INTERESTED IN CAREER SWITCHING OR BECOMING A TEACHER OR COULD EASILY PASS A CONTENT ASSESSMENT, MAY BE INTERESTED IN PURSUING LICENSURE.
SO WE HAD A 35% INCREASE IN THE NUMBER OF CANDIDATES.
OF THOSE ALMOST 3700 CANDIDATES ENGAGED WITH US, AND THAT WAS A 26% YEAR OVER YEAR INCREASE.
I TEACH IS AN ONLINE ASYNCHRONOUS CERTIFICATION PROGRAM.
IT IS THE ACCREDITED BY THE COUNCIL OF ACCREDITATION OF EDUCATOR PREPARATION OR CAPE, AND THAT'S AN OPPORTUNITY WHERE PEOPLE WHO ARE WORKING FULL TIME, THIS MIGHT MEET THEIR SCHEDULE, WHERE THEY CAN WORK THROUGH THEIR CERTIFICATION COURSEWORK.
IT OFFERS PRAXIS TEST PREPARATION.
AS PART OF THE PROGRAM, THEY GET ACCESS TO 90 DAYS OF PRAXIS PREPARATION.
IN ADDITION TO THE CONTENT AND THE PEDAGOGY OFFERED THROUGH THE COURSE, WE'VE HOSTED MULTIPLE EVENTS FOR ANNUAL SUBSTITUTES, SUBSTITUTES, AND CAREER SWITCHERS. WE HAVE ANOTHER EVENT COMING UP.
THIS ONE'S GOING TO BE FOCUSED ON ELL, AND THAT'S COMING UP ON SEPTEMBER 17TH.
AT MIDLOTHIAN HIGH SCHOOL, AND WE ARE SUPPORTING THE COST OF AN I TEACH COHORT THROUGH TITLE TWO GRANT FUNDING. EXCUSE ME FOR MATH, EL, SPECIAL EDUCATION AND ELEMENTARY CERTIFICATION AREAS, AND THAT'S ON A FIRST COME, FIRST SERVE BASIS.
WE'VE HAD 84 PEOPLE WHO EXPRESSED INTEREST THAT LOOK LIKE THEY ARE POTENTIALLY ELIGIBLE.
THERE ARE A FEW ANCILLARIES, LIKE A GPA REQUIREMENT.
WE HAVE 76 PEOPLE WHO ARE READY TO START, AND THAT INCLUDES 15 IN MATH.
TWO VIRTUAL FACILITATORS IN MATH ARE INTERESTED 13 IN ESL, 35 ELEMENTARY, SEVEN SPECIAL ED ADAPTED, AND 14 SPECIAL ED GENERAL CANDIDATES, AND WE STILL HAVE A FEW SLOTS LEFT.
SO WE'RE STILL ADVERTISING AND HAVING EVENTS BUT WE'RE HOPEFUL THAT WILL ALLOW PEOPLE WHO ARE ENJOYING WORKING WITH OUR STUDENTS TO PROGRESS INTO THESE FULL TIME ROLES AND RENEWABLE LICENSES.
ALSO PARTICIPATE IN INTERNATIONAL EXCHANGE.
I KNOW YOU'RE FAMILIAR WITH THIS.
THIS IS OUR SECOND YEAR PARTICIPATING IN THIS PROGRAM.
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IT'S PARTICIPANTS LEARNING IS THE LARGEST PROVIDER OF INTERNATIONAL TEACHER EXCHANGE PROGRAMS IN THE US.THEY WORK PRIMARILY IN VIRGINIA, NORTH CAROLINA, AND THEY'VE PLACED ABOUT 750 TEACHERS THIS YEAR, AND THEY'VE BEEN OPERATING IN CULTURAL EXCHANGE PROGRAMS FOR OVER 37 YEARS.
THEY ONLY TAKE THE TOP 3% OF THEIR APPLICANTS, BECAUSE THEY ONLY HAVE 750 OF THESE EXCHANGE VISAS, AND THE TEACHERS CAN STAY FOR UP TO FIVE YEARS, AND THEY HAVE OVER 21,000 APPLICANTS FROM 35 COUNTRIES.
SO IT'S A PRETTY SELECTIVE PROGRAM, AND WE WERE EXCITED TO WELCOME OUR TEACHERS THIS YEAR.
THEY HAVE TO HAVE A MINIMUM OF TWO YEARS OF EXPERIENCE.
MOST HAVE MANY MORE, AND THEY ARE LICENSED AND THEY ARE ELIGIBLE FOR THE VIRGINIA INTERNATIONAL TEACHER LICENSE AS WELL, AND THEY'VE ENGAGED IN TRAINING RELATED TO CULTURAL DIFFERENCES RELATIVE TO TEACHING IN THE UNITED STATES.
THEY'VE BEEN INTERVIEWED AND SELECTED BY OUR PRINCIPALS.
THEY'RE INTERVIEWED VIRTUALLY.
THEY'VE TRAVELED HERE ON A J-1 VISA.
THEY CAN STAY UP FOR FIVE YEARS, AND THE AVERAGE STAY IS 4.1 YEARS THROUGH THIS PROGRAM.
THE PROGRAM IS THROUGH THE DEPARTMENT OF LABOR.
SO IT DOES REQUIRE A COUPLE OF CULTURAL EXCHANGE ACTIVITIES EACH YEAR, AND THEN IT IS A REQUIREMENT THAT THEY RETURN TO THEIR HOME COUNTRY AT THE END OF THE PROGRAM TO EXCHANGE WHAT THEY'VE LEARNED SOME ADVANTAGES OF THIS IS OUR STUDENTS WILL BECOME MORE KNOWLEDGEABLE ABOUT THE WORLD AND ITS CULTURES, LANGUAGES AND PEOPLE, WHICH PREPARES THEM TO LEAD AND EXCEL IN A GLOBAL MARKETPLACE.
SO WE'RE BRINGING THE WORLD TO OUR STUDENTS.
WE KNOW THAT OTHER DIVISIONS HAVE HAD POSITIVE OUTCOMES WITH STUDENT LEARNING, AND WE KNOW THAT THIS ALSO HELPS TO MEET NEEDS WITH THE TEACHER SHORTAGE.
OUR TEACHERS ARE ELIGIBLE TO TEACH ELEMENTARY EL OR SPANISH.
SOME PEOPLE ARE ELIGIBLE IN MORE THAN ONE AREA, AND SOME TEACHERS ARE TRAVELING ALONE.
SOME ARE BRINGING A SPOUSE OR FAMILIES WITH THEM.
WE ARE NOW UP TO A TOTAL OF 55 AMBASSADOR TEACHERS.
WE WELCOME 30 LAST YEAR AND 25 THIS YEAR.
WE HAVE 12 COUNTRIES REPRESENTED, SO YOU CAN SEE THEM LISTED THERE THIS YEAR.
WE WELCOME TEACHERS FROM BELIZE, KENYA AND SPAIN FOR THE FIRST TIME, AND YOU CAN SEE HERE A LIST OF OUR ELEMENTARY, MIDDLE AND HIGH SCHOOLS WHO ARE PARTICIPATING IN THIS EXCHANGE PROGRAM, AND SHORTLY, WE'LL BE GETTING READY TO SURVEY SCHOOLS AGAIN FOR THE FOLLOWING YEAR TO SEE WHO MIGHT WISH TO PARTICIPATE.
THERE ARE A LOT OF SUPPORTS PROVIDED THROUGH THIS PROGRAM.
THERE'S A WEEK OF ARRIVAL ORIENTATION IN WASHINGTON, DC, AND THIS YEAR WE WERE EXCITED TO BE ABLE TO GO UP AND PRESENT A SEGMENT OF THAT TO JUST OUR TEACHERS.
WE WERE ABLE TO WELCOME TEACHERS THIS YEAR AS THEY CAME IN AT REAGAN INTERNATIONAL AIRPORT THE DAY AFTER THE MICROSOFT GLITCH, SO THAT WAS EXCITING, AND THEY PARTICIPATED IN CCPS NEW TEACHER WEEK WITH SOME SPECIALLY DESIGNED BREAKOUT SESSIONS.
THEY HAVE SCHOOL BASED MENTORS.
THEY HAVE LOCAL ADVISORS WHO THIS YEAR ARE THE FIRST YEAR TEACHERS WHO'VE JUST BEEN THROUGH THE ACCLIMATION PROCESS THE YEAR BEFORE, AND THEY ALSO HAVE AN ANNUAL CONFERENCE THAT'S HELD ON A WEEKEND IN DC THAT PARTICIPATE LEARNING PROVIDES.
OUR ENGLISH LEARNERS ARE WORKING WITH SOME ESL TEACHERS WHO ARE MULTILINGUAL AND HAVE HAD THE EXPERIENCE OF OF LEARNING OTHER LANGUAGES. SO THAT'S EXCITING, AND WE DO EXPECT LIFELONG MEMORIES FROM THIS PROGRAM AS WELL.
SOME OTHER CONTINUOUS IMPROVEMENTS WE'RE MAKING.
WE HAD 61 RECRUITING EVENTS THIS YEAR.
THAT'S A 22% INCREASE OVER THE PREVIOUS YEAR.
WE ARE PILOTING A PAID APPRENTICESHIP MODEL.
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IT'S AN ASSOCIATE'S TO BACHELOR'S MODEL, AND WE WOULD END UP WITH A TEACHING CERTIFICATE.THAT'S FOR ELEMENTARY AND SPECIAL ED.
THE DEPARTMENT OF LABOR AND SEVERAL OTHER SCHOOL DIVISIONS ARE PARTICIPATING.
THAT'S A NEW MARKET FOR US BECAUSE PRIMARILY MOST OF THE CAREER SWITCHER MARKETS HAVE BEEN, YOU KNOW, YOU ALREADY HAVE A BACHELOR'S DEGREE AND THEN PICK UP THE TEACHING LICENSE OR MASTER'S DEGREE.
SO ASSOCIATE'S BACHELOR'S IS A NEW SORT OF A NEW ARENA FOR US.
SOME CHALLENGES THAT WE'RE STILL FACING ARE IMPROVING, BUT IT DOES REMAIN HIGH IN SOME CRITICAL NONEXEMPT ROLES LIKE BUS DRIVER AND INSTRUCTIONAL ASSISTANT. OF COURSE, WE'RE STILL IN A NATIONAL TEACHER SHORTAGE, SO IT IS PRETTY COMPETITIVE FROM DISTRICT TO DISTRICT, AND WE STILL HAVE SALARY COMPETITION WITH OUR NEIGHBORS.
