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Home My WebLink AboutAgenda Materials for February 23, 2023 Schools Safety Task Force Meeting ORANGE COUNTY SCHOOLS SAFETY TASK FORCE AGENDA Schools Safety Task Force February 23, 2023 Meeting—5:30 p.m. Donna S. Baker Meeting Room Whitted Building 300 West Tryon Street Hillsborough,NC 27278 (5:30—5:40) 1. Welcome and Introductions—Co-Chair Jean Hamilton (5:40—5:50) 2. Review of the Task Force Charge and Timeline (See Attachment) (5:50—6:00) 3. Review of Responsibilities of the Facilitator and Co-Chairs (See Attachment) (6:00—6:10) 4. Review of Discussion Guidelines for Schools Safety Task Force Meetings (See Attachment) (6:10— 6:25) 5. Discussion on Framework for Task Force Decision-making Process (6:25 — 6:35) 6. Establishment of Task Force Meeting Schedule with Specific Dates (6:35 —6:55) 7. Discussion on Potential Topics, Speakers, and Background for Upcoming Task Force Meetings Leading to Potential End Product (6:55 — 7:00) 8. Meeting Evaluation Adjourn Note: The Schools Safety Task Force will consider establishing a meeting schedule at its February 23, 2023 meeting. Updated 1,131/23, 2/6/23,2/7/23 ORANGE COUNTY SCHOOLS SAFETY TASK FORCE CHARGE, COMPOSITION, and TIMELINE Task Force Charge: 1. Discuss ways in which the Orange County government, schools, law enforcement, and community can enhance the safety of the school environment to protect from external threats and promote the education of Orange County K-12 public school students; 2. Recommend to the Board of County Commissioners new or amended policies, ordinances, and/or practices that will address those external threats and provide a safer school environment for our students. Task Force Composition: Position Representation Appointment Email/Phone 1 Resident — Ari Schein Ari.schein(a_gmail.com Chapel Hill Carrboro City 407-408-6913 School District 2 Resident — Cassie Rice cassiecrice(o)_gmail.com Chapel Hill Carrboro City 919-604-1027 School District 3 Resident — Kate O'Boyle kto160 comcast.net Orange County School District 860-460-0144 4 Resident — Richard rb16565(a)icloud.com Orange County Bradford School District 919-428-3822 5 Orange County Evelyn evelyn.estradahs17(aDorange.k12.nc.us Schools Student Estrada Hernandez NO PHONE NUMBER 6 Orange County Evan evan.sredziensks12(a orange.k12.nc.us Schools Student Sredzienski NO PHONE NUMBER 7 Chapel Hill Pending Carrboro City Schools Student 8 Chapel Hill Pending Carrboro City Schools Student 9 Board of Jean jham ilton(a-)-orangecountync.gov Commissioners Hamilton Representative 919-360-0428 10 Board of Earl McKee emckee(a)orangecountync.gov Commissioners Representative 919-812-3248 11 Board of Rani Dasi rdasi(a)chccs.k12.nc.us Education Representative— 919-869-7055 CHCCS 12 Superintendent Nyah Hamlett nyahhamlett(a)chccs.k12.nc.us or Designee - CHCCS 919-967-8211 x28226 13 Board of Andre andre.richmond.boe(a)-orange.k12.nc.us Education Richmond Representative— 919-245-4030 ext. 25040 OCS 14 Superintendent Monique monigue.felder(a)orange.k12.nc.us or Designee - Felder 919-732-8126 x10001 OCS Patrick.abele(a-orange.k12.nc.us (alt) 919-732-8126 andrew.poole(aDorange.k12.nc.us (alt) 919-732-4581 15 Sheriff or Tina Sykes TRimmer(o)_orangecountync.gov Designee 919-245-2921 16 Carrboro Police Chief or Designee 17 Chapel Hill Paul Bell Abell townofchapelhill.org Police Chief or Designee 919-968-2760 18 Hillsborough Andy andy.simmons(a)_hillsboroughnc.gov Police Chief or Simmons Designee 919-624-9522 Task Force Timeline: The Task Force will conduct its meetings between January and June of 2023, holding a minimum of six (6) meetings during that timeframe. SCHOOLS SAFETY TASK FORCE RESPONSIBILITIES OF THE FACILITATOR AND CO-CHAIRS Responsibilities of the Facilitator Responsibilities of the Co-Chairs 1) Lead/assist the Task Force in developing Ground 1) Collaborate with the Facilitator and County staff Rules for discussions. to develop and finalize the agendas for each 2) Lead/assist the Task Force in establishing Task Force meeting. parameters/thresholds for decision-making, i.e. 2) On an alternating, meeting-by-meeting basis, consensus, a simple majority, a supermajority, etc. the Co-Chairs shall call each meeting to order, 3) Upon recognition by the designated Co-Chair, lead and adjourn each meeting, except in cases the Task Force through discussion of all items on where the designated Co-Chair is absent, arrives all meeting agendas, except the call to order, late to, or leaves early from, a Task Force approval of minutes/meeting summaries and meeting. adjournment. 3) Ensure that draft minutes/meeting summaries 4) Develop draft minutes/meeting summaries for all are developed for all Task Force meetings, Task Force meetings, review those draft review those draft documents prior to distribution documents with Co-Chairs and staff prior to to Task Force members, and ensure review and distribution to Task Force members. approval by the Task Force. 