STATE OF HAWAII
BOARD OF EDUCATION
GENERAL BUSINESS MEETING
MINUTES
Thursday, June 4, 2020
Virtual Meeting*
*The Board did not meet at a physical location. As part of the response to the threat of COVID-19, Governor David Ige issued a Seventh Supplementary Proclamation dated May 5, 2020, suspending Hawaii Revised Statutes Chapter 92, Public Agency Meetings and Records, to the extent necessary to enable boards as defined in Section 92-2, to conduct meetings without any board members or members of the public physically present in the same location, among other things.
PRESENT:
Catherine Payne, Chairperson
Brian De Lima, Esq., Vice Chairperson
Kaimana Barcarse
Margaret Cox
Kili Namauʻu
Dwight Takeno
Kenneth Uemura
Bruce Voss, Esq.
Colonel Sharon Stehlik (military representative)
EXCUSED:
Nolan Kawano
Daniella White (student representative)
ALSO PRESENT:
Christina Kishimoto, Superintendent
Cynthia Covell, Assistant Superintendent, Office of Talent Management
Stacey Aldrich, State Librarian
Alison Kunishige, Executive Director
Kenyon Tam, Board Analyst
Regina Pascua, Executive Secretary
Irina Dana, Secretary
I. Call to Order
Board Chairperson Catherine Payne stated that the Board would be holding virtual meetings until further notice. She noted that the public could still call in or log on to listen to Board meetings live. She stated that the live broadcast is audio only for both Board members and the public. She noted that an image of the agenda will be shared on the screen and one portion of the meeting will include a document that will be shared on the screen, but that video of Board members and presenters would not be broadcast to reduce the amount of bandwidth that the meeting takes up and to preserve the quality of the audio.
The Board General Business Meeting was called to order by Board Chairperson Payne at 1:31 p.m.
II. *Public Testimony on Board of Education (“Board”) Agenda Items
NOTE: Written testimony is strongly encouraged. Anyone wishing to testify orally must sign up in advance and log in to WebEx. Testimony over the phone will not be accepted at this time. See below for more information.
Board Chairperson Payne called for public testimony. The following people provided remote oral testimony.
Name | Organization | Agenda Item | Position |
| Julie Reyes Oda | Nānākuli High & Intermediate | IV.A. Presentation on request for feedback regarding reopening of schools for 2020-2021 School Year
V.A. Board Action on Memorandum of Understanding between State of Hawaii Board of Education and Hawaii Government Employees Association Bargaining Unit 06, 12-month Vice-Principal, Position Number 603498 Waianae High School Alternative Learning Programs and Services | Comment |
| Deborah Spencer-Chun | Adult Friends for Youth | IV.A. Presentation on request for feedback regarding reopening of schools for 2020-2021 School Year | Comment |
| Cheri Nakamura | HEʻE Coalition | IV.A. Presentation on request for feedback regarding reopening of schools for 2020-2021 School Year | Comment |
| Corey Rosenlee | Hawaii State Teachers Association | IV.A. Presentation on request for feedback regarding reopening of schools for 2020-2021 School Year | Comment |
| Rami Donahoe | Public | IV.A. Presentation on request for feedback regarding reopening of schools for 2020-2021 School Year | Comment |
| Robin O’Hara | Public | IV.A. Presentation on request for feedback regarding reopening of schools for 2020-2021 School Year | Comment |
| Mireille Ellsworth | Public | IV.A. Presentation on request for feedback regarding reopening of schools for 2020-2021 School Year | Comment |
Julie Reyes Oda, Nānākuli High & Intermediate, testified on the memorandum of understanding (“MOU”) between the Board and Hawaii Government Employees Association Bargaining Unit 6 regarding a 12-month vice principal position for Waianae High School. She noted that there is little detail on the Department of Education’s (“Department”) website regarding student enrollment levels at Waianae High School and commented that the Department is making decisions against the backdrop of huge cuts due to the weakening economy. She stated that the Department would need to review what it is willing to give up for this conversion and noted that the Department cannot spend funds without first having a plan regarding how to reduce spending. Reyes Oda also testified on the request for feedback regarding the reopening of schools for the 2020-2021 school year. She stated that many individuals rely on the Department for more than just educational needs, such as social needs and medical needs, and urged the Department to open lines of communication early and frequently. Reyes Oda further urged the Department to collaborate and work with various partners and noted that emails from the Hawaii State Teachers Association (“HSTA”) indicated that the Department did not engage in discussion with HSTA. She noted that it is unacceptable to leave hard decisions to schools and emphasized that schools need messaging from the Department regarding what they should be doing. Reyes Oda highlighted that the reopening of schools is an all hands on deck situation.
Deborah Spencer-Chun, Adult Friends for Youth, testified on the request for feedback regarding the reopening of schools for the 2020-2021 school year. She detailed her experience working with high-risk youth and noted that high-risk youth need services beyond what schools and teachers are able to provide, such as long-term services that address trauma and associated negative behaviors. She stated that Adult Friends for Youth provides 24-hour support and is equipped to respond to critical issues and violence occurring in communities that oftentimes spills over onto school campuses. She described how Adult Friends for Youth challenges the school-to-prison pipeline and urged the Department to consider collaborating with Adult Friends for Youth to help its most vulnerable students.
Cheri Nakamura, HEʻE Coalition, testified on the request for feedback regarding the reopening of schools for the 2020-2021 school year. She stood on her written testimony. She stated that her testimony lists specific priorities for the Board and Department to consider for reopening schools and noted that there is a sense of urgency for the Board and Department to provide schools with direction. She commented that administrators are patiently waiting for specific guidance and are hoping to receive critical support from state offices.
Corey Rosenlee, HSTA, testified on the request for feedback regarding the reopening of schools for the 2020-2021 school year. He commented that HSTA, the Board, and Department have provided the best policy outcomes for schools and students when all three have worked together. He expressed concern that the Department released its guidance for reopening schools without consulting HSTA even though teachers would most likely be responsible for implementing the Department’s guidance. Rosenlee expressed concern that the Department’s guidance to maintain three feet of distance contradict the Centers for Disease Control and Prevention’s (“CDC”) guidance to maintain six feet of distance. He noted that the Department indicated that its guidance is based on guidance from the Department of Health but did not share this information with HSTA. Rosenlee expressed concern that the Department would need to once again close schools, as other countries have done shortly after reopening, if it did not implement appropriate social distancing requirements. He noted that some schools have over 3,000 individuals on-campus and it is unclear how these schools would maintain social distancing. Furthermore, the Department cannot expect schools to implement social distancing requirements if class sizes are large and there is no way for students to socially distance. Rosenlee expressed concern that the Department has not shared what blended learning would look like in schools, is implementing distance learning for sixth to twelfth graders but has not provided information on accommodations for elementary schools, and has not addressed teachers who are concerned for their health. He stated that the Department’s guidance requires masks for teachers and students but it has not provided information regarding whether the Department would supply masks. Rosenlee stated that teachers who have returned to work have expressed concern regarding the availability of cleaning supplies and noted that oftentimes school bathrooms do not have soap. He asked if the Department is expecting too much of its custodial staff and expressed concern regarding quality requirements.
Rami Donahoe, member of the public, testified on the request for feedback regarding the reopening of schools for the 2020-2021 school year. Donahoe commented on guidance requiring masks and expressed concern regarding heat, humidity, and masks causing acne and skin irritation, which is a big deal to middle school students. Donahoe noted that the CDC encourages that guidelines be tailored to each community based on what is feasible, practicable, and acceptable. She stated that it might be infeasible and unrealistic to expect younger students to wear masks. She stated that it is unhealthy for students to stay inside all day but it is difficult for children to wear masks outside as it is hot and masks constrict their breathing. Donahoe stated that Kauai has successfully flattened the curve and urged the Department to create guidelines tailored to communities and consider lifting guidelines regarding masks.
Robin O’Hara, member of the public, testified on the request for feedback regarding the reopening of schools for the 2020-2021 school year. She expressed concern regarding equity and detailed existing inequities due to various leadership styles and different issues occurring on campuses. She stated that some issues might make it difficult for schools to implement all existing guidelines. She expressed concern that her school is unable to plan for the next school year because school staff are unsure of who their next principal will be. Furthermore, some schools do not have full staffs of custodians and cleaning does not occur regularly. She stated that she understood the importance of masks but expressed concern that students and teachers are expected to wear masks in hot classrooms that lack air conditioning. She noted that some teachers have health conditions and may not feel safe returning to their classrooms. She asked how schools would cover classrooms if teachers in high-risk categories are unable teach because they cannot risk exposure. She noted that teachers do not have proper protective equipment or other resources and are being asked to put their lives in jeopardy.
