HomeMy WebLinkAboutAgenda - 04-26-2004- 9'~~Q
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Draft Joint Meeting Notes
Boards of Education for Chapel Hill-Carrboro City Schools and Orange County Schools
March 22, 2004
6:00 p.m.
Pathways Elementary School Multipurpose Roorn, Hillsborough, North Carolina
The meeting was called to order at 6:45 p,m. by OCS Board Chair Keith Cook who thanked CHCCS for
joining OCS at the second collaboration meeting,.
The following persons were in attendance: Andy Sachs (Facilitator -Dispute Settlement Center), Lisa Stuckey
(CHCCS), Brenda Stephens (OCS), Michael Kelley (CHCCS), Valerie Foushee (CHCCS), Neil Pedersen
(Superintendent-CHCCS), Keith Cook (Chair, OCS), Elizabeth Carter (Chair, CHCCS), Shirley Canaway
(Superintendent, OCS), .lamezetta Bedford (CHCCS), Randy Copeland (OCS), Nick Didow (CHCCS),
Delores Simpson (OCS), Dana Thompson (OCS). Member absent: Edwazd Sechrist (CHCCS), Libbie Hough
(OCS) and BetTy Tom Davidson (OCS). Also present was Kim Hoke (CHCCS-Assistant to the
Superintendent), Anne D'Annunzio (OCS-Public Information), Patricia Coleman (Recorder) and four media
representatives.
Board members briefly dialogued one-on-one with the person seated next to them in order to introduce them to
the group,
Facilitator Andy Sachs reviewed goals for the meeting as follows:
1. Consensus on priority areas for collaboration
2, Plan for collaborating on one or more priorities
3.. Consensus on preferred topics/outcomes for April 26 meeting with BOCC
Consensus was received on goals as outlined.
Facilitator Sachs reviewed the agenda as follows:
6:00 Dinner
6:45 Convene
7:15 Areas for Collaboration
7:45 Plan for Collaborating -use of color dots equal to 1/3 of the items on the list - use of 75% rule
8:15 Discussion
8:30 Apri126 meeting with BOCC -consensus on issues decided upon this evening will be taken
by system administrators (6) to plan for the BOCC meeting
8:50 Wrap Up
9:00 Adjourn
Consensus was received on the agenda as outlined,
Facilitator Sachs reviewed the ground rules as follows:
1. One speaker at a time
2. Stick to task and topic
3. Listen attentively to the speaker
4 Share the floor with other group members
5. It is o, k.. to disagree ... please do so respectfully
6. Strive for unanimous consent, but accept 75% approved by group members present at time of vote for
final decision making..
Consensus was received on the ground rules as outlined.
Facilitator Sachs stated he will not contribute ]ris ideas to the discussion, He also asked that persons who may
be offended by anything he might say should feel free to say so and that he would likewise ask for permission
to point out if he thinks persons are not following the agenda/rules/straying from the topic..
Facilitator Sachs determined that nine of eleven votes will be required for approval of any item,
Facilitator Sachs reviewed agreed upon areas of collaboration from the Mazch 3 meeting as follows:
1, Transportation operations.
2, Toint opportunities for professional development
3. Working relationship: ensure that communication is healthy, open and trusting
4. A shared definition of "mandate:" which budget items aze required by state and federal authorities,
which items are otherwise necessary to operations, which fall into neither category?
5. Guidelines for using any additional funds that would be generated if new revenues were created ("new
pazadigrn?)
