STATE OF HAWAII
BOARD OF EDUCATION
GENERAL BUSINESS MEETING

MINUTES

Queen Liliuokalani Building
1390 Miller Street, Room 404
Honolulu, Hawaii 96813
Tuesday, August 16, 2016
1:30 p.m.


PRESENT:
Lance Mizumoto, Chairperson
Brian De Lima, Esq., Vice Chairperson
Patricia Bergin
Margaret Cox
Hubert Minn
Kenneth Uemura
Bruce Voss, Esq.
Jim Williams
Andrea Mateo (student representative)
Colonel Dawn Suitor (military representative)

EXCUSED:
Grant Chun, Esq.
Colonel Peter Santa Ana (military representative)

ALSO PRESENT:
Kathryn Matayoshi, Superintendent
Stephen Schatz, Deputy Superintendent
Amy Kunz, Senior Assistant Superintendent and Chief Financial Officer, Office of Fiscal Services
Tammi Chun, Assistant Superintendent, Office of Strategy, Innovation, and Performance
Gary Suganuma, Deputy Attorney General, Department of the Attorney General
Alison Kunishige, Board Executive Director
Kenyon Tam, Board Analyst
Summer Jenkins


I. Call to Order

The Board of Education (“Board”) General Business Meeting was called to order by Board Chairperson Lance Mizumoto at 1:30 p.m.


II. Swearing in of student representative

Hawaii Supreme Court Justice Sabrina S. McKenna swore in Student Representative Andrea Lyn Mateo.


III. Public Testimony on Board Agenda Items

Chairperson Mizumoto called for public testimony. The following people provided oral testimony.

Name
Organization
Agenda Item
Position
Amy PerrusoHawaii State Teachers Association VI. A. Update on the review and extension of the 2011-2018 Joint Department of Education and Board of Education Strategic PlanComment

Written testimony was received and provided to the Board. The following is a listing of people who submitted written testimony before the testimony deadline.

Name
Organization
Agenda Item
Position
Andy Jones Department of Education, teacherVI. A. Update on the review and extension of the 2011-2018 Joint Department of Education and Board of Education Strategic Plan
B. Update on the Governor’s Every Student Succeeds Act (“ESSA”) Team
Comment
N/ANā Lei NaʻauaoV. D. Report on Investigative Committee (a permitted interaction group pursuant to Hawaii Revised Statutes, Section 92-2.5 (b)(1)) investigating special review of the State Public Charter School Commission and legislative proposals relating to charter schools: findings and recommendations Comment
John ThatcherConnections Public Charter School V. D. Report on Investigative Committee (a permitted interaction group pursuant to Hawaii Revised Statutes, Section 92-2.5 (b)(1)) investigating special review of the State Public Charter School Commission and legislative proposals relating to charter schools: findings and recommendations Support
Amy PerrusoHawaii State Teachers AssociationVI. A. Update on the review and extension of the 2011-2018 Joint Department of Education and Board of Education Strategic PlanComment

Amy Perruso, Treasurer, Hawaii State Teachers Association (“HSTA”), testified on the community organizing process associated with the Department of Education (“Department”) and Board’s Joint Strategic Plan (“Joint Strategic Plan”). Perruso stated that it would be beneficial for the Department to partner with groups like HSTA. Perruso stated that there should be more input from students. Of the previous community engagement efforts, 11% of participants consisted of students. Perruso stated she got her students involved by organizing 12 student focus groups and contributing 170 of the 289 responses. Perruso expressed concern that over half of the student responses are from her students. Perruso suggested increasing transparency by having raw data available.


IV. Approval of Meeting Minutes of August 2, 2016

ACTION: Motion to approve the General Business Meeting minutes of August 2, 2016 (De Lima/Voss). The motion carried unanimously with all members present voting aye.


V. Reports of Board Committees, Board Members, and Superintendent
Human Resources Committee Chairperson Brian De Lima reported that the Committee approved the reorganization of the Office of Curriculum, Instruction, and Student Support. The Committee deferred action on salary adjustments and discussed the topic further in executive session. The topic will be discussed at a later meeting.

Finance and Infrastructure Committee Vice Chairperson Kenneth Uemura reported that the Committee received updates on fiscal reports, heat abatement, and the Department’s budget process.

Superintendent Kathryn Matayoshi reported that Amy Kunz, Senior Assistant Superintendent and Chief Financial Officer, Office of Fiscal Services, was appointed to the Boards of the National Association of Federally Impacted Schools (“NAFIS”), an umbrella organization, and the Military Impacted Schools Association for Hawaii and Alaska, which is under the NAFIS umbrella.

Board Member Jim Williams, Chairperson of the investigative committee, presented the report on the findings and recommendations of the investigative committee. Board Member Williams shared that the State Public Charter School Commission (“Commission”) formed its own permitted interaction group to address concerns raised in the charter school listening tour. The Commission’s group conducted a self-evaluation using the special review process adopted by the Board, and its findings are listed in the report. Board Member Williams summarized the investigative committee’s recommendations for Board action in September. The Board is recommended to conduct a special review of the past and current performance of the Commission. The Board is recommended to appoint Board Vice Chairperson Brian De Lima, and Board Members Hubert Minn, Bruce Voss, and Williams to a special review investigative committee, which would be another permitted interaction group. Board Member Williams stated the report completes the work of the investigative committee, and it is now dissolved.


