001Good evening. Today is Tuesday, April 29th. This is uh the policy meeting. President R, President Fabiano, Mrs. Ranner say Kate, Mrs. Ranner, Dr. Chanley, Dr. Layman, Mr. Zikner, and Dr. Pek. So, we have a short agenda today. Uh we in an effort to be respectful to the public's time and to have more efficient board meetings, we would like to revisit two of our bylaws 0164 and 0167 which talks about our agenda and the format of our board meetings. So, it was suggested that perhaps one of the things that we can do in order to make our meetings more efficient would be to have our committee reports available to the public online rather than have every committee chairperson read them during the meeting. So when the agenda is released, we are plann on the agenda that
002you could click and it will take you right to the committee report that each chairperson would have provided ahead of time prior to the meeting. So let's just talk for one second because I don't want this to be a we're withholding information or not trying to be, you know, transparent in what's happening in committees. We're like you said trying to streamline our board meeting process. So the committee reports, so whatever would be read out loud will just instead be uploaded to the district website. So anybody can go and read those reports or still watch the video. Um or both, right? Or both. Um we're just taking out the part where we just read them all through at the meeting itself. So correct. Okay. Secondly, uh we would like to have a discussion regarding public forum.
003Currently we have two public forums. The first one is for agenda items only and then the second one which occurs after other board business is for any item any public comment. So, I would like to have a discussion with the committee as to how they feel about making one public forum, but it would be for any item, not just agenda items only. It could be for anything that you want and we could discuss possibly adding more time to our clock if we were to agree to condense it to one public forum. Yeah, I definitely think we should take out the agenda items only. Yes, for I know this was a discussion. I believe it was a couple of years ago we had talked about this and um I think the idea of keeping it the
004way that it was is because you know the board does have business that it has to attend to and you know we want to make sure that we hear from the public regarding whatever matters are being voted on uh first but also it's not fair to the members of the public who don't have an agenda item who have to wait until you know 9 10 11:00 to come in. Yeah. depending on if you have presentations or awards, right? So, the thought here would be to definitely take off the agenda items only for that public forum. I do feel though they should only be able to speak once. I do think that's still fair because 0167, right? It'll definitely we're going to talk about they're kind of going to go to this will kind of go
005together in both um policy. So if we're talking about taking taking the first public forum and getting rid of agenda items only that means anybody can come up and speak about anything agenda items or not or like they could start out with agenda items if just better for them in their mind and then go to the next thing. But also if we move to just having one public forum then I would suggest that we increase the time that a member of the public has at agree at the microphone. So right now it's four minutes but if it's two public forums then they would have eight. Yeah. Right. So kind of trying to find like a happy medium here. Perhaps six. If Yeah. If we if we don't have a second I have to tell you
006eight minutes is is I don't know if anybody's ever spoken like a speech. Five even five minutes is an extensive. I would say six minutes is a is a good compromise compromise. But what do you I mean I had when we had discussed this I had said I wanted us to remove so I'm definitely in favor of that and not having to have people wait until later to talk about things that we may not be discussing. Um I think my concern like I guess I have a question and then a concern. Um my concern would be that if there is because we've also changed it where the clock is no longer stopping. Um, so if they're unable to get to certain things, which I know sometimes has happened in that first one, um, because there's
007a discussion, especially because when it's an agenda item, they want to make sure that, you know, we've explained what we're voting on and all of this. Um I I would just be and we can you know sort of look at what happens this month and and kind of see because this wouldn't be finalized now because we have to have two reads to see sort of like does this happen often or has it just been a couple you know once or twice. Um we just need to make sure everyone has the time to ask the things they they want or say the things they want to say. Um I'm not against it and I'm very much for removing the agenda items um as that first part. The only other question I had though is right now
008our policy has three public forums. This after the close session also, right? But we we have very rarely had that one off in close. I don't think Yeah, I was my feeling would be that we just do one. But we do need to increase the time we're going to do to be fair. I agree. But in all fairness, I think the reason why they should only be permitted to come up once is because realistically, let me make the statement because this is out of an attorney's mouth. It is really not a question. It is public comments. We choose because we're respectful and under transparency that we work by and all of us, right? You volunteer and I get paid. We work for the community. So, we do when possible respond. However, it truly is not
009question answer. It's not supposed to be a back and forth, right? It should be you come up to the microphone with any of your questions. If we can answer them, we do. We always talk about that and or comments, but I do feel strongly that it should be the only one time. I think the way that we handle the timing portion of it um is and this will guess be my responsibility to make sure that they ask their questions first before we start responding. And that's what you did last time. You did it last time. give them their full time. And sometimes they say, "No, I'd like you to answer now." Okay. Well, then it counts as your time. Um, it counts as time, right? It will count as their time because the clock does