THE BUDGET TIMING SOMETIMES IS A LITTLE BIT CHALLENGING BECAUSE THE TIMING OF THE STATE BUDGET ADOPTION AND THE TIMING OF WHEN WE NEED TO HIRE TEACHERS TO BE FULLY STAFFED FOR THE NEW YEAR DOESN'T ALWAYS SYNC UP, AND WE HAVE HAD SOME GROWTH DUE TO LEGISLATIVE ACTIONS OR POPULATION. LIKE LAST YEAR, THERE WAS A READING SPECIALIST LEGISLATION THAT PASSED RELEVANT TO THAT TO WHERE WE NEEDED TO ADD SOME READING SPECIALISTS, AND SO WE'RE NOW SPONSORING SOME COHORTS IN THAT, AND WE ADDED SOME EL TEACHERS THIS YEAR AS WELL IN RESPONSE TO LEGISLATION.
WE HAD OVER 30 EVENTS LAST YEAR, PLUS WE HAVE A MONTHLY VIRTUAL SESSION FROM FALL TO SPRING, AND THAT JUST INCLUDES HELP WITH ANALYSIS OF TRANSCRIPTS, PATHWAYS TO LICENSURE, PRAXIS ASSESSMENT INFORMATION, TUITION ASSISTANCE, BUDGET PERMITTING, AND WE INCLUDE EVENTS, SCHOOL VISITS, 1 TO 1 PHONE CALLS AND EMAILS.
WE KNOW THIS IS A BIGGER NEED NOW THAT WE'RE WORKING WITH MORE CAREER SWITCHERS, AND WE ALSO HELP PEOPLE NAVIGATE THE DIFFERENT PATHWAYS TO LICENSURE.
SO IT CAN BE IT, IT COULD BE ELIGIBILITY THROUGH A MAJOR ELIGIBILITY THROUGH PRAXIS CONTENT TESTING CAREER SWITCHER PROGRAM THAT'S FILED WITH THE VIRGINIA DEPARTMENT OF ED. WE TRY TO LOOK AT WHERE THAT PERSON'S COMING FROM AND WHAT THEIR TRANSCRIPTS ALREADY REFLECT, AND WHICH PATHWAY MIGHT MATCH THEM.
ADVANTAGES TO ACHIEVING LICENSURE.
SO THERE IS AN INCENTIVE TO BECOME A LICENSED TEACHER, AND WE ARE NOW WORKING WITH BOTH TUITION ASSISTANCE AND COHORTS.
SO THIS IS I MENTIONED THE I TEACH COHORT THAT WE'RE SPONSORING.
WE ARE ALSO BUDGETING TO HELP OTHER CAREER SWITCHERS TOWARDS CERTIFICATION.
WE HAVE TWO COHORT PROGRAMS FOR READING SPECIALISTS THROUGH LONGWOOD UNIVERSITY.
ONE STARTED IN MARCH, ONE STARTED THIS SUMMER.
WE HAVE TWO COHORT PROGRAMS PLANNED THAT ARE IN COLLABORATION WITH UNIVERSITY OF RICHMOND AND THE EL OFFICE, WHERE IT'S A PROGRAM FOR PEOPLE WHO ARE TEACHERS TO PICK UP THEIR L ENDORSEMENT AND PREPARE THEM TO PASS THEIR PRAXIS TEST AND WE'LL BE FEATURING THAT AT NEXT WEEK'S SEPTEMBER 17TH EVENT AT MIDLOTHIAN HIGH SCHOOL.
WE CONTINUE TO HAVE DEDICATED FAIRS FOR INSTRUCTIONAL ASSISTANCE, AND THIS IS IT WAS NEITHER AN AREA OF CHALLENGE NOR AN AREA OF SUCCESS. IT STAYED STABLE.
I GUESS WE'VE SUSTAINED OUR SUCCESS FROM LAST YEAR.
WE HAVE ABOUT 96% OF THESE POSITIONS FILLED.
WE HAVE INCREASED OUR NUMBER OF EVENTS.
PEOPLE DON'T WANT TO COMMUTE A LONG WAY FOR AN INSTRUCTIONAL ASSISTANT POSITIONS.
MANY TIMES THEY'RE TRYING TO MATCH THEIR SCHEDULE TO THE SCHEDULE OF THEIR STUDENT.
SO WE ARE HAVING ANOTHER EVENT IN OCTOBER.
I BELIEVE THAT'S COMING UP ON OCTOBER 7TH AT PROVIDENCE MIDDLE SCHOOL.
TO TRY TO FILL THOSE FINAL POSITIONS THAT WE ARE ABOUT 96% FULL.
I KNOW MANY TIMES PEOPLE ASK, WHERE ARE WE RECRUITING? SO I'VE INCLUDED A CHART HERE OF OUR EXTERNAL JOB FAIRS FROM SPRING SEMESTER OF 2024, AND IF ANYONE'S WATCHING AND WONDERING HOW TO APPLY FOR ANY OF OUR OPEN POSITIONS, WE'VE INCLUDED OUR WEBSITE HERE AND A LINK WHAT TO INCLUDE WHEN YOU
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APPLY. AS WELL AS OUR CONTACT INFORMATION FOR OUR RECRUITERS AT CAREERS AT CCPSNET., AND WHY WE WOULD LIKE FOR PEOPLE TO APPLY.OUR SUPPORT POSITIONS ARE CRITICAL TO ENSURE THAT OUR CHILDREN CAN BENEFIT FROM THE CLASSROOM ENVIRONMENT, AND WE WANT TO MEET THIS MOMENT OF TEACHER SHORTAGE WITH INNOVATION, CONTINUOUS IMPROVEMENT AND STRATEGY TO ENSURE THAT ALL OF OUR STUDENTS HAVE AN OUTSTANDING EDUCATIONAL EXPERIENCE.
THANK YOU, DOCTOR HOUGH, BOARD MEMBERS.
IS THERE ANY DISCUSSION? ANY QUESTIONS? THANK YOU. ALL RIGHT. THANKS.
NEXT WE HAVE AN UPDATE ON TRANSPORTATION.
[C. Transportation Update]
DOCTOR FRYE. THANK YOU.MR. ROBERTS. IT'S MY PLEASURE TO GIVE YOU OUR UPDATE ON OUR TRANSPORTATION DEPARTMENT.
BUS STOP PLACEMENT, AND THEN LET'S LOOK AHEAD.
WE HAVE A TOP NOTCH TRAINING DEPARTMENT THAT'S IN-HOUSE HERE IN CHESTERFIELD.
I WOULD STACK THEM UP AGAINST ANY TRAINING DEPARTMENT IN THE UNITED STATES.
FRANKLY, THEY DO A FABULOUS JOB.
WE HAVE A MANAGER OF TRAINING AND SAFETY, THREE LEAD TRAINERS AND NINE AUXILIARY TRAINERS, AND THROUGH THEIR EFFORTS THROUGHOUT THE ENTIRE YEAR LAST YEAR, THEY WERE ABLE TO TRAIN AND WE WERE ABLE TO HIRE FROM THEIR TRAINING, 233 DRIVERS.
WE WANT TO MAKE SURE THAT OUR TRAINING DOES NOT END IN THE CLASSROOM.
SO WE HAVE AN EXTENSIVE MENTORING PROGRAM.
WE TRAINED MENTORS, EXPERIENCED DRIVERS, AND THEY GO ON TO ROUTES THAT ARE OPEN AND THEY LEARN THOSE ROUTES SO THAT WHEN WE HAVE A NEW DRIVER, THAT NEW DRIVER CAN RIDE ALONG WITH THIS MENTOR WHO KNOWS EVERY TWIST AND TURN, EVERY BUMP AND SHOWS THE NEW DRIVER THEIR WAY AROUND, AND WHEN THEY'RE COMFORTABLE, THE NEW DRIVER TAKES OVER AND THEN IT DOESN'T END THERE.
THROUGH THE TRAINING PROGRAM AND MANY OTHER ASPECTS, WE'VE BEEN ABLE TO ACHIEVE A 97% ARRIVAL GOAL, WHICH WAS OUR WHICH WAS OUR GOAL THROUGHOUT THE YEAR.
WE STARTED OFF LAST YEAR AT THE FIRST READING AT THE END OF SEPTEMBER AT AROUND 95%.
BY SECOND SEMESTER, WE WERE UP TO 97%.
WE'RE HOPING BY THE NEXT TIME WE TAKE A MEASUREMENT, WHICH WILL BE AT THE END OF SEPTEMBER OR OCTOBER, THAT WE'LL BE BACK UP INTO THE MID TO UPPER 90S AS WELL.
NOW, WE ARE VERY AWARE THAT ANY LATE BUS IMPACTS OUR FAMILIES.
SO WE ALWAYS DIG DOWN INTO THE DATA TO SEE HOW WE CAN IMPROVE.
OF THAT, LESS THAN 3% THAT ARE LATE, WHICH REPRESENTS 4200 ARRIVALS IN A WEEK'S PERIOD OF TIME.
121 OF THOSE AT LEAST IN THE WEEK OF MAY THAT WE CHECKED.
THE VAST MAJORITY OF THOSE WERE LESS THAN TEN MINUTES.
NOW, WE WOULD LOVE TO BE ABLE TO GET TO 100%.
THAT WOULD BE THE ULTIMATE GOAL.
FIRST OF ALL, A SINGLE LATE BUS CAN IMPACT 2 TO 10 BUSSES OR MORE BECAUSE THEY HAVE A DOMINO EFFECT.
30% OF OUR BUSSES ARE 15 YEARS AND OLDER, AND THAT'S BECOME BECOMING A GREATER PROBLEM, AND WHEN THAT OCCURS, WE HAVE TO SEND OUT ANOTHER BUS TO PICK UP THOSE STUDENTS.
TRAFFIC. THE TRAFFIC YOU EXPERIENCE GETTING HERE ON HULL ON 95, ALL THE 288 OUR BUSSES ARE IN EVERY SINGLE DAY AND THAT'S UNPREDICTABLE.
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DRIVER ABSENTEEISM ONGOING SITUATION IN ANY JOB PARENT TRAFFIC.WE WOULD ENCOURAGE OUR PARENTS TO RIDE THE BUS.
VANDALISM AND THEFT IS ALSO A PROBLEM.
THAT IS UNFORTUNATE, BUT WHEN A DRIVER GOES TO COLLECT THEIR BUS, SOMETIMES THEY THEY FIND THAT SOMETHING'S BEEN DONE TO THE BUS THAT SLOWS DOWN THE PROCESS.
ANYTIME WE DO SOMETHING NEW, IT TAKES MORE TIME.
NOW, THE LAST TWO THINGS HERE ARE THINGS THAT WE DO HAVE MORE CONTROL OVER.
FIRST OF ALL, THE TOTAL DISTANCE AND NUMBER OF STOPS ON THE ROUTE.