6, Coordinated implementation of middle college program and/or more extensive dual enrollment
programs with local community colleges, taking advantage of Durham Tech's Orange County campus
to the greatest extent possible
7. Alternative school programming, other than a single alternative school for students in both districts
8. A plan to institute regular meetings between the superintendents and their respective staffs to examine
areas of mutual educational interest and potential cooperation, including an annual report to the public
on their progress at working together
9.. Create more early childhood programs
10, Explore inter district magnet Year Round school programs (include in survey)
11.. A strategy for promoting meaningful contacts between children in the respective school systems on an
ongoing basis beyond athletics
I Z, Measurable opportunities for students in each district to participate in programs in the other district
that are not now currently available to them; e.g, CHCCS AP courses, OCS vocational courses, OCS
iB program
13, Next steps based on feedback received from a new joint educational opportunities survey
14. Proposals from independent parties to conduct an analysis of opportunities for increased efficiency
afforded by,joint operations of services such as transportation, child nutrition, purchasing, and
maintenance. Seek financial support from BOCC to complete the study once a consultant is selected
I5, Participate in developing an inclusive stmcture to address issues related to the citing and planning of
facilities
Additional azeas for collaboration consideration were discussed as follows:
• Consider after school programming -have historically worked together in the past with success,
Funds aze in,jeopazdy when they mn out.
• Invite both Boards to consider joining the N,C. Secure Collaborative (food purchasing collaborative).
• Explore creating an Orange County middle school athletic conference (CHCCS has 4 schools, OCS
has 2, soon to have a 3'a).. Students currently travel as far as Roxboro,
• Prepare joint budget and financial requests and recommendations, Content areas might include impact
fees, per pupil appropriation, CHCCS special district tax, etc. The idea is basically what we have done
for a number of years at budget time when each system has supported the other as well as advocating
for each system's own needs..Ioint preparation would have both districts presenting a unified
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recommendation to the BOCC that would be in the best interest of both districts rather than making
these recommendations independent and leaving it to the BOCC to sort out.
• Redraw school district lines.. Small, modest changes to district lines could be made to alleviate travel
time in some portions of the county. Students may be better served by shorter travel times in both
systems, Do not envision this would cause major adjustment or' change..
• Safe School Plans - shaze plans, train together and use same procedures.
• Share library, circulation.
• Special education students who cannot be served in the public school system that have goals of
returning to a regulaz program are a concern.
• Need to develop school health partnerships in the community.
• SRO funding by the county -new paradigm for county to jointly take caze of resource needs (SRO's)
to allow funds currently being used to be used in other areas -this could fall under current #5.
A vote was taken on the additional suggestions as follows with some items being reworded as noted (the
indicates the item was agreed upon based on the 75% rule):
Facilitator Notes
• After School Programming -11
• Explore jointing N.C. Secure Collaboration - 9
• Explore creating a middle school athletic conference - 10
• Joint/unified budget requests and recommendations - 1
• Discuss/develop a position on redrawing school district lines (not making major changes) - 3
• Safe Schools Plans with law enforcement -reworded to School District Collaboration in planning and
in response to crises - I 1
• Shared library circulation - 10
• Crisis Program for special education kids (link with original item #7) - 1
• Tallt with IJNC, OPC about health and mental health issues in schools - 4
• New paradigm for SRO's - 8
• Suggested new paradigm for SRO's be linked to original item #5 - 7
Comments/discussion were heard as follows: regarding school attendance zones being changed, residents who
own property and pay taxes should be able to vote; Boards of Education have been dealing with attendance
zone decisions in the past and, on occasion, have been split -the two Boards might discuss and develop a
position on whether or not each is open to change,
Regarding a joint budget collaboration, each system could independently present a recommendation to the
BOCC as to what the appropriate impact fee should be with the BOCC making a decision; an alternative to
that approach would be for the two systems to collaborate on a joint plan which could betaken to the
legislators; OCS would develop an impact fee request/budget request and the CHCCS system would do the
same. The two systems would then meet together to come to common ground and present jointly to [he
BOCC. This would pertain to the operating budget. CHCCS has historically supported OCS requests. This
would require a step where each system would present where additional funds aze needed, This process would
present a more thoughtful process on budget requests and financial matters coming from those persons who aze
most knowledgeable about the needs of the school districts -the Boards of Education; the two systems need to
come together to support those things that will be mandated, then decide how and when items will be
addressed in each district; this may bring us back to the merger question/discussion; this is an area of potential
collaboration that would be beneficial to both districts. The idea is not to reignite contentious discussion at all;
would prefer the two Boards of Education not enter this area yet due to where it might lead us. Would like for
each system to continue to respect each other's needs and support each other's process..
