2019 Timeline for CVCHS Board Member Selection
The following summarizes CVCHS’ open, public, and transparent process of revising its governance structure and the democratic and transparent procedures being used to fill the five open board seats (out of seven total) for January 2020.
Part 1: Updating CVCHS governance
Board - July 2018: During its annual retreat and as part of open session, the CVCHS Board engaged in a strategic planning discussion with the CVCHS Interim Executive Director. Several critical tasks were identified during this retreat including multiple items related to CVCHS governance. These included: “revise board constituency and structure” and “revise bylaws.”
CCCBOE – October 17, 2019: CVCHS presents to CCCBOE for annual LCAP update, received input on governance from CCCBOE.
Board - October 16, 2018: The CVCHS Board, during its open, agendized Board meeting, discussed suggestions from forensic audit to consider changes to CVCHS governance. In addition, at this same meeting, the CVCHS Board approved the creation of a strategic plan implementation (SPI) committee comprised of staff, parents and board members. The purpose of the SPI committee was to review the critical tasks identified in the Summer of 2018 and assign those tasks to the proper owner to ensure completion. One key area of critical tasks was the governance of CVCHS.
CCCBOE – October 17, 2019: CVCHS presents to CCCBOE regarding initial forensic audit, received input on governance from CCCBOE.
Email - October 30, 2018: Invitation sent out to CVCHS staff and families to be on the SPI committee.
Meeting - November 6, 2018: First meeting of the strategic plan implementation (SPI) committee. Sixteen (16) individuals expressed interest in being on the SPI committee including staff, teachers, parents and board members. The committee would meet twelve (12) more times over the course of the 2018-19 school year with the majority of the committee’s time focused on the changes to CVCHS governance.
Board - November 14, 2018: The CVCHS Board, during its open, agendized Board meeting, receives an update from the SPI committee. Revising the school's governance structure is identified as a priority for the committee in regards to recommendations the committee will provide to the Board.
Email - December 5, 2018: The following update was shared with all families and the community via the CVCHS weekly newsletter.
Over the next few months, the CVCHS Board of Directors will be revising both its by-laws and the section of our charter concerning governance (starting on page 79). We are looking for public input as we ensure our governance structure maximizes stakeholder input and representation while ensuring a strong, sustainable program at CVCHS. The specific areas the Board will be examining, but are not limited to, are how stakeholder groups are represented on the Board and how Board members are nominated and selected. Information and possible proposals will be included in the Board packet posted on the CVCHS website over the weekend. Below is some additional information about how to provide input this month and a timeline for finalizing the revisions to the documents referenced above.
How to give public input in December:
Draft timeline for finalizing revisions to the by-laws and charter (other steps, including specific meetings for stakeholder feedback) may be added:
Thank you in advance to those who will give us feedback on how we can improve.
Board - December 12, 2018: The CVCHS Board, during its open, agendized Board meeting, heard public comment and discussed potential changes to the governance structure of CVCHS (link – pg. 25). The CVCHS Board also received an update on the SPI committee, including committee membership and a meeting schedule (link – pg. 39).
Board - January 9, 2019: The CVCHS Board, during its open, agendized Board meeting, discussed potential changes to the governance structure of CVCHS (link – pg. 53). The Board reviewed the governance structure of five conversion high schools and five independent charter schools authorized by CCCOE. The CVCHS Board also received an update on the SPI committee, including committee membership and a meeting schedule (link – pg. 63).
CCCBOE - January 16, 2019: CVCHS presents to CCCBOE, requests input on governance.
Email - March 4, 2019: The following update was shared with all families and the community via the CVCHS weekly newsletter.
Dear CVCHS Families,
As we have been communicating over the past few months, CVCHS is looking at changing its governance model. This note is meant to share the next steps in this process and provide all members of the CVCHS community with the opportunity to give input on the proposed changes. The “next steps” are provided below. The proposed revisions to the CVCHS Charter and Bylaws are on the CVCHS website linked here.
Members of the public are invited to several meetings below. If you are not able to attend any of these meetings, feedback and questions are always welcome by emailing firstname.lastname@example.org. By 5:00 PM Monday, March 4th, the materials for the March 7th CVCHS Board meeting will be posted on the CVCHS website for review. These documents may assist in outlining the process so far and the proposed changes.
This Thursday, March 7th, the CVCHS Board will have its regular monthly meeting starting at 6:00 PM in the Library. The Board will be voting on the proposed changes to the Charter and the
Bylaws at this meeting. While the meeting starts at 6:00 PM, the time for public comment on the topic of governance will likely take place after 7:00 PM. and the Board, towards the end of the meeting, will hear the governance item itself. Please note that while the Board is voting on the changes at this meeting, there are still opportunities for input and revisions after March 7th as outlined below.