Mireille Ellsworth, member of the public, testified on the request for feedback regarding the reopening of schools for the 2020-2021 school year. Ellsworth stated that she falls under high-risk categories and expressed concern regarding risk of exposure and enforcement. She stated that some principals and administrators are not taking the virus seriously and do not wear face masks during the distribution of summer meals. Ellsworth expressed concern regarding whether fans in classrooms could contribute to transmission. Ellsworth stated that teachers will not have time to clean or use the restroom if students are required to eat lunch in their classrooms because teachers cannot leave their students unsupervised. She expressed concern that the Department did not communicate with nor seek input from HSTA on its reopening guidance. She highlighted that HSTA sent out a survey to its members and has collected a myriad of information regarding teachers’ concerns and issues. She noted that HSTA represents over 13,000 teachers and it is important for the Department to include HSTA in its discussions to gather input on issues it may not be aware of.
Board Chairperson Payne stated that the Board also received many pieces of written testimony posted on the Board’s website. She stated that she is impressed by testifiers’ thoughtful and detailed suggestions. Board Chairperson Payne noted that both written and oral testimony reflect an entire spectrum of concerns from individuals who think the Department is being too cautious to individuals who do not want to send their children to school until the development of a vaccine. She stated that the Board would consider the wide range of testimony in its discussions and noted that this wide range of testimony would impact the Board’s decisions.
Written testimony was received and provided to the Board members. The following is a listing of the people that submitted written testimony before the meeting.
Written Testimony for 20200604 GBM.pdf
III. Approval of Meeting Minutes of May 21, 2020
Board Member Kenneth Uemura moved to amend the General Business meeting minutes of May 21, 2020 to: (1) On page 21, delete the word “the” from the sentence, “He noted that this implies that there is no way to determine an accurate measure of effectiveness or validation for the Kishimoto’s self-assessment ratings,” to read, “He noted that this implies that there is no way to determine an accurate measure of effectiveness or validation for Kishimoto’s self-assessment ratings,” and; (2) Clarify the last sentence of the same paragraph to read, “He stated that a ‘marginal’ rating is appropriate because an ‘effective’ rating would mean that her performance met expectations and it was not clear in her justifications if her performance had met expectations.” Board Vice Chairperson Brian De Lima seconded.
Board Chairperson Payne called for a roll call vote to approve the minutes as amended. The motion carried unanimously with all members present (Board Vice Chairperson De Lima, Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
ACTION: Motion to approve the General Business Meeting minutes of May 21, 2020 as amended (Uemura/De Lima). The motion carried unanimously with all members present voting aye.
IV. Discussion Items
A. Presentation on request for feedback regarding reopening of schools for 2020-2021 School Year
Board Chairperson Payne reviewed the request for feedback regarding the reopening of schools for the 2020-2021 school year.
Board Chairperson Payne stated that at its last meeting, the Board adopted a resolution focusing on summer school because it was on the immediate horizon. The Board now needs to turn its attention to what the school system will look like for the next school year and perhaps beyond. Similar to the summer school resolution, the Board should consider providing “big picture” guidance to the Department of its expectations for the reopening of schools in the 2020-2021 school year. She stated that the Board needs to first understand the expectations, questions, and concerns that its members, education stakeholders, and the public have about reopening schools and providing a quality education for students while living with the threat of COVID-19. The intent of the Board’s discussion today is to gather Board member comments, discuss public comments received through testimony, and for Board members to provide input on what they consider to be priorities. She stated that this information would be used to draft the “big picture” guidance to the Department regarding the reopening of schools in the 2020-2021 school year.
Board Chairperson Payne stated that attached as Exhibit A to her memorandum is a framework to organize questions and concerns, help facilitate discussion, and make it easier to figure out answers later. The framework is divided by major areas of focus for reopening public schools, including people (the people and organization that make up the public education system); place (the places where students learn and staff work); and school design (how schools are designed to educate and prepare students). Board Chairperson Payne stated that some questions of which the Board is currently aware are included in the table attached as Exhibit B. She noted that the Board also received a significant amount of written testimony with additional questions and concerns to consider.
Board Chairperson Payne stated that she hopes the Board’s discussion and subsequent resolution will assist the Department in focusing its limited resources on what would best serve students. She noted that the Department has not been waiting for the Board’s direction and is moving forward on its work in schools, complexes, and state offices. She emphasized that it is important to acknowledge the hard work and commitment reflected in everything she has read and everyone with whom she speaks. Board Chairperson Payne stated that she understands from testimony and personal communications that many still need clarity. She noted that the reality is that things are moving so fast that the context in which an issue arose has changed by the time the Department addresses the issue. She stated that this would likely continue. She stated that she hopes that the Board’s guidance addresses issues that have been raised. Board Chairperson Payne stated that she wanted to reassure individuals with specific and personal concerns that many of these concerns could be worked out with principals and Complex Area Superintendents through existing policies and procedures already in-place. She emphasized the need to improve communication within the system and stated that she wanted to assure members of the public that communication is an ongoing issue and the Department is working to improve its communication and sincerely hopes to do better.
Board Chairperson Payne stated that the purpose of the framework, table, and the Board’s discussion is to identify questions, concerns, and issues with reopening schools and ensuring students receive a quality education. Board members and the public can comment on the existing questions, provide their own questions or concerns, or provide input on what they consider to be priorities. She stated that she anticipates having a proposal for the Board for discussion at its next meeting. She stated that the Board would need to receive any public comments on the issue by Friday, June 5, 2020, and urged the public to send any comments to the Board by this deadline.
Board Member Margaret Cox detailed her experience as a high school principal. She stated that all schools within complex areas should start school at the same time so that student transportation is available in each area. She commented on guidance regarding physical distancing on school buses and noted that this may not be realistic. Board Member Cox stated that teachers should be in the classroom regardless of whether they are teaching virtually or participating in face-to-face instruction because all of their materials are in classrooms. She noted that many teachers had difficulty during the fourth quarter because they were not allowed in their classrooms. Board Member Cox stated that the Department would need to ensure that soap and toilet paper are always available in school bathrooms and commented that in her experience soap has not always been made available in school bathrooms. She emphasized the importance of the Department providing schools with sanitizer. She noted that it might not be necessary for the Department to provide schools with masks because most individuals already have masks. Board Member Cox commented that the Department previously mentioned its plans to send out surveys and stated that she assumes that the Department would provide its survey results shortly to inform the Board of how many parents plan to keep their children out of school once schools reopen and how many students have experienced connectivity and accessibility difficulties. She stated that school schedules requiring limited in-person instruction create challenges and difficulties for working parents.
Board Member Cox stated that the Board should review its existing policies, such as its policies regarding attendance. The Department should review guidelines regarding requiring seniors to remain on-campus. She stated that seniors who only have one or two courses during the school day should be able to go home or go to work rather than remain on-campus if they do not have classes to attend. She stated that students who want to continue to participate in student activities or courses for college credit should be able to do so, but the Department should review how to help students who do not want to participate in these activities and who only have a few credits left to earn pass their courses and move on. She stated that this would decrease the number of individuals on school campuses. Board Member Cox expressed concern regarding requiring children to wear masks during recess. She stated that this might not be realistic for elementary school students who run and play during recess.
Board Member Cox stated that the Department would need to carefully review its guidelines for secondary schools. She explained that elementary school classrooms tend to be self-contained and students can remain with the same group all day. However, the Department would need to review how to implement social distancing guidelines for secondary classrooms that are not self-contained and for activities that a large number of students participate in, such as music classes and band. Board Member Cox suggested that all resource teachers remain in the classroom at least for the first semester of the school year. She stated that the Department is experiencing a shortage of teachers and resource teachers could assist in addressing class sizes. She stated that she assumes students would collect lunches on a to-go basis during the school day because social distancing would not be possible in school cafeterias.
