001Get started. Okay, good afternoon everyone. Welcome to the December 9th work session for the CIP program. And we will start off by, I'll send it to Dr. Hutchings. So thank you, Madam Chair. And we are here to talk about our CIP. This is our first add-delete session. I'm really excited about it because... we get to really have some clear discussions around our CIP for this year. I said this when we first introduced this to the board, that we are all in what we're going to experience of economic downturn. And it is our responsibility to make sure we are being fiscally responsible as stewards of city funds. and all of our taxpayers dollars as well as federal dollars and state dollars and grants and things. And I'm hoping that as we talk through today, we continuously
002keep that in mind and that, you know, I'm hoping that our team will be able to provide clarity around, you know, specifically with the FY22 CIP year, but throughout the whole 10 year span. that we'll be able to provide some clarity to board members. And then finally, I also just want to state this, and I think it's important for us to maybe remind the community that the one thing about the 10-year plan is that, you know, we don't have a crystal ball to see what things look like well into the future, but good planning is a good start. And it doesn't make it definitive. It doesn't make it that it's going to... be this way. I mean, just look at how things have changed over the past couple of years. So a lot can happen
003in a short period of time. And I think it's important for us to just make sure that we're reminding our community that our CIP, because it is a 10-year span, it is a projection. It is planning. It is not... a definitive document, especially when you get into five, six, seven, eight, nine, 10 years out. Things can happen that we just don't have that magic ball to look at. But I'm going to turn things over to Erica Gulick just to talk a little bit about some of our CIP goals that we set from the board's priorities and then any... comments that you know she would like to make on behalf of her team or facilities and operations before we get into our Q&A. All right. Thanks, Dr. Hutchings. And good afternoon, board members. Ms. Nielsen, if
004you could pull up the ad delete co-sponsorship form and we could talk through it. So and as Dr. Hutchings said, you know, just wanted to talk about what we were trying to accomplish with the CIP and why it is structured in the way it is. I will say we only had four ad deletes this year. So it does seem like we were able to align with the school boards. priorities and we are happy about that. But just walking through the four ad deletes that we received, the first being a request to accelerate $10 million worth of the, sorry. Sorry, I didn't mean to do that to you. No, that's okay. I think that's fine. People are able to read it. But basically the first two ad deletes that we received from the school board were
005to accelerate funding to support. swing space and property acquisition potentially related to that swing space from the new school funding that was further on in the out years. We do want to note that in the initial one and we put in the staff comments that it wouldn't allow for us to fully fund that new school further out in the CIP. And additionally, that the $10 million alone may not be sufficient to provide for a swing space. But we do understand and recognize the need to have that discussion. And if swing space is going to be required for George Mason, what are the options that we have? The second add delete being moving 30 million from FY 2031, originally for the new school to FY 2022 as to set aside for property acquisition. I would just
006note that in the FY 2019 CAP, I believe, which was the task force, the CAP that came out after the task force, the school board did request $30 million in property acquisition funds. The city held a... I believe 40 or 45 million dollars in property acquisition funds in reserve bond capacity in that fiscal year. From that time the school board approved their budget with the 30 million. It was not provided as direct funding but rather indirect in reserve bond capacity in the event that an opportunity presents itself in the future and so we just want to make sure the school board was aware that you should still have 28 and a half million approximately left in that reserve bond capacity should a property opportunity present itself. And then the last two ad deletes that were
007submitted had to do with changing the project name for the new school to a new middle school and addressing the grade level, the middle school need, which in previous CIP's school board and community maybe felt was not addressed directly. I think as Dr. Hutchings stated, because it is in the out years of the CIP, we still have a lot of work to do and planning around what that project is, what the grade level configuration for that project will be. And so you have our staff notes there. Dr. Hutchings, I'm not sure if... if you want me to turn it back to you or if Chair Anderson will now facilitate the conversation. Yeah, I would ask for Chair Anderson, would you want us to facilitate this conversation in talking about each of these or how would
008you like to facilitate this discussion? I think since there are just four of them, I think I just ask if people have any additional, and we've had some additional clarity, I think I just ask if anybody has any comments or additional questions about any of the four, since there are just four. So and now somehow I'm not seeing. Let's see. Ms. Alderton. Thank you, Madam Chair. Yeah, I just wanted to sort of just state my purpose for co-sponsoring Ms. Thornton's. Add delete, which was item number four. And really just to make sure, I think, as an opportunity that the community hears that there's a conversation, like in terms of thinking about middle school. You know, I don't imagine that that's somewhere, something, especially some of the ideas that could potentially happen would be something that