Regarding joining the N.C. SECURE collaboration, N.C. SECURE is a co-op where a number of districts
across the state have selective venders and jointly purchase food. Membership would provide access to
specific buying options for the district; suggest the item state the iwo systems will "explore" joining NC
SERVE.
Regarding the new paradigm for' SRO's which did not make the cut on two separate votes, do not want this
item to get lost; the County Manager is working on a new paradigm that the BOCC can help with that could
possibly help cover this area, The two school systems could also look. at the possibility of how the two
systems respond to crisis; i.e., extra needs of personnel, support, etc.
Board members placed colored dots by each azea of collaboration indicating levels of interest. It was agreed
by consensus for Keith Cook to place dots on areas of interest for absent Board member Libbie Bough at her
request.
1. Tmnsportation operation - 0
2. .Joint opportunities for professional development - 9
3. Working relationship: ensure that communication is healthy, open and trusting - 6
4. A shazed definition of "mandate:" which budget items are required by state and federal authorities,
which items are otherwise necessary to operations, which fall into neither category, ? - 1
5 Guidelines for using any additional funds that would be generated if new revenues were created ("new
paradigm") - 5
6. Coordinated implementation of middle college program and/or more extensive dual enrollment
programs with local community colleges, taking advantage of Durham Tech's Orange County campus
to the greatest extent possible - 8
7. Alternative school programming, other than a single alternative school for students in both district - 5
8, A plan to institute regulaz meetings between the superintendents and their respective staffs to examine
areas of mutual educational interest and potential cooperation, including an annual report to the public
on their progress at working together - 2
9. Create more eazly childhood programs - 6
10. Explore inter-district magnet Year Round school programs (include in survey) - 2
11. A strategy for' promoting meaningful contracts between children in the respective school systems on
an ongoing basis beyond athletics - 0
12. Measurable opportunities for students in each district to participate in programs in the other district
that are not now currently available to them; e g. CHCCS AP courses, OCS vocational courses, OCS
IB program - 8
13. Next steps based on feedback received from a new joint educational opportunities survey - I
14. Proposals from independent parties to conduct an analysis of opportunities for increased efficiency
afforded by joint operations of services such as transportation, child nutrition, purchasing, and
maintenance. Seek financial support from BOCC to complete the study once a consultant is elected -1
15. Participate in developing an inclusive structure to address issues related to the citing and planning of
facilities - 3
16, After School Programming - 7
17. Explore joining N.C. Secure Collaboration - 2
18. Explore creating a middle school athletic conference - 6
19. School district collaboration in planning and in response to crises - 1
20. Shared library circulation - 0
21, New pazadigm for SRO's - 8
The top five areas receiving the lighest level of interest are: 2, 6, 12, 16 and 21. Recognizing that a1121 areas
received high votes to get on the list and not wanting any item not receiving a vote to be deemed an item that
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would not be a productive area for collaboration, items receiving votes over five were identified as follows:
18, 9, 5, 3 and 7. the top 10 items of interest for collaboration are: 2, 3, 5, 6, 7, 9, 12, 16, 18 and 21.
Discussion followed regarding what is within the Board of Education's scope for completion not requiring
additional support from the Board of County Commissioners and how many of the top ten items could be
feasibly handled at one time. At the risk of not being able to accomplish the complete list simultaneously,
Board members agreed to focus on the top five items (2, G, 12, 16 and 21), The next five items (18, 9, 5, .3 and
7) will be put on a list for future consideration so that the work of the two collaboration meetings will not be
lost in the future thus requiring a need for the collaboration process to be repeated. The BOCC will be
expecting a report on April 26 outlining how the two systems aze progressing and what has been accomplished
in the collaboration process with a report to be given in May including items that will have a financial impact
on the budget requests made by the Boards of Education..