Board Member Cox stated that schools should review what kinds of guidelines are possible to implement, but emphasized that the Department and Board need to provide schools with explicit guidelines. She stated that it is unfair for schools to assume full responsibility and for principals to struggle through what to do and how to do it on their own. She stated that complexes should work together. Board Member Cox stated that the Board and Department would need to make and roll out decisions quickly so that schools could begin planning for the upcoming school year.
Board Member Uemura commented that the purpose of discussing this agenda item is for the Board to provide the Department with feedback and discuss public comments. He asked for clarification on the Department’s guidance it released on June 2, 2020 to the public. He stated that today’s discussion would be used to draft “big picture” guidance for the Department regarding the reopening of schools. He stated that he was surprised to see that the Department released a one-page guidance document to the public on Monday. He asked whether the Department’s public release could cause more confusion since the Department did not have the Board’s guidance when it released this document to the public. He asked how the Department would manage confusion if its current guidance differed from the Board’s guidance. Board Member Uemura expressed concern that the Department’s guidance comprises a single page. He stated that the Senate Special Committee on COVID-19 provided testimony with links to reopening plans from other school districts and noted that these school districts have very detailed documents and reopening plans. He stated that the Department should provide more depth when it releases guidance and noted that he assumes the Department plans to provide this depth in the future. He asked why the Department would confuse the public by releasing a one-page document prior to getting guidance from the Board.
Kishimoto stated that the CDC provides guidance to the Department of Health and the Department of Health provided the Department with one page of guidance. This one-pager is what the Department of Health released to the public on Monday. She stated that the Board would need to provide guidance within the Department of Health’s guidance. She explained that she attempted to do her due diligence to support the Board in providing appropriate guidance. Kishimoto detailed that the Department of Health invited school representatives to provide overviews of school, cafeteria, entryway, classroom, and bus set-ups. The Department of Health then provided its guidance and the Department would need to meet these minimum guidelines. Any further guidelines would be stricter than what the Department of Health expects.
Board Member Uemura stated that while Kishimoto’s explanation makes sense, the Department’s actions and one-pager are misleading. He stated that the Department’s guidelines include recommendations and do not state that the Department is relaying minimum guidelines set forth by the Department of Health. He stated that there appears to be a disconnect between the Department’s explanation and its actions and this causes confusion.
Board Member Dwight Takeno agreed with Board Member Uemura’s concerns. He stated that he too was surprised when he reviewed media reports regarding the possibility of opening schools and parameters of instruction earlier in the week even though the Board was planning to engage in discussion regarding the reopening of schools at its meeting. He stated that there is confusion and uncertainty regarding whether sixth to twelfth graders are expected to participate in distance or in-person instruction. He emphasized communication issues and asked how and why the Department communicated this information to the media prior to the Board’s upcoming meeting.
Board Chairperson Payne stated that it appears as though the field and Board members may be confused. She stated that after Kishimoto responds to Board members’ questions, the Board should redirect its focus on broad guidance.
Kishimoto stated that there would continue to be confusion and she would do everything possible to reduce confusion to the greatest extent possible. She emphasized that the Department is leading in a time of crisis and information changes fast, which is why she makes herself available to the public and media outlets on a weekly basis. She stated that her reports to the media include items that are not definitive and she emphasized that she always provides context. She stated that she is open about tri-level leadership discussions so that the public is aware of ongoing conversations. Kishimoto noted that one media outlet misreported information regarding sixth to twelfth grade instruction and the Department immediately addressed misinformation. She stated that the Department informed and invited Board members to view the Department’s four webinars regarding decision-making, implementation, transitions, and considerations for the following school year. She stated that she specifically mentioned the date August 4, 2020 because the Department has not changed its calendar for the 2020-2021 school year and is doing everything it can to protect 180 instructional days even as it is aware that instructional days are subject to final legislative budget decisions. She stated that the Department continues to communicate these matters to the Board and public. She highlighted that the Department’s webinars included information for internal staff, parents, legislative leaders, business and industry, and non-profits. She stated that the Department would continue to provide summative presentations regarding where the Department is and where it is headed. She noted that she would continue to provide oral communication regarding guidance until the guidance is developed and printed. She emphasized the importance of ongoing communication. Kishimoto detailed the complexity of decisions the Department would need to make and stated that the Department plans to continue to work with its tri-level leadership and decision-making teams. She stated that she looks forward to hearing the Board’s guidance to incorporate its feedback in final, printed documents. The Department is unable to provide holistic guidance on everything all at once so it releases components as decisions are made to provide information to the field as quickly as possible. Kishimoto explained that some other school districts have provided guidance because this guidance was necessary in addition to state reopening guidance. She highlighted that the Department is reviewing the different kinds of models across different states as it develops its own.
Board member Bruce Voss stated that he believed the Department’s release of conceptual guidelines was a good start. He stated that he understood these guidelines as a way to start the conversation with the Board. He noted that many students, especially students receiving special education and English learner (“EL”) services, need to be in the classroom to learn effectively. He stated that distance learning was not effective for many vulnerable students. Board Member Voss stated that the Department’s guidelines would need to change as the COVID-19 situation evolves. He stated that schools could address individual concerns on a case-by-case basis, but individual concerns could not necessarily dictate overall policy. He stated that as the Department works through details and concerns, the overriding objective should be for all students to be in the classroom and learning by August 4, 2020.
Board Member Kili Namauʻu commented that she would like clarification prior to addressing specifics in the Department’s framework. She stated that she would like to understand whose guidelines the Department is following and what kinds of best practices the Department is relying on. She stated that it is unclear whether the Department is following CDC or the Department of Health and whether the Department is consulting with all stakeholders, especially HSTA. She stated that she wanted to ensure that the Department is providing opportunities for input and engaging with all parties. Board Member Namauʻu asked who specifically within the Department is drafting and putting together guidelines and plans for reopening schools. She asked if the Department allocated this work to specific people or specific offices.
Kishimoto stated that the Department has been meeting with HSTA, the Hawaii Government Employees Association, and United Public Workers leaders on a weekly basis. She noted that it is inaccurate that the Department has not engaged with stakeholders. Kishimoto highlighted that the Department has consulted with HSTA Deputy Executive Director Andrea Eshelman on a weekly basis and further highlighted that Eshelman assisted the Department in drafting fourth quarter guidelines. Kishimoto detailed that the Department is moving toward difficult decision-making and understands anxieties surrounding the reopening of schools. She detailed that the Department has written out 30 pages of guidance outlining the reopening of schools. She highlighted that principals, Complex Area Superintendents, and Assistant Superintendents have been engaging in discussions and working together to move forward. Kishimoto detailed that the Department’s recent survey received 4,000 pieces of feedback within the first 24 hours of opening and noted that there was a 60% return rate for the teacher survey. She stated that the Board’s outline and questions regarding people, places, and school design are consistent with other national and state guidance documents. The Department is relying on models in other states but incorporating guidance specific to Hawaii. She stated that Board Member Cox mentioned policy regarding attendance and noted that the Department is redesigning Infinite Campus so that it could accurately capture attendance in different ways. Kishimoto highlighted that the Department is focused on equity moving into the next school year, including digital transformation and accessibility. The Department is reviewing ways in which the Legislature, business, and industry could assist the Department in ensuring equity for all students.
Board Vice Chairperson De Lima stated that he would like the Department to prioritize students who have not been engaging, assist families who have not engaged, and prioritize the needs of students who are struggling, receiving services, and experiencing challenges. He stated that students and families who are already engaging would continue to be successful, but the Department would need to review additional resources for those who have not been successful.
Board Chairperson Payne stated that the Board would need to discuss its guidance for prioritizing resources, similar to how it provided guidance for prioritization for summer school. She stated that the Board and Department would need to determine how to address the different needs of schools, students, and families, especially if it is costly to do so, and where the Department should address additional resources.
Board Member Takeno stated that he would like the Board to consider issues related to health and safety as it reviewed questions and “big picture” guidance. He stated that the health and safety of students and staff is of upmost importance. Board Member Takeno stated that measures related to health and safety should be directives rather than guidelines. He stated that the Department would need to provide resources to ensure a healthy and safe learning environment. He stated that health and safety should be an area in which everyone is held accountable rather than guidelines.