009go in the CIP. But, you know, just. Keeping that top of mind, I think, is important that people know that we are thinking about it. So I just appreciated Ms. Thornton putting that in there to highlight it for the public that it is being thought about. And whatever we can do to continue to highlight that as an important part of the discussion for our future, I think, will be good for us. Thank you. Madam Chair, I was just going to mention that with the rules of engagement that the two or more co-sponsors, I think, are supposed to go first in the discussion and then the others. So right you are. So luckily, luckily, Ms. Alderton did that. So she kept me from making a faux pas in our engagement. So thank you, Ms. Alderton. And
010so now we have, I guess, is there anyone else who wants to talk about that particular item before we go on to the ones with fewer? Ms. Thornton. Thank you, Madam Chair. And just going off of what Ms. Alderton said, I know Dr. Reif and I had similar comments on this particular topic. And essentially, it really is the fact that we want to make sure that this conversation regarding middle school capacity is being publicly discussed for the community. I know that we're constantly as a group thinking about capacity in all facets. And secondary capacity, we typically tend to group together. But, you know, middle school level is, I think, a little distinct, especially in the mind of community members. So somewhere, somehow, I think it's just important that we indicate what our thought process is
011on that front. And that's why I kind of indicated as a question or a comment, like, you know, I know there are plans, but where would be the best place to indicate that so that it's clear to people? And it may not be in the CIP, but I welcome staff's ideas or thoughts on that and where it could be. Thanks. Okay. Anybody else for that one that has about renaming the site? Okay, Dr. If you also said something about this. Yeah, thanks. Thank you. Yeah, I mean, I want to echo, you know, the comments that I've already heard. Looking at, I know, I think GW Middle School in particular, the capacity in that school is 1,150 students. Right now, 1,561 students enrolled, and that's even during the pandemic. So even though we saw like a
012little bit of a decrease, like that's still, you know, we're still significantly over capacity in that school, in that particular school. And Hammond's already at a full capacity. Even if this new school turns into a middle school, I mean, that's going to be 10 years, you know, down the line before it materializes. And so I had asked the question with the budget questions about what, you know, what, what information do we need to make the decision on whether that's going to be a middle school and it was said that staff needs to conduct analysis and feasibility study so I was just wondering what if you could. just talk about what the timeline is for that. Because I know this new school has been in, this new school has been in the budget for a long
013time and it kind of has, I mean, I know we did the Ferdinand T. Day School, but it's, it's continues to kind of get pushed back. And so just trying to understand what, what do we need and how can, and when are we going to make it happen, you know, to determine whether this is going to be a middle school or what the middle school solution is going to be. So we'll be able to come back to the board with more of a timeline, I would say, in February, March timeframe of because we really are trying to focus so much now on the high school project, trying to get Douglas MacArthur completed. You know, we still have the same number of staff members. So I just it will be difficult for us to add for
014me to definitely add that to the staff's list of things to do right now. But it's something that we can definitely come back to you February, March timeframe, the board. to share kind of what timeline we're looking at. But there are multiple things we're going to have to investigate beyond just the middle school. Just looking at all. of our enrollment projections, especially through this COVID-19 world and how that is impacting all of our schools is going to be a major concern and something we're going to be investigating this spring. And I think it's probably going to go well into the fall of next year as well. But I think that will be an opportune time for us to start revisiting some of the conversations around. capacity at the middle school level specifically. Yes, because I
015would say that the, I mean, the new school is separate from the land acquisition money, right? So there's always that to think about. And what we did with Fridenhahn T. Day, that was... land and a building. So there are, you know, things out there. And I do think that we were going to have some discussions about this if we hadn't shut down in March. I believe there was something, I remember there was something on the meeting agenda that I don't know anything about it, but I know it was going to be something about this kind of discussion. And then I think it was maybe like March when it was supposed to be happening and then it didn't happen. So we, I know people are thinking about it. So we just. have to keep. And now
016I think, you know, we need to really, with the way the economic conditions, we need to keep our eyes open for things. All right. So if there's anybody else about any of the others, then I think we've gotten everybody for that renaming. Dr. Reeve? Okay. Thank you. One of the questions, too, I had asked about You mentioned looking at the enrollment data, Dr. Hutchings, and I had asked about one of the budget questions was about the Potomac Yard development and how many students were coming out of that new development that's been happening in that area. And the answer was that it was going to be shared with the board, I think, in advance of the budget adoption, the CIP budget adoption. But maybe, I know you will have a lot going on, so maybe that's...
