Friday, May 8, 2015

Leadership Meeting 05/07/2015


Region IX Education Cooperative Leadership Team Meeting

Date: 5/7/15
Start Time: 8:15 am    End Time:  10:00 am
Attendees:
april, melina, brenda, dahn, freed, gina, bryan, mary, and likis
Mission Statement:
1. Communication
2. Interdependency
3. Leadership development
4. Support across programs
5. Decision making
6. Direction
7. Vision
Goals:
1. Effective communication to staff of our agency’s policies,  procedures and programs.
2. Provide timely and useful information regarding budget.
3. Build our capacity as leaders.
Measurement:
1. By employee feedback and satisfaction. (quarterly review). We will create a staff folder in google docs and drop the information we want to disseminate in. Staff will be able to make comments.
2. Quarterly review.
3. Report outs each month. Documentation of leadership participation.
Norms
1. Be respectful and listen to others.
2. Arrive and end on time.
3. Set aside bias to see the bigger picture.
4. Be supportive of the final decision.
5. Be prepared, organized and kind.
6. Minimize multitasking. Be Present.

Agenda
Decisions/Actions
End of Year Activities
May 20 - Potluck
Discussed potluck after cc meeting. Mary said would have to be after 12:00. The meeting will run up to then. Diane will send a google doc. Some staff already off contract others in schools as it is the last week.  Recognize people who have celebrations (retirement, new positions)
Employee Salaries 1516
Step Increases
Are all employees getting a step up? Budget was presented that every employee would get a step up on the salary schedules with an increase. This is based on the CC approval on May 20th.
Additional Funding
When program(s) budgets  are in the red, should there be a request document in place?
there have been discussions about programs in the red and have needed to be supported by operational funds. Currently, there is not any criteria to ask for operational support. Mary said all programs are working within their budget. Fred said we need to have a process when budget does not look like it will support. Mary said the process is the budget committee and program managers working with the business manager.
Fred said during the budget committee if we put operation into PD to help the schools directly, but we are using operational to float programs then does not directly benefit districts. Carmen said she felt would need to be assessed on individual basis. Mary said it was determined in the budget committee. April asked how often are there budget committee meetings. Carmen said schools have a budget/audit committee and not a requirement of RECs. She suggested that leadership could be used for that. Currently a new system in place to track funds coming in from IGAs and how supporting districts. Likis asked if every program pay the same amount in indirect costs. Carmen explained depends on the program and the cap is 8%. But, programs can cap it at less than 8%.
Event Facilitation Opportunities
Additional compensation for employees who would like to help out with summer events?
There will be several events over the summer. Can employees who are off contract help with events using the additional compensation form? Yes, need to use the form. Gina suggested going to the program directors. April will talk to program directors about staff.
Employee Policy Manual
Updates from Carol Helms?
Carol is suppose to have updates from Carol on May 15th for the CC meeting. Will be on the agenda for the next coordinating council meeting. Would come back at the June meeting for final approval.  
EOY Reports and APR
Mary would like to leave the guts of the annual performance report for the new director. Also provide an end of year report to the CC meeting which would come from the APR. Mary said use last year’s old annual performance report spreadsheet. Likis will present EOY at May meeting. Mary asked for APR by the end of the June. Melina’s report will be presented in June.
EOY check out with employees
Fred will send the Google Doc to completed for people leaving or going off contract. All others need to sign off that completed contract days and leave in R9 matches leave in Visions.
Reports-Verbal
Heads Up - Celebrations -
Info for whole organization
Please type your department comments below:
Education Services:
Child Finds are almost complete. Attendance is down again this year, but schools are pleased with the kids we did get.
Ellen and Dahn attended the LRP Special Education Law conference in Denver. Excellent sessions!
There is only one PD event remaining for the year. CPI on May 15th. Ellen and Chelsea will be the trainers.
School psychologist position pending. Also will be looking for a PT. All other requested positions are covered at this time.
Carl Perkins application has not reached approval at this time. CCRB has requested revisions before final approval. I will discuss with superintendents at CC meeting before continuing with revisions.
Developmental Services:
1.Staff involved in Community Child Find Clinics:      Ruidoso, Hondo, Capitan, Carrizozo and Corona
2. DOH/FIT Site Visit Tuesday May 4th.  Updates, Planning for Annual Meeting-June 17 & 18
3. Consistency this year with total numbers served, transitioned and new referrals.
4. Looking forward to partnering with Early Head Start
5.  All staff planning to return next year--and
Welcome MELINA!!
Technology Services:
  1. Tech Bits today at 1pm Agenda invites sent to all R9 office staff 4/21.
  2. 2nd round of PARCC almost done
  3. SBA computer testing done
  4. EOC Portals in Blackboard on  IDEAL NM built, all STARS Coordinators from Corona, Carrizozo, Capitan, Hondo & Cloudcroft have been taught how to initially create user accounts and enroll students into tests. -- EOC’s ready to implement
  5. MAZE of Life Booth on 4/23,24 successful - topic same as last year, “Digital Footprint’
  6. Inquiry from John Hemphill regarding tech support for Workforce locations.
  7. End of year Tech Bits done with Cloudcroft Staff - Amazing leadership allowing for technology use by teachers - increased confidence, increased use of technology in classrooms with curriculum applicable activities.
  8. Tech support continues to be busy
    1. April 2015 - 114 tickets
      1. March 2015 - 105
      2. February 2015 - 140
      3. January 2015 - 124
    2. Anticipating Carrizozo will rival Capitan for # of tickets from now thru next year.
Head Start
  1. EHS - CCP training in Dallas answered a lot of questions and will help us move forward.  1st Christian Church and Imagination Station are a firm no.   
  2. Last Parent/Teacher Conferences are April 29-May 1st.
  3. Little Olympics are May 8th at Horton Stadium.
  4. The Volunteer/Community Appreciation reception is May 12th.
  5. Last day for children in May 14th.  
  6. Finishing up EHS Manager & HS/EHS Director interviews  
Human Resources:
Please turn in all employee evaluations, remind employees to turn in Re_employment notice, employee EOY close out for each department, employee terminations- close out with supervisor and HR.
Special Projects:
Year to Date Professional Development Region IX has supported through events: July 1, 2014 - May 7, 2015

