2016-08-29-minutes.txt

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Everett Public Schools
Board of Directors
Special Meeting Minutes
Monday, August 29, 2016
    1. Call to Order
1.01 Call to Order, Welcome, Purpose and Goals
  The Board of Directors of Everett Public Schools, Snohomish County, Washington, held a special board meeting beginning on Thursday, August 29, 2016 at the Port of Everett, 1205 Craftsman Way, Blue Heron Room, Everett, WA 98201, and continued on Friday, August 30, 2016 at the Museum of Flight, 9404 East Marginal Way South, Lockwood Board Room, Seattle, WA 98208. During the course of the workshop the board may adjourn to other locations for limited portions of the two days.

The purpose of the special meeting was for the board to hold its annual planning workshop. The board's annual planning workshop is designed to build team relationships, provide a forum for directors to discuss the board's priorities; further community engagement to support program and community economic development; improve board meeting conduct strategies and structures; and to consider updating the superintendent's annual goals. President Wenta called the meeting to order 8:10 a.m.
  2. Roll Call
2.01 Roll Call
  Directors present were Carol Andrews, Pam LeSesne, Caroline Mason, Traci Mitchell, and Ted Wenta.
  3. Adoption of Agenda
3.01 Adoption of Agenda
  The agenda was adopted by general consent.
  4. Board Annual Self-Evaluation
4.01 Board Annual Self-Evaluation
  Superintendent Cohn reviewed the format, parameters, expectations, and structure for the annual board workshop.

Dr. Pam Posey facilitated directors' discussion regarding their self-assessment results which were designed to continue the self-appraisal efforts of the past several years using the WSSDA self-evaluation survey tool. The board reviewed the results and discussed several areas of continuing or renewed focus: community engagement and communication, transparency, expectations and accountability for student learning, and barriers to teacher success.
  5. Board Skills Development
5.01 Building Racial Equity Skills
  This session was designed to promote discussion about what racial equity means and why it's important in classrooms, schools, and in the Everett community. Equity Matters Founder and Principal Heidi Schillinger led directors through a series of exercises to expand their understanding of racial equity. She provided directors with a Building and Applying Our Racial Equity Skills handout (E:62/16) and asked them to consider what is racial equity and how can one practice racial identity. Ms. Schillinger responded to director questions and comments, including racial opportunity and achievement gap, race terms, expanding outreach opportunities, and bias awareness for student success. Dr. Pam Posey followed-up with directors and asked for board next steps. Suggestions included continued district-wide professional development, identifying outreach opportunities outside comfort zones, and attending equity and access council meetings.  
  At 11:10 a.m., President Wenta recessed the meeting for a five-minute break.
  6. Board Annual Meeting Plan
6.01 Board Annual Meeting Plan
  At 11:15 a.m., President Wenta reconvened the meeting.

Superintendent Cohn suggested that the board consider modifying the board annual meeting plan during the second day of the board workshop. Directors requested that the focus remain on the meetings already scheduled, but asked that several special meetings be removed from the 2016-17 board annual plan, and that no more than two directors represent the board at these meetings.
  7. LGBTQ Student Roundtable
7.01 LGBTQ Student Panel Lunch Discussion
  This session was designed to provide directors an opportunity to learn first-hand about the experiences of students currently enrolled in Everett Public Schools who identify as Lesbian, Gay, Bisexual, Transgender, Queer/Questioning (LGBTQ), and to help directors understand the experiences of LGBTQ students in Everett schools. Assistant Superintendent Sally Lancaster introduced recent Everett Public Schools graduate Elijah Bergevin, both of whom facilitated the conversations. Following introductions, the student panel responded to questions asking about their experiences interacting with staff, students, and how the district could help be more responsive to LGBTQ youth. (E:63/16)

Students described that most teachers do not judge and make them feel normal, how some teachers are their support network, but some do need to be educated on how to address transgender students. They described fellow students as less understanding, and they acknowledged that the student body isn't as educated as it needs to be, and that teachers don't see everything. Students asked that LGBTQ issues be incorporated into sex education programs. When asked what the district could do to help schools be more responsive to LGBTQ youth, students suggested something beyond clubs, stating that representation is a big thing. Educating the parents is also important; suggestions provided by the students included the example of how parents receiving a list of drugs popular in the schools would help them be more aware. Another suggestion was to have information at open house nights, and noted that they had never read a book in school with gay characters. Students asked that we continue this conversation as it will help everyone be more accepting. You cannot help out minority people without speaking with that minority. Superintendent Cohn closed by thanking the students for coming and stated that we all want schools to be always safe and always comfortable for all our students.

At 1:14 p.m., President Wenta recessed the meeting for a 10-minute break.
  8. Capital Planning
8.01 Capital Budget Planning
  At 1:24 p.m., President Wenta reconvened the special meeting.

Executive Director for Facilities and Operations Mike Gunn shared a PowerPoint presentation to provide information and request guidance about recent capital projects, the upcoming capital planning process for a possible 2018 bond proposal, and options for a possible play structure funding plan. Key topics regarding capital planning were presented for the directors' consideration and guidance, including a long-range bond/levy planning cycle, a long-range building modernization cycle, optimum high school sizes, and projections for enrollments and school capacities. Mr. Gunn answered directors' questions on topics including capital project funding, capital project estimates and actual expenses, capital project completion timelines, bond and levy election timing, facilities modernization schedule, community feedback, play structure funding, and cross district comparisons. Directors expressed with unanimity the desire to have play structure initial purchase and installation costs included in the elementary school planning and construction budgets in the future, and to have a reasonable schedule for replacing structures included in the capital budget. Executive Director for Finance and Business Services Jeff Moore used a handout to share information about the 20-year stable tax rate plan. (E:64/16)

At 3:15 p.m., President Wenta recessed the special meeting for a 10-minute break.
  9. Early Learning
9.01 Early Learning Long-Range Plan Review
  At 3:25 p.m., President Wenta reconvened the special meeting.