017going to be like a little bit later but um i just wanted to like understand about that timeline but speaking to the other uh to the other um items that i submitted i mean i think my my you know my concern that i was getting at with with all of these ads is that looking at our cip budget over the years if you you know i mentioned this before that It's hard every year we get the 10-year plan, and we don't really see, like, the history and how things have evolved. And it is interesting when you go back and look because you see how, you know, there is this history of projects are always getting delayed, delayed, pushed back, pushed back. And just, you know, knowing we've had this narrative that we haven't invested enough
018in our school buildings and we haven't, you know, modernized and built new schools. on time, you know, as we've needed to. And so just trying to, you know, think ahead and how to keep these projects like on, on schedule. So that so one project that I'm particularly concerned about is the George Mason project, because, you know, I'm in terms of like, what's going to happen with the kids when that building is being constructed. So I wanted to just have an understanding of the options that we were looking at. And so my understanding is, you know, we're going to get the feasibility study in the spring. It will be completed about that space. And that, you know, it does seem that it could be feasible to build on site there. And then another possibility is the
019Minnie Howard building being a swing space. Or the third possibility would be finding swing space elsewhere. And so I think each of those options has like a different timeline, right? Like we can't start the project until we have a place for the kids to go. So if it does turn out that we would need a swing space somewhere else, It would seem to me like now we would have to be like working on that in order to stay on the current timeline for this project. So, so I'm just kind of pushing us to really you know, just get some clarity around when that decision is going to be made. You know, how much time do we have to, you know, not make this decision or how might it impact the timeline if we don't make
020the decision sooner? So I don't know if you have any thoughts on that. And I'm glad that the, to understand that the 28.5 million is still available in the. City's budget, but I'm also just wondering, you know, we had a conversation with Council about how this would be an opportune time to perhaps purchase property because, you know, there are, there might be more property that's available at a lower cost right now. So I would also like to understand what steps we're taking to actually do that. so that we don't miss this opportunity. So if you could talk about those two things, I would appreciate that. So, and thank you, Dr. Reeve, for that question. One thing I do want to make clear is that when we were looking for land options for the high school
021project, and we were working with the real estate attorney, we were also looking at potential options for all of our future projects as well at that time. During that time, there really was not a lot of places even for elementary schools. And we shared that with the board. Now that, you know, I was happy to hear the city talk about all these particular potential locations that we could put a school at at some point in the future. And that does give us some hope in looking for some potential swing space or potential new school space that we could acquire some land or buildings with this new wave of of real estate that might be out there. But that wasn't the case. We've been looking for land for every year since I've been here, I know
022for sure. And it just hasn't been available. So this may open some doors for us so that we can actually bring some potential sites to the board, move them forward. But we're constantly looking at potential land opportunities and building opportunities. So I just wanted to make that clear to the community. So that was to answer your second question, but what was the first question that you asked? I had asked about enrollment and then the George Mason project, because another point I guess I wanted to make was like, if we are, you know, looking at building onsite at George Mason adjacent to the building existing, or if we are looking at using Minnie Howard as a swing space, I think like, you know, the sooner we can start engaging the community around those issues would be
023critical because it's you know it's never fun when the community finds out kind of late in the process about a decision that's been made so I think you know that's so so so the enrollment updating um and then um or the Potomac yard you know that question and then and then the George Mason project So the Potomac Yard, we are still kind of working on some logistics in regards to the Potomac Yard project because that was, it's dealing with Virginia Tech, it's dealing with the city. Amazon, there's a lot that's going on with that particular site. So we're still working through some logistics around that. But with the George Mason Elementary Project, I know Ms. Gulick, she can provide some more insight. We did start that conversation last year when we began doing the feasibility
024study at George Mason. in trying to get that at least that process started. And then of course we went into our global pandemic that we're in right now. But Ms. Gould can talk to in regards to like the process and how it works from the time that we now know. when we're planning to open a new building and how we work backwards from that. And what is that timeframe of identifying the particular swing space and getting into a pre-design phase, getting into a design phase and things of that nature. Ms. Gulick, if you can talk to that, it would be greatly appreciated. Sure. Thanks, Dr. Hutchings. And I want to touch on, because I know I do recall the question in your board questions about Potomac Yard enrollment, and we are working on that. We