WE HAVE SOME CONTROL OVER THAT DEADHEAD TIME AND DISTANCE BETWEEN ROUTES.
WE DO HAVE SOME CONTROL OVER THAT AND THAT'S WHERE EFFICIENCY COMES IN.
ADDITIONAL IMPACTS ON ARRIVAL ARE PHYSICAL IMPACTS.
FOR EXAMPLE BENSLEY THEY'RE IN A NEW SCHOOL, WE'RE SHARING A PARKING LOT, A BUS LOT WITH FALLEN CREEK, AND THE CHALLENGES OF THE STUDENTS LEAVING THE BUILDING TO GET TO THE BUSSES HAS BEEN A CHALLENGE FOR THE LAST THREE WEEKS, AND I'LL TELL YOU, THE PRINCIPAL HAS BEEN DOING A GREAT JOB AND THERE'S BEEN IMPROVEMENT EVERY SINGLE DAY, AND I'M HAPPY TO REPORT THAT SINCE WRITING THIS, THAT THEY'RE GETTING OUT THERE WITHIN ABOUT 18 MINUTES, 15 TO 18 MINUTES, WHICH IS A SIGNIFICANT IMPROVEMENT, WHICH IS CREATING A LOT MORE ON TIME ARRIVALS IN THE AFTERNOONS.
ADDITIONALLY, THERE'S LESS TIME BETWEEN MODIFIED FIRST TIER AND SECOND TIER TEN MINUTES DIFFERENCE.
SO WE HAVE TO BE A LOT FASTER DURING THAT PERIOD OF TIME.
ALSO, LONG ROUTES ON SECOND TIER.
SO SOMETIMES IT'S DIFFICULT TO START A FIRST TIER OR A THIRD TIER.
LIKE I SAID, EFFICIENCY IS EXTREMELY IMPORTANT IN OUR BUSINESS.
OUR BUSSES TRAVEL 9 MILLION MILES PER YEAR.
THAT'S ONCE AROUND THE EARTH, EVERY SINGLE DAY OF THE CALENDAR, WHICH IS IT'S HARD TO FATHOM.
THEREFORE, IT'S ESSENTIAL THAT WE ARE LOOKING AT OUR ROUTES AND STOPS ON A DAILY YEARLY BASIS.
WHY DO WE DO THIS? IT'S THE LAW.
WE MUST ENSURE THAT THEY'RE SAFE.
EVERYBODY IN THE TRANSPORTATION DEPARTMENT IS RESPONSIBLE FOR THIS REVIEW.
IT STARTS WITH OUR MANAGERS AND OUR ROUTING DEPARTMENT.
OUR BUS DRIVERS DRIVE THE ROUTES, GIVE FEEDBACK, OUR PARENTS GIVE FEEDBACK.
OUR TRAINING AND SAFETY TEAM GO OUT AND LOOK AT STOPS, AND THIS IS AN ONGOING PROCESS.
WE DON'T JUST DO IT ONE TIME PER YEAR.
SO LET'S LOOK AT THE EFFICIENCY OF BOTH OUR ROUTES AND OUR BUS STOPS.
EFFICIENCY STARTS WITH OUR DATA.
WE'RE VERY DATA DRIVEN, ESPECIALLY WITH THE NUMBER OF RIDERS.
THE NUMBER OF STUDENTS THAT RIDE OUR BUSSES IMPACTS THE NUMBER OF BUSSES AND DRIVERS THAT WE NEED.
WE GET THIS INFORMATION FROM SCHOOLS DATABASE SYNERGY.
SO WE KNOW EXACTLY WHO IS RIDING.
NUMBER ONE CONSERVES TIME AND THE WEAR AND TEAR ON THE BUS.
WHEN EVALUATING BUS STOPS, WE ALSO TAKE INTO ACCOUNT, YOU KNOW, THE DISTANCE THAT KIDS HAVE TO WALK, THE VISIBILITY OF CARS THAT ARE ON THE ROAD. COMING UP TO A STOP, THE NUMBER OF STUDENTS THAT ARE STANDING AT THE STOP, FEATURES OF THE ROADS ITSELF, THE LOCATION OF THE
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RESIDENCES OF THE STUDENTS, AND FINALLY WHERE THE STUDENTS WILL STAND.THINGS WE DO NOT CONSIDER ARE BEING IN THE LINE OF SIGHT.
YOUR HOUSE IS NOT NECESSARILY IN THE LINE OF SIGHT OF THE BUS STOP.
THIS IS GOING TO IMPACT TRANSPORTATION SIGNIFICANTLY.
ONE OF THE THINGS WILL BE THAT THE MIDDLE SCHOOLS WILL BE REDISTRICTED, AND THE MIDDLE SCHOOLS WILL ALL BE PLACED ON FIRST TIER, INCLUDING TOMAHAWK, IN ORDER TO BALANCE THE NUMBER OF BUSSES NEEDED AT EACH TIER, THERE WILL NEED TO BE SOME REARRANGEMENT OF OUR ELEMENTARY SCHOOLS ON EACH TIER.
THANK YOU, DOCTOR FRYE. BOARD MEMBERS, ANY DISCUSSION? THANK YOU. SORRY.
I HAD ONE. WELL, I HAVE TWO QUESTIONS ON HERE.
ONE WAS ABOUT THE DOUBLE BACKS.
DO WE HAVE ENOUGH BUSSES TO AVOID DRIVERS DOING THAT FOR TIER FOLLOW MY PATH HERE.
IF TIER ONE AND TIER TWO DON'T HAVE TO SHARE THE SAME BUS DRIVER, WOULD THAT HELP ALLEVIATE THE POTENTIAL FOR LATE ARRIVALS THAT WE'RE HAVING WITH THE TIER TWO? IF ONLY THE TIER ONE AND THE TIER THREE BUS DRIVERS WERE THE SAME.
I THINK I UNDERSTAND WHAT YOU'RE SAYING, AND AS LONG AS THERE'S ENOUGH, IF WE PLAN, AS LONG AS THERE'S ENOUGH TIME BETWEEN THE ROUTES, WE CAN DO A FIRST, SECOND AND A THIRD AND BE ON TIME WITH THE TIME THAT WE HAVE.
IT'S A LITTLE BIT OF A STRETCH BETWEEN MODIFIED TIER BECAUSE YOU'VE GOT TEN MINUTES LESS, BUT WE TRY TO PLAN FOR THE SHORTEST ROUTES AND THE SCHOOLS WITH THE TIGHTEST ZONES IN THE MODIFIED AND THEN SO THAT WE CAN GET TO SECOND TIER, AND THEN MY SECOND QUESTION WAS REGARDING THE LAST SLIDE.
YOU ADDRESSED THE ELEMENTARY SCHOOLS HAVING TO ADJUST THEIR TIERS.
WHAT WOULD YOU WHAT WOULD YOU WHAT WERE YOU ENVISIONING WITH THAT? WELL, THAT'S STILL IN THE PLANNING STAGES, BUT THERE IS A SIGNIFICANTLY LARGER NUMBER OF ELEMENTARY SCHOOL BUSSES NEEDED TO SERVICE ALL OF OUR ELEMENTARY SCHOOLS.
SO LIKE WE HAVE CURRENTLY, WE HAVE THEM SCATTERED INTO MODIFIED FIRST AND SECOND IN ORDER TO BALANCE THE BUSSES THAT'S NEEDED, SO WE DON'T HAVE ENOUGH BUSSES TO MAKE THAT HAPPEN THE WAY YOU SAID ORIGINALLY.
WELL, IT WOULD BE BUSSES DRIVERS.
IT'S ALSO A MATTER OF EFFICIENCY.
IF WE HAD ENOUGH BUSSES TO WHERE WE COULD HANDLE ALL OF THE ELEMENTARY ON ONE TIER, THERE WOULD BE A LOT OF BUSSES SITTING AROUND DOING NOTHING DURING FIRST AND SECOND. GOTCHA.
TWO THINGS. ONE START OF THE SCHOOL YEAR.
IT'S VERY HECTIC, AND YOUR TEAM, AT LEAST THE PROBLEMS THAT WERE PRESENTED TO ME THAT I PARTNERED WITH YOU ON, AND YOU DIRECTED YOUR TEAM TO HANDLE THOSE RATHER EXPEDITIOUSLY.
THE OTHER THING I WANT TO POINT OUT, AND THIS WAS A MISCONCEPTION THAT I HAD, THAT AFTER SPEAKING WITH YOU, I LEARNED WAS NOT THE CASE IS WHEN YOU WERE REFERRING IN A PREVIOUS SLIDE TO THE TRAINERS.
THESE TRAINERS ARE ALSO ABLE OR NOT ABLE, BUT THEY DO CERTIFY.
SO WE'RE NOT SENDING A BUS DRIVER CANDIDATE OUT TO SOME THIRD PARTY CDL ORGANIZATION TO GET TESTED, AND THEN THEY THEN THEY JOIN THE RANKS.
SO AGAIN, A CREDIT TO YOUR DEPARTMENT.
[00:35:02]
EARN THEIR CDL, THEIR LEARNER'S PERMIT.I DO WANT TO SAY THANK YOU TO YOUR TEAM FOR AREA FOUR AND YOU AS WELL.
CAN YOU ELABORATE A LITTLE BIT MORE ON THAT FOR FOLKS THAT MAY NOT KNOW? I THINK IT'S THE ELEMENTARY STUDENTS THAT ACTUALLY SCAN, BUT THEN THE OLDER STUDENTS KIND OF TYPE THEIR NAME IN OR THAT'S ACTUALLY CORRECT.
OKAY. THEY ARE ALL WE HAVE TABLETS THAT ARE ALL INTEGRATED INTO OUR SYSTEM, AND STUDENTS WILL GET ON THE BUS AND THEY'RE LOGGED ONTO THE BUS ONE OF TWO WAYS THE DRIVER CAN TAP ON THEIR NAME AND PICTURE WHEN WE HAVE PICTURES AND THEY'RE LOGGED, OR IF THEY HAVE AN EXPRESS CARD, FORMERLY AN RFID CARD, IT'S SCANNED AS THEY GET ON THE BUS, AND THOSE EXPRESS CARDS ARE AT THE ELEMENTARY SCHOOL. THANK YOU.
THANK YOU. NEXT, WE HAVE AN UPDATE ON THE ERP MODERNIZATION PROJECT FROM MRS.
[D. ERP Modernization Update]
ALDOUS.MADAM CHAIR, DISTINGUISHED BOARD MEMBERS AND STAFF, THANK YOU FOR THE OPPORTUNITY TO PRESENT WHAT I HOPE IS A RIVETING PRESENTATION ON THE ERP MODERNIZATION PROJECT.