010not stop. So, I think um as long as we're transparent with that fact for like I'll answer this now, but just please know that it does take your time, then that's fine, but you're also having six minutes. So, if somebody chooses to speak for the whole six minutes, that's what would be their right. um you know and then if we can comment afterwards we will but also it's we'll have to you know Dr. How many public forums do you guys have in Jesus? I'm curious. We have the agenda items only and then later the uh any public comment. I do think we still have that second executive session if needed that we don't typically use, but I feel like it's something that has to be left on there, but if you don't use it because
011if you do then you could always you could you could maybe you could leave it on there and say um third not third second public form for executive. So if there's any change when you come out only meaning if we come out and make a change they should be allowed to make a comment. Absolutely. But it's almost it's 99.99% doesn't have. How many minutes do you get on your clock? So ours is I was just looking it up. It's five. We set it to like set it running. Um our public participation is a little less. Um but there are times where people go over and we remind them they're going over. There's been times when we've had a large volume and it's it says in our bylaws that is up to the president. So we
012said, "Okay, there's a lot of people here to speak today. You're limited to four minutes. You're limited to three." Like it's not a practice, but it's not. Yeah. I think in our case, you think I would like to try to remain as consistent. Yes. So no one could say you're giving more time to one rather versus the other. Yeah. Yes. Oh, sorry. Yes, Charlie. Um I see two sides to this. Okay. Okay. Um the first side is have been at a board for such a short period I have been there are for what I notice and please correct me if I'm wrong uh that there are not as many people during the second session that have questions the second yeah so why do we want to shift everything I understand the purpose yeah to extend
013then two other people an opportunity to speak but we don't get that many because they don't want to wait because they don't have to wait right so they think they don't do it at that moment but you realize I mean in doing this that you're you're going to end up getting a greater number of people coming up to voice their concerns about other things not on the agenda I mean it's going to open Pandora's bar from my perspective and even though a quick comment even though you're going to allocate to fine I think that's fine but I just want you to hear my thing I didn't I didn't ask is your thought because it's going to be earlier because I know one of the concerns that you know is sort of possibly one of the
014catalyst of this is that when there are people who want to bring concerns that aren't on the agenda there you know, whether you know, you don't want to drive super late at night or you have children at home, sometimes it's hard to wait until 10 o'clock at night to speak for that last public forum. So, by moving it earlier, it allows those people then to speak earlier in the night. I guess to your point, is it there might be more people because it's earlier or is it That's what he said. Yeah. People don't come, it's too late. I know, but you're going to get more people coming to the to the old board meeting, which is a board meeting. Yep. But you're going to have that and you're I mean, there's no question in my
015mind about it. You're going to have an overwhelming number of people who are going to come up to the mic and because now you've opened it up and so I mean I just had a bad day and then there are downsides to this. So when you say better be careful when it's when it's uh when it's when the people that come are thoughtful. They don't have to agree with us. Respectful and bring concerns rather than just verbal bullying. I I don't think you're going to I'm not sure that's what you're going to get. I I'm respecting everything you're saying. I'm hearing you because you're right. So if it's people that say I want to talk about I'll use this because it was an old one. Remember the wrestling thing. So they kept wanting to do
016wrestling in middle school grade. They wanted to wrestle, wanted wrestling and she would come and she would wait and she would wait and she was very well spoken, very respectful and came up and waited. I I I correct. I think what I'm hearing from Mr. Zer is not that we don't want people to come and voice their opinion, but we want to be respectful that if it's important to them and it's not on the agenda, right, they will then remain that it's not for like what's the word? Arbitrary, which happens and they have that right by the way, right? you could come up there and say whatever you want and people do and some people are extremely disrespectful but that is a public right as long as they're not violent. So, um I I think
017the the flip side of that is then there's only one time for that to happen. So, then nobody has to wait for a second. Honestly, I think well that's why I definitely feel it only come up once. I think there are changing there are people that are coming for those reasons. Those are the people who would stay anyway if I agree with that to a certain extent. I think we may get increased participation in the community. I don't necessarily dislike that if it's for the right reasons. Um, and this allows those people who maybe couldn't come later to come. Um, like people with young children that have to get them in bed, you know, they can come. People that also don't like to drive at night and talk, right? But I I do think that
018there's a lot of value and a lot of a lot I I think this is a good discussion. Good discussion and and you know perhaps for I don't know perhaps for May's board meeting we look at the value of time that we save by still providing the committee it's there it's transparent and actually it's better because instead of them having to take notes when you're talking they have it in writing in addition to watching so I if we because we're we're trying to be very respectful of of everyone's time a board meeting you look at many board meetings throughout throughout the county and other counties they start at seven they done at 8 We start at 6:15. We're done at 10, 11, 12. Well, following what you just said, you know, is that then perhaps
019the solution to this is streamlining our meetings and being very very much concerned about how long the board meeting goes and try ourselves to show discipline in terms of not bringing up a lot of distancing. They're just moving the agenda. So in fact, the meeting runs an hour and a half to two hours. Now I understand it runs longer when obviously we have absolutely but on a regular meeting which you which we have and I think by the committees and you're not changing the agenda but by changing the format of the way the committees are provided that has to be by Mercedes I would guess. So we could like what you suggest that we could see how it goes and maybe time in that regard and then see where we're at if we need to.