025have to, in November, we get all the students, we map them, we make sure they're in the right place. So we will provide a brief on that soon and in the coming weeks about how many students actually are there. I would note that the major residential development in Potomac Yard kind of hasn't happened yet. So it'll be interesting. to see what happens when that comes online. Regarding George Mason swing space opportunities or not using swing space, I think as part of these, because when the pandemic hit and some of the other projects we have going on, we kind of put those feasibility studies on hold. We are intending to pick them back up in this upcoming calendar year in January and hoping to have some community discussions on this. You know the swing space timeline
026it really depends on what you do if you're if you brought up many Howard if we did something like that you know we got the the swing space approvals and most of the construction work done for Patrick Henry to use that from a car for within a year and so. With construction funding being three years out still for Minnie Howard, that would even allow us to, if we did find a potential land opportunity, to buy and renovate within that timeframe. And so I agree with you that those are, and I think we all agree that those are decisions that need to be made and hoping that we have a significant conversation about that in the spring in conjunction with those feasibility studies. If I could just make one quick follow up to I remember chair
027Anderson bringing this up last year that when you look at the the summary for the CIP, it really helps when you have that open. You indicate when the opening of the school would be because you know there's like the lag time there's like first the design funding and then there's the build the construction funding and then it's like two years later when it opens, but like I was trying to in my head like figure out okay if you know, the high school project, if it opens in fall of 2024, you know, would that be time to get the George Mason, you know, to use that as a swing space based on their timeline? So just, I think adding that into the CIP summary is like super helpful. Thank you, Dr. E. If you know what,
028I was just sitting here thinking that to my, but actually forgotten that I'd asked that before. I was trying to count up the, when the open thing should be in my head. So that is very helpful when you don't have to keep track of it. You just see it as a square. So thank you. Anyone else with anything else? Okay. I don't see any hands. I don't see any hands. So. I think that's all we, is that all we have on this work session, right? I mean, we have a meeting afterwards. And Ms. Nielsen, do I have the, does Ms. Nolan have the language for that meeting? Yes, but I believe we also have some policies. Oh, do we have policies? Do I see them on here? I thought we were supposed to have policies,
029but are they on here? Or is that part of the meeting? Oh, why are... Policies are a part of the work session. That's the next agenda item. Oh, it is policies. You know what? I'm so sorry, Ms. Aberzazy. We talked about this for quite a bit. And I was thinking, where are those policies and why did I not see them? Right. Don't go anywhere yet, people. We have policies. So I'm going to turn it over to Ms. Aberzazy. Thanks so much, Chair Anderson. Hello, everyone. Hello, board. I'm so sorry. I think, is it still necessary? Could Dr. Hutchings or maybe, do we still need to formally close out the add-delete process and determine that? We don't need another ad to leave me. I mean, I think. Well, yes. Thank you. Thank you. What would we
030do without everybody? Thank you for the process points. Yes. But I we only had three people at the at the one thing. So so I figure so I made an assumption, which I shouldn't do. So is there and I can't see everybody with the thumbs up, thumbs down. So I would say. If you are thinking we need a second add delete session, if you would raise your hand on the electronic hand now because I can't see everybody's hand all the time. There are two pages because we were thinking that we didn't need one and we've talked through these issues. So I don't see anybody's hand, but thank you, Ms. Gentry. We did need to make that because Mr. Turner would be wondering, do I have another meeting or not? So I don't think we need
031the second work session. And so now I'm really out of my game here. Sorry, Mr. Turner. Yes, I just wanted to confirm the ad. So I just want to be clear if we are changing that project name to middle school or if we're going to leave it as new school, just so we'll know as we're moving the documents forward. Okay. I saw there were three people who are really, I guess, four people maybe because they were two similar. No, three people because they're... Dr. Reeve did both. So there were three people. So are there any additional people for the changing the name? If you could raise your hand on the screen. It's not a, it's really a thumbs up. It's not a vote because it's a work session. But again, I can't see everybody's hands
