LONDON CITY SCHOOLS. Meeting: Date/Time: Tuesday, September 20, 2016 Location: LES Room Objectives NOTES

Transcription

1 LONDON CITY SCHOOLS Shared Solutions (Notes) Meeting: Date/Time: Tuesday, September 20, 2016 Location: LES Room Objectives NOTES Purpose: The purpose of this team is to ensure proactive and effective collaboration, communication, and collective problem solving of district level issues between the administration and certified association. Membership: Superintendent, treasurer, plus one rotating administrator, LEA President plus two additional LEA representatives. Meeting Dates/Times: 8:30-10:30 am on 9/20, 10/18, 11/29, 2/21, 3/28, 4/25 Meeting Collaborative Norms Meetings will be purposeful (Link to Goals) Have/follow a detailed agenda. Be on time & prepared to meet: Donut Rule Listen to others and actively participate. Be open to new ideas & think creatively. Come to some consensus, assign roles, and establish timeline for follow up. Meeting Agenda Review any feedback from prior meetings. Communication Issues: Review Issues. Collaborative Problem Solving: Review Issues. Discussion Items: (Start ê Continued è) 1. Lunch Accounting Program (A): The association inquired about an update on the purchase/install of the new point-of-sale system for the district. The district update, which was released to parents and staff last week, is still current. It is anticipated that the new point-of-sale system will be in operation (including individual student accounts updated) by the end of the month. The district will be looking to launch a new online payment system sometime in October. 2. Advanced Planning (A): The association and the administration discussed plans for advanced planning for issues such as staffing, scheduling, etc. In terms of instructional scheduling, it is anticipated that each building principal will have a draft schedule prepared for staff input by a specific date (Possibly January 1st). 3. Evaluation Logistics (J): An evaluation committee meeting date was held on Monday, September 26th at 3:15 pm in LES 222. Among other topics, the meeting established SLO due dates (10/13) and a date for the SLO committee to meet (10/18). 4. Math Access Code Update (J): Student access codes for online access have been activated and distributed. A few issues remain and are being worked on. Thanks to everyone for your patience! 5. Maintenance/Tech Request (J): Increased cleanliness of the buildings was noted and celebrated. The team discussed the need for maintenance and tech requests to be submitted through the appropriate Google Forms. This will allow the district to better coordinate a response and to track potential issues.

2 Shared Solutions (J=Joint Concern, D=District Concern, A=Association Concern) Review purpose and process for SAC for Shared Solutions: The purpose of this team is to ensure proactive and effective collaboration, communication, and collective problem solving of district level issues between the administration and certified association. This team will use a data-based problem solving process to ensure issues are considered objectively and solved collaboratively. Communication Issues: The team discussed the following issues on a communication basis. Discussion Items 6. COMPELTED Safety Issues (A): The district has submitted its safety plans. Safety drills will be held monthly/quarterly to continue thoughtfulness on school safety. LPD has been consulted on door/window numbering. This will be completed during the first semester of COMPELTED - Key Fobs (A): The association asked if key fobs at the high school could be changed to access each entry from outside. Mr. Belmont is currently updating each fob to accommodate this request. It was emphasized this was a building issue. As such, it was more appropriate to be discussed on a building level. 8. COMPELTED - Elementary Mail Room Key (A): The team discussed a long running request to provide access to the first floor staff to the mailroom. This was brought to the district team, because it was already discussed on the school level. This request will be discussed will elementary administration in the future in order to understand other specifics. 9. COMPELTED Academic Calendar (A): The academic calendar was discussed and strategies for collaborating on next year s calendar were proposed including holding discussions as part of Shared Solutions. Conference scheduling was a particular topic for discussion. The LEA will survey certified staff members and report back to the SS team. 10. BLT/DLT minutes (A): The team requests that BLT/DLT minutes be shared with the staff. This will be completed for future meetings. 11. PARTIALLY COMPELTED Staff Recognition (J): The district is planning to host an end of the year breakfast (held on the last teacher day) in order to recognize teacher service awards (5 year, 10 year, 15 year, 20 year, 25 year, 30 year, 35 year, 40 year, etc., the and Then Some Award, retirees, and to participate in the OSBA Teacher of the Year program this will be for ). a. Timelines ODE TOY program (Information for staff will be forthcoming) i. Jan. 2017: Nominations for Teacher of the Year for each building will be open. ii. Jan. 2017: Nominated teachers, if desired, will complete and turn in applications for TOY. iii. Feb. 2017: A committee consisting of teachers (2), administrators (2), a Board member (1), and parents (2) will score applications and determine TOY for each building and the district at large. iv. Prior to April 30 th : District TOY will be complete/submit state TOY application with support from the district. Collaborative Problem Solving.