Total = 11,238 people
Full June 2015 Calendar - NMTEACH is here! June & July Events - Tech support for NMTEACH
April wants to coordinate with Bryan to make sure we support PED as they have asked for support with technology.

KUDOS - Mary Reeve, Dahn Freed and Ellen Virden, Kim King, Christine Gramer, Diane Bowers  for their parts in making the 2015 SEB Autism Project happen!  Rave reviews on the following -  registration, facilitators, Ipads, venue, parking, and food.  

New IGAs:
UNM ECSC: $250,000
Kindergarten Observation Tool:  $231,516

Increased IGAS:
Career and College Readiness:$226,100
Reads to Lead:  $298,023

Next year special projects and fiscal will be implementing codes to better track expenditures and revenues.  
School Based Health Services:
-SBHC is completing sports physicals for outlying schools.  
-As of 5-6-15 we have had 2339 behavior visits,  Physical health visits 546.
-We are able to provide CDL physicals for the member districts at a cost of $50.00 this is by appointment only.
-BH providers will see patients by appointment only during the summer.  The patients are encouraged to use the sbhc@regionix.org email to set appointments with providers.  Notification will be posted on the door.  
-Parenting will be completed in June  we have provided COS parenting for 24  for the school year.  

-Maze of Life five schools attended for a total of 265 students. There were 17 booths representing 15 agencies or organizations. The booths were manned by 42 adults, 9 high school students, and 2 judges. We had several volunteers that helped construct and breakdown the Maze, arrange for food and man the food area, and volunteer to run a booth.