I AM GOING TO TAKE A MOMENT TO STEP BACK BECAUSE I HAVEN'T PRESENTED TO THIS BOARD AS A WHOLE.
SO IF YOU WILL ALLOW ME A LITTLE LIBERTY TO JUMP THROUGH A LITTLE BIT OF THE HISTORY, I'M GOING TO BEGIN WITH WHAT IS AN ERP, RIGHT.
SO STANDS FOR AN ENTERPRISE RESOURCE PLANNING TOOL, AND WHAT THAT IS, IS IT'S A SOFTWARE THAT BASICALLY INCORPORATES OR ENABLES OR FACILITATES DAY TO DAY OPERATIONS, NOT JUST YOUR ACCOUNTING.
THAT'S OFTEN WHAT WE THINK OF, BUT IN THIS CASE ALSO YOUR HUMAN CAPITAL.
SO WE'RE TALKING FROM HIRE TO RETIRE, RIGHT.
EVERYTHING FROM PERFORMANCE MANAGEMENT LEARNING COMPENSATION, PAY BENEFITS. ALSO ON THE FINANCE SIDE, WE DO HAVE BUDGET, ACCOUNTING, STRATEGIC PLANNING PROJECTS, BUSINESS ASSETS, ALL THE FUN THINGS, RIGHT? SO AGAIN, AN ERP IS MORE THAN JUST A SOFTWARE TO RUN YOUR PAYROLL.
RIGHT. WE CAN AN EMPLOYEE'S PERSONAL INFORMATION AND IT FLOWS ALL THE WAY THROUGH THE SYSTEM.
SO WE'RE ALSO IMPROVING DATA INTEGRITY.
SO IN SHORT, THAT'S THE BASIS OF AN ERP.
ALL RIGHT. THE CASE FOR CHANGE.
IT'S BEEN KNOWN AS [INAUDIBLE] IN FOCUS.
ONE SOLUTION FINANCE ENTERPRISE.
IT'S BEEN CALLED CENTRAL SQUARE, REGARDLESS OF WHAT YOU CALL IT.
THAT IS A LONG TIME AGO FOR SOFTWARE.
WE'VE GIVEN IT A COUPLE OF FACELIFTS, BUT SINCE THAT TIME, TECHNOLOGY HAS CHANGED, OUR BUSINESS PROCESSES HAVE CHANGED, THE SIZE OF THE SCHOOL SYSTEM HAS CHANGED.
SO THE CASE FOR CHANGE IS THAT THERE IS NEW TECHNOLOGY OUT THERE TODAY THAT CAN HELP US IMPROVE OUR CONTROLS IN SOME CRITICAL BUSINESS PROCESSES, PROCESS AREAS.
SO AGAIN, THE ONES I MENTIONED BEFORE, BUT A QUICK LIST.
APPLICANT TRACKING COMPENSATION.
PERSONNEL. TIME AND ATTENDANCE.
IN ADDITION TO THAT, WE'RE TALKING ABOUT REFINING OUR PROCESSES, RIGHT.
[00:40:02]
SO GETTING RID OF SOME OF THE INEFFICIENCIES.WE WANT TO PUT THE INFORMATION IN THE HANDS OF THE PEOPLE WHO KNOW IT BEST AND THAT'S OUR EMPLOYEES.
IMAGINE, RIGHT, ALL THE KEYING BEING CENTRALIZED IT'S REALLY CRAZY ACTUALLY.
SO PUTTING THAT IN THE HANDS OF THE PEOPLE WHO KNOW THAT INFORMATION BEST, IT'S GOING TO INSTANTLY IMPROVE OUR DATA INTEGRITY, RIGHT? SO THE OTHER THING NEW TECHNOLOGY WILL ENABLE US TO DO IS ACTUALLY EQUITABLY APPLY OUR POLICIES, RIGHT.
SO THE SYSTEM AND PRESENT DAY TECHNOLOGY ALLOWS FOR VALIDATION OR CHECKING OF RULES BEHIND THE SCENES WHERE IT'S NO LONGER SOMEONE IN PAYROLL BEING THE BAD GUY TELLING YOU YOU CAN'T DO THAT.
THE SYSTEM JUST WON'T LET YOU.
WE'RE GOING TO OPTIMIZE THE EFFORT OF STAFF.
WE'RE GOING TO INCORPORATE BEST PRACTICES.
AGAIN THIS TECHNOLOGY WAS INCORPORATED OVER 15 YEARS AGO.
SO PEOPLE WILL HAVE ACCESS TO THEIR INFORMATION REAL-TIME ON A DEVICE NEUTRAL OR MOBILE ENABLING SO THAT AGAIN, IF SOMETHING IS WRONG, THEY CAN INITIATE THE FIX AS OPPOSED TO HAVING TO COMPLETE A PAPER FORM AND SEND IT IN CENTRALLY.
AGAIN, JUST ANOTHER SORT OF HIGH OVERVIEW OF THIS PROJECT.
IT'S A DUAL EFFORT BETWEEN COUNTY AND SCHOOLS.
AGAIN, WE'VE BEEN IN THIS CURRENT SYSTEM FOR OVER 15 YEARS.
WE'RE GOING TO SUPPORT HR AND FINANCE FUNCTIONS.
IT IS A HIGH PRIORITY PROJECT FOR BOTH COUNTY AND SCHOOLS.
IT WAS THE TOP FIVE OF THE TECHNOLOGY PROJECTS ON THE COUNTY'S PORTFOLIO.
THE INITIAL FUNDING WAS APPROPRIATED IN 2024.
I BELIEVE IT WAS A $13 MILLION APPROPRIATION MIGHT HAVE BEEN 12, 12 TO $13 MILLION APPROPRIATION, AND THEN THE SELECTION PROCESS, WE WENT THROUGH A PRETTY ROBUST RFP PROCESS ON THIS, WHERE IN AUGUST OF 2023, WE DECIDED ON A JOINT EFFORT BETWEEN ACCENTURE, THE CONSULTANTS, IMPLEMENTATION CONSULTANTS AND WORKDAY.
SO THAT SORT OF BRINGS US TO THE PROJECT TEAM AND QUICK OVERVIEW OF THE PROJECT TEAM SPONSORED BY MATT HARRIS, THE COUNTY DEPUTY ADMINISTRATOR. CONSUELO WILSON, THE DIRECTOR OF ACCOUNTING, IS THE PROJECT DIRECTOR.
UNDER HER WE HAVE PROJECT MANAGEMENT AS WELL AS CHANGE MANAGEMENT, AND ON THE PROJECT MANAGEMENT SIDE, WE HAVE REPRESENTATION FROM BOTH SCHOOLS AND COUNTY, AS WELL AS IST WHICH IS PRIMARILY COUNTY.
ALTHOUGH WE DO HAVE IT REPRESENTATION ON OUR STEERING COMMITTEE SIDE.
ON THE CHANGE MANAGEMENT SIDE, IT'S MYSELF AND KEVIN BRUNI OVER AT THE COUNTY, BUT IN ADDITION TO THAT, WE RECENTLY COMPLETED WHAT WE'RE CALLING THE CANS CAMPAIGN CHANGE AMBASSADOR NETWORK, WHERE CURRENTLY I HAVE 204 UNIQUE EMPLOYEES ACROSS THE SCHOOL SYSTEM.
THAT WILL BE MY BOOTS ON THE GROUND.
WE HAVE BETWEEN 2 AND 3 REPRESENTATIVES AT EACH LOCATION, SCHOOL OR DEPARTMENT TO HELP AND THEN NOT LAST BUT NOT LEAST, THE STEERING COMMITTEE, AND I WON'T READ THE LIST TO YOU, BUT I WILL MENTION FOR THE FOLKS IN HERE THE CFO, BOB MEISTER, AS WELL AS DOCTOR HOUGH ARE ON, AS WELL AS ERIN FORD ARE ON THE STEERING COMMITTEE TEAM.
ONE OF THE FIRST ACTIVITIES THAT WE DID AS A NEW PROJECT WAS TO ESTABLISH THE VISION AND THE GOALS, BUT BASICALLY, IT'S JUST TO REITERATE THE THINGS I'VE ALREADY SHARED WITH YOU.
RIGHT. WE'RE GOING TO LOOK TO ENHANCE OUR ACCESS OUR TRANSACTIONS THROUGH AUTOMATED, DEVICE NEUTRAL SELF-SERVICE PROCESSES TO IMPROVE EFFICIENCY DATA DRIVEN DECISIONS FOR BOTH COUNTY AND SCHOOLS.
SINCE WE KICKED OFF THERE HAVE BEEN FOUR OR FIVE KEY DECISIONS.
FIRST, WE HAVE DECIDED TO GO WITH THE BIG BANG IMPLEMENTATION.
THERE WAS A THREE MONTH DELAY BETWEEN THE IMPLEMENTATION OF THE TWO.
WE HAVE DECIDED TO GO WITH THE BIG BANG.
[00:45:01]
THERE WERE SEVERAL REASONS.ONE WITH THE HCM IMPLEMENTATION.
FIRST, THAT WOULD HAVE REQUIRED AN INTEGRATION WITH OUR CURRENT SYSTEM FOR THREE MONTHS.
DESIGNING AN INTEGRATION IS QUITE COMPLEX AND SO IT WOULD HAVE BEEN A VERY HEAVY LIFT IN ADDITION TO THAT, THAT WAS COMPARED AGAINST THE FACT THAT OUR PAYROLL PARALLEL TESTING WAS GOING TO BEGIN DURING THE HOLIDAY MONTHS, DECEMBER AND JANUARY, AND WE KNOW HOW THAT GOES.
SO A LITTLE REALITY CHECK THAT MAYBE THAT WASN'T THE BEST TIME TO EXPECT FOLKS TO BE NOT TAKING ANY TIME OFF, BECAUSE ONCE WE START THE PARALLEL TESTING, IT'S GO TIME, AND THEN FINALLY THE OTHER POSITIVE FOR THAT DECISION WAS TO ACTUALLY ALLOW MORE TIME FOR THE PARALLEL PAYROLL TESTING.
THAT IS WITHOUT A DOUBT WHERE WE WILL FOCUS.
OUR GREATEST ENERGY IS TO ENSURE THAT OUR FOLKS ARE PAID ACCURATELY.
THE OTHER BIG DECISION WAS THE SEPARATION OF BUSINESS PROCESSES.
WHAT I MEAN BY THAT IS IN WORKDAY WHAT YOU HAVE THE SYSTEM ITSELF, IT IS WHAT IT IS.
WE CANNOT CUSTOMIZE THAT SYSTEM.
