September 19, 2016

APPROVED MINUTES OF THE REGULAR MEETING OF THE HOLLAND BOARD OF EDUCATION

The School District of the City of Holland
Ottawa County, Michigan
September 19, 2016

The regular business meeting of the Holland Board of Education was called to order by Vice President DeJong, at 7:00 p.m., in the Board Training Room of the District Administration Office, 320 W. 24th Street.

Vice President DeJong expressed it has been a very difficult weekend for HPS as we lost one of our students, Paige Mata.  Recent weeks have also brought heartache to us and area schools as two young men drowned, Christopher Mimis and Vincent Green, Jr.  We mourn along with all of the families involved.

We also would like to thank our friends from area school districts and faith based communities who came to our aide. They came to our school today to help our crisis team meet the needs of our students.  We would like to thank Zeeland Public Schools, Hamilton Public Schools, West Ottawa Public Schools, Beacon of Hope, Central Wesleyan Church, and Campus Life.

ROLL CALL

     Board:             Trustees DeJong, DeYoung, Gisinger, Pasatta, Rivera, and Whiteman

     Excused:      Trustee Grose

     Administration:    Superintendent Davis; Directors Dobias, Page, Roach, Zimmer, Zuker, and Administrative Assistant Kooiker (recorder)     

II.     PLEDGE OF ALLEGIANCE

III.          APPROVAL OF CONSENT AGENDA

A.   APPROVAL OF AGENDAS

1.   Regular Business Meeting of September 19, 2016

2.   Consent Agenda for September 19, 2016

B.   APPROVAL OF MINUTES

2.  August 15, 2016, Regular Business Meeting

Moved by Mr. Pasatta, supported by Ms. DeYoung, that the Board of Education approve the Consent Agenda forSeptember 19, 2016.  The motion was unanimously approved.

IV.          INCREASING UNDERSTANDING AND ADVOCACY

A. CURRENT LEGISLATIVE INITIATIVES – Superintendent Davis shared information on recent legislative action.

A Deeper Dive into the NAEP (National Assessment of Educational Progress)

Michigan is looking to become a top-ten state in education in ten years.  The Governor, State Superintendent and even outside advocacy groups like Education Trust Midwest are pursuing Top 10 in 10 agendas. All use the National Assessment for Education Progress (NAEP) as their benchmark for student achievement.  Michigan is reviewing its current assessment system M-STEP, and seeking RFI’s for a possible replacement.

Assessment RFI Interviews Underway

The stakes are high and states are looking to take advantage of the flexibility permitted in ESSA to make an assessment transition.  The Michigan Department of Education is in the process of conducting an informal “Request for Information” process where they ask vendors who were interested in administering the state assessment what they can provide and when their product would be ready for market.  This process will provide valuable information that will help inform what direction we will head with the state assessment looking at the following:

growth model
adaptive questions
time for results to get feedback for instructional planning
alignment with the Michigan Standards

Use of Sinking Funds

Expanding the allowable uses of sinking fund to include technology has been a long time coming.  The bill has received 153 ayes and just one nay in the legislative process so far.  We anticipate a vote this week in support, prior to it heading to the Governor’s office for the final signature.

The Lt. Governor has been working on bills modifying rules around seclusion and restraint practices.  After many initial concerns the bills have moved in a more favorable direction and the Lt. Governor is hope they get voted out of the House Education Committee this week.  There is still a great deal of education on this topic for members to digest this 10 bill package.

V.    INTRUCTIONAL HIGHLIGHTS

STEM UPDATE: District STEM Teacher Christy Conway provided an update on the implementation of the District’s new STEM program for students in grades 6-7.

 VI.          BOARD COMMITTEE REPORTS AND/OR RECOMMENDATION

           A.  EXECUTIVE COMMITTEE – Trustee DeJong reported on the September 6, 2016, meeting of the Executive Committee.  

School ADvance Training: Committee members reviewed the options for training to implement the School ADvance performance review and evaluation of the superintendent as required by law and make a recommendation to the board. December 12 has been set as the first date for training. Committee members are recommending Option 2. This option works best when the district has a strategic plan with long-term goals and strategies identified. A 2-3 hour workshop would be held with the Superintendent and Vice-President to prepare for a full board workshop. This workshop ensures that a recommendation is ready for the full board on superintendent goals and strategies as well as a process for providing evidence and status reports on the work throughout the evaluation cycle. A four hour workshop with the full board follows to introduce the board to the School ADvance system, tools, process, alignment of goals, feedback cycle and summative evaluation process.

Board/Superintendent Goals: Committee members discussed the process for determining Board/Superintendent Goals for the 2016-2017 as it relates to the District Strategic Plan. This process is outlined in part through the School ADvance Training process with committee goal recommendations being discussed at the COTW on September 12, 2016. President Grose facilitated a conversation of Executive Committee goal development. The committee discussed their focus to be on enrollment

COTW Agenda Construction: Committee members planned the agenda for the September COTW meeting.