- Mary Lou our physical health provider will be wrapping up her contract days next week.
-Went to County Commissioner meeting 5-5-15 to present and seek additional funding for SBHC.  Melissa Gebhart was in attendance and spoke of the history of clinic when she was program director.
-Head 2 Toe attended by all four providers.
WIA:

Fiscal:
Open next year database by end of next week
Change signature lines on Travel form
Examine/close open POs
Final Budget/error free due to PED 5/29
PLC Topic: Leadership Training

Topics and actions for next meeting:

Next Meeting    
Date:  
Time:   8:15 – 10:00
NO leadership meeting for June.
Present at Meeting-
Facilitator:
Time Keeper: Carmen
Scribe: Dahn
Resource:
Blogger:  Bryan Thursday at 3:30pm
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Friday, March 6, 2015

Leadership Meeting 03/05/2015


Region IX Education Cooperative Leadership Team Meeting

Date: 3/5/15
Start Time: 8:15 am    End Time:  10:00 am
Attendees:
Likis, Mary, Bryan, Dahn, Carmen, Gina, Fred, Melina
Mission Statement:
1. Communication
2. Interdependency
3. Leadership development
4. Support across programs
5. Decision making
6. Direction
7. Vision
Goals:
1. Effective communication to staff of our agency’s policies,  procedures and programs.
2. Provide timely and useful information regarding budget.
3. Build our capacity as leaders.
Measurement:
1. By employee feedback and satisfaction. (quarterly review). We will create a staff folder in google docs and drop the information we want to disseminate in. Staff will be able to make comments.
2. Quarterly review.
3. Report outs each month. Documentation of leadership participation.
Norms
1. Be respectful and listen to others.
2. Arrive and end on time.
3. Set aside bias to see the bigger picture.
4. Be supportive of the final decision.
5. Be prepared, organized and kind.
6. Minimize multitasking. Be Present.

Agenda
Decisions/Actions
Setting Organizational Goals 2016
  1. Communication
    1. Steps to implement
      1. Executive director will institute a monthly newsletter
        1. HR will provide a picture / bio of new hires to Exec. Dir. for newsletter.
      2. Implement a mid year new staff orientation
      3. Blog will continue, be added as a link on the staff resource page - web site & promoted during staff meetings & tech bits.
  2. Create a three year sustainability plan
    1. Suggestions include determining revenue from events. Creating a minimum of $2,000,000 in operational.
    2. First steps look at trend data, budget, and revenue streams.
    3. Investigate with Steve Aguirre who is looking at implementing PARCC support through an REC consortia.
    4. $500,000 available from Legislature. RECA applying as a group and not competing. (No longer on the table it has been taken out of the budget.)
    5. Marketing- Market Region IX at the PED, CYFD, and DOH. Mary suggest marketing at coalition in July.
    6. Consideration of availability of staff for events and floating a budget for IGAs that are not signed or committed.
    7. CES received money to provide state-wide PD. Mary discussing partnering with CES to deliver some of the training.  Money is shifted and off the table
    8. Seek input from Coordinating Council on sustainability and what we can offer state-wide.
3.Plan on meeting in July for leadership retreat to determine and finalize goals for 2015-16 with new executive director.  Turn into SMART goals.
4.    Evaluation forms need to be reviewed. Review the top portion that applies to all employees. Gina suggested looking at a new format.