Board Member Kaimana Barcarse emphasized the importance of the establishment of a clear timeline to allow everyone to plan. He stated that the Department should draft a timeline with the understanding that it may need to adjust its timeline based on circumstances and events outside of the Department’s control. He stated that it was importance for the Department to build-in flexibility and contingency plans in the case that there is a resurgence of COVID-19. He stated that contingency plans would create parameters and determine decision-making frameworks so that everyone is able to act. Board Member Barcarse stated that he agrees with Board Vice Chairperson De Lima’s priorities and emphasized that students receiving special education and other services are in need of the greatest support because they experienced the greatest learning losses.
Board Chairperson Payne commented that some testifiers noted different circumstances within different geographic areas. She stated that perhaps the Board should consider prioritizing flexibility rather than taking a one-size-fits-all approach.
Board Member Cox commented that the Department is reviewing reopening schools but some parents might choose to keep their children at home and receive virtual instruction. She asked if the Department is able to continue to provide virtual instruction and assess these students.
Kishimoto stated that the Department is reviewing its survey and parent feedback to gauge the percentage of parents interested in continuing virtual learning. She stated that the Department is reviewing various models, such as mixed delivery models. The Department is attempting to be as flexible as possible in the resources it provides to families. She stated that students remaining at home presents capacity issues because teachers still need to review students’ work and interact with those students. She stated that the Department is not in the situation where it can increase its number of teachers. Smaller classroom sizes do not mean that teachers will be able to instruct both in-person and virtual classes. She stated that the Department would need to review balancing different models and noted that principals are reviewing realistic models that provide flexibility to the greatest extent possible. Kishimoto stated that if the Department were to have to close schools again, it would need to switch to virtual instruction. She stated that all teachers need to have that capacity so the Department is also reviewing capacity as it develops plans to reopen schools. The Department is reviewing how to continue to develop the capacity of teachers for online learning who do not have prior experience. She stated that the Department learned a lot from the fourth quarter and is building upon its models, including capacity building. She stated that the Department is working under a teacher shortage and does not have a cadre of teachers to provide online classes separate from in-person classes. The Department is planning to balance distance learning as it reopens schools but these options may not be comparable in all situations.
Board Chairperson Payne commented that Board Member Takeno touched on health and safety regulations and noted that the Board and Department should provide health and safety directives rather than guidance. The Department would need to ensure that health and safety protocols are present in schools every day. She noted that some testifiers indicated that some protocols could be problematic given the realities on the ground with staffing, custodians, and other matters. She stated that the Board should consider flexibility and where it would want to extend the guardrails for what schools can be expected to do by the public. She asked if the Board expects every school to provide students with a full menu of learning options, such as for students who stay home all day and students who participate in in-person classes.
Board Member Cox asked if the Department is able to assess attendance if students participate in both virtual and in-person instruction. She stated that attendance was an issue during the fourth quarter and students received enrichment rather than instruction on core subjects. She stated that the Department would need to ensure that students are receiving instruction on core subjects via online learning. She asked how the Department would assess whether students are learning what they are supposed to be learning if they participate in a combination of both distance and in-person learning. She stated that the Department would need to address these issues if some parents are uncomfortable sending their children to school and determine standards.
Kishimoto reiterated that the Department is rebuilding and redesigning its attendance system because its attendance system has been built on students being in school. She stated that the Department suspended regular attendance counts during the fourth quarter in line with the rest of the nation. The Department is rebuilding its module to be able to take attendance through Infinite Campus. Kishimoto stated that the Department reviewed all that it learned during school closures regarding assessment and discussed paper packets, preloaded computers, online connection, and so forth. The Department is able to assess students in different ways and is identifying models for elementary, middle, and high schools. These models identify how assessment is to occur to accurately capture student learning.
Board Chairperson Payne stated that the Board should consider “big picture” guidance. She noted that Board Member Voss’s vision is for all students to return to the classroom on August 4, 2020.
Board Member Voss emphasized the critical issue of resources. He agreed with Board Vice Chairperson De Lima and Board Member Takeno that resources are limited and the emphasis should be on students who are disadvantaged or have special needs. He asked if it was economically feasible or practical to expect schools to provide full menus in terms of classroom and distance learning for students who elect to not attend school.
Kishimoto stated that there are many unknowns regarding operating funds for the next school year. She stated that the Legislature reopens in a week and a half and has not yet determined the Department’s final budget. She noted that other agencies also do not yet know what their budgets will be. Kishimoto stated that there are different considerations, including borrowing funds under federal guidelines, possible future federal relief packages, and biennium budgets. She detailed that part of the $43 million in funds from the relief package belongs to the Department and part of these funds will be allocated to private and public charter schools. She stated that the Department used these funds to prioritize summer school, readiness for the next school year, and review equity, such as services and devices the Department needs. She stated that economic feasibility would be constricted by what the Department’s budget will look like. More recently, the Department has had to answer questions regarding one to two days per week furloughs and has explained that the public education system cannot afford furloughs. She stated that the Department cannot provide all services that the Legislature expects the Department to provide, such as conditions for learning, support services, technology, expanded food services, and training for parents. The Department is working hard on delivering all of these services but does not know of its ability to continue until it knows what its operating budget is. Kishimoto clarified that furloughs are not currently being proposed but the Department was asked about the impacts of budget cuts. She stated that the Department explained that the Department would not be able to deliver everything it would need to deliver if its operating budget was decreased. Kishimoto stated that the Department is moving forward with the assumption that it would have access to $43 million and the operating funds approved within its biennium budget. She stated that the Department is planning frugally under these financial conditions. She stated that the Department is seeking clarity as quickly as possible to more accurately plan for the next school year.
Board Chairperson Payne commented on the lack of financial clarity and noted that the Department is only able to identify its highest priorities and where it should direct resources. She stated that families have wider needs, such as needs for after-school programs and services for families experiencing homelessness, and noted that the Department has discussed addressing meeting basic needs. She stated that it is clear that students receiving services and experiencing challenges have struggled through online learning. She asked if Board members had other priorities to highlight for spending in a time that spending is not definite.
Board Member Namauʻu stated that the Department has to be prepared for virtual learning and has an idea of what the cost is. She asked if the Department factored in various situations and communicated these situations and costs to the Legislature, such as resources the Department needs to provide and has been attempting to provide. She asked if the Department identified these needs, determined the costs, and presented this information the Legislature based on the Department’s experiences during the fourth quarter. She stated that the Legislature might consider the Department’s needs and accommodate them if the Department were to communicate. Board Member Namauʻu asked how the Department could use this situation as an opportunity to realign and reassess how to provide education to students, such as offering virtual learning experiences, computers, professional development, and so forth. She asked what this would look like and how much it would cost and encouraged the Department to share this information with the Legislature. She asked if the Department has developed a possible budget and presented on its needs to the Legislature.
Kishimoto confirmed that the Department has communicated and answered questions regarding the Department’s needs. She explained that the Legislature is not considering new bills but is reviewing what was allocated in the biennium budget. She stated that no additional funds would be forthcoming. Kishimoto detailed that the state is experiencing a $2.3 billion shortfall and the Legislature is attempting to mitigate this shortfall. The Legislature is mitigating the budget deficit by reviewing different approaches, such as prioritizing services that are the backbone of economic redevelopment. She stated that the Department’s argument has been that public education is a crucial service, both in terms of preparing the future work force and stabilizing the economy and reopening. She stated that schools provide families with a safe place to send their children to when they go to work and teachers, leaders, and staff members reinvest their paychecks into the economy. Kishimoto stated that she has been meeting weekly with broadband representatives and discussing digital access. The Department is attempting to include legislators in these discussions and review resources and impacts of digital access, such as how many devices are able to be purchased, what kinds of training is able to be provided, hot spots, and so forth.
Board Member Takeno commented that the first priority as businesses are opening up is to provide customers with a sense of safety to visit establishments. He stated that he would like the Department to focus on safety components and engage with parents, students, and staff to ensure safe workplaces and learning environments. He stated that the Department could provide all types of instruction but would encounter challenges if parents, students, and staff feel unsafe. He stated that parents, students, and staff might be more willing to participate if the Department provided them with a level of comfort and ensured that it was doing everything to the best of its ability to provide safe and healthy environments.
Board Chairperson Payne commented that the Board has discussed prioritizing safe spaces and students receiving special education and other services. She stated that the Board should consider additional priorities and the Department should consider how the Board could best assist.