HOWEVER, WHAT WE DESIGN OUTSIDE OF THE DATABASE ARE THINGS CALLED BUSINESS PROCESSES, AND THOSE BUSINESS PROCESSES CAN BE CONFIGURED, AND WHAT AN EXAMPLE WOULD BE THE ROUTING OF A WORKFLOW OR THE NEXT STEP IN A PROCESS, AND THROUGH OUR BUSINESS PROCESS ASSESSMENT, WE IT WAS VERY QUICKLY EVIDENT THAT WE ARE TWO VERY DIFFERENT BUSINESSES.
RIGHT. THE WAY THAT WE OPERATE AT SCHOOLS IS VERY DIFFERENT THAN THE COUNTY OPERATES, AND BECAUSE OF THAT, IT MADE SENSE TO ACTUALLY SEPARATE SOME OF OUR PROCESSES BECAUSE THEY TAKE DIFFERENT JOURNEYS, DIFFERENT APPROVALS ARE REQUIRED NOW WHERE WE COULD, AND MOSTLY ON THE FINANCE SIDE, WE WILL LEVERAGE SIMILAR PROCESSES WHERE WE CAN. WE ARE DEFINITELY GOING THAT ROUTE, BUT WHERE WE DEVIATE, WE HAVE DECIDED TO TAKE A DIFFERENT APPROACH TO DESIGNING THOSE BUSINESS PROCESSES.
POST-PRODUCTION SUPPORT MODEL.
WHAT WE'RE TALKING ABOUT THERE IS OUR ABILITY TO MAINTAIN THE SYSTEM GOING FORWARD.
PRESENTLY, WE RELY VERY HEAVILY ON THE COUNTY, WHICH HAS ITS ADVANTAGES AND ITS DISADVANTAGES.
ONE OF THE MISSIONS THAT I PERSONALLY FEEL STRONGLY ABOUT IS THAT WE SHOULD BE SELF AUTONOMOUS IN OUR MANAGEMENT OF THE SYSTEM, AND BE ABLE TO MAKE THOSE DECISIONS WITHOUT ADDITIONAL LAYERS OF HAVING TO ASK FOR HELP TO IMPLEMENT CHANGES.
THINGS CHANGE QUICKLY AT A SCHOOL SYSTEM.
I CAN THINK OF A CONVERSATION I HAD JUST UP THERE A FEW MINUTES AGO BETWEEN ESSER FUNDED TUTORING AND NOW ALL IN FUNDED TUTORING, AND HOW THAT IMPACTS AND OUR NEED TO BE ABLE TO PIVOT QUICKLY.
SO ANOTHER BIG DECISION THAT'S OUT THERE IS DIGITAL SIGNATURES.
WE ARE GOING TOWARDS DIGITAL SIGNATURES.
THE QUESTION NOW BECOMES DOCUSIGN VERSUS ADOBE SIGN COUNTY HAS ADOBE.
WHAT WE'RE EVALUATING NOW, IT'S A COST BENEFIT.
WHERE CAN WE GET THE BIGGEST BANG FOR OUR BUCK.
BOTH OF THEM REQUIRE LICENSES.
WE HAVE LOTS OF PROCESSES THAT REQUIRE SIGNATURE.
SO THAT'S JUST A COST BENEFIT ANALYSIS TAKING PLACE, AND THEN FINALLY WE HAVE DECIDED TO TABLE THE INVENTORY ENTRY MODULE INVENTORY BEING VERY DIFFERENT THAN BUSINESS ASSETS.
IF I WERE TO DESCRIBE THE DIFFERENCE BUSINESS ASSET, YOU HAVE SOMETHING THAT'S FIXED.
YOU'RE USING PAPER THAT SORT OF THING.
WHERE WE SAW THE BIGGEST POTENTIAL FOR THIS TO IMPROVE OUR PROCESSES WOULD BE IN OUR TRADES OR OUR FLEET OR OUR WAREHOUSE, BUT IN TODAY'S ENVIRONMENT, THOSE FUNCTIONAL AREAS HAD ALREADY LEVERAGED NEW TECHNOLOGY, NEWER TECHNOLOGY, AND THEY HAVE A SYSTEM IN PLACE, AND FOR THE LIFT THAT WAS GOING TO BE REQUIRED TO INTEGRATE MULTIPLE DIFFERENT INVENTORY SYSTEMS, IT JUST DIDN'T MAKE SENSE FOR RIGHT NOW.
SO THOSE ARE THE BIG DECISIONS SINCE KICKOFF.
AGAIN, WE STARTED THIS IN TWO PHASES.
PHASE ONE WAS HCM AND I'LL RATTLE THEM OFF FOR YOU AGAIN.
[00:50:04]
WE HAVE DONE CUSTOMER CONFIRMATION SESSIONS WHERE WE INTERNALLY ARE ACTUALLY DOING THE DEMONSTRATIONS TO SOME TYPICAL END USERS TO SHOW THEM USING OUR DATA. SO WE HAVE BUILT A TENANT.WHAT I MEAN IS IT'S A LITTLE BIT OF A SILO TESTING, NOT MY FAVORITE, BUT TO KIND OF MOVE THE NEEDLE FORWARD PAYROLL IS TESTING TIME TRACKING IS TESTING COMPENSATION IS TESTING.
PHASE TWO KICKED OFF NOT TOO TERRIBLY LONG AGO AND IT IS ON.
SO WE HAVE DONE THE VPA KICK OFF THE DAY IN THE LIFE SESSIONS.
WE HAVE DONE OUR BUSINESS OPPORTUNITY READOUT.
WE HAVE BEGUN ARCHITECT AND DESIGN.
WE HAVE IDENTIFIED A KEY INVENTORY OF REPORTS, AND THEN WE ARE CURRENTLY DESIGNING THE TEST SCENARIOS FOR UNIT TESTING IN PHASE TWO.
SO IT IS VERY QUICKLY CATCHING UP WITH PHASE ONE.
WE'VE DONE THE CANS CAMPAIGN, WHICH I MENTIONED.
WE SAT A VENDOR TABLE AT THE PRINCIPAL RETREAT.
THAT WAS PRETTY WELL RECEIVED.
THEY'VE ACTUALLY ASKED US TO COME BACK, WHICH BODES VERY WELL BECAUSE THAT THOSE ARE MY BOOTS ON THE GROUND NOT MY POWER POWER USERS, BUT MY MID-LEVEL POWER USERS AND THEY ARE SUPER EXCITED, WHICH IS EXACTLY WHAT I NEED, AND THEN WE KICK OFF THIS CHANGE AMBASSADOR NETWORK IN OCTOBER.
SO THAT'S RIGHT ON THE HORIZON.
FINALLY, DGW IS AN INTEGRATION.
DGW STANDS FOR DATA GATHERING WORKBOOK, AND WHAT WE ARE DOING IS ITERATIVE DUMPS OF OUR CURRENT DATA INTO THE NEW SYSTEM, NEW ENVIRONMENTS, VALIDATING THAT DATA AND THEN TESTING THAT DATA.
WE HAVE ALREADY DONE THE THIRD DATA DUMP OF OUR HCM DATA WHILE WE'RE WORKING ON THE THIRD ONE, AND WE ARE ALSO IN THE PROCESS OF DELIVERING OUR FINANCE DATA.
THE FIRST LOAD OF THAT SHOULD BE BY THE END OF THIS WEEK.
I BELIEVE THAT WAS A MOUTHFUL, AND I KNOW THIS ISN'T RIVETING.
OKAY. ERP IMPLEMENTATION TIMELINE THE BIG PICTURE.
THIS IS THE BIG PICTURE TIMELINE AND THE DOTTED LINE IS WHERE WE ARE RIGHT NOW.
SO IF YOU THINK ABOUT IT, WE'RE ABOUT 45 WEEKS IN.
I THINK THAT'S ON THE NEXT SLIDE.
YEAH, WE'RE 45 WEEKS IN, BUT WE HAVE 54 WEEKS TO GO OR 43 WEEKS UNTIL WE IMPLEMENT, AND THAT DOESN'T COUNT THE RFP THAT WAS I THINK A YEAR PLUS BEFORE THIS.
I'M NOT GOING TO SAY IT'S PERFECT.
WE'VE GOT SOME BUMPS IN THE ROAD, BUT I'LL ON THIS DETAILED ONE I'M NOT GOING TO BORE YOU WITH THE DETAILS OTHER THAN I JUST WANT TO SHARE THAT THE TESTING THAT WE'RE DOING NOW STILL REALLY FALLS UNDER THE UMBRELLA OF ARCHITECT AND DESIGN, BECAUSE WHAT WE'RE DOING AGAIN IN THAT UNIT TESTING IS TRYING TO PERFECT THAT FUNCTIONAL AREA AS A WHOLE BEFORE WE INTRODUCE IT INTO THE END TO END, WHERE IT FLOWS FROM ONE FUNCTIONAL AREA TO ANOTHER.
OUR GO LIVE ANTICIPATION DATE IS JULY 1ST OF 2025.
SO WITH THAT I WILL PAUSE FOR QUESTIONS.
BOARD MEMBERS, ANY QUESTIONS? GO AHEAD, ANN. I DON'T HAVE ANY QUESTIONS.
I'M HAPPY FOR THE COUNTY THAT WE ARE HERE.
IT IS EXCITING. A NEW SOFTWARE THAT'S GOING TO BE SO MUCH MORE BENEFICIAL FOR EVERYBODY.
I KNOW RIGHT NOW YOU ARE IN THE MIDST OF A VERY, VERY HARD LIFT.
A LITTLE. BEEN THERE, DONE THAT.
SO YES, IT'S YOUR HOURS ARE VERY FEW, AND YOU HAVE A LOT OF WORK THAT YOU HAVE TO.
YOU'RE DOING DOUBLE WORK REALLY.
[00:55:02]
IT'S VERY EXCITING. I WAS TESTING RIGHT BEFORE COMING TO THIS MEETING AND I WAS ALMOST LATE COMING HERE BECAUSE THE TESTING IS SO EXCITING, RIGHT.CONGRATULATIONS. THIS IS INCREDIBLE.
SO I JUST HAVE A QUESTION WITH THESE SOMEONE IN EACH SCHOOL.
IS THAT THEIR INFORMATION INPUT? OR IS IT JUST LIKE A TEST, OR IS IT LIKE SO THIS CHANGE AMBASSADOR? YEAH. WHAT IS THE PURPOSE OF IT? SO THE IDEA IS WE'VE DONE OUR BEST.
GOD BLESS YOU. WE HAVE DONE OUR BEST TO PUT OURSELVES IN EVERYONE'S SHOES, RIGHT? TO ANTICIPATE THE CHALLENGES, THE NEEDS, ETC., BASED ON WHAT WE SEE OUR PURVIEW, BUT WE DON'T KNOW EVERYTHING, AND WE RECOGNIZE THAT WE DON'T KNOW EVERYTHING.