3 Historical Collaborative Problem Solving Process (IDEA) Identify the Problem Define the Problem Explore Possible Solutions Act on Solutions (J=Joint Concern, D=District Concern, A=Association Concern) 1. (J) October 2015: What strategies can we implement to support classroom learning when teachers are out of the classroom? Like many districts in Ohio, the district has encountered significant problems with finding and retaining substitutes. Madison County currently has a 3.3% unemployment rate. This is a contributing factor to the lower availability of subs. Identify (to date) the number of substitute positions that have not been filled by outside substitutes (Kristine/Carmen). Determine the number of available substitutes this year compared to years past (Kristine/Carmen) Conduct a salary study of substitutes for selected district in Madison and Franklin Counties (Kristine/Carmen). Conduct a survey of regular substitutes to identify strategies for treating substitutes as guest teachers. Address issues of competitive pay if warranted. Possibly work with the Chamber of Commerce on strategies for recruiting guest teachers. COMPELTED A recommendation to increase the substitute teacher pay to $105 per day will be made to the Board in December COMPELTED A joint release will be sent to the chamber to post on their job board after the Board acts on the recommended sub rate change. COMPELTED Regular posting to the district website and social media outlets is slated to begin after the Board acts on the recommended sub rate change. COMPELTED A district designed training program has been established and will begin in February. COMPELTED A survey for substitute teachers needs to be developed and administered in early This will be repeated annually. ONGOING Administration will cancel district professional development ahead of time when it is already know there will be a lack of substitutes to cover courses.

4 2. (J) October 2015: How can we streamline the maintenance request process in order to assist in the overall cleanliness of the building and to support the maintenance staff in greater efficiency? Recent history at LCS has demonstrated a difficulty in maintaining the overall cleanliness of facilities. A contributing part of this issue is a well communicated plan for submitting maintenance/custodial requests. The team also discussed the operation of the district HVAC systems. As a large building, it is understandable that individual classrooms will vary in temperature. The district would like that variability to be within 4 degrees. It is difficult to track this issue because of the inconsistency of maintenance requests in the past. School Dude costs approximately $4,500 and is not being utilized effectively. The district works with Plug Smart on regulating the temperatures in each building. The district has made the repair of HVAC systems a priority during the last three months. Issues, which have been delayed in the past, now are being addressed given priority. The district is currently designing a Google Form, which will be replace School Dude. This would provide a no cost solution. The new maintenance helpdesk form would be used to report maintenance and cleanliness issues. This will be communicated to the staff, when ready. A quick link will be added to the website as well. The district is currently conducting a time study for maintenance and custodial staff. The time study would define which areas (i.e. classrooms, common areas) and duties (i.e. sweeping, trash, etc.) are to be completed by each shift each day. The study will be shared with administration and staff. Helpdesk requests indicating issues of cleanliness will be follow up on using this information. COMPELTED The new Maintenance Helpdesk (Google Form) will be released by winter break. COMPELTED A time study outlining custodial assignments by shift will be distributed to building principals by January 1 st, Lou will follow up with Dillan/Mike E. on the practicality of follow up notification for resolved tickets.

5 3. (J) November 2015: How can we design professional learning opportunities, which better support teacher, building, and district needs? Current professional development opportunities include: Up to six early dismissal/delayed starts are conducted during the year. A half-day PD is offered at the beginning of the 2 nd semester. In the district did not conduct waiver days. District lead PD is held before school and/or after school with topics directed by the curriculum department or building. s are sent to teachers about possible out-of-district learning opportunities from district personnel. Staff can attend if approved by an administrator. While many of the professional development activities are needed and/or required, some follow through, effectiveness, or a defined link to current practice. There has been an overall lack of consistency in the district in regards to PD offerings. How can we integrate a quality professional development plan successfully into the district s academic calendar? Can we design structures in which teacher s have more input in both the content and design of teacher professional development? Can structures be designed to support teacher collaboration on real time classrooms issues, which are not directed by the SST/school improvement requirements? Can structures be designed to support teacher collaboration across grade level teams? COMPELTED A staff survey, which included a language on professional development was sent to staff in November of The results of the survey will help shape offerings in the future. COMPELTED A very successful professional development program, driven by teacher need and interest, took place on January 4 th, COMPELTED The district would like to produce an annual professional development plan published at the conclusion of the current school year for the upcoming year. This plan should be include programs, which support individual teacher needs as well as building and district goals. A draft of this plan was shared on APRIL 19 th. COMPELTED Once the plan is reviewed and vetted by the administration, the PD Plan will be sent to all staff.