VI. Discussion Items
Tammi Chun, Assistant Superintendent, Office of Strategy, Innovation, and Performance, presented an update on community engagement, the Joint Strategic Plan timeline and milestones, and Board community meetings. Chun reminded the Board that the April and May community engagement process included 108 focus groups and 1,429 responses to an online survey. Hope Street Group was an instrumental partner in collecting feedback. Chun stated that the community engagement report is completed and posted online, and a printable version will be available soon.

Marisa Hayase, an independent consultant hired by the Department to work on the Joint Strategic Plan, reviewed the findings of the report. Hayase stated that the objective was to identify student success and methods to support these successes. Hayase stated that an early analysis of themes was presented in June, and there were common threads among different groups. Hayashi shared findings regarding a community-informed vision of student success. Stakeholders agreed that students should give back to the community, discover new passions, engage in learning, show evidence of academic achievement and critical thinking skills, be generally healthy and happy, and have a strong sense of cultural understanding and appreciation for Hawaii.

Deputy Superintendent Stephen Schatz reported that the Department is in the process of sharing the community engagement analysis and will validate findings with all stakeholders, as well as discuss future plans for the Joint Strategic Plan and Every Student Succeeds Act (“ESSA”). The Department has begun visiting complex areas for input on its findings. Schatz stated that because educators in the field will be responsible for implementation, they should play a role in shaping plans. Chun briefly reviewed a Department timeline through December 2016.

Board Member Patricia Bergin shared a report on the Hawaii County community meeting held in Waimea and stated that participants traveled long distances to attend the meeting. There were 72 people in attendance and the atmosphere was positive. Board Member Bergin stated that it was rewarding to see collaboration between educational stakeholders. Schatz stated that the Maui County meeting was successful as well.

Chun stated that the purpose of the community and town hall meetings is to share an overview of the Joint Strategic Plan timeline and draft of proposed revisions to get feedback from the community. The meetings include small group exercises to collect this input. Chun stated that the Department plans to start with Goal 1, Student Success, and use the other two Joint Strategic Plan goals (Staff Success and Successful Systems of Support) to support it.

Schatz stated that the Joint Strategic Plan draft is a work in progress, and changes have been made in response to recent feedback. Schatz listed the objectives and stated that the draft objectives had been shared at the Education Leadership Institute with educational officers and received a 90% agreeance rate, indicating that many educational officers feel that the Department is moving in the right direction. The Department will consider strategies and implementation moving forward.

Chun stated that a discussion document from the Maui community meeting was included in the Board’s materials and shows a summary of the objectives and strategies. Chun stated that it helps give a better understanding of what is envisioned.

Vice Chairperson De Lima stated that community solicitation is important, and it is good that there is a positive outlook on public education; however, the achievement gap should be addressed more prominently in the Joint Strategic Plan. Vice Chairperson De Lima stated that the Board was originally told it would receive scorecards to monitor quarterly matrix reports for progress in meeting the Joint Strategic Plan goals. Vice Chairperson De Lima stated that he does not want to lose sight of the efforts to reduce the number of metrics to a more manageable list and that the Board needs to see specific details for each objective. Schatz stated that the Department does not want to have a Joint Strategic Plan with indicators that are not measurable and is working on getting the right indicators on the scorecards.

Board Member Minn stated that he liked what was presented and asked whether the timeline allowed for some cushion in case there were changes that the Board needed to consider. Chun replied that the final draft will be completed by the Board’s December 6, 2016 meeting, and the Department will need to discuss contingency plans in the event the Board requested changes to what was presented. Chun noted that meeting deadlines are important because if affects planning for teachers and schools; the teacher transfer period is in February and schools need to develop their financial and academic plans in December.

Board Member Minn asked how student groups such as students that receive special education services and English learners will be addressed. Schatz stated that they will be addressed through objectives, strategies, or metrics in context. There is also the possibility of adding an additional objective. Chun added that the Department, in developing its biennium budget request, is also matching up equity and support with areas where students are struggling.

Board Member Williams left at 2:24 p.m.

Board Member Margaret Cox stated that schools need to be empowered to make choices. Board Member Cox stated that the definition of “empowerment” may be different among schools and asked how plans will be adjusted to fit different areas. Schatz stated that he believes that the current Joint Strategic Plan provides the right amount of structure and flexibility, but the Department will seek further direction from the community. Schatz stated that it is important that the Joint Strategic Plan be broad enough for schools to implement it in their own way.

Board Member Williams returned at 2:28 p.m.

Board Member Bergin asked if Complex Area Superintendents’ feedback regarding the Joint Strategic Plan’s content is positive. Chun stated that the overall reaction is positive, but the Department is also paying attention to criticisms and suggestions for improvement.