Board Chairperson Payne recessed the meeting at 3:12 p.m. and reconvened at 3:22 p.m.
Board Chairperson Payne stated that she would like the Department to consider whether it has experienced any challenges in terms of policies. She emphasized the importance of a united force and stated that the Board would like to assist in any way it could to ensure the best for all students and staff.
Board Member Barcarse reiterated that he would like the Department to prioritize communication, including a timeline and contingency plans based on what may or may not occur in the future.
Board Member Namauʻu stated that the Department should review technology and suggested that the Board receive a presentation regarding what has been done in terms of technology and what the possibilities are. She stated that she would like to understand what the Department has been providing to schools and students and how many students have access to technology. Board Member Namauʻu stated that the Department’s presentation should include information and documentation. She noted that the Department would need to be prepared to close down in case of a resurgence of COVID-19 and would need to be prepared for blended learning. She stated that the Department should perhaps consider delaying opening schools so that teachers could be better prepared and have a better understanding of technology in order to teach their students. She emphasized the importance of understanding what is available, applications that are to be used, and how the Department could roll out various components of technology. She stated that the Board should consider investigating technology further and receiving a presentation at its next meeting.
Board Member Voss agreed with Board Member Takeno that students and staff need to not only be safe, but they need to feel safe. He stated that perception is reality. Board Member Voss stated that the Department is addressing many tasks, objectives, and priorities, and noted that these are overwhelming. He stated that if everything is a priority then nothing is a priority. Board Member Voss stated that he would like the Department to be more focused. He emphasized the importance of clear guidelines influenced by stakeholders so that schools would be ready to open in a safe manner in which students and staff feel safe. He stated that technology is important and the Department would need to address technology, but the first priority is to have guidelines in place.
Board Member Uemura agreed that the Department would need to establish a timeline. He stated that the Department should provide clear implementation plans and details within areas of health and safety. He stated that the Department should consider next steps in cases where students or staff test positive for COVID-19. He stated that he agrees with other Board members’ comments regarding highest priorities, such as timelines, resources for students receiving various services who struggled through online learning, and implementation details, specifically for areas of health and safety.
Board Member Takeno stated that the Department and Board could not disregard safety and have to provide a safe work place. He stated that there should not be discretion ignore the requirements set forth by different entities to provide a safe workplace.
Board Member Uemura asked about where funds for resources would come from. He asked if schools would pay for various resources or if the Department would allocate these funds.
Kishimoto commented that priorities would include safety, technology, cost, parent support, and so forth based on the Board’s feedback. She stated that the Board should revisit student achievement, budget, and staffing related policies. She noted that the Department might need new kinds of employees in order to implement health and safety requirements. She stated that the Board’s current policies are broad enough to where the Department is able work within these policies and changes that might need to occur are more procedural rather than policy-related. She stated that the Department might ask the Board to review policies related to school schedules, attendance, or annual calendars so that the Department has broader discretion to work within parameters. The Board might also consider policies regarding innovation, online learning, and other types of learning. She stated that new policies could be modernized to reflect new approaches. She added that the Board could consider a telework policy. She stated that the Department has procedures in place for various areas, but the Board could revisit some of its human resources related policies to update ways in which the Department delivers work. Kishimoto stated that the Legislature would shortly reconvene and the Department plans to engage and communicate its need for clarity and its priorities regarding the protection of instructional time, wraparound supports, and the needs for resources for students with the highest needs. She stated that the Department plans to push this messaging forward and determine how to organize itself strategically to have these discussions with key decision-makers. Kishimoto clarified that the Department met in March and implemented a process regarding next steps in the case of active COVID-19 cases. She stated that the Department would embed these protocols and procedures in its reopening guidance.
Board Chairperson Payne commented on concerns related to accounting for learning and considering learning deficits. She stated that these are important issues for communities and there is a lot of work going on within various school dashboards. She stated that the Department would need to consider not only how to deliver learning but also how to measure qualitative and quantitative experiences. She emphasized that safety always has to be the first and foremost priority and agreed that the Department should prioritize students with the highest needs who are at risk of falling further behind and becoming further marginalized. She stated that the Department should be prepared with a range of options for students and should prepare for how to respond to spikes in COVID-19 cases without too much disruption. Another priority would be for the Department to take care of its staff and students and address anxieties.
V. Action Items
A. Board Action on Memorandum of Understanding between State of Hawaii Board of Education and Hawaii Government Employees Association Bargaining Unit 06, 12-month Vice-Principal, Position Number 603498 Waianae High School Alternative Learning Programs and Services
Board Chairperson Payne commented on the MOU between the Department and HGEA Bargaining Unit 6 regarding a 12-month vice principal position for Waianae High School Alternative Learning Programs and Services. She commented that this MOU was an agreement between the Board, Department, and HGEA, and was brought to her for her signature. She stated that it did not seem right to her to sign the document prior to bringing it before the Board for the Board’s decision-making. She stated that the agreement was not between the Board Chairperson, Department, and HGEA, which is why it is coming before the Board. She stated that she does not have any issues with the MOU but wanted to explain why it is coming before the Board.
Cynthia Covell, Assistant Superintendent, Office of Talent Management, reiterated that the MOU is with HGEA Bargaining Unit 6 regarding a 12-month vice principal position to oversee the Papahana o Kaiona, Nanakuli-Waianae Complex Area Learning Program and Services (“ALPS”). She explained that the Legislature provided the Department with funds to establish this innovative program which began last year. She commented on earlier testimony regarding the Department’s funds for this position and noted that the Department previously received these funds from the Legislature. She stated that the proposal is for a one-year MOU and detailed that the complex area has funded this position within its budget and is not requesting additional funds. Covell detailed that ALPS was established to provide academic and behavior support services to secondary students identified as alienated or at-risk. She noted that the program began with 17 students and has grown to 35. Students receive treatment, life skills, and vocational skills to disrupt the school-to-prison pipeline. She highlighted that some students have successfully completed the program and graduated and others have found that it met their social and emotional needs. She stated that the 12-month vice principal would perform the essential functions similar to that of a principal to manage, control, and direct operations. This vice principal position is necessary as a focal point leader as the program transitions to the next school year.
Board Member Uemura moved to deny the MOU between the Board and HGEA Bargaining Unit 06, 12-month Vice-Principal, Position Number 603498 Waianae High School Alternative Learning Programs and Services effective July 1, 2020 and ending June 30, 2021, as described in the Department’s memorandum dated June 4, 2020. Board Member Takeno seconded.
Board Member Uemura commented that the Board had no input on the MOU and should not accept the recommendation. He stated that the Board is being asked to sign a MOU in its final form that it had no knowledge of, which is in essence, rubber-stamping results without input.
Board Chairperson Payne explained that in the past, the Board was not involved in these discussions and routinely signed off on MOUs. She stated that she felt that it should be brought before the Board. She expressed concern that the Board would deny the MOU. She emphasized that the Department has worked hard to develop a valuable program. Board Chairperson Payne stated that she would like to change past practices and would like the Board to be involved and her bringing the MOU before the Board is a step forward in beginning to do so.
Board Member Takeno stated that he recognizes past practices but the document as presented has already been signed by the Governor as well as Kishimoto. He stated that the majority votes have already been obtained so this MOU is already in effect. He noted that the Board’s signature would be symbolic at this time.
Board Chairperson Payne asked if Board Member Takeno means that it would not matter whether the Board approved or did not approve the MOU. Board Member Takeno confirmed that this is correct.
Board Member Cox stated that she is in support of approving the MOU and emphasized the importance of the MOU, vice principal position, and detailed processes.
Board Chairperson Payne stated that she understood concerns regarding Board members being involved in discussions regarding MOUs, particularly ones where the Board’s signature is needed. She stated that she hopes the Board is involved in the future and noted that this is the beginning of her trying to correct past practices.
Board Member Voss agreed with Board Member Uemura. He stated that the Board is presented documents for approval that have already been approved. He noted that the Board has no input or knowledge of these documents but they are presented to the Board for the Board to rubberstamp. He stated that this is not the way things should be.
Board Chairperson Payne explained that in the past these documents were not even presented to the Board for the Board to rubberstamp. She stated that this document is coming before the Board to correct past practices and to make the Board aware of this program. Board Chairperson Payne stated that the Board would be unaware of this MOU and program if did she not bring it before the Board and relied on past practices.