SO THESE ARE THE VOICES OF THE PEOPLE WHO ARE BOOTS ON THE GROUND, AND WE'RE GOING TO BRING THEM IN TO ACTUALLY WORK IN THIS SYSTEM ALONGSIDE US, BE PART OF THAT TESTING, BE PART OF THE TRAINING MATERIAL, DEVELOP.
THEY'RE NOT GOING TO BE ASKED TO DEVELOP THE TRAINING MATERIAL.
THEY'RE GOING TO BE ASKED TO VET THE TRAINING MATERIALS SO THAT WE ARE SPEAKING THEIR LANGUAGE TO THEIR AUDIENCE SO THAT WE MEET THOSE NEEDS, BUT THEY'RE ALSO WE'RE ALSO TAKING VOLUNTEERS IF THEY WANT TO TRAIN.
I HAVE A COUPLE PEOPLE WHO'VE ACTUALLY SAID, PICK ME.
I WOULD LOVE TO BE A TRAINER, RIGHT AND SO I LOVE THOSE PEOPLE, AND WE ARE GOING TO USE AS MANY PEOPLE AS ARE WILLING AND THAT WILL HELP ALSO WITH THE CHANGEOVER BECAUSE.
YEAH. WHICH YOU'RE GETTING BUY-IN.
EXACTLY. SO THAT'S REALLY SMART.
SO THAT MEETING WITH THE PROFESSIONALS, THOSE ARE MY GO-TO'S AT A SCHOOL.
RIGHT, AND THEY WANTED ME TO COME BACK AGAIN.
THEY ARE READY FOR I THINK WE'RE GOING BACK IN OCTOBER FOR THEIR NEXT MEETING SO THAT THEY CAN LEARN MORE, AND IT WAS GREAT, AND I NOW HAVE THEIR DATA THAT I CAN SHOW AND TELL.
I WAS JUST GOING TO SAY I'VE BEEN THROUGH THAT.
ON ON CHANGING INTO AN ERP, I WOULD JUST RECOMMEND THE ICEBERG IS MELTING BY DAVE COTTER EIGHT CHANGE STEP PROCESS FOR CHANGE MANAGEMENT.
I USED TO TEACH A BLOCK OF THAT FOR DA CIVILIANS, AND IT WAS VERY HELPFUL FOR OUR CHANGE AMBASSADORS TO FULLY UNDERSTAND WHAT THEY'RE GOING TO SEE WHEN THEY MEET THE DISGRUNTLED PERSON WHO DOESN'T WANT TO LET GO OF THE OLD THING.
SO WE'RE WITH YOU IN SPIRIT, BUT I REALLY DON'T WANT TO DO THAT AGAIN.
DO YOU KNOW? BECAUSE THAT'S WE ARE I'M A COUPLE BOOKS INTO ADKAR, BUT I WILL I WILL ADD TO IT.
THANK YOU SO MUCH. THANK YOU FOR YOUR TIME.
APPRECIATE IT. I KNOW EVERYONE EMBRACES CHANGE ALL THE TIME.
[INAUDIBLE]. I DON'T KNOW WHAT YOU'RE TALKING ABOUT.
NEXT WE HAVE AN UPDATE ON CIP AND CONSTRUCTION PROJECTS FROM MR.
[E. CIP / Construction Update]
CARSON.EXCUSE ME. GOOD AFTERNOON, MADAM CHAIR.
WE'RE GOING TO START RIGHT AWAY WITH MAJOR MAINTENANCE.
THAT SAID, SORT OF TONGUE IN CHEEK, BUT THERE IS A LOT OF WORK TO DO ACROSS THE DISTRICT, AS YOU KNOW, AND YOU KNOW, MY TEAM AND THE EXPERTISE OF OTHERS IS REALLY BEING PUT TO USE IN ADDRESSING A LOT OF DEFERRED MAINTENANCE.
SOME OF OUR MAJOR WORK THIS YEAR, WE CAME TO YOU IN JUNE AND WE TOLD YOU WE WERE GOING TO DO A BUNCH OF THINGS, AND I'M HAPPY TO REPORT THAT, WELL, WE HAVE DONE OR CONTINUE TO DO THEM. ROOF RESTORATION ACROSS THE DISTRICT, HIGHLIGHTING A FEW OF OUR SITES HERE, VARIOUS DISTRICTS.
WE'VE JUST COMPLETED THAT PIECE OF WORK, AMONG OTHERS.
[01:00:03]
BUILDING ENVELOPE WORK.IT'S NOT JUST THE ROOFS THAT ARE LEAKING.
SOMETIMES IT'S OUR EXTERIORS AS WELL.
OUR BRICK MASONRY, WINDOW FRAMES, ETC.
ENTRANCE VESTIBULES, I WOULD SAY THE PREMIER MAJOR MAINTENANCE PROJECT OF THE SUMMER, EXCEPT FOR ALL OF THE OTHER ONES, BUT 38 VESTIBULES OVER THREE PHASES OF WORK WE ARE NOT YET FULLY COMPLETE.
THERE ARE FOUR YET TO BE DONE, BUT WE WILL HAVE THIS ALL WRAPPED UP HERE IN THE IN THE FALL OF 24, BUT ONE OF OUR CHARGES FROM DOCTOR DAUGHERTY IN THE PAST WAS MAKE THEM LOOK LIKE THEY WERE SUPPOSED TO BE THERE.
SO WE'RE COMING TO CLOSE ON THIS ONE.
AS WELL, USING THE WATCHFIRE PROGRAM.
OKAY. MEGA TRAILERS AGAIN, ONE OF OUR MAJOR INITIATIVES THIS SUMMER UNDER THE MAJOR MAINTENANCE INITIATIVE CLOVER HILL ELEMENTARY, WOOLRIDGE ELEMENTARY, SWIFT CREEK ELEMENTARY, AND THE CHESTERFIELD VIRTUAL SCHOOL, WHICH JUST RECEIVED CERTIFICATE OF OCCUPANCY ON FRIDAY AND THEY'RE IN THERE AND FULLY MOVED IN WITH POLISHED AND BEAUTIFUL FLOORS TODAY.
HERE I'M SHOWING MEADOWBROOK, CARVER MIDDLE AND CECLA GETTING A NEW GYM FLOOR.
THESE THINGS THEY WEAR OVER TIME AND WE'RE HAPPY TO REPLACE THEM AS THEY AS THEY NEED IT.
SO PAVING AND SURFACING BIG EFFORTS, USUALLY A HALF MILLION TO $1 MILLION WORTH, IS SPENT EACH SUMMER PAVING AND SURFACING OUR DRIVES AND ROADS OR BUILDING NEW, AS IS THE CASE WITH PROVIDENCE ELEMENTARY SCHOOL, WHERE WE ACTUALLY ADDED PARKING FOR THE FACULTY AND STAFF.
THERE A BIT OF A TRAFFIC CRUNCH, BUT GOT A LOT OF WORK DONE THERE THIS SUMMER AS WELL.
AS IS THE CASE OF FALLING CREEK MIDDLE SCHOOL.
YOU WERE ALL THERE. I SAW YOU, YOU CUT THE RIBBON.
WE HAD A GREAT TIME, AND, YOU KNOW, WE'RE CLOSING THIS PROJECT OUT.
IT'S A WONDERFUL NEW LARGEST MIDDLE SCHOOL IN CENTRAL VIRGINIA, AS YOU'VE ALL HEARD, BUT IT'S BEING FOLLOWED ON THE HEELS BY THE WESTERN AREA MIDDLE SCHOOL, WHICH WILL BE OPEN NEXT AUGUST, WHICH WILL BE, WELL, ONE OF TWO OF THE LARGEST MIDDLE SCHOOLS IN CENTRAL VIRGINIA, FOLLOWING PRETTY MUCH THE SAME FOOTPRINT BUT WE ARE TRACKING VERY, VERY WELL FOR SUBSTANTIAL COMPLETION LATE IN THE SPRING AND OBVIOUSLY OPENING OUR DOORS HERE IN AUGUST OF 25.
YOU KNOW BUILDING THIS ON THE BACK OF THE SITE OF THE EXISTING DAVIS ELEMENTARY SCHOOL.
NOT WITHOUT A FEW QUIRKS HERE AND THERE.
IT'S SOMETIMES CHALLENGING TO DO THIS, BUT WE ARE AGAIN TRACKING FOR NEXT SUMMER.
I JUST WANT TO POINT OUT THE BUDGET HERE AT $60 MILLION FOR ONE ELEMENTARY SCHOOL.
YOU MAY THINK THAT'S A BIT HIGH, BUT THAT DOES REFLECT THE FEDERAL MONEY THAT WE RECEIVED AND ARE HAPPY TO SPEND FOR THIS PROJECT, WHICH REQUIRES THE USE OF DAVIS-BACON WAGE RATES, WHICH TEND TO DRIVE UP OUR COST IN ACCOUNTING.
MOVING BACK OVER TO THE WESTERN PORTION OF THE COUNTY WHERE WE ARE SEEING TREMENDOUS GROWTH.
I'VE ALREADY SPOKEN ABOUT THE MIDDLE SCHOOL THAT IS CLUSTERED IN THE UPPER MAGNOLIA GREEN AREA, WITH THE WEST AREA ELEMENTARY SCHOOL AND THE WESTERN AREA HIGH SCHOOL, WHICH ARE ALL IN VARIOUS PHASES OF DESIGN, BIDDING AND CONSTRUCTION, BUT THIS IS OUR LITTLE CONTEXT MAP THAT WE LIKE TO SHOW, AND TALKING ABOUT WEST AREA ELEMENTARY, WE'LL HAVE A BOARD MEMBER FOR YOU TO CONSIDER ABOUT THIS ONE LATER THIS EVENING OUR FORMAL MEETING, BUT AGAIN, SAME DESIGN IS DAVIS ELEMENTARY SCHOOL, AND WE PLAN TO BE UNDERWAY HERE IN A FEW SHORT MONTHS, AND OPENING THE DOORS HERE IN AUGUST OF 26.
[01:05:03]
WESTERN AREA HIGH SCHOOL PROBABLY THE BIGGEST THING WE'VE EVER BUILT HERE IN THE COUNTY OR ARE SOON TO BUILD 2400 STUDENTS, YOU KNOW, OVER 300,000 SQUARE FOOT HIGH SCHOOL WORKING WITH STANTEC ARCHITECTS, GETTING A COUPLE OF SHOTS OF THE INTERIOR AND EXTERIOR DESIGN.WE ARE FULLY INTO THE CONSTRUCTION DOCUMENT PHASE HERE AND HOPE TO HAVE THIS PROJECT OUT FOR BID IN DECEMBER HERE OF 2024, AND HAVING A GROUNDBREAKING SOMETIME IN THE SPRING OF 25.
