November 23, 2020

Upper Arlington Board of Education
Video Conference (due to COVID-­‐19 pandemic; live streamed on youtube.com) November 23, 2020 –8:30am
Special Board Meeting

Exhibit IV-­‐3 December 8, 2020

CALL TO ORDER
Members present:

Administrative officials present:

ROLL CALL

Ms. Carol Mohr, Ms. Jenny McKenna, Ms. Lori Trent, Mr. Scott McKenzie, Ms. Nancy Drees

Dr. Paul W. Imhoff, Superintendent; Mr. Andrew Geistfeld, Treasurer; Dr. Kathy Jenney, Associate Superintendent; Mr. Chris Potts, Chief Operating Officer; Mr. Andy Hatton, Associate Superintendent; Officer; Ms. Karen Truett, Director of Communications; Laura Mickens, Assistant Treasurer; Ms. Jaclyn Angle, Director of Student Services

APPROVAL OF AGENDA

Ms. McKenna moved, Ms. Mohr seconded to approve the agenda.	20-­‐127
AYES:	Mr. McKenzie, Ms. Mohr, Ms. McKenna, Ms. Trent and Ms. Drees NAYS:	None
REVIEW UPDATED GUIDANCE INCLUDED IN THE FRANKLIN COUNTY PUBLIC HEALTH ALERT LEVEL PURPLE – SCHOOL RECOMMENDATION AND ANY ADDITIONAL INFORMATION RELATED TO COVID-­‐19
Dr. Imhoff shared last Thursday, November 19th, Franklin County became the first county in the State of Ohio during the pandemic to receive the designation of purple.

Dr. Imhoff read guidance received on Thursday, November 19^th from Franklin County Public Health

The health department has issued a Stay at Home advisory for all residents effective November 20-­‐December 18. This guidance acknowledges the need for only essential activities including work and school. In that advisory, schools are recommended to maintain their current modality of learning to the extent possible and discontinue extracurricular activities. Public health is concerned about possible transmission of SARS-­‐CoV-­‐2 and more cases of COVID-­‐19 as a result of potential spread during the Thanksgiving break. In order to minimize that potential, schools are encouraged to transition to remote learning after the Thanksgiving Holiday and remain in virtual learning for the duration of the advisory period.

Dr. Imhoff then read additional guidance received on Friday, November 20^th from Franklin County Public Health

The intent of the email sent November 19 was to ask schools to consider additional dialogue regarding remote learning as new cases may increase across our county especially with the upcoming holidays. We know classrooms are safe with 6’ social distancing, wearing masks and other preventative measures our schools are taking. We also know that faculty, staffing and the number of students in quarantine continue to stretch the capabilities of your schools. So to answer the question, “what is your recommendation for the learning modality beginning on November 30?” We advise schools remain in their current learning modality for the

duration of the advisory. However, Franklin County Public Health does acknowledge schools can and may make determinations to transition to remote learning based on local data and as operational needs dictate.

President Drees asked Gina Rancitelli, Student COVID Coordinator, and Laura Mickens, Staff COVID Coordinator to update the board on what they are experiencing.

Ms. Mickens shared, as of yesterday afternoon; the district had 10 staff in isolation, 48 quarantined and 16 awaiting test results. Ms. Mickens shared isolation is when someone has tested positive and they need to self-­‐isolate for 10 days and quarantine is when someone has been exposed to someone else who has tested positive and has to quarantine 14-­‐24 days at home depending on the situation.

Ms. Rancitelli shared, as of yesterday afternoon; the district had 149 students in either isolation or quarantine and another 87 students awaiting test results for a total of 236 student cases. Ms. Rancitelli also shared she has begun receiving push back from families regarding complying with quarantine due to Thanksgiving plans.

President Drees asked if contact tracing is still an issue at the high school as students do not want to divulge information. Ms. Rancitelli said she is having trouble in some incidents of obtaining information to complete contact tracing.

Ms. Rancitelli shared most cases are at the high school; however, she feels the younger student numbers are low because parents who test positive are quarantining their children versus having them tested.