Board Vice Chairperson De Lima stated that he supports the MOU and noted that the Board should be considering the content in the Department’s memorandum. He stated that he agrees with Board members’ concerns but noted that in the past Board members did not always take an interest in being involved in negotiations. He stated that perhaps the Board should identify Board members who would like to participate and receive clarity as to the Board’s involvement, what information the Board should receive, and whether a standing committee should be monitoring the situation. He stated that all parties should be aware that the Board would like to be notified sooner of important matters. He noted that in the past the Board was advised of MOUs and provided with drafts. However, this has not been the case in recent years and perhaps it is because the Board’s membership has changed and Board members who were involved completed their terms. He stated that different Board members are interested in different issues and sometimes the Board would need to reprioritize as it transitions to new members. Board Vice Chairperson De Lima stated that the Board should not deny an MOU for a program that makes sense. He detailed internal processes and stated that the Department should be communicating with Board members and ensuring that the Board is in the loop moving forward. He reiterated that he agreed with concerns, but noted that he would be voting in favor of approval because he agrees with the substance of the MOU.
Board Member Uemura stated that individuals do not sign documents nor attach their names to documents without reading the document or participating in the development of the document. He stated that it is too late for the Board to discuss the MOU because these discussions have already occurred and the Board is unaware of what the discussion points were. He stated that the Board does not exist to rubberstamp and noted that the Board would simply be rubberstamping if it were to approve a document that it did not have the opportunity to provide input on. Board Member Uemura stated that Board Chairperson Payne does not have the authority to sign documents on the Board’s behalf without Board approval of the document or the Board itself providing her with the authority. He stated that this past practice was wrong. He agreed with Board Member Takeno and noted that the MOU does not need the Board’s approval because the Superintendent and Governor already signed the document so it is already in effect. He stated that Board Chairperson Payne cannot pick and choose what she brings before the Board and what the Board approves. He stated that the Board should not sign any document without having full knowledge of the intent behind the MOU.
Board Chairperson Payne stated that she has not signed any document on behalf of the Board. She explained that she brought this MOU before the Board because it was brought to her for signature and she could not sign without Board approval. She stated that this is the first MOU that she has received. Board Member Uemura commented that Board Chairperson Payne previously stated that it was past practice for the Board Chairperson to sign documents without Board approval. Board Chairperson Payne explained that this was not her past practice. Board Member Uemura stated that he understands why it has come before the Board but it should have been brought to the Board sooner. Board Chairperson Payne stated that she unaware of what more she could have done. She explained that she received the MOU after everyone else had already signed. Board Member Uemura stated that the Department should have provided this document to the Board for its approval and signature earlier. He stated that this is an example of a communication issue between Kishimoto and the Board. He stated that documents cannot be brought to the Board after the fact.
Board Chairperson Payne called for a roll call vote to deny the MOU between the Board and HGEA Bargaining Unit 06, 12-month Vice-Principal, Position Number 603498 Waianae High School Alternative Learning Programs and Services effective July 1, 2020 and ending June 30, 2021, as described in the Department’s memorandum dated June 4, 2020. The motion failed to carry with Board Members Uemura, Takeno, and Voss voting aye, and Board Members De Lima, Barcarse, Cox, and Namauʻu voting nay.
Board Vice Chairperson De Lima moved to approve the MOU between the Board and HGEA Bargaining Unit 06, 12-month Vice-Principal, Position Number 603498 Waianae High School Alternative Learning Programs and Services effective July 1, 2020 and ending June 30, 2021, as described in the Department’s memorandum dated June 4, 2020. Board Member Cox seconded.
Board Chairperson Payne called for a roll call vote to approve the MOU between the Board and HGEA Bargaining Unit 06, 12-month Vice-Principal, Position Number 603498 Waianae High School Alternative Learning Programs and Services effective July 1, 2020 and ending June 30, 2021, as described in the Department’s memorandum dated June 4, 2020.
ACTION: Motion to approve the MOU between the State of Hawaii Board of Education and Hawaii Government Employees Association Bargaining Unit 06, 12-month Vice-Principal, Position Number 603498 Waianae High School Alternative Learning Programs and Services effective July 1, 2020 and ending June 30, 2021, as described in the Department’s memorandum dated June 4, 2020 (De Lima/Cox). The motion carried with Board Members De Lima, Barcarse, Cox, and Namauʻu voting aye, and Board Members Uemura, Takeno, and Voss voting nay.
B. Board Action on Memorandum of Understanding between State of Hawaii Board of Education/Department of Education and Hawaii State Teachers Association (Extension of “Memorandum of Understanding Regarding Modification to Article XX, L.4.b of the 2017-2021 Agreement to Permit Education Administration Academic Course Credits to Apply Towards Reclassification” through and including June 30, 2021)
Covell reviewed the MOU between the Board, Department, and HSTA regarding the extension of the MOU regarding modification to Article XX, L.4.b of the 2017-2021 agreement to permit education administration academic course credits to apply towards reclassification through and including June 30, 2021. She explained that the MOU is an extension of the educational administration credits pilot from 2017. The pilot initiative provides support to employees who may eventually pursue an administrative path and allows teachers to use educational administration courses for reclassification as a teacher. She stated that teachers could not use these courses for reclassification credits if this MOU did not exist. Covell explained that the Leadership Institute was attempting to strengthen the Department’s pipeline for teachers who want to pursue an administrative and this MOU supports the Department’s efforts to build the educational leadership pipeline. Covell stated that a small number of teachers apply for reclassification credit through this MOU, but the Leadership Institute would like to extend it another year and evaluate whether it should fold it into reclassification guidelines. She stated that the Department would like to continue this program for another year and return to the Board to report whether it should be included in reclassification guidelines. She stated that the Department understands the Board’s previous discussion and concerns.
Board Vice Chairperson De Lima moved to approve the renewal of the Memorandum of Understanding between the Board/Department and HSTA (Extension of “Memorandum of Understanding Regarding Modification to Article XX, L.4.b of the 2017-2021 Agreement to Permit Education Administration Academic Course Credits to Apply Towards Reclassification” effective July 1, 2020, through and including June 30, 2021), as described in the Department’s memorandum dated June 4, 2020. Board Member Cox seconded.
Board Member Cox commented that Board members were involved with and part of negotiating teams years ago when she served on the Board. She stated that somewhere along the line this process changed, but she agreed with other Board members that the Board should be involved and included in discussions and stated that this process should be in place moving forward.
Board Member Voss stated that he does not fault Board Chairperson Payne for bringing MOUs to the Board for its consideration and appreciates that she did so. He stated that the Attorney General signed off on this document and had other signatories sign before the Board was able to consider the document. He stated that this is wrong and he would like to request that the Attorney General, who is supposed to be the Board’s counsel, to not have other signatories sign off on documents prior to the Board’s review and consideration if Board approval is needed.
Board Member Voss asked how many teachers that participate in the reclassification program actually become administrators. Covell detailed that seven teachers in the past year applied for reclassification credits. Of these seven, the Department would need to review if any entered the vice principal program.
Board Member Voss asked if this program was achieving its purpose despite the fact that it is a well-intentioned program. Covell stated that the Department would like to extend it for another year to evaluate. She stated that the program builds teacher leaders. While not all enter the principal pipeline, some of these leaders go on to serve in other capacities. She stated that they become stronger leaders as they take more courses and earn more credits, which still benefits the Department regardless of whether they enter the pipeline. She stated that she does not have data from years prior to 2017.
Board Member Uemura stated that this MOU is a good example of why the Board should be involved in discussions. He asked if the pilot program should continue in its current form or if it could be redesigned to achieve the desired results. He stated that it appears that a low number of teachers participate in this program and it is unknown how many enter the administrator pipeline. He asked for more information regarding the program’s results, including how many teachers pursue administrative paths.
Board Member Cox stated that it is helpful at the school-level for teachers to take coursework to become administrators even if they do not go on to pursue administrative paths. She highlighted that it is helpful for principals to have teachers who understand the process and have the extra knowledge.
Board Chairperson Payne concurred with Board Member Cox’s comment.