VERY EXCITED ABOUT THIS ONE, AND THEN THE REST OF OUR CIP PROGRAM, EVERYTHING PRETTY MUCH ON THE LEFT HERE IS WELL UNDERWAY. STARTING TO CREEP INTO THE RIGHT A LITTLE BIT WITH THE WESTERN AREA HIGH SCHOOL IN THE FOURTH COLUMN OVER FROM THE LEFT, BUT BUT THIS GRAPHIC REPRESENTS THE ENTIRETY OF OUR CURRENT CAPITAL IMPROVEMENT PROGRAM FOR THE NEXT FEW YEARS.
SO THAT'S THE END OF MY SLIDES.
IF ANYBODY HAS ANY QUESTIONS, I'M HAPPY TO ANSWER THEM FOR YOU.
BOARD MEMBERS, ANY QUESTIONS? YES. MR. PARANTO.
DAVIS ELEMENTARY SCHOOL IS $60 MILLION.
WESTERN AREA ELEMENTARY IS $52 MILLION.
WHY IS IT $8 MILLION MORE? RIGHT. SO AT DAVIS ELEMENTARY, WE'VE ACCEPTED $25 MILLION IN ARPA FUNDING TO HELP BUILD THAT FACILITY, THAT IS FEDERAL MONEY THAT CARRIES ALONG WITH THAT FEDERAL TERMS AND CONDITIONS.
SO WE HAVE TO PAY THE DAVIS-BACON WAGE RATES, WHICH ARE A LITTLE BIT HIGHER, A LITTLE BIT MORE ACCOUNTING INVOLVED, A LITTLE BIT MORE PAPERWORK ON THE CONTRACTOR SIDE, WHICH ELEVATES, YOU KNOW, ANYWHERE BETWEEN 7 AND 10% OR MAYBE A LITTLE BIT MORE OF THE CONSTRUCTION CONTRACT VALUE.
ANY OTHER QUESTIONS? WELL I WANT TO SAY JUST CONGRATULATIONS ON THE VESTIBULES.
I HAVE WALKED INTO SCHOOLS AND THOUGHT, OH, THERE'S A VESTIBULE HERE.
SO YES. EXCELLENT EXECUTION OF THE VISION.
[F. Continuous School Improvement Plan]
SORRY. NEXT. WE HAVE A PRESENTATION ON CONTINUOUS SCHOOL IMPROVEMENT PLAN FROM DOCTOR GERVAIS.GREAT. THANK YOU. GOOD AFTERNOON, MADAM CHAIR.
MEMBERS OF THE BOARD, DOCTOR MURRAY.
ALL RIGHT. TODAY'S PRESENTATION WILL INCLUDE AN OVERVIEW OF THE CONTINUOUS SCHOOL IMPROVEMENT PROCESS, ALONG WITH THE ALIGNMENT OF OUR PROCESS TO THE VIRGINIA CONTINUOUS IMPROVEMENT MODEL AND SUPPORT FRAMEWORK.
I WILL ALSO SHARE THE ACCREDITATION STATUS OF SCHOOLS BASED ON THE CURRENT STATE ACCREDITATION SYSTEM AND THE TYPES OF DIFFERENTIATED AND TARGETED SUPPORT WE PROVIDE EACH SCHOOL AS THEY WORK TOWARDS INNOVATION AND IMPROVEMENT TO SUPPORT THE LEARNING OF ALL STUDENTS.
THIS COMMITMENT IS REFLECTED IN OUR SCHOOL LEADERSHIP PLAYBOOK, WHICH IS DESIGNED TO GUIDE SCHOOL BASED LEADERS IN SIX ESSENTIAL PRACTICES, ONE OF WHICH IS THE CONTINUOUS SCHOOL IMPROVEMENT PROCESS.
THE PRACTICE OF SCHOOL IMPROVEMENT REQUIRES SCHOOL LEADERS TO ENGAGE IN AN ONGOING CYCLE OF INQUIRY AND ANALYSIS OF DATA, IN ORDER TO UNDERSTAND UNCOVER THE ROOT CAUSE OF A PROBLEM.
TEAMS ASSESS THEIR PROGRESS AND MAKE CHANGES WHEN NECESSARY.
THIS CONTINUOUS CYCLE IS CALLED THE PDSA CYCLE PLAN DO, STUDY, ACT, AND IT PROVIDES SCHOOLS WITH A SYSTEMATIC PROCESS TO UNDERSTAND WHICH STRATEGIES RESULT IN IMPROVEMENT AND HOW TO ADAPT THOSE STRATEGIES AT SCALE.
AS YOU CAN SEE HERE, THE MODEL REQUIRES A TEAM APPROACH TO THE IMPROVEMENT PROCESS.
THIS TEAM WORKS TOGETHER TO IDENTIFY PRIORITY AREAS.
[01:10:06]
THEREFORE, OUR SCHOOLS USE A UNIFIED SCHOOL INNOVATION AND IMPROVEMENT PLAN, WHICH WE'VE REFERRED TO AS A SCHOOL SIIP.TYPICALLY IN THE SUMMER, SCHOOL TEAMS COME TOGETHER TO ANALYZE THEIR STUDENT OUTCOME AND IMPLEMENTATION DATA FROM THE PREVIOUS YEAR AND STUDY THE IMPACT AND EFFECTIVENESS ON THEIR ACTION STEPS.
OUR SCHOOLS ARE CURRENTLY IN THE THIRD YEAR OF THEIR THREE YEAR PLAN.
WHILE WE AS A DIVISION, WORK TO PROVIDE SUPPORT TO OUR SCHOOLS AND THE CONTINUOUS IMPROVEMENT PROCESS, THE OFFICE OF SCHOOL QUALITY AT THE VIRGINIA DEPARTMENT OF EDUCATION PROVIDES DIVISIONS WITH SUPPORT AND RESOURCES TO GUIDE THE PROCESS.
THIS FRAMEWORK HIGHLIGHTS FOUR CRITICAL DOMAINS NECESSARY FOR EVERY STUDENT TO RECEIVE AN EXCEPTIONAL EDUCATION ACADEMIC, ORGANIZATIONAL LEARNINGS, STAFFING, AND SCHOOL CLIMATE SUPPORTS.
IN RESPONSE TO THE RELEASE OF THE SUPPORT FRAMEWORK AND IN AN EFFORT TO CONTINUOUSLY IMPROVE OURSELVES, THE DEPARTMENT OF SCHOOL IMPROVEMENT MADE ONE ADAPTION TO THE SIIP PLAN THIS YEAR THE INCLUSION OF A SECTION FOR SCHOOL TEAMS TO IDENTIFY STRATEGIES TO HIRE, RETAIN AND SUPPORT SCHOOL STAFF.
WITH THIS ADDITION, OUR DIVISION PLANS ARE NOW ALIGNED TO THE VIRGINIA SUPPORT FRAMEWORK.
THE OTHER THREE DOMAINS WERE ALREADY INCLUDED IN CIP PLANS.
NOW WE'RE GOING TO MOVE INTO THE ACCREDITATION STATUS.
LAST MONTH, DOCTOR FOX SHARED WITH YOU THE UPCOMING REVISIONS TO THE CURRENT STATE ACCREDITATION SYSTEM, WHICH WILL PROVIDE SCHOOLS WITH TWO RATINGS ACCREDITATION AND PERFORMANCE. WHILE THIS NEW SYSTEM IS BASED ON 2425 DATA AND WILL IMPACT THE DESIGNATION OF OUR SCHOOLS IN 25-26, THIS YEAR, SCHOOLS RECEIVED AN ACCREDITATION RATING BASED ON THE SINGLE STATE ACCREDITATION SYSTEM.
THEREFORE, OUR 24-25 ACCREDITATION RATINGS ARE SINGULAR AND REPRESENT STUDENT PERFORMANCE IN 23-24.
11 SCHOOLS ARE ACCREDITED WITH CONDITIONS.
THE REASON FOR THIS CHANGE IN THE ACCREDITATION STATUS IS BECAUSE 50 OF OUR SCHOOLS CAME OFF THE STATE TRIENNIAL WAIVER IN 23-24 SCHOOL YEAR.
SO THE FIRST PART OF THIS PRESENTATION FOCUSED ON HOW SCHOOLS ENGAGE IN THE CONTINUOUS IMPROVEMENT PROCESS, AND NEXT, WE'LL LOOK AT OUR SUPPORT FOR SCHOOLS AS THEY ENGAGE IN THAT PROCESS.
ALL SCHOOLS IN CHESTERFIELD COUNTY RECEIVE ONGOING AND MULTIFACETED PROFESSIONAL LEARNING FROM ALL DIVISION DEPARTMENTS THROUGHOUT THE YEAR, BEGINNING WITH OUR LEADERSHIP ACADEMY IN JUNE. SCHOOLS ALSO RECEIVE TECHNICAL ASSISTANCE IN PLAN DEVELOPMENT AND IMPLEMENTATION ALONG THE WAY.
[01:15:01]
CONTINUE TO CONTINUE TO SUPPORT OUR SCHOOLS THROUGH THROUGHOUT THE YEAR IN OUR PRINCIPAL MEETINGS FOR OUR SCHOOLS WITH A LEVEL ONE SCHOOL QUALITY INDICATOR, OR A SCHOOLS WITH A LEVEL TWO SCHOOL QUALITY INDICATOR.SCHOOLS ALSO RECEIVE SUPPORT FROM DIVISION SPECIALISTS THROUGHOUT THE YEAR, AND THEN A FINAL OPPORTUNITY TO MEET, REFLECT AND PLAN FOR NEXT YEAR ENGAGING IN THAT PDSA CYCLE.
ADDITIONALLY, THOSE SCHOOLS THAT HAVE ONE OR MORE LEVEL TWO SCHOOL QUALITY INDICATORS AND ACADEMIC ACHIEVEMENT IN MATH, ENGLISH OR SCIENCE WILL PARTICIPATE IN A REQUIRED VIRGINIA DEPARTMENT OF EDUCATION ACADEMIC REVIEW PROCESS.
FINALLY, THE DIVISION PROVIDES A MORE TARGETED SUPPORT FOR OUR SCHOOLS THAT HAVE ONE OR MORE LEVEL THREE SCHOOL QUALITY INDICATOR, FOR EXAMPLE, IN ADDITION TO THE SUPPORT THAT ALL SCHOOLS RECEIVE.
THIS FEEDBACK REVIEW PROCESS ALLOWS DIVISION LEADERS TO PROVIDE SPECIFIC, SPECIFIC FEEDBACK ON ACTION STEPS, AND ALSO ALLOWS THEM TO IDENTIFY AREAS OF SUPPORT FOR EACH SCHOOL.