Board Meeting Agenda Construction: Committee members planned the agenda for the September Board Meeting.

Approval for Reinstatement Committee: Superintendent Davis requested the approval of an appointed committee as presented for the purpose of reinstatement.

NALEO Conference Request: Committee members reviewed the NALEO NELI Education Summit 2016 Conference request from Trustee Rivera.

Projects Under Current Study/Review:

Enrollment/2016-17 Operational Budget
Organizational System Review
5D+ Instructional Framework and Rubric for Instructional Growth & Teacher Evaluation

B. TEACHING FOR LEARNING COMMITTEE – Chairperson DeYoung reported on the September 6, 2016, meeting of the Teaching for Learning Committee.

ESL Program Update and Data Review: Lynette Brander, District ESL Coordinator presented an overview of the District ESL program and service delivery model. Student achievement results for English Language Learners were also highlighted and discussed. Highlights of the data include the fact that more English Learners were proficient on the M-STEP in 2016 than 2015 in five out of six grades tested in English Language Arts. The achievement gap is closing in three of those grades. WIDA data also shows growth. The District also met the Annual Measurable Achievement Objectives in reading. We are hoping to see this same kind of growth in math in future years given curriculum adoptions and instructional changes. Program changes were discussed including addressing the fidelity of implementation of SIOP classroom instruction, Sheltered Instruction, personalized coaching, EL Interventionist and the impact of student achievement participating in the Two-Way Bilingual Immersion Program. (1,4,7)

5D+ Inquiry Process: Superintendent Davis provided an overview of the 5D+ Inquiry Cycle and Instructional Framework that will be used as the new evaluation tool for professional staff. The 5D+ Rubric is based on the 5 Dimensions of Teaching and Learning (5D) instructional framework, which is derived from an extensive study of research on the core elements that constitute quality instruction. This research and framework comes from the Center for Educational Leadership-University of Washington College of Education. These core elements have been incorporated into the 5D Framework and 5D+ Rubric as five dimensions – Purpose, Student Engagement, Curriculum and Pedagogy, Assessment for Student Learning, and Classroom Environment and Culture – which are divided into 13 sub dimensions. The 5D+ Rubric also includes Professional Collaboration and Communication, which is based on activities and relationships that teachers engage in outside of classroom instruction. Superintendent Davis highlighted the inquiry cycle and the ways that administrators and teachers will collaborate together from an instructional coaching framework to improve instructional practice while meeting the requirements of professional staff evaluation. He also highlighted the many opportunities that administrators and teachers will have to continue their professional learning of this model throughout the school year. Individuals can learn more about this framework at http://info.k-12leadership.org/5d-teacher-evaluation-rubric. (7)

Moved by Ms. DeYoung, supported by Mr. Pasatta, that the Board of Education adopt the 5D+ Rubric for Instructional Growth and Teacher Evaluation to meet the requirements of professional staff evaluation under Michigan Statute Section 1249.  The motion was approved with a vote of 5 to 1 (opposing was Trustee Rivera).

Trustee Rivera questioned how teachers were involved in the evaluation process and the amount of change we have had regarding evaluations in the past five years. 

Superintendent Davis shared the HEA leadership attended all six days of training.  State law passed and recommended four different models.  The model we previously used was not one of the recommended tools that could be used. 

The district is offering hot topic sessions throughout January.  Administrators and teachers are both learning this process all along the way.

Board/Superintendent Goals: Chairperson DeYoung facilitated a conversation and decision

regarding the goals for the Teaching for Learning Committee for the 2016-2017 academic year. Three goals have emerged for consideration by the full board:

District Literacy Continuum of Supports to Support Instruction and Student Achievement.
Support of the implementation of the 5D+ Rubric for Instructional Growth and Teacher Evaluation
District Continuum of Supports to address Social Competence/Behavior

It is important to note that committee members expressed the desire for all goals to include specificity in targets, identification of the expected deliverables/outcomes and evidence that will be studied to address impact. (1,4,7)

Focus School Update: Director Dobias provided a focus school report update as part of the requirements set forth by the Michigan Department of Education.  

Projects under current study/review:

Student Assessment-Longitudinal Growth (1)
5D+ Professional Staff Evaluation (1,4,7)
M-STEP Data (1,4)
STEM Update (1)
Focus Schools (1)
TK Update (1,4)

Public Comments:

Phil Meyer-Board Candidate commented on the impressive nature of the 5D+ Instructional Framework and instructional coaching format. He also commented on the depth and degree of study of the committee and its focus on program review and student achievement.
Linda Falstad-Board Candidate commented on the amount of time and dedication of this committee and its focus.