020I I do think I like the idea of having all of that link so people can read it um including us. You know I've always tried to watch the meetings when I can that ones that I'm not on to know what's going on. I just think then that if there because we are a board of committees and so a lot of the actions that are taken are from those decisions made in committee. if there's anything that you know perhaps the chair feels like is an agenda item that might need a little bit more um you know explanation or things like that whether it's speaking to it on that part of the agenda or do that or right I think maybe then we just need to make sure to do that um just because of the
021fact that if you're not on that committee hopefully you've read those reports but you still might not get the full gist of it from reading and if you don't get a chance to watch it like especially because the last few months our committee meetings are closer to our board meetings and they they have been because of the budget. Yeah. But like if you're reading it's the same as if I was reading it like it's the same thing I would concept right. So you would still be able to ask your questions during that time in the agenda. Right. So right when in that committee still right you will still have public discussion and deliberation as needed. like you as committee chair might say I do just want to highlight for the public discussion have a discussion
022um you know or do any I can even open up the two do any board members have any questions or anything that they would like to discuss pertaining to any of the committee meetings before we move on that way again because not because we're not trying to be transparent we're trying to be efficient but we will still have discussions and deliberations and things like that I would say it it's got to last if I had at least one five minutes what I it's not repeating It's not reading the report, right? So, even if you get it down to a 15-minute conversation total, it's a 30-minute savings. It's being efficient. It's still providing the information on the committees, but at the same time, being more mindful, like you said, be disciplined was your word. It's a
023good word. Being more disciplined some things are extremely valuable and must be said. Some things are just said sometimes or they said value front page certain things, right? Yes. Totally. you know that we we just you know that's what we need to do and each one of us needs to be and a lot of things that we discuss are on the agenda to be voted on. So even if it's not necessarily part of a committee discussion then you know for BG&T there might be contracts that were voting. So that would also then you could ask your questions about during that part of the agenda or the policies that are up for agenda. Oh I noticed we talked about these during the policy committee. Let's have a discussion on those. So our discussions and deliberations are
024not going to change. Um because generally during committee reports there really isn't here and there too much of it depends on the questions. Depends on what's on there. But most of our discussions and deliberations happen during the before the vote. Really quick just you know sort of thinking about what Mr. said in terms of trying to make the meetings a little more succinct. One thing that I I have heard which happened you know last month that'll happen again this month is the presentations and the awards because I definitely love the fact that we are recognizing all of these students but then a lot of times we're not getting to the business part of our agenda until much later. I don't know what the solution is to that because I do enjoy seeing them recognize. I
025thought like if you could do a recognition on a different night but the board isn't attendance is that you know something but then that way business you have to do it you have to do like special meetings which people find and it's not uncommon to have these presentations at board meetings I know when the school district where I work they have performances at board meetings you use different because technically we might be doing and I'm not I'm only recommendation you guys vote but um we're about children so we say that we are, you know, we're in the business of children. So, what better way to be in the business of children than to have children. Right. Right. I really think it's it's a wonderful and for those of us that don't enjoy every segment of
026the board meeting, I at least get to personally enjoy the children because the parents are just overwhelmed by the acknowledgement of the kids. And I have to tell you respectfully, I think we do that fairly well now. I think that's not we're we know how to do that quickly. You know what I mean? Last month was an anomaly. That was not the word. anomaly. Um, just because a lot of people wanted to hear about the budget and we didn't really get to the budget till much later in the meeting because we had a lot of students receiving awards. So then a lot of parents that you know might have wanted to hear about the budget, it became late and we didn't really start that part of the business meeting until we had EIP also and
027this and we had EIP with a panel right there was a panel. This time we will have um the budget again and staff recognition. So we have the staff and we have students. So we've invited approximately 250 children because we try and break it up by seasons. This you know we can say okay let's do it every month and then that becomes cumbersome. Okay let's only we tried it one year which at the end of the year and we'll never do that again. Oh yeah we had like and then there comes together that will never it's way too much. So right now you know we have this wonderful staff recognition reception and then it comes into us. We are going to do it a little bit differently though. We are going to do it by
028school. So, we're going to put up a picture with everybody who's being acknowledged for, you know, student support or, you know, is particular teacher. So, it'll be by school. So, we'll say, "Can we have Brooks come up?" And then I'll announce their names. So, we're trying. I agree with you. But, I couldn't imagine not having I go both ways. I I could have not I mean, I'm even thinking about 20. I think I don't know that there's I get what you're saying, but I there's really no I don't know when we would do it. We don't do it then. I just feel like and you don't want to start the eating and then you get to work. I couldn't imagine Dr. Could you Oh, I could imagine having children. Okay. Celebrating the I apologize. Yeah.
