Community Advisory Council Report for February/March 2010


Re:  “Race to the Top” – Grant Fund

a. Maryland State Department of Education reported to the HC BOE, in late February on the “Race to the Top” funds available from the federal government. HCPSS could possibly get a maximum of $700,000 (1% of Operating Budget) over four years.

b. Memorandum of Understanding (MOU) is given to State Superintendant and amendments go to the Legislatures and they will speak to the entire state of Maryland on this issue.  Maryland Dept of Education is working to revise the MOU.

c. The State will need a minimum number of Local Education Agencies (LEA’s) to sign on for support.  Presently there are 17 school districts in Maryland indicating preliminary interest.

d. Dr. Cousin, Superintendent of HCPSS, would like to support the MOU.  Therefore, Howard County BOE will sign onto this and support “Race to the Top” as it is always better to be a part of it and be involved in it and help shape and mold it for our students and  it is better to get 700k instead of nothing.  Also, the Board believes that it is happening anyway and we want to be a part of this process and participate in it as mandates are coming down regardless if we are involved or not and we are a high-performing school district and want to have our input into it.

e. HCPSS will write a grant proposal on how to meet their standards and we have to be responsible on how to report this and presenting to Board on April 15th (?).

f.  Go to HCPSS.org to Board of Education and then to Board Docs to get a full report from February 4th & March 11th.


Re:  Relocatable (temporaries)

a. There are 13 schools requesting 21 Relocatables

b. Staff is only recommending 7 Relocatables.

Re:  Operating Budget

a. This year, there are less civic groups providing testimony and the Board encourages groups and citizens to provide testimony.  With regard to the operating budget, there will probably be a public hearing in May.  At this point, this is listed as an optional hearing on the school calendar.

b. There has been discussion in the operating budget review committee about class size.  Ms. French indicated that the Board would like to hear what the public thinks about class size.

c. Ms. French requested a work session about the elementary education specifications.  The next step on the education specifications is that the superintendent will respond to the questions raised by the Board and then the final recommendations will be presented to the HC BOE for vote.
 

Re:  LEAN Six Sigma:  Ken Roey reported on this

a. Mr. Roey has been leading a group to apply LEAN within the school system to develop enhanced efficiencies.  He pulled together a group of eight individuals to pilot the application of LEAN.

b. The group selected as their first project the facility use permit process.  The old procedure was long and arduous with multiple steps and many follow up inquiries required by the requestor.

c. The first step in LEAN with respect to the facility permit process was to look at the process through the eyes of the customer and a survey was distributed.  The customers indicated they wanted:

     i.      Accessibility of information
     ii.      Timeliness of approval
     iii.      Communication

d. The group mapped out the old process and found the average approval time was 65 days.   Within that they identified that six minutes were value added time.

e. A new system was put in place and positive feedback, shorter approval time was realized.  A secondary benefit is the time to billing invoices has decreased, thereby improving cash flow.

f.  Other areas the LEAN group has worked on:

i.      HVAC control
ii.      Computer repair – time decreased from 41 to 12 days
iii.      Vehicle repair – consolidated two shops into one; realized a 50% reduction in cycle time; and $150,000 reduction in costs
iv.      Leave of absence process – reduced cycle time by 50%;  cost savings is estimated to be as high as $100,000 annually


g. Next steps for the LEAN group is to update the deployment strategy for 2010.

h. The keys to success of this group are

i.      Commitment from stakeholders and senior leadership that has existed
ii.      Finding resourcea
iii.      Ability of mid-level management to accept risk

For more information about the use of LEAN in non-profit: http://www.lean.state.mn.us

Re:  Policy Report:  Chris Wertman

a. Ethics Committee met once and a report will be forthcoming.

b. Technology Security – New Policy and then Annual Review of Policy – includes Applications selected, Antivirus Software, etc. specifically for HCPSS.

c. Assault & Batter Policies – being revised.  Currently there is a minimum of 45-day suspension for either.  Assaults should be classified as higher standard and be stricter penalties.

d. Drug & Alcohol by Employees – Policies reviewed and language updated.

Re:  Operating Budget Review Committee (OBRC)

a.   short term goals of the Operating Budget Review Committee (OBRC) include:

  • i.      Recommendation to examine staffing levels
  • ii.      Recommendation to examine class size
  • iii.      Recommendation to audit existing technology agreements to see if there is room for re-negotiation
  • iv.      Review pupil personnel services – assess if earlier intervention in at risk drop out students should occur earlier (middle school)
  • v.      Request leadership intern program to be present to board measurement of its program.  The CAC previously addressed this when the program was launched, requesting success metrics be developed and monitored.
  • vi.      Recommendation to examine food services.  There has been a decrease in food usage and at the same time an increase in food expenses in the county.  The question was raised if one of the OBRC’s recommendations includes considering outsourcing of food and IT services.  The OBRC did not specifically address outsourcing this year.
  • vii.      Recommendation to reconsider deferral of maintenance to include a minimum level of replacement instead of indefinite deferral.
  • viii.      Recommendation to increase collaboration with other HC organizations, such at Howard County Community College
  • ix.      Recommendation to re-examine student enrollment before finalizing budget as current budget is predicated on projections that have been updated.


b. Long term recommendations include expansion of LEAN process improvements.

c. There are no specific dollar recommendations made as part of the OBRC.

d.  Next month the OBRC will focus on developing testimony.

e. The OBRC would like the CAC to respond to the report. with ideas and recommendations.

f. Ms. French noted that COMAR (Code of Maryland Regulations) is introducing new teacher mentoring guidelines.  This will have an impact on expense required to carry out these guidelines.

Re:  New Teachers Hired

a. 243 new teachers hired in Howard County

b. 53% are experienced teachers.

Re:  First Robotics

a. Started at AHS and first with high schools

b. Expanded to five high schools now and at different levels in middle & elementary schools.