Please join myself and members of the CVCHS Governing Board on Thursday, March 14th, at any time between 5:00 PM and 7:00 PM, in the CVCHS Library for an open house-style Public Forum. Members of the community may come and give input on the proposed changes or ask questions regarding governance at CVCHS. In addition, the format of this meeting allows community and family members to arrive and depart on their own schedule. Please do not feel you have to arrive at 5:00 PM and stay until 7:00 PM. CVCHS wants to provide stakeholders a forum where they can ask questions and get them answered, as well as give input on the proposals, and do so in a way that maximizes attendance and participation.
On Wednesday, March 20th (exact time TBD) during the Contra Costa County Office of Education (CCCOE) Board meeting, CVCHS will present these proposed changes to the CCCOE Board through a Public Hearing. This is a standard practice for charter schools looking to make a "material revision" to their charter. It provides the CCCOE Board an opportunity to hear about the proposed changes and receive input from the public. The agenda for this meeting will be posted for the public on the CCCOE's website on Friday, March 15th. The CCCOE office is located at 77 Santa Barbara Road Pleasant Hill, CA 94523.
Following these three meetings, here are the next steps: The CVCHS Board will consider any updates to these documents at its April 10th meeting. The CCCOE Board can vote on approving the proposed changes as early as April 17th which is the CCCOE Board's first meeting after March 20th.
CVCHS is committed to improving communication with all stakeholders so please see our newsletters in the coming weeks for regular updates on this matter.
Thank you for taking the time to review these important updates.
Meeting - March 14, 2019: CVCHS Executive Director, along with the Board chair, host a public forum on the proposed changes to CVCHS governance. One parent attended.
CCCBOE - May 1, 2019: CVCHS presents proposed material revision to CCCBOE, gets feedback from Board members.
Email - May 13, 2019: The following update was shared with all families and the community via the CVCHS weekly newsletter.
Dear CVCHS Families,
As you may know, over the past several months CVCHS has been contemplating several changes and improvements to the school's governance, communication practices, and other methods of operation. Several of you have provided feedback on these topics and thank you. It is appreciated and has been heard. This note is to let you know that later this month (hopefully this week) a special Executive Director's Update will be shared with all families via email to ensure families are kept up to date on the latest developments. We are looking forward to sharing what has already occurred and the approaching next steps. In addition, if you would like to attend our next CVCHS Board meeting, where some of this information will be discussed, we would be happy for you to join us on Wednesday, May 22nd, at 6:00 PM in the CVCHS Library.
Thank you as always for your support of your child's success at CVCHS.
CCCBOE - June 19, 2019: CCCBOE votes to approve material revisions to CVCHS Governance
Summary of CVCHS Board outreach regarding changes to CVCHS governance:
Part 2: Implementing changes to CVCHS governance
July 13, 2019: CVCHS Board reviews updated governance structure and timeline for implementation at its annual retreat.
August 2019: CVCHS Board forms an election committee and approves application materials and other information for Board candidates. The election committee is formed of individuals in accordance with the revised CVCHS Bylaws and 100% of the members of the election committee are ineligible for open Board seats.
September 2019: CVCHS applications for Board seats posted, advertised in local media outlets, via the five (5) parent/family newsletters in September and the five (5) staff bulletins and updates from the election committee. In addition, all staff received an email directly from the CVCHS Board informing them of the open board seats, the timeline, and the process for running for a seat. All CVCHS parents received a similar, direct email from the CVCHS Board. In total, CVCHS constituencies received six communications regarding open Board seats at CVCHS.
September 21, 2019: CVCHS holds a board candidate orientation with nine potential candidates in attendance.
September 25, 2019: CVCHS Board meeting includes an update from the elections committee as well as publishing of all applications received to date.
October 9, 2019: CVCHS Board meeting includes an update from the elections committee as well as publishing of all applications received to date. All applicants deemed eligible for their board seat except one, who self-selected out due to a potential conflict of interest with another position held. (link - pg. 16)
November 2019: Candidates will receive a questionnaire and the responses will be posted on the CVCHS website and shared through the six CVCHS weekly newsletters that will go out between the due date of candidate responses and the election date. These questions and responses will also be posted on the CVCHS website (see below).
December 17, 2019: Election day when voting will be held on the CVCHS campus from 7 a.m. to 7 p.m. for the open seats where an election is taking place. Voters do have to come on campus to vote.
December 19, 2019: Election results will be shared and the Board will select members for open seats.
January 2020: New board members will be sworn in to take their seats.