In addition, Ms. Rancitelli shared as she is talking with families with students in quarantine both families and students are concerned about falling behind which is affecting the mental health of our students.

President Drees shared last week the board approved a matrix developed by our Medical Advisory Team (Team) to help guide any needed transitions from hybrid to enhanced distance learning. That matrix calls for Board’s President and Vice-­‐President to gather feedback from the Team when COVID data or other circumstances bring up the question of moving to distance learning.

This weekend, our Medical Advisory Team facilitator, Dr. Naeem Ali, gathered feedback from the Team. Ms. Drees stated Mr. McKenzie and I met with him yesterday, and I want to summarize what we heard from him.
Current COVID-­‐19 data at the high school level supports a move to distance learning for the high school

Current COVID-­‐19 data at the elementary and middle school levels is notable, but has not yet reached a level that would support a move to EDL based upon this data alone

The team acknowledged that there is a lag in the CATS data

The team acknowledged that there is a high incidence of COVID-­‐19 cases in our community among the age group that represents many parents of school-­‐aged children

There was consensus among team members that factors such as staffing and stability of the educational experience at school will be a factor in decisions regarding hybrid vs. enhanced distance learning

President Drees continued to share that the board has discussed many times, student well-­‐being is a major consideration in all of our decisions. With that in mind, I want to specifically share some feedback from the mental health professional on our Team, Dr. John Ackerman from Nationwide Children’s Hospital. Dr. Ackerman shared that:

While the spread of the disease may be occurring mostly in the community (not in schools), but if a number of teachers become ill or have to quarantine it will impact the continuity of educational experience as well as the sense of staff well-­‐being, which will impact students’ sense of support

An advantage of moving to EDL for the next several weeks is that there is greater continuity in the learning environment and much needed predictability for students and families.

Ms. Trent asked what the percentages of staff and students out related to COVID at the elementary, middle and high school levels. Ms. Rancitelli shared at the elementary level 28 students are awaiting test results and 67 students are in isolation or quarantine, at the middle level 27 students are awaiting test results and 24 are in isolation or quarantine and at the high school level 32 are awaiting test results and 58 are in isolation or quarantine. Ms. Mickens shared percentages of staff out are approximately 10% at the high school, 8-­‐10% at middle level and 6% at the elementary level.

Dr. Jenney shared a key factor in decision making will have to focus on our ability to have staff at school in their positions and available to work. Historically, this time of year the district’s substitute fill rate is anywhere from 86-­‐93%; however, currently the district’s fill rate is 50-­‐67%.   Dr. Jenney shared that this past Friday the district had 36 unfilled substitute positions. In order to manage these classrooms, other teachers and administrators absorbed these classes in a safe way with their classes but it affects the overall instruction delivery.  This type of coverage can only be short-­‐term and cannot cover  staff  out  for  10-­‐24  day  quarantines.   Any  coverage  changes  impact  continuity  for  staff  and students, which is a real concern, related to human resources. Students potentially being in 3 modalities even further challenge the staffing constraints:  remote learning, in-­‐person, or quarantine.

Dr. Hatton shared a few examples of how staff shortages are affecting learning. Classes have been combined and taken to larger spaces (i.e. auditorium) just for supervision purposes. Aides are working extra hours to supervise classes while the teachers are quarantined but feel well enough to teach remotely back to the class. Counselors and principals are covering classes and other teachers are giving up planning and lunch periods for supervision. Everyone is all hands on deck and working together but this cannot be sustained and the education of the students is impacted.

Dr. Jenney shared, in her professional opinion; the board needs to give a hard consideration to enhanced distance learning going through winter break. The sustainability of the current status and the continuity piece for staff and students has to be put at the forefront as it will be really difficult to deliver equitable and consistent education to our students with all the current variables.

Dr. Hatton concurred with Dr. Jenney.