The top ten items were ranked according to number of votes as follows:
1. .Joint opportunities for professional development - 9
2. Coordinated implementation of middle college program and/or more extensive dual emollment
programs with local commwrity colleges, taking advantage of Durham Tech's Orange County campus
to the greatest extent possible - 8
3. Measurable opportunities for students in each district to participate in programs in the other district
that aze not now currently available to them; e.g. CHCCS AP courses, OCS vocational courses, OCS
IB program - 8
4. New paradigm for SRO's - 8
5. After School Programming - 7
6, Working relationship: ensure that communication is healthy, open and trusting - 6
7.. Create more eazly childhood programs - 6
8. Explore creating a middle school athletic conference - 6
9. Guidelines for using any additional funds that would be generated if new revenues were created ("new
paradigm") - 5
10, Alternative school programming, other than a single alternative school for students in both district - 5
Board members were walked through a number of exercises to identify items in four categories:
(a) low hanging fruit
Item 6 -working relationships
Item 1 -professional development
Item 8 -middle school athletics,
(b) we control, but lots of planning
Item 3 -cross district enrollment
Item 2 -middle college
(c) big ticket item
Item 4- SRO's
Item 5 -after school programs
Item IO -alternative school
(d) huge payoff way down the road
Item 9 -paradigm funding
Item 7 -early childhood
Board members came to consensus on the following five year plan:
Item Plan Do
1. Joint o orlunities for rofessional develo ment Now 2004-OS
2.. Coordinated implementation of middle college program and/or more Now 2005-06
extensive dual enrollment programs with local community colleges, taking
advantage of Durham Tech's Orange County campus to the greatest extent
ossible
3, Measurable opportunities for' students in each district to participate in Now 2005-06
programs in the other district that are not now currently available to them;
e.. CHCCS AP courses, OCS vocational courses, OCS IB ro am
4. New aradi for SRO's Now 2004-OS
S. After School Pro amrrrirr Now 2004-OS
6. Working relationship: ensure that communication is healthy, open and Now Now
trustin
7.. Create more eazly clldhood programs 2005-06 According to
schedule
developed in
Tannin
8. Ex lore creatin a middle school athletic conference Now TBD
9. Guidelines for using any additional funds that would be generated if new Now Now
revenues were created "new azadi
10, Altemative school programming, other than a single alternative school 2005-06 According to
for students in both districts schedule
developed in
Tannin
Discussion/Comments:
• Both superintendents agreed that eazly childhood and alternative school programming are important
but will need time to explore.
• Need to respect what superintendents have said and be mindful of staff we give charge to in order not
to overwhelm.
• Need to change planning for eazly childhood and alternative school programming from 2004-OS to
2005-06 (changed by show of hands of 7 to 2).
• Not a priority For the evening, but need to handle shazed definition of mandates and receive a copy of
the surveys.
• After school program - do not need to commit for next year.
• Survey was on the list but did not make the cut -not sure it is worth the time to do.. The county has
had conversation about looking at district efficiencies and opportunities for sharing. We will have a
better feel once this assessment is done. When it is obvious what the districts can offer, we would get
abetter result from a survey.
• Would like to see the survey for cross-district enrolhnent purposes. We need to tackle these type
things early. Right now we are trying to decide what each system has in place that students in the
other system would be interested in. When enough information is available for students that will
allow them to make informed choices, a survey at that time would be helpful.
Board members agreed by unanimous consensus that administrators will include all 21 items in a long range
plan giving priority to the top 10 items listed above,.
Board members discussed what worked well tonight: facilities; food; did not decide ahead of time how many
items to adopt -waited to see how many came out; working on healthy communication; whole process has
been positive-all working for same cause.
Board members discussed what needed improvement: ideas and comments misconstmed based on
speculation; muddied the task afrer the dots were placed.
Facilitator Sachs thanked those present for their time stating how much he enjoyed working with the two
Boards. Six administrators will be meeting again to complete preparations for the report for the BOCC.. Board
members would like to see the final report compiled for the BOCC meeting prior to April 26, Board members
would like the two Boazds to meet on occasion during the year in the same type setting that has been used for
the collaboration meetings.
There being no further business the meeting was adjourned at 9: 13 p m