Guilford County Board of Education
Board Meeting
October 11, 2005

GUILFORD COUNTY BOARD OF EDUCATION
BOARD RETREAT
GREENSBORO, NORTH CAROLINA

The Guilford County Board of Education held a retreat on Sunday, September 25, 2005, at 712 North Eugene Street, Greensboro, North Carolina. The following Board members were present: Walter Childs (arrived at 1:34 p.m.), Kris Cooke, Alan Duncan, Darlene Garrett, Deena Hayes, Dot Kearns (arrived at 2:45 p.m.), Susan Mendenhall, Amos Quick (arrived at 1:06 p.m.), Nancy Routh, Anita Sharpe, and Marti Sykes. Also present were Superintendent Terry Grier and Attorney Jill Wilson.

Chairman Duncan called the meeting to order at 12:36 p.m.

Board Goals and Balanced Scorecard
The Board reviewed its goals as established at the March 20, 2005 retreat meeting. Upon review the Board revised Goal 2, Goal 3, and Goal 4.

Motion was made by Anita Sharpe, seconded by Darlene Garrett, to revise Goal 2d by deleting “continue to lead a one-county movement”. The motion failed upon a majority show of hands of 5 to 3 with Anita Sharpe, Darlene Garrett, and Amos Quick voting in the affirmative.

Motion was then made by Deena Hayes, seconded by Marti Sykes, to create an initiative that would lead a one-county movement supporting Goal 2d and to modify Goal 2d by moving “continue to search for a central office location” to Goal 4 as item d. The motion passed upon 8 to 1 majority show of hands with Anita Sharpe opposing.

Upon consensus, Goal 3, item b was revised to add “highly qualified” before teachers so that the goal reads, “increase the average tenure of highly qualified teachers, especially in schools most heavily impacted by poverty.”

Chairman Duncan asked Board members to provide suggestions related to an initiative to lead a one county movement to the Governance Committee. The Governance Committee was asked to review suggestions and bring a proposal back to the full Board.

The Board reaffirmed its commitment to the revised goals for 2005.

1. Continue to raise overall student achievement
1. Continue to close the achievement gap between white and non-white subgroups of students as well as economically disadvantaged students, limited English proficient students, and students with disabilities.
2. Continue to lower the dropout rate and increase the graduation rate
3. Reduce the suspension rate, while maintaining discipline and a safe environment
4. Continue to offer school options that enhance achievement for all children

1. Improve district/parent/community relationships
1. Increase parent-family-community involvement
2. Continue good working relationships with the Board of County Commissioners and nurture relationships with all levels of government
3. Communicate and help the community to understand the Elementary and Secondary Education Act (ESEA) and No Child Left Behind Legislation (NCLB)
4. Continue to lead a one-county movement
5. Continue to improve awareness and understanding of racial and cultural diversity within the organization
6. Continue to increase Minority and Women Business Enterprise (MWBE) participation in district business operations

1. Continue to improve personnel recruitment, retention, and compensation efforts
1. Improve overall quality of teachers and administrators being recruited to the district
2. Increase the average tenure of highly qualified teachers, especially in schools most heavily impacted by poverty
3. Improve outreach efforts to local elected officials to provide greater understanding of needs and challenges for increased teacher salary supplements

1. Provide effective and efficient administrative management of the district
1. Continuously review school facility capacities and make adjustments accordingly (Accomplish the task of redistricting)
2. Identify facility needs and develop comprehensive plans for addressing needs, especially for older facilities within the district (Focus on facility maintenance)
3. Ensure fiduciary responsibility of financial and natural resources (Cost effectiveness)
4. Continue search for a central office location

Superintendent Terry Grier and Chief of Staff Eric Becoats presented the district’s balanced scorecard. Dr. Becoats shared that the balanced scorecard document views organizations across four perspectives: customer, business process, human resource learning and growth, and financial. The Guilford County Schools’ Balanced Scorecard supports the Board’s goals in four key areas: Student Achievement; District/Parent/Community Relationships; Recruitment, Retention, and Compensation; and Efficient and Effective Operations. In addition to reporting actual data for individual school years, the balanced scorecard includes targets for growth in order to establish goals. The academic achievement targets identify the progress the district needs to make at incremental levels in order to achieve Adequate Yearly Progress targets by 2008-2009.

Dr. Becoats reviewed the balanced scorecard document with the Board and provided Board members the opportunity to ask questions and provide input on areas of measurement. He also reviewed strategies being used by the district to accomplish the goals established in the balanced scorecard. Chairman Duncan requested that the administration keep the Board updated on the status of the strategies being used across the district.

The Board also discussed the importance of communicating with parents and stakeholders regarding educational matters and happenings of the school district. Motion was made by Kris Cooke, seconded by Darlene Garrett, that the Board arrange meetings with the Board of County Commissioners on an every-other- month basis to discuss items of mutual interest. The motion passed upon consensus. Chairman Duncan asked Mrs. Cooke to coordinate such meetings.

School System Organization
Superintendent Grier reviewed the district’s organizational chart. He shared that the role of an Instructional Improvement Officer (IIO) is to improve instruction and to evaluate principal performance. They also approve school improvement plans as well as school budgets.

Student Support Officers (SSO) are responsible for non-instructional issues at the school level. They handle parental complaints and transportation issues.

Board Committee Structure
The Board reviewed its committee structure and decided that the Architect Selection Committee could be removed at this time but committed to reactivate the committee as needed with additional new school projects. The Board reaffirmed its desire to have the remaining committees as previously established: Governance Review, Shared Communications, Legislative, Budget, Health Advisory, PTA Council Liaisons, Achievement Gap, Public Library Liaisons, Business Advisory Liaisons, and Communities In Schools Liaisons.

Discussion of Superintendent Review Process
The Board discussed the time of year and process by which the Board should conduct the Superintendent’s annual review. The Board agreed to move the Superintendent’s annual review for 2005 to either late October or early November. The Board also decided that in future years, the Superintendent’s annual review would be conducted in September to allow time for school year data to be compiled.

Chairman Duncan proposed a change the Superintendent’s review process. He suggested Board members complete a questionnaire, noting the Superintendent’s strengths and weaknesses. Board member responses would be compiled by Attorney Wilson. The Board would then along with the Superintendent fully involved, spend approximately one to two hours discussing the questionnaires.

Board members Susan Mendenhall and Marti Sykes shared evaluation instruments and district performance objects they received at the National School Boards Association conference in April.

Discussion of Board Review Process
The Board discussed the process by which it would conduct its annual review. The Board agreed that it would conduct its review prior to conducting the Superintendent’s review.

Board members Susan Mendenhall and Marti Sykes shared information regarding board evaluations that they received at the National School Boards Association conference in April.

The Board upon consensus agreed to invite Mr. Michael Schoolfield to conduct a session regarding Board roles in January, 2006.

NCSBA Report and Other Topics of Board Interest for Discussion
Board member Kris Cooke updated the Board on items discussed at the North Carolina School Boards Association’s (NCSBA) Board of Directors meeting. She indicated that the Board needed to discuss its position on the lottery in October prior to the November NCSBA meeting.

Ms. Cooke also suggested the Board create a task force to meet with mayors and other municipality leaders to discuss economic and housing development as well as other items of mutual interest affecting the school district. It was the consensus of the Board to create such a committee led by Mrs. Cooke and Chairman Duncan.

At 5:43 p.m., motion to adjourn the meeting was made by Deena Hayes, seconded by Anita Sharpe. The motion passed upon unanimous voice vote.