C.  FINANCE AND PROPERTY COMMITTEE – Trustee Gisinger reported on the August 30, 2016, meeting of the Finance and Property Committee.

2016-17 Snowplowing and Salting:  Director Roach distributed the snowplowing and salting RFP results and reviewed the recommendation for bid award.  

For the past several years, the district contracted with a single provider, Denny’s Excavating.   Denny’s informed the district of their business plan to end snowplowing and salting services.
The district received three responses to an RFP requesting three-year pricing for snow plowing and salting.

[plowing price comparison]

The recommendation is to split the work among the three bidders:  East to Countryside, Jefferson, Heights, HLA, Early College and Maplewood to Prince, and the high school, West and MTC to MSR for the 16-17 season.
The district will evaluate and potentially modify the assignments after the 16-17 season.

Property Development Proposal:  Superintendent Davis reviewed the property development concept introduced at the August 2 meeting and outlined a process to solicit proposals for marketing and sale.

Build 21 Survey Results (6):   Superintendent Davis and committee members reviewed options for communicating the findings of the recently completed BUILD 21: An Evaluation of Community Investment report. Options discussed included presenting a high-level summary at a board meeting, posting the report to the web site and extracting data on areas that address future projects.

2015-16 Year-End and Audit Update (5):  Director Zimmer reviewed the trial balance totals provided for the audit.  Audit field work will be completed by September 2. Draft financial statements will be issued during the week of September 12.  Final statements will be reviewed at the October committee meeting and presented to the full board for approval at the October meeting.   

Build 21 Bond Summary (6):  Director Zimmer distributed the August 2016 summary and balances report for the 2010 Bond Proceeds.  The fund has a total $770,155 remaining.

Eidex Data Review (5):  Director Zimmer reviewed the data sets presented at the 2016 new teacher training.  Data was presented from two perspectives:  comparing to OAISD districts and comparing to a peer group using a statistically weighted blend of FRL and Student count of districts similar to Holland. The data sets included market share, revenue and expenditures per student, ACT score per instructional $ per student, MEAP & M-Step comparison to peers, and fund balance as % of expenditures. 

Finance Committee Goals: Chairperson DeJong facilitated a discussion on committee identified goals in relationship to the District Strategic Plan. These goals will be shared with the full board for continued dialogue and consideration before adoption as District Goals for the 2016-2017 school year.  Goal options discussed included defining enrollment goals that include market share, communications and customer service components; developing a 3-year business plan; and updating the multi-year plan for use of bond and sinking funds proceeds.

Other:

Topics and options for agenda preparation were discussed
The status of the motion approved at the August board meeting relating to the hydro-geological study on the West K-7 property was reviewed.

Build 21 Survey Results - Phil Meyer with Community by Design presented a summary of the recently  completed Build 21 survey.

D.  COMMITTEE OF THE WHOLE – Vice President DeJong provided an overview of the September 12, 2016, Committee of the Whole meeting.

Executive Committee Report: Chairperson Grose provided updates to committee members with items discussed at the Executive Committee meeting on September 6, 2016. The following motions are being recommended for action this evening.

Moved by Mr. Grose, supported by Ms. DeYoung, that the Board of Education approve the committee as presented for the purpose of considering reinstatement to Holland Public Schools. The motion passed unanimously 5-0.

Moved by Mr. Grose, supported by Mrs. DeJong, that the Board of Education approve School ADvance Training for Superintendents and School Boards Option 2 as presented. The motion passed unanimously 5-0.

Trustee Rivera withdrew her request to attend the NALEO NELI Education Summit 2016 Conference.

Teaching for Learning Committee Report: Chairperson DeYoung provided updates to committee members with items discussed at the Teaching for Learning Committee meeting on September 6, 2016.
The Board discussed the 5D+ implementation tool and its relationship to improving student achievement across the district. An emphasis was placed upon fidelity of implementation and providing ongoing support to administration and professional staff as this new tool is implemented. Superintendent Davis shared the training that has already occurred and planned professional development throughout the year to support implementation. 5D+ was also identified as a possible Board/Superintendent goal area for the year. A motion will be brought forward for consideration of adoption of 5D+ at the September regular meeting of the Board in compliance with Section 1249.
 
Finance & Property Committee Report: Chairperson DeJong provided updates to committee members with items discussed at the Finance & Property Committee on August 30, 2016.
The Board provided direction to Superintendent Davis to prepare an RFP for the sale of District property located at 752 Lugers, Holland, MI 49423. The RFP will call for a real estate agent/firm to serve as the seller’s agent of four-six residential lots.
 
Holland Educational Foundation Report: There was no report.

Consideration of Petition for Reinstatement: Superintendent Davis brought forward recommendations for reinstatement.

Moved by Mr. Grose, supported by Ms. DeYoung, that the Board of Education approve the recommendation to reinstate Student 0906161500. The motion passed unanimously 5-0.