Board Chairperson Payne called for a roll call vote to approve the renewal of the Memorandum of Understanding between the Board/Department and HSTA (Extension of “Memorandum of Understanding Regarding Modification to Article XX, L.4.b of the 2017-2021 Agreement to Permit Education Administration Academic Course Credits to Apply Towards Reclassification” effective July 1, 2020, through and including June 30, 2021), as described in the Department’s memorandum dated June 4, 2020.
ACTION: Motion to approve the renewal of the Memorandum of Understanding between State of Hawaii Board of Education/Department of Education and Hawaii State Teachers Association (Extension of “Memorandum of Understanding Regarding Modification to Article XX, L.4.b of the 2017-2021 Agreement to Permit Education Administration Academic Course Credits to Apply Towards Reclassification” effective July 1, 2020, through and including June 30, 2021), as described in the Department’s memorandum dated June 4, 2020 (De Lima/Cox). The motion carried unanimously with all members present (Board Vice Chairperson De Lima, Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
C. Board Action on State Librarian’s evaluation for 2019-2020 School Year: end-of-year evaluation
Board Chairperson Payne reviewed the State Librarian’s evaluation for the 2019-2020 school year, including the end-of-year evaluation. She stated that she would like to note two things before the Board begins its evaluation.
Board Chairperson Payne detailed why the Board is using a different procedure for discussing the State Librarian’s end-of-year evaluation. She stated that the Board’s state librarian evaluation process envisions the Board conducting its end-of-year evaluation of the State Librarian in executive session, taking action on the end-of-year evaluation in public, and publishing the ratings and comments on the Board’s website. However, on June 27, 2019, the Hawaii Supreme Court issued an opinion regarding discussion of personnel matters in executive session. She noted that based on this opinion, the discussion of the Superintendent’s performance should occur in public because there is no clear, legitimate privacy interest in highly personal and intimate information, as described in the opinion.
Board Chairperson Payne stated that she would like to set some clear procedures in advance because this meeting is being conducted virtually where Board Members are not in the same room. Board Chairperson Payne stated that the Board would go through the evaluation in the following order, discussing and taking action to establish a rating for each standard; an overall standard rating; a rating for each State Librarian Priority; an overall State Librarian Priority rating; and an overall rating for the State Librarian.
Board Chairperson Payne stated that the discussion of each standard and priority would start with a motion to provide an “effective” rating. The Board would designate a Board Member to make the motion and one to second. She stated that she would not call on the Board Members each time a motion would need to be made, but would instead state that per the previous agreement the aforementioned Board Members moved and seconded a motion for an effective rating. She noted that this is to start the discussion from a neutral standpoint and streamline the discussion process so the Board does not have to spend time getting a motion and second for every standard and priority.
Board Chairperson Payne stated that she would like to designate Board Member Namauʻu and Board Member Barcarse to make the motion and second the motion. Board Member Namauʻu agreed to make the motion to start the discussion for each rating and Board Member Barcarse agreed to second.
Board Chairperson Payne stated that Board Members could discuss after the motion for an effective rating was on the floor. If a Board Member wanted to propose a rating other than “effective,” the Board Member could make a motion to amend the main motion. The Board Members could then discuss that rating. She noted that Board Members should refrain from asking questions that would require the State Librarian to respond during this discussion. Board Chairperson Payne stated that questions for the State Librarian would be reserved for the end of the discussion period to ensure that focus is on the discussion between Board Members regarding evaluating the State Librarian on what she has done this year.
Board Chairperson Payne stated that she would call on the State Librarian to see if she has any comments once the Board has finished its discussion on the main motion and any amendments. She stated that the Board could review all of its standards ratings and State Librarian Priority ratings and discuss whether it wanted to change any of them after establishing ratings for all the standards and State Librarian Priorities. She noted that the Board would not need to issue a separate written evaluation document because all discussion and decision-making will be done in public. The minutes of the meeting would serve as the official record of the State Librarian’s evaluation.
Board Chairperson Payne reviewed Standard 1 (Visionary Leadership and Organizational Culture). She stated that per the previous agreement, Board Member Namauʻu moved and Board Member Barcarse seconded a motion for an effective rating.
Board Member Cox moved to amend the main motion to rate Stacey Aldrich, State Librarian, as “highly effective” on Standard 1 (Visionary Leadership and Organizational Culture) for the 2019-2020 school year. Board Member Barcarse seconded.
Board Vice Chairperson De Lima left at 4:19 p.m.
Board Member Uemura expressed appreciation for Aldrich’s self-evaluation. He stated that Board members rely on information provided to them. Board Member Uemura expressed appreciation for Aldrich preparing her support for her self-evaluation in the manner in which it was intended. He noted that her justifications and examples, supported by attachments, were aligned to the applicable sub-standard that formed the basis as to whether she met the standard. He stated that his evaluation process was made more efficient and therefore productive because he did not have to guess as to whether Aldrich met or did not meet the sub-standards and to what extend she met the sub-standards. He stated that he was pleased that her justifications were an honest reflection of her passion for her work and they directly addressed each sub-standard. He stated that his process for his ratings included rating each sub-standard individually and coming to a cumulative rating for the standard. He stated that providing specific results for the sub-standards that form the basis for the standard rating gives a better explanation of the ratings.
Board Member Uemura stated that his rating for Standard 1 is “highly effective.” He stated that he rated each individual sub-standard as “highly effective.” He highlighted that he agreed with Aldrich’s justifications and examples supported by her attachments. He noted that there were many outstanding examples, but what stood out to him was the example for sub-standard 1.5, where Aldrich’s janitorial staff, which is a big part of the health and safety of the library system’s buildings, were targeted via survey to identify what training they would like to have to support their work. He stated that this showed him the breadth of the net that Aldrich cast for improving the library system.
Board Member Barcarse agreed with Board Member Uemura’s comments and ratings. He stated that Aldrich provided 116 pages of justifications and evidence to support her self-evaluation. He stated that he was impressed that oftentimes Aldrich reflected on what she could do better to improve practices and processes.
Board Member Voss stated that he was impressed with the amount of time, thought, and care that Aldrich put into her self-evaluation. He stated that Aldrich started her evaluation by writing that her thinking always starts with the patron and highlighted that this was obvious in Aldrich’s work.
Aldrich expressed appreciation for Board members’ comments and highlighted her staff that she works with each day as a huge part of what makes the Hawaii State Public Library System (“HSPLS”) so effective.
Board Chairperson Payne called for a roll call vote on the secondary motion to amend the main motion. The secondary motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne called for a roll call vote on the amended main motion for a rating of “highly effective” for Standard 1 (Visionary Leadership and Organizational Culture).
ACTION: Motion to rate State Librarian Aldrich as “highly effective” on Standard 1 (Visionary Leadership and Organizational Culture) of her end-of-year evaluation for the 2019-2020 school year (Cox/Barcarse). The motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne reviewed Standard 2 (Operations, Resource, and Personnel Management). She stated that per the previous agreement, Board Member Namauʻu moved and Board Member Barcarse seconded a motion for an effective rating.
Board Member Uemura moved to amend the main motion to rate Aldrich as “highly effective” on Standard 2 (Operations, Resource, and Personnel Management) for the 2019-2020 school year. Board Member Takeno seconded.
Board Member Uemura stated that he rated five sub-standards as highly effective and three as effective. He stated that he rated Sub-Standards 2.2, 2.4, and 2.6 as effective. He noted that just by the nature of the sub-standard, an effective rating is probably the highest achievable rating.
Board Member Takeno agreed with a rating of highly effective. He stated that the details provided in Aldrich’s self-evaluation exceeded his personal expectations.
Board Member Voss noted that HSPLS had serious challenges when Aldrich took on the role of State Librarian and highlighted that she is making significant progress despite the challenges.
Aldrich stated that she appreciated the Board’s feedback.
Board Chairperson Payne called for a roll call vote on the secondary motion to amend the main motion. The secondary motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne called for a roll call vote on the amended main motion for a rating of “highly effective” for Standard 2 (Operations, Resource, and Personnel Management).
ACTION: Motion to rate State Librarian Aldrich as “highly effective” on Standard 2 (Operations, Resource, and Personnel Management) of her end-of-year evaluation for the 2019-2020 school year (Uemura/Takeno). The motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne reviewed Standard 3 (Board Governance and Policy). She stated that per the previous agreement, Board Member Namauʻu moved and Board Member Barcarse seconded a motion for an effective rating.