029No, I couldn't imagine that. I was actually It was a It was a clause that should have went backwards, but I could not imagine not having Right. I know that's a double negative, but I'm saying it anyway because the whole point is that school board children, right? So we have them come and it's fantastic to encourage them and the parents you know the children that come are fantastic but it's it's difficult because then if you did then if you like you said you would need a you know an extra board but and you have to forgive me but sometimes uh you have to also take a look at what's on what's on the agenda prioritize what's on the agenda and sometimes you can't do it because you No, you've got to communicate that's something that's
030more important like i.e. the budget. I think you need you need to make sure that we do not conflict to the extent that you have a meeting and and we don't we we hurt ourselves. I you're saying like a word when there's less on the agenda and I and I think what happens is make the June meeting we did the June meeting now if we moved if you move the teachers and the staff to the June meeting this would be for next year because we already have actually the staff was extremely elated and very appreciative that it was non June Okay, they actually would have been very happy even if it was in March to be honest with you because you know perfect example we had our uh citizens advisory committee and we had many
031many people absent many adults in April right the teachers last year we did it in April right and this year because of the spring vacation because of Passover and because of East it would have been impossible like we're doing our committee meetings in April our meetings in May and then you have the statute requirements as per the state of when you have to do your budget. So a lot of that is what plays the role. I mean right now and I hear you and I totally respect what you're saying that 100% forgot the time the time frame also. So it's hard to do it. You got to move everything. I mean we could have done in May and then or we could have done April and not done any business and only did the student
032the teacher student recognition. Maybe we could look at that for next year. that you know that's our party and then in May we do because and then we would have the committee meeting. So you were saying like we would have it's quorum so of course it would be a formal meeting and you have to have a public spectrum also um but then maybe that's how we would do that. It's something we could look at for next year. We could once again we have to wait and we have unfortunately have to wait for the state guidelines of the deadlines when we plan everything. Sometimes we might have to make a change. So but it's a good conversation. This is a good conversation. So, let's um summarize what what so what I'm hearing is that the committee
033would like to wait and see. Instead of moving this forward for first read, we're just going to change our committee report format, see how that flows, look at the revisit this in June. I like I think first read I mean we're still going to see condensing the for and I think it goes for a first read. We still see how it goes. it has to go through two readings anyway and next month we could come back and be like pull this back we're going to you know I really like the idea of removing the agenda item part of it and I can understand then not having two the forums that are the same especially if we make it longer and you would only have the second public forum then if there's six minutes that's more
034than enough it's a long time four does anybody have any other suggestions five running trouble you could do it M you're going to run into big time trouble. You can do it. As far as I'm concerned, I human nature. You do it. You're going to open it up and you're going to regret you do. Remember, if you open it up, how would you pull it back? Pull it back. Shut it down. It's going to be extremely difficult. I mean, this business I don't disagree. Well, it's not going to happen in May. wouldn't happen. I I don't I don't agree. Uh you know, but if you decide, you know, as a group you want to go it, you know, then you know, but do you think but do you think there should be four minutes though?