Gina propose that we put together a committee to look at marketing for R9 Innovations. (Gina, Melina, Fred, Dahn, Carmen, Bryan, possibly Kim, April, Likis.) Send an invite.
Review evaluation forms
Evaluation forms need to be reviewed. Review the top portion that applies to all employees. Gina suggested looking at a new format. Evaluations are coming up too soon to make any changes for this year. Evaluations need to be done by April 30th by all program managers.
Coordinating Council approval will be in May.
Budget Preparation and presentation
School based health will have a more in-depth presentation. Committee will be looking at additional questions for Dahn and Bryan. Meeting will be following the CC meeting in March on the 18th 2015.
Interview Committee for Ex. Dir.
Various recommendations were made by the team. A ballot system was determined. Each leadership individual chose three names. Gina abstained from being on the interview committee. Brenda was absent from the vote.
The final decision based off of vote by the committee is Dahn, Carmen, Fred, and Bryan will be the alternate in the event that one of the members cannot be on the committee.
Grants
Daniel’s fund would be a source of providing food and shelter.
High Mountain Youth project planning grant as the grant manager to support the homeless youth. Region IX would be the fiscal agent and find staff to do the work on the grant. Region IX would work with Ready by 21 then High Mountain Youth Project. Next step would be to go back to the High Mountain Youth Project.
Grants on school based health clinics. Mary reported that she has looked into grants and not found one suitable for the SBHC.
Technology Support Opportunity
John Hemphill called Bryan, not happy with the technology support at Workforce Solutions One Stops. Use ITV and computers in the offices. Interested in using the technology department at Region IX. This would be at all the One Stop locations. Possibility of hiring an individual that would cover the One Stops and possibly provide support at Region IX.
Travel Requests
Need to be ready by the April 15th CC meeting. Need to be on the agenda by April 10th.
Policy Manual
Comments by Fred, Carmen, and Dahn. The policy regarding exempt and non-exempt employees needs to be reviewed. Date for review committee is March 16th at 10:30.
Reports-Verbal
Heads Up - Celebrations -
Info for whole organization
Please type your department comments below:
Education Services:
Related services requests still pending from Carrizozo, Capitan, Hondo, and Ruidoso. Planning on posting any RFPs and positions in March.
Working on a survey to send to district administrators for planning next year’s technical assistance and professional development.
Kuder implementation has gone very well. Want to give a Kuder Kudos to Billy Page, Ellen Virden, Kim King, Gloria Pafford, Gina Corliss, and Bryan Dooley for all their help. We assessed over 600 students in 4 weeks!
Mentorship training is over for the year. The districts began the school year with 11 new teachers this school year and the school year will end with 7 teachers completing the program.
Developmental Services:
Consistent ongoing referrals to Dev. Services
Staff scheduling Child Find Screening Clinics in Lincoln County
Staff involved with required professional development/training
Transition C to B, staff diligently working to meet all timelines for children and families
Likis meeting with districts regarding MOU process, C to B
Budget management on track for 2015-16
Technology Services:
  • PARCC Testing - amazingly smooth - thanks to all ALL the staff at region IX whose hard work helped our districts prepare students over the last 2.5 years starting with the deployment of the Region IX. Day at the PARCC.  Thanks to our participating member districts and their staffs for allowing us to help prepare our students to be successful on this electronic test.

  • Tech bits today at 11:00 am - come join us to learn about and explore Google sheets the "excel" of Google docs - navigation and basic formulas. Google forms introduction and continued Google classroom.  
Head Start
  • Working on implementing EHS
  • EHS Manager position open
  • Family Engagement Activities - Health Day - March  20
  • Calla on board for Ed Coordinator II
  • Good PD for CC and Fiscal
Human Resources:

Policy Manual meeting March 16, 2015 @ 10:30am
Event Facilitation:


School Based Health Services:
-SOS in Middle school TBA
-COS parenting cohort 3 start up April 23rd taking registration until class fills with 10 participants.
- BCBS partnership-April 20-22 for sports physicals.
 -Head 2 Toe training for all SBHC staff 15-16  
 - SBHC # for Jan-Feb BH 188; PH 130

 

WIA:
Hired QA Technician - Jeanette Lindsey
Fiscal:
New Employee - Christine Gramer
PO Cutoff Date - April 30
Fiscal Tips - 9:00 am Friday 3/6
PLC Topic: Leadership Training

Topics and actions for next meeting:


Next Meeting    
Date:  March  5, 2015
Time:   8:15 – 10:00
Present at Meeting-
Facilitator: Gina
Time Keeper: Carmen
Scribe: Dahn
Resource:
Blogger:  Bryan thursday at 3:30pm
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