Director of Categorical Programs Cynthia Jones and Early Learning Director Chad Golden used a PowerPoint presentation to share the Framework for Early Learning Center Development, discussed a proposal to expand preschool opportunities for low-income children who currently do not have access to high-quality preschool within the Everett Public Schools’ communities. Staff answered directors' questions on topics including Early Childhood and Assistance Program (ECEAP) and bridge funding, transportation, bond and levy funding, special education student enrollment, transportation funding, potential locations, timelines, capital and operational costs, and community engagement.
  10. Community Engagement
10.01 Advocating for Schools
  Director for Communications Leanna Albrecht used a PowerPoint presentation to review district-wide community engagement and the board's role, community engagement and advocacy, and key attributes of a successful engagement plan. Ms. Albrecht asked a series of questions to facilitate board discussion on visibility and transparency. Discussion topics included intended audiences, social media, school functions, community groups, demographic subgroups, meeting locations, communication avenues, and confidentiality, the school liaison program, potential community engagement activities and communication, and underrepresented populations. Superintendent Cohn facilitated discussions regarding board goals for next year. Topics included community and school visits, family engagement, board communication, and the school liaison program.

At 6 p.m., President Wenta recessed the special meeting to reconvene at Scuttlebutt's Restaurant, 1205 Craftsman Way, Everett, Washington at 6:05 p.m. to continue the capital planning discussion.
  11. Dinner Session
11.01 Dinner Session
  Vice President Mason called the board to order at 6:05 p.m. at Scuttlebutt's Restaurant to resume the Capital Budget Planning topic with a discussion about the order of various projects, the differences in sources of funding, likelihood of receipt of grant or other capital funds for projects, and alternatives for some approaches to capital solutions. President Wenta was absent due to a conflicting commitment.
  12. Recess
12.01 Recess
  Vice President Mason recessed the special meeting at 7:46 p.m. to reconvene at 8 a.m. on Tuesday, August 30, at the Museum of Flight, 9404 East Marginal Way South, Seattle, Washington in the Lockwood Board Room.
  13. Reconvene
13.01 Call to Order
  President Wenta reconvened the meeting at 8 a.m.
  14. Museum of Flight
14.01 Aviation High School
  Superintendent Cohn explained that the board traveled to the Museum of Flight to tour and investigate the possibility of creating an Aerospace High School in Everett, as well as to learn what might be designed into a new high school, or be incorporated in current schools.

The Museum of Flight Vice President of Education Reba Gilman used a PowerPoint presentation to provide an overview of the development and operations of the Raisbeck Aviation High School. She shared her history working toward incorporating STEM and technology in the context of aviation and aerospace, and in creating the Aviation High School. She described student life including mentorships and internship programs, and displayed data illustrating colleges Aviation High School graduates have or are attending.
  15. Museum of Flight Simulation
15.01 Board Team Building Activity
  The board of directors experienced a Challenger Learning Mission in which board members engaged in a space shuttle simulation as flight control guided them through emergency procedures. They debriefed their experience as it related to team development.
  16. Aviation High School
16.01 Aviation High School Tour
  Student ambassadors provided the board of directors and superintendent cabinet members with a tour of Aviation High School so directors could explore how the school supports STEM education and 21st Century learners. This provided directors with an understanding of the priorities and implications to consider in the development of a "specialty school".
  17. Aviation Student Roundtable
17.01 Aviation Student Panel Lunch Discussion
  Directors participated in conversations with current Aviation High School students and an alumnus (a current Boeing employee) about their experiences at STEM-orientated Raisbeck Aviation High School. The Museum of Flight Vice President of Education Reba Gilman introduced the student panel and facilitated the conversation. Topics included motivation for enrollment, career and college preparation, educational experiences and opportunities, retention and graduation rates, and special education.

At 12:50 p.m., President Wenta recessed the special meeting for a 15-minute break.
  18. Board Annual Goals
18.01 Board Annual Goals 2016-17
  At 1:05 p.m., President Wenta reconvened the special meeting.

Review of earlier editions of the board's annual goals indicated the annual goal set previously responded primarily to the board self-appraisal. Six years ago the board amended its annual goals to organize board priorities consistently with applicable board policy, the strategic plan priorities, directors' development priorities, and the WSSDA standards for board performance. That approach has continued for several years. This agenda item focused on what the board has accomplished. Directors discussed all of the goals and made minor adjustments and additions to the annual goals. Discussion topics included school liaisons, professional development, strategic priorities, and the board agenda format.
  19. Superintendent Annual Goals
19.01 Superintendent Annual Goals 2016-17
  The board of directors held a discussion about the superintendent's goals for the 2016-17 school year. Directors selected a subset of the six criteria for goals and evaluation during 2015-16. Performance goals were established between the board and the superintendent in concert with the superintendent evaluation framework, the district's strategic plan, and the district's annual operating plan for standards one, three, and four. Directors chose to continue the subset of six criteria for goals and then evaluation and added performance goals for Standard Six for 2016-17.
  20. Board Workshop Evaluation
20.01 Board Workshop Evaluation
  This short item is essential for planning for the next workshop. Directors completed a short response set for each agenda item and discussed the highlights so staff had an understanding of how this board development investment met directors' needs, and how to adjust for the next workshop. Directors completed their workshop evaluations.
  21. Adjourn
21.01 Adjourn
  President Wenta adjourned the special meeting at 2:50 p.m.