President Drees asked how the education for students either quarantined, isolated or waiting test results would change if the district transitioned to distance learning. Dr. Hatton shared the access to teachers would be significantly increased as these students could participate in the predictable enhanced distance learning schedule every day.

Ms. Trent asked for the administration to review a typical daily schedule for each school level when in enhanced distance learning. Dr. Hatton shared the schedules for each school level in enhanced distance learning would be the same schedules enacted in August when the district was in distance learning. Dr. Hatton reviewed the schedules.

Ms. Mohr asked about the length of the secondary block schedules and the impact on students and teachers. Dr. Hatton shared earlier in the year there was success with block schedules in enhanced distance learning because it actually slowed things down for the learners and the teachers. It also eliminated the chaos to trying to attend all classes every day for the students and teachers.

Ms. Trent asked if the staff absence rate of 14-­‐17% was different at the various school levels.   Dr. Jenney shared that it varied day to day depending on where the outbreaks occurred. Currently, the transportation and nutritional services departments have been hit hard, along with one of the elementary schools.

Ms. Mohr asked if there is any possibility to offer student supervision for families that need help during distance learning. Dr. Imhoff shared the district is looking into the possibility of offering supervision in schools on a reservation basis, if the district is in a situation that it has to be in enhanced distance learning in January or any other time during the pandemic. Dr. Imhoff will share an update on this possibility at the December board meeting.

Dr. Angle shared the district is currently working with the Student Services Team on a schedule for the district’s highest needs students who are currently attending 5 days a week. Once plans are finalized, the district will communicate with the families impacted.

Dr. Imhoff thanked the Board for their leadership and the staff for all their work to support the students during this pandemic.

Dr. Imhoff shared there is a great stress among the staff right now because of staffing pressures and he does not believe this can be sustained or that the hybrid learning model is currently best of kids. The district is desperate to have the students in school, to have the students in school in person but without enough staff we are not able to deliver the quality education that is essential to the education our students.

Dr. Imhoff concluded by sharing the entire leadership team feels strongly that the best way to meet the educational needs of our kids over the next several weeks is the transition to enhanced distance learning at all levels. He shared he does not like saying this as he wants kids in school but the reality is, without enough staff in school, the best way to educate our kids for the short term is to have them in enhanced distance learning.

Mr. McKenzie moved, Ms. Mohr seconded to move to enhanced distance learning for grades K-­‐ 12 from Monday, November 30^th through Friday, December 18^th and give the superintendent authority to determine the best learning environment for our highest needs special education students currently in the five day a week mode of instruction.

20-­‐128

Intentionally Left Blank

Discussion:

Ms. Trent shared she appreciated all the work the district has done and appreciates everyone looking out for the best interests of students and the safety of the staff. However, she has major concerns about moving to enhanced distance learning: 1) she believes we have a window of opportunity to keep our kids in hybrid right now because in January she believes things will be more challenging; 2) the district is going against what Franklin County Public Health and the district’s Medical Advisory Team recommend of keeping students in school; and 3) the majority of other districts at this point are staying in a hybrid learning model. Ms. Trent concluded by sharing she believes the district needs to keep the elementary students in a hybrid-­‐learning model.

President Drees asked for an update on what other districts are doing. Dr. Imhoff shared the latest information he had that all districts on the west side of town will be transitioning to remote learning or a portion of it with Dublin and Grandview City Schools still in discussions.

In addition, Dr. Imhoff shared that he thinks the Medical Advisory Team is in alignment with this recommendation based upon all the factors. He also believes the recommendation is in alignment with Franklin County Public Health that urged all schools to have conversations and to make determinations to transition to remote learning based upon local data and operational needs.

AYES:	Mr. McKenzie, Ms. Mohr, Ms. McKenna and Ms. Drees NAYS:	Ms. Trent
ADJOURNMENT

At 9:31am Ms. Mohr moved, Mr. McKenzie seconded to adjourn.	20-­‐129
AYES:	Mr. McKenzie, Ms. Mohr, Ms. McKenna, Ms. Trent and Ms. Drees NAYS:	None

Treasurer	Board President