Board Member Voss expressed concern that the Board will receive the draft on October 18, 2016 with only ten days to provide feedback. Chun stated that there will be additional days for comment because of the posting deadline, but the Department will do what it can.

Board Member Minn stated that empowerment is not “one size fits all” and that compliance is an area to consider.

Chairperson Mizumoto suggested providing a sample of metrics for an objective to give Board Members a better idea of what the Joint Strategic Plan will look like.

Darrel Galera, Chairperson, ESSA Team, stated that all information relating to the ESSA Team’s work is posted on the ESSA Team website, including input from the recent Education Summit and town hall meetings. Two additional meetings on August 22, 2016 and September 8, 2016 were added to the schedule. Galera explained that the ESSA Team and the Department are working on separate projects collaboratively. The ESSA Team is working on a blueprint for the future of education in Hawaii for the next 30-50 years, while the Department is focused on the Joint Strategic Plan and ESSA.

Galera stated that the ESSA Team continues to be transparent throughout the process of collecting and sharing feedback. Each town hall meeting will build on the one before it. Galera shared feedback on various data entries.

Board Member Voss mentioned the Department’s Joint Strategic Plan timeline and asked what the ESSA Team will have accomplished by November to inform the Joint Strategic Plan. Galera stated that the ESSA Team will adapt to the Department’s timeline and have as much work done as possible. Galera stated that a draft of the blueprint will be available by the time the Board receives the draft Joint Strategic Plan.

Chairperson Mizumoto asked for clarification on the timeline for the ESSA plan. Chun stated that the Department is working on a consolidated state plan to ensure it receives federal funding from the U.S. Department of Education. Chun stated that a letter noting the Board’s support for The Department’s comments on draft regulations for ESSA was submitted, and a draft of the regulations from the U.S. Department of Education will be available in November for review. The Joint Strategic Plan will be completed in October and the ESSA plan will follow.

Chairperson Mizumoto asked if the ESSA plan is tied to finances. Chun replied that the plan is associated with federal funding, but not a part of the overall state budget.

Chairperson Mizumoto asked if asked there are variances between feedback received at ESSA Team town hall meetings and Board Community Meetings. Chun stated that educator feedback received at Board Community Meetings was fairly positive. Galera added that there had been two ESSA Team town hall meetings, and the ESSA Team is looking at organization and ideas.

Vice Chairperson De Lima stated that the achievement gap highlights significant problems and should be a priority issue. Vice Chairperson De Lima stated that there should be measurable implementation steps to keep everyone on the same page and that struggling students need to be addressed and inspired.


VII. Public Testimony on Board Agenda Items

Board Chairperson Mizumoto called for public testimony. There was no public testimony at this time.


VIII. Action Items
Human Resources Committee Chairperson De Lima presented the Committee’s recommendation.

ACTION: Motion to approve the reorganization of the Office of Curriculum, Instruction, and Student Support as reflected in the proposed Plan of Organization attached to the Department of Education’s memorandum dated August 16, 2016 (Human Resources Committee/no second required). The motion carried unanimously with all members present voting aye.

Human Resources Committee Chairperson De Lima stated that the Committee recommends that the Board defer action to a subsequent meeting.

ACTION: Motion to defer action concerning salary adjustments for the Department of Education’s Deputy Superintendent, Assistant Superintendents, and Complex Area Superintendents (Human Resources Committee/no second required). The motion carried unanimously with all members present voting aye.

Audit Committee Chairperson Mizumoto stated that the Board deferred action on Committee’s recommendation to approve the Department’s Updated Risk Assessment and Internal Audit Plan at its previous meeting and asked that the Board now approve the Committee’s recommendation.

ACTION: Motion to approve the Department of Education’s Updated Risk Assessment and Internal Audit Plan as attached to the memorandum dated August 2, 2016 (Audit Committee/no second required). The motion carried with all members present voting aye.

Chairperson Mizumoto directed the Board to the submittal in the meeting materials explaining the background on this agenda item.

ACTION: Motion to adopt the proposed legislation to amend the statutory salary cap for the state librarian, as attached to the submittal dated August 16, 2016 (De Lima/Voss). The motion carried unanimously with all member present voting aye.


IX. Executive Session

ACTION: Motion to move into executive session to consider the evaluation of an employee, consult with Board’s attorney, and deliberate on matters concerning the authority of persons designated by the Board to conduct labor negotiations for Agenda Items IX.B., Board Action on Human Resources Committee recommendation concerning Superintendent’s 2015-2016 School Year evaluation and IX.C., Update on the Hawaii State Teachers Association contract, the Hawaii Government Employee Association contracts, and related Hawaii State Labor Board matters. (De Lima/Voss). The motion carried unanimously with all member present voting aye.

The meeting recessed at 3:04 p.m. and reconvened at 3:17 p.m.


X. Adjournment

Board Chairperson Mizumoto adjourned the meeting at 3:18 p.m.