035Yeah. Say again. Do you think that there should only be just four minutes? I know. She's saying if you change public I don't I don't think you should open it up. I think you should keep as two public forums. But if if we did it public meetings, keep it to four minutes. I think if you go if you go and open up to give open up to everyone I know it's a pain and it's a pain and lots of people sit around and wait at the last minute. I understand that. Believe me that was just a way we could do it but I don't I really don't see it. I mean at least and maybe I I know doesn't mean I'm right but I'm just talking from my own perspective. No it's I I agree
036with you appreciate that. Go ahead. Yes. Yes. Regulation or policy. Everyone has a non-aggenda and agenda. Everybody is that way. Yeah. So, I don't know if there's any precedent. I mean, I looked at like four or five. And And what's the minutes? Well, minutes um minutes vary to five usually. Yeah. One's different range. But so, I don't know if other districts do that. Yeah. I was I won't I will I mean like to find out. I'd be interested to see what other districts do. I'm uh just out of curiosity. I was all for it. She said she looked at a few and they have two. They have two agenda on agenda. One is agenda, one is not agenda. You what you're saying? Yes. Do they have a closed item from you saw? You have to
037have that. And that's really just a formality is otherwise we try not to even have a second, right? Unless maybe. Well, that was actually my other question because when we moved the closed sessions to the beginning and then we said if we need a second closed session at the end, we'll have that. But I don't remember. I think we've had one maybe that or two like it hadn't been since we had so I didn't know if it made sense to put that when we have the closed session because often we're coming out with action and then no I know there's sometimes that you need the two like especially around this time of year when we're doing the superintendent evaluation that usually takes two right I guess just if we know we're not having close session
038then to have that at the end it seems counterintuitive for people to speak about closed session items when we're not having Yeah. Well, yeah, but we don't have We also technically don't know that we're not having a second close edit until we We never know. You never know. I do try to run a tight ship in there, but I just I don't know. The more I hear Mrs. Zagman, the more I I agree with him. I I was totally on board, as you know, totally on board with the change. I thought it would be very accommodating to people. But, you know, respectfully, if you have something that's so important to you to say, then you need to wait. If you have something that and it's really not that important, then you leave. and I respect
039it. Or they write an email to the whole board. I mean, we've had a lot of people waiting to the end certainly do so. But the only way I can see, you know, you're just Oh, you there was that one time one time where there was no second public forum because nobody was there to speak. Does anybody remember that? I think it happened more than once. I think it was two times. Maybe it might have happened. But definitely the whole meeting that was actually So now I'm thinking, huh? How about you, Mr. I don't know. I I I would think that I do agree with Mr. Zer when he made the statement. If you put on for first read and you put on for second read, I agree with it. If it passes, I couldn't
040imagine pulling it back. I think we have to be very serious and very committed. You are right to moving forward or not. I do think moving forward with committees makes sense that and you don't have to do anything that you don't have to you don't no because the agenda still staying on the agenda and people need to be mindful that they shouldn't be asking a question that's in let me rephrase and I'm the board members should be mindful that if they're asking a question they really should take the time to read in advance. Yes. Right. I'm not being disrespectful. just should take the time to be read in advance so they know. Now, if the question wasn't answered, by all means, they should ask it. But if they ask you the question, you want to
041turn around, go, it's there in black and white, then perhaps you should have read it because that is being mindful and thoughtful and disciplined. I'm taking your language. I like the language disciplined. The policy also gives like that lenency where to move that public forum with the public comment. It says the president has the authority to change the order of items on the agenda for a regular meeting for individual meetings. So if you see like a huge crowd for example Yeah. I could just change the public forum and just say for any any Yeah. And we have so much on this agenda that we're not have that much that are non-gender items hearings and right now we have four public sessions on this where we more than enough. So I don't know. So maybe we
042should maybe we should not move it forward and have the discussion again. There's nothing wrong with bringing it here for another discussion. Let's see how it goes because we could see how it goes. Yeah, I think you're right. I think he's right. You're okay with that too, Dr. Peek? Like not moving it forward at the moment and seeing how it goes with the linking the reports instead of and and I think the other thing is what I will do is I will be mindful to look at the time because you can't say well the the meeting ended at 1:00 in the morning because you have to look at each segment. So you have the the students did we take 45 minutes for the students? Did we take an hour giving them the proper amount of
043time? Not rushing but I mean how much time did it take? How much time did it take with our staff recognition? Then we look at the actual agenda board items board cons you know issues and so and then we see the difference because maybe your 910 would have been 910 if we didn't have the other items on and maybe next year maybe the April meeting is only staff recognition like like a reorg is only reorg's no board business. We don't have any committee meetings. All we do is have a celebration, right? Yeah, we could do that too. We could look at that too. That's something we could look at. Okay. All right. So, that concludes our policy meeting. Thank you, Emma. Thank you.