Moved by Ms. DeYoung, supported by Mr. Grose, that the Board of Education approve the recommendation to reinstate Student 0906161600. The motion passed unanimously 5-0.

Board/Superintendent Goal Discussion: President Grose and Superintendent Davis facilitated a discussion around each of the goals presented by committees for consideration for the 2016-2017 school year as it relates to the evaluation of the Superintendent. The deliverable for this discussion is the identification of three-five goals. The goals need to be specific and include the deliverables/outcomes, evidence needed to meet the goals, and a feedback loop throughout the year on progress to meet the identified goals. The timeline for establishing these goals is by November 21, 2016 in preparation for School ADvance training on December 12, 2016.

The draft goals being considered include the following:

Enrollment

Market Share/Communication/Customer Service

To stabilize the enrollment of Holland Public Schools through a retention effort; and increase its market share by XX% annually through a specific/targeted marketing strategy.

Equity/Culture

To complete an organizational system review that examines existing policies and practices with the goal to identify institutional barriers to inclusion.

District Literacy Continuum to Support Instruction and Student Achievement

To improve the level of reading proficiency across the district for all students in the content areas.

Implementation of 5D+ Rubric for Instructional Growth and Teacher Evaluation

To provide ongoing support, calibration and fidelity of implementation to fully implement the tool to guide dialogue and instructional coaching around performance evaluation.

District Continuum of Support to address Social/Competence/Behavior

To develop a system level of coaching support to address social competence/behavior for Tier 1and Tier 2 behaviors; and to develop a system level of support to address Tier 3 behaviors.

3-year business plan or 3-year financial plan

To provide a business plan addressing the expenditures/revenues and operations of the district with respect to enrollment, financial planning, staffing and facility needs.

Project Priority List

To identify the district’s ongoing facility and maintenance needs in relation to the funding sources allowable to address identified needs.

Committee members discussed scheduling another board work session for September 26, 2016 at 6:00 p.m. for further discussion and prioritization of identified areas.

Public Comment:

Phil Meyer provided comment on the sale of District property located at 752 Lugers, Holland, MI 49423. He also commented on the Service Community Committee that stemmed from the Future Search Initiative launched in the Holland/Zeeland area in 2011.

 VII.   SUPERINTENDENT'S REPORT AND/OR RECOMMENDATIONS

SUPERINTENDENT’S REPORT

Superintendent Open Office Hours: Superintendent Davis announced open office hours scheduled for Monday, October 10, 2:30 – 3:30 p.m.
National Hispanic Heritage Month: Superintendent Davis announced that September 15 to October 15 is National Hispanic Heritage Month - a time for recognizing the contributions made and the importance presence of Hispanic and Latino Americans to the United States and a celebration of their heritage and culture.
Board Candidate Announcement: Superintendent Davis announced the board candidates for the November 8, 2016 election.

Jack Gisinger-2 year term
Elizabeth Colburn-6 year term
Linda Falstad-6 year term
Stephen Grose-6 year term
Phil Meyer-6 year term
Eutimio (Tim) Marroquin-6 year term
Jo Trembley-6 year term

The League of Women Voters is sponsoring an event to meet the candidates on October 12 at 7:00 p.m. at our District Administration Building, Board Training Room.

B.   PERSONNEL REPORT AND/OR RECOMMENDATIONS - Human Resources Director Zuker recommended the following personnel actions:

1.   Hiring:

James Fredenburg, Science Teacher, Holland Early College, effective August 22, 2016.
Diane Nienhuis, Spanish Teacher, Holland High School and Holland Early College, effective August 22, 2016.
Lisa Rilley, Art Teacher, Holland High School and Holland Language Academy, effective August 29, 2016.

Moved by Mr. Pasatta, supported by Ms. Rivera, that the Board of Education hire:  James Fredenburg, Diane Nienhuis, and Lisa Rilley in accordance with the Holland Education Association and that they be afforded a probationary contract. The motion was unanimously approved.

       2.  Resignations:

Sara Bandlow, School Social Worker (.50 fte), Jefferson School, effective August 26, 2016.
Kala Cohen, Math and Science Teacher, Holland Early College, effective August 19, 2016.
Jill DeMann, Special Education Teacher, Maplewood Early Childhood Center, effective August 19, 2016.
Stephanie Szostkowski, Special Education Teacher, Holland High School, effective August 19, 2016.

Moved by Ms. Rivera, supported by Mrs. Whiteman, that the board approve, with regret, the following resignations:  Sara Bandlow, Kala Cohen, Jill DeMann, and Stephanie Szostkowski.  The motion was unanimously approved.

VIII.   PUBLIC COMMENTS: There were no additional comments made by the public.  

IX.  ADJOURNMENT:  Vice President DeJong adjourned the meeting at 8:11 p.m.