THE DIVISION TEAM WILL ALSO MEET WITH TARGETED SCHOOLS EVERY SIX WEEKS TO MONITOR IMPLEMENTATION AND IMPACT OF THE SIIP PLAN, AND TO ENGAGE IN PROBLEM SOLVING AND SUPPORT CONVERSATION. FINALLY, OUR NEXT STEPS AS WE MOVE FORWARD, OUR NEXT STEPS ARE FOR SUPPORTING SCHOOLS AND THE CONTINUOUS IMPROVEMENT PROCESS INCLUDE PROVIDING THAT DIFFERENTIATED AND TARGETED SUPPORT THAT HAS BEEN JUST SHARED.
WE WILL CONTINUE TO COLLABORATE WITH THE DEPARTMENT OF ASSESSMENT, RESEARCH AND EVALUATION TO SHARE PRELIMINARY VIEWS OF THE NEW SCHOOL PERFORMANCE FRAMEWORK AND ITS IMPACT, AND WE WILL ALSO CONTINUE TO UPDATE SYSTEMS AND STRUCTURES TO REFLECT THAT NEW PERFORMANCE MEASUREMENT SYSTEM, AND THAT'S IT.
DO YOU HAVE QUESTIONS FOR ME TODAY? THANK YOU, DOCTOR GERVAIS.
THANK YOU. BOARD MEMBERS, ANY QUESTIONS? ANY DISCUSSION? YES.
ABSOLUTELY. I'LL SEND THAT TO YOU.
OH. THANK YOU. YOU'RE WELCOME.
WHAT DOES THAT ACTUALLY MEAN? SO EVERY LET ME GO BACK TO THIS IS SLIDE 16.
OKAY. FOR COACHING CONVERSATIONS THEY NOT ONLY HAPPEN AT THE SIX WEEK MARK WHERE WE'RE GOING IN TO SUPPORT A SCHOOL THROUGH THIS PROCESS. WHAT HAPPENS IS WE HAVE AN HOUR DESIGNATED OF SCHOOL DIVISION SUPPORT SPECIALIST.
WE DIVIDE UP INTO THREE TEAMS TO FOCUS ON THE THREE DIFFERENT GOALS THAT A SCHOOL HAS.
WE ANALYZE THEIR STUDENT DATA, THEIR EVIDENCE OF STUDENT LEARNING.
WE ALSO ANALYZE THEIR IMPACT OF THEIR IMPLEMENTATION OF ACTION STEPS TO MAKING SURE THAT WHAT THEY'VE PUT IN THEIR PLAN IS ACTUALLY HAPPENING, AND THEN IN THE INTERIM BETWEEN THOSE SIX WEEK MEETINGS, WE MEET WITH SCHOOL TEAMS. WE TALK ABOUT THEIR ACTION STEPS.
WE TALK ABOUT THEIR DATA ANALYSIS PROCESS.
WE HELP THEM CREATE DATA SUMMARIES.
WE HELP THEM THINK THROUGH THAT.
PLC PROFESSIONAL LEARNING COMMUNITY STRUCTURE, WHERE THEY'RE REALLY ASKING THE QUESTIONS ARE STUDENTS MAKING PROGRESS AND IF SO, HOW DO WE KNOW AND IF NOT, WHAT ARE WE DOING IN RESPONSE TO THAT? SO THAT COACHING IS SIDE BY SIDE COACHING AT TIMES IT'S ALSO TEAM COACHING.
MAYBE YOU COULD, YOU KNOW, FOLLOW BACK UP.
WE THINK OF IT AS COLLECTIVE LEADERSHIP.
WE'RE WORKING TOGETHER WITH THEM.
IT'S NOT OUR ACTION STEPS THAT WE'RE, YOU KNOW, DIRECTED TOWARDS THEM.
FURTHER QUESTIONS? THANK YOU, DOCTOR GERVAIS.
NEXT WE HAVE ANNOUNCEMENTS, COMMUNICATION AND SCHOOL BOARD COMMENTS.
[G. Announcements, Communications, and School Board Comments]
ANY ANNOUNCEMENTS OR COMMENTS? SCHOOL BOARD MEMBERS. THE NEXT SCHOOL BOARD BUSINESS MEETING WILL BE HELD THIS EVENING, SEPTEMBER 10TH, 2024 AT 6:30 P.M.HERE IN THE PUBLIC MEETING ROOM.
[H. Adjournment into Closed Session]
MADAM CLERK, WOULD YOU PLEASE ANNOUNCE THE ITEMS FOR TODAY'S CLOSED SESSION?[01:20:04]
IT IS MY UNDERSTANDING THAT THE SCHOOL BOARD DESIRES TO ENTER INTO CLOSED SESSION IN ACCORDANCE WITH SECTION 2.2-3711.A OF THE CODE OF VIRGINIA. THE VIRGINIA FREEDOM OF INFORMATION ACT, AND SPECIFICALLY UNDER SUBSECTION ONE, THE DISCUSSION AND CONSIDERATION OF PROSPECTIVE CANDIDATES FOR EMPLOYMENT AND PERSONNEL DISCIPLINARY MATTERS, AND TWO THE DISCUSSION AND CONSIDERATION OF STUDENT DISCIPLINARY MATTERS AND MATTERS THAT WOULD INVOLVE THE DISCLOSURE OF STUDENT RECORDS. MEMBERS OF THE BOARD.YOU'VE HEARD THE ITEMS REQUESTED TO BE DISCUSSED IN CLOSED SESSION.
DO I HAVE A MOTION IN THAT REGARD? I MAKE A MOTION TO ENTER INTO CLOSED SESSION.
MADAM CLERK, WOULD YOU PLEASE CALL ROLL ON THE MOTION? WE ARE NOW IN CLOSED SESSION.
DO I HAVE A MOTION TO RECONVENE IN OPEN SESSION? I MAKE A MOTION TO RECONVENE.
THE BOARD IS NOW IN OPEN SESSION.
MADAM CLERK, WOULD YOU PLEASE READ THE RESOLUTION CERTIFYING THE CLOSED SESSION? NOW, THEREFORE, BE IT RESOLVED, THAT SCHOOL BOARD HEREBY CERTIFIES THAT TO THE BEST OF EACH MEMBERS KNOWLEDGE, ONE ONLY PUBLIC BUSINESS MATTERS LAWFULLY EXEMPTED FROM OPEN MEETING REQUIREMENTS BY VIRGINIA LAW WERE DISCUSSED IN THE CLOSED MEETING TO WHICH THE CERTIFICATION RESOLUTION APPLIES, AND TWO, ONLY SUCH PUBLIC BUSINESS MATTERS AS WERE IDENTIFIED IN THE MOTION CONVENING THE CLOSED SESSION WERE HEARD, DISCUSSED, OR CONSIDERED BY THE SCHOOL BOARD.
THANK YOU. IS THERE A MOTION TO ADOPT THE RESOLUTION? SO MOVED. IS THERE A SECOND? SECOND. MADAM CLERK, WOULD YOU PLEASE CALL ROLL ON THE MOTION? THE MOTION CARRIES.
IS THERE A MOTION REGARDING THE FIRST STUDENT MATTER? IN CASE NUMBER 2024-25 ONE, IT IS RECOMMENDED THAT THE SUPERINTENDENT'S RECOMMENDATION BE UPHELD.
MADAM CLERK, WOULD YOU PLEASE CALL ROLL ON THE MOTION? THE MOTION CARRIES.
IS THERE A MOTION REGARDING THE NEXT STUDENT MATTER? IN CASE NUMBER 2024-25/2 IT IS RECOMMENDED THAT THE SUPERINTENDENT'S RECOMMENDATION BE UPHELD.
MADAM CLERK, WOULD YOU PLEASE CALL ROLL ON THE MOTION? THE MOTION CARRIES. IS THERE A MOTION REGARDING THE REMAINING STUDENT MATTERS IN CASE NUMBERS 2024-25/5RE, 2024- 25/6RE, 2024-25/7RE, 2024-25/8RE, 2024-25/9RE, 2024-25/10RE, 2024- 25/11RE, 2024-25/12RE, AND 2024-25/13RE.
IT IS RECOMMENDED THAT THE SUPERINTENDENTS RECOMMENDATIONS BE UPHELD.
MADAM CLERK, WOULD YOU PLEASE CALL ROLL ON THE MOTION? THE MOTION CARRIES.
IS THERE A MOTION REGARDING THE FIRST PERSONNEL MATTER IN CASE NUMBER 2024-25/03-HR.
IT IS RECOMMENDED THAT THE SUPERINTENDENT'S RECOMMENDATION BE UPHELD.
MADAM CLERK, WOULD YOU PLEASE CALL THE ROLL ON THE MOTION? THE MOTION CARRIES.
IS THERE A MOTION REGARDING THE NEXT PERSONNEL MATTER IN CASE NUMBER 2024-25/04-HR.
IT IS RECOMMENDED THAT THE SUPERINTENDENT'S RECOMMENDATION BE UPHELD.
MADAM CLERK, WOULD YOU PLEASE CALL? ROLL ON THE MOTION.
THE MOTION CARRIES. IS THERE A MOTION REGARDING THE NEXT PERSONNEL MATTER? IN CASE NUMBER 2024-25/05-HR, IT IS RECOMMENDED THAT THE SUPERINTENDENT'S RECOMMENDATION BE UPHELD.
MADAM CLERK, WOULD YOU PLEASE CALL THE ROLL ON THE MOTION? THE MOTION CARRIES. IS THERE A MOTION REGARDING THE NEXT PERSONNEL MATTER? IN CASE NUMBER 2024-25/06-HR.
IT IS RECOMMENDED THAT THE SUPERINTENDENT'S RECOMMENDATION BE UPHELD.
MADAM CLERK, WOULD YOU PLEASE CALL THE ROLL ON THE MOTION?
[01:25:05]
THE MOTION CARRIES. IS THERE A MOTION REGARDING THE NEXT PERSONNEL MATTER IN CASE NUMBER 2024-25/07-HR.IT IS RECOMMENDED THAT THE SUPERINTENDENT'S RECOMMENDATION BE UPHELD.
MADAM CLERK, WOULD YOU PLEASE CALL THE ROLL ON THE MOTION? THE MOTION CARRIES. IS THERE A MOTION REGARDING THE NEXT PERSONNEL MATTER IN CASE NUMBER 2024-25/08-HR.
IT IS RECOMMENDED THAT THE SUPERINTENDENT'S RECOMMENDATION BE UPHELD.
MADAM CLERK, WOULD YOU PLEASE CALL ROLL ON THE MOTION? THE MOTION CARRIES.
* This transcript was compiled from uncorrected Closed Captioning.