Board Uemura stated that he rated Aldrich as effective for Standard 3. He stated that his rating was effective for sub-standard 3.1, and highly effective for sub-standards 3.2 and 3.3. He stated that the nature of the sub-standard is not conducive to a higher rating. Board Member Uemura stated that higher ratings are possible as more definite examples are made.
Aldrich agreed that some of the sub-standards are odd and explained that she had more so of a difficult time addressing these sub-standards and described some of her work.
Board Chairperson Payne suggested that the Board could provide clarification on Standard 3 as it moved into the next year.
Board Chairperson Payne called for a roll call vote on a rating of “effective” for Standard 3 (Board Governance and Policy).
ACTION: Motion to rate State Librarian Aldrich as “effective” on Standard 3 (Board Governance and Policy) of her end-of-year evaluation for the 2019-2020 school year (Namauʻu /Takeno). The motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne reviewed Standard 4 (Communication and Community Relations). She stated that per the previous agreement, Board Member Namauʻu moved and Board Member Barcarse seconded a motion for an effective rating.
Board Member Voss moved to amend the main motion to rate Aldrich as “highly effective” on Standard 4 (Communication and Community Relations) for the 2019-2020 school year. Board Member Barcarse seconded.
Board Member Voss highlighted that he has been visiting libraries since the early 1970s and has never seen more of an outstanding spokesperson for HSPLS than Aldrich.
Board Member Barcarse stated that it has been great to have high levels of communication directly from Aldrich to Board members. He stated that he appreciations hearing about her work and her team’s work from community members.
Board Member Uemura stated that he supports a rating of “highly effective.” He stated that he rated all three sub-standards as “highly effective.” Board Member Uemura highlighted that Aldrich understands what it is to be an effective communicator. The message she sends is clear, concise, and understood by the audience receiving the message. She has a simple strategy in place to serve HSPLS well. He stated that whenever she provides information via media sources, it is always relevant and timed appropriately.
Board Member Namauʻu stated that Aldrich has invited her to participate in management meetings with librarians and highlighted that she has always been impressed with how Aldrich works with her team and staff. She thanked Aldrich for all of her work.
Aldrich thanked the Board for their feedback and emphasized the importance of building good relationships in communities.
Board Chairperson Payne called for a roll call vote on the secondary motion to amend the main motion. The secondary motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne called for a roll call vote on the amended main motion for a rating of “highly effective” for Standard 4 (Communication and Community Relations).
ACTION: Motion to rate State Librarian Aldrich as “highly effective” on Standard 4 (Communication and Community Relations) of her end-of-year evaluation for the 2019-2020 school year (Voss/Barcarse). The motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne reviewed Standard 5 (Ethical Leadership). She stated that per the previous agreement, Board Member Namauʻu moved and Board Member Barcarse seconded a motion for an effective rating.
Board Member Takeno moved to amend the main motion to rate Aldrich as “highly effective” on Standard 5 (Ethical Leadership) for the 2019-2020 school year. Board Member Uemura seconded.
Board Member Uemura stated that he rated Aldrich as “highly effective” for all three sub-standards. He highlighted that he received an unsolicited comment about two of Aldrich’s administrative staff that supports sub-standard 5.2. He highlighted that the comment stated, “Encourages and supports high levels of performance” Board Member Uemura highlighted that the comment was referring to Stacie Kaneshige, Director of the Public Libraries Branch; and Mathew Brown, District Administrator of HSPLS, who graciously offered their services to support the Hawaii National Guard’s State Family Programs Annual Key Volunteer Open House and bought resource materials.
Board Member Voss stated that he supports a rating of “highly effective.” He detailed sub-standard 5.3 and highlighted that Aldrich recognizes and respects all members of the community. He stated that there have been challenges in communities and Aldrich has always handled challenges with grace and professionalism.
Board Member Barcarse stated that he supports a rating of “highly effective.” He highlighted Aldrich’s example of how she diffused a contentious situation during a national meeting. He thanked Aldrich for her service in representing Hawaii.
Aldrich stated that she tries to work hard with her colleagues and focus on how to lead with care and highlighted the hard work of her staff.
Board Chairperson Payne called for a roll call vote on the secondary motion to amend the main motion. The secondary motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne called for a roll call vote on the amended main motion for a rating of “highly effective” for Standard 5 (Ethical Leadership).
ACTION: Motion to rate State Librarian Aldrich as “highly effective” on Standard 5 (Ethical Leadership) of her end-of-year evaluation for the 2019-2020 school year (Takeno/Uemura). The motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne stated that the Board would review ratings for all of the standards and discuss whether Board members want to change any of them. Board Chairperson Payne reviewed the overall rating for standards. She stated that per the previous agreement, Board Member Namauʻu moved and Board Member Barcarse seconded a motion for an effective rating.
Board Member Uemura moved to amend the main motion to rate Aldrich as “highly effective” overall on the professional standards of her end-of-year evaluation for the 2019-2020 school year. Board Member Barcarse seconded.
Board Chairperson Payne called for a roll call vote on the secondary motion to amend the main motion. The secondary motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne called for a roll call vote on the amended main motion for an overall rating of “highly effective” for the professional standards.
ACTION: Motion to rate State Librarian Aldrich as “highly effective” overall on the professional standards of her end-of-year evaluation for the 2019-2020 school year (Uemura/Barcarse). The motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne reviewed State Librarian Priorities, beginning with State Librarian Priority 1 (Create and implement more robust strategy to get patron feedback). Board Chairperson noted that all three priorities were not completed but Aldrich provided complete explanations and narratives.
Board Member Voss moved to amend the main motion to: (1) Complete the State Librarian’s end-of-year evaluation for the 2019-2020 school year without providing ratings for the State Librarian Priorities; and (2) Direct the Board and the State Librarian to consider whether the State Librarian Priorities from the 2019-2020 school year should be modified or included as State Librarian Priorities for the 2020-2021 school year. Board Member Barcarse seconded.
Board Member Voss stated that the COVID-19 situation interfered with Aldrich’s completion of her priorities just as it had with Kishimoto. He suggested deferring rating the State Librarian’s Priorities. Board Member Voss commented that Aldrich made significant progress this past school year but it is best for the Board to defer its judgment until she completes her priorities.
Board Member Barcarse agreed with Board Member Voss. He stated that he appreciates the level of detail and explanation provided in her self-evaluation and commended Aldrich for keeping the Board up-to-date on where she was on her priorities even though she did not have the chance to complete them.
Board Chairperson Payne called for a roll call vote on the secondary motion to amend the main motion. The secondary motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne called for a roll call vote on the amended main motion to: (1) Complete the State Librarian’s end-of-year evaluation for the 2019-2020 school year without providing ratings for the State Librarian Priorities; and (2) Direct the Board and the State Librarian to consider whether the State Librarian Priorities from the 2019-2020 school year should be modified or included as State Librarian Priorities for the 2020-2021 school year. Board Member Barcarse seconded.
ACTION: Motion to (1) Complete the State Librarian’s end-of-year evaluation for the 2019-2020 school year without providing ratings for the State Librarian Priorities; and (2) Direct the Board and the State Librarian to consider whether the State Librarian Priorities from the 2019-2020 school year should be modified or included as State Librarian Priorities for the 2020-2021 school year (Voss/Barcarse). The motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne reviewed the overall rating for the State Librarian. She stated that per the previous agreement, Board Member Namauʻu moved and Board Member Takeno seconded a motion for an effective rating.
Board Member Takeno moved to amend the main motion to rate Aldrich as “highly effective” overall. Board Member Uemura seconded.
Board Chairperson Payne called for a roll call vote on the secondary motion to amend the main motion. The secondary motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
Board Chairperson Payne called for a roll call vote on the amended main motion for an overall rating for the State Librarian of “highly effective.”
ACTION: Motion to rate State Librarian Aldrich as “highly effective” overall on her end-of-year evaluation for the 2019-2020 school year (Takeno/Uemura). The motion carried unanimously with all members present (Board Members Barcarse, Cox, Namauʻu, Takeno, Uemura, and Voss) voting aye.
VI. Adjournment
Board Chairperson Payne adjourned the meeting at 4:47 p.m.