5) In an orderly fashion, recognize Task Force 4) Following the Call to Order and approval of any members wishing to speak on an agenda item or minutes/meeting summaries, recognize the motion that is being considered. Facilitator to lead the Task Force through 6) Guide discussions and reference Ground Rules discussion portions of all agenda items. where appropriate to assist the Task Force and 5) In conjunction with the Facilitator, lead the Task individual Task Force members. Force in achieving consensus on discussion 7) Assist Task Force members with identifying topics/issues. Otherwise, the designated Co- common interests, areas of uncertainty, items for Chair at their discretion could request a motion further discussion, etc. and a second on a potential Task Force 8) Remind, when appropriate, the Task Force of the decision/action. Following the motion and BOCC's charge and deadline, and encourage second, the designated Co-Chair should members to work together collaboratively. recognize the Facilitator to guide any discussion 9) In collaboration with the Co-Chairs,jointly agree to on the motion. Upon completion of discussion, and schedule special meetings in circumstances the designated Co-Chair should restate the where the Task Force's normal meeting schedule motion and call for a vote by Task Force does not allow a majority of the Task Force members. Following the vote, the designated members to schedule the special meeting. Co-Chair should announce the approval or 10) In collaboration with the Co-Chairs, determine the disapproval of the motion based on the decision- format and location for any special meetings. making parameters/thresholds previously 11)Draft final report/recommendations/etc., distribute established by the Task Force. for review and suggestions from all Task Force 6) Remind,when appropriate, the Task Force of the members, and collaborate with Co-Chairs to BOCC's charge and deadline, and encourage finalize the materials. members to work together collaboratively 12)Join with the Co-Chairs to present the Task 7) In collaboration with the Facilitator, jointly agree Force's final reports/recommendations/etc. to the to and schedule special meetings in Board of Commissioners. circumstances where the Task Force's normal 13) In the absence of both Co-Chairs, assume the meeting schedule does not allow a majority of duties of the Co-Chairs, except as it relates to the Task Force members to schedule the special voting on any matters before the Task Force. meeting. 8) In collaboration with the Facilitator, determine the format and location for any special meetings. 9) Collaborate with the Facilitator to finalize the Task Force's final reports/recommendations/etc. to the Board of Commissioners. 10)Join with the Facilitator to present the Task Force's final reports/recommendations/etc. to the Board of Commissioners. 11)Serve as the Spokespersons for the Task Force. 12) In the absence of the Facilitator, the designated Co-Chair will assume the duties of the Facilitator. DISCUSSION GUIDELINES FOR SCHOOLS SAFETY TASK FORCE MEETINGS (Attribution to Roger Schwarz) • TEST ASSUMPTIONS AND INFERENCES. By verifying assumptions or inferences, members can make informed decisions and nurture understanding. • SHARE ALL RELEVANT INFORMATION. This ensures that the group has a common base of information upon which to solve problems and achieve general commitment. • USE SPECIFIC EXAMPLES AND AGREE ON WHAT IMPORTANT WORDS MEAN. This guideline generates observable data—people,places, things or events -that allows group members to determine independently whether the examples are valid and to agree on the meaning of words. • EXPLAIN REASONING AND INTENT. Members explain what leads them to make a comment, ask a question, or take an action so that listeners can respond, and both speakers and listeners can learn from each other. • FOCUS ON INTERESTS,NOT POSITIONS. Interests—needs, desires, and concerns - are criteria that may need to be met in order to solve a problem in a way that others can support. • COMBINE ADVOCACY AND CUROSITY. In curious inquiry, a question, often open- ended, is asked with the intent on learning, rather than conveying a point of view. • JOINTLY DESIGN NEXT STEPS AND WAYS TO TEST DISAGREEMENTS. Joint design takes into account the members' interests, relevant information, reasoning, and intent. Testing disagreements is seeing if there is a disagreement, and if so, discussing possible joint resolutions. • DISCUSS UNDISCUSSABLE ISSUES. Applying these ground rules, difficult issues, which are relevant but are perceived to possibly have negative consequences if raised, can be addressed. • USE DECISION-MAKING THAT GENERATES THE LEVEL OF COMMITMENT NEEDED. The more members are able to make an informed choice, the more they are likely to be internally committed to a decision. • APPRECIATE AND TREAT ONE ANOTHER WITH RESPECT AND COMPASSION