032and this would just make it easier if there are additional people. Okay. I don't, I don't see any. So I think, I think we're good, but thank you. I'm definitely not. Thank you. You know, I never do this up and down thing very well anyway, right? I get rather confused about that. All right. So now, without further ado, Ms. Abruzzese, we have been waiting. We have been pushing policy off for some time. So we are eagerly awaiting what you have to say to us. Thank you, Chair Anderson. Good evening, board. We are going to review 10 personnel-related policies this evening, or I should say eight technically, and then we've got two related to law enforcement. What we're going to start doing regarding policies and presenting to the board, because the meetings are so full this
033year, there's so much going on, you're going to start getting about 10 policies per work session, every work session. So just small bites. and we can get through the work. So for this evening, we're going to start the first policy is GAAB. This is telework. The changes you'll see within basically the regulation, which follows on the next page, are that we have tried to distinguish between individual telework requests and mass telework events. in recognition of our new reality, the new state of the workforce, so many people are teleworking. And during these public health events, the bulk of our workforce is teleworking at the moment. We recognize that our telework policy and regulation really only addressed circumstances prior to the pandemic where it was a very limited circumstance where an individual could request telework. So really,
034if we just scroll through this regulation, what these changes are attempting to do is just distinguish between individual telework requests, unique circumstances, and when we have mass telework events, adding definitions to distinguish between the two, and also cleaning up the forms. At the end of the regulation, the first attachment was a request form that in the past did not distinguish between the two types of telework. It is now revised to distinguish the fact that you only have to submit a form to request telework in advance when it is a unique circumstance, an individual request, when the bulk of the workforce is in person. And then the second attachment is a telework agreement we drafted for all personnel who are teleworking just so that everyone's on the same page and the expectations are clear as to
035what is involved in remote work. And because we have so few policies this evening, unless you disagree, Chair Anderson, I suggest we just do questions at the end of all of them. Does that work? Looks for me. Thanks. Okay, so we'll move on to the next one, which is policy GBD, cross-referenced as BG. This is formally called board staff communications and has been retitled employee feedback protocol and communications with the school board. This is a policy that will look familiar to you because the board already reviewed this in January and February of last year prior to the shutdown. We had some feedback at that work session that there were a couple of additional tweaks that were requested. You can distinguish between the new changes. They are in orange. One of the requests was that Any
036concerns could be communicated to any person in the employee supervisory chain and not merely their direct supervisor. This is in line with our communication protocol that's on our website. And then the other change you will see in orange, which is in the second paragraph on page one, is adding in that the superintendent also meets with representatives of advisory councils. This was to bring our language in line with superintendents directive regarding teacher advisory councils, just to recognize that the superintendent meets with not just employee associations, but also various advisory councils. Okay, moving on. The next policy is GBEA. This is unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance. This policy comes to you as part of our five-year review cycle. It is also before you to update amendments to 41 U.S.C. 8103 and
0378104. The revisions have been made to align with the current language in those statutes, including the definition of controlled substance. You'll see in the first paragraph where anabolic steroids and alcohol have been tweaked there to recognize the fact that the legal definition of controlled substance does include anabolic steroids. Alcohol is not considered a controlled substance, so it is addressed separately to distinguish it from that definition, and because controlled substances are the focus of this policy. Prohibited possession and use of alcohol on school property is governed by Virginia Code 4.1-309. It is addressed in other policies, KGB and CLA. Moving on. to policy G.C.D.A. This is effect of criminal conviction or founded complaint of child abuse or neglect. These revisions reflect amendment of Virginia Code 22.1-296.1. And that amendment prohibits each school board from employing any
038individual who's been convicted of a violent felony. That is a change. And any crime that is included in the definition of a barrier crime in the Code of Virginia, including any offense involving the sexual molestation, physical or sexual abuse or rape of a child. The change in the language of this section of the code does provide narrow exceptions that would allow the board to hire an individual, allow the board but not require the board, to hire an individual convicted of a felony, not one of the types of felonies that I just listed. Whereas in the past, the board was prevented from hiring anyone convicted of a felony. That change is now a violent felony. There are narrow exceptions, as I said, to the school board hiring an employee who's been convicted of a felony. There
039are parallel provisions for contractors and their employees who have direct contact students. Again, the law previously provided that any felony conviction was a bar to employment for the public schools. Next policy is GCL. Professional Staff Development. This revision reflects enactment of Virginia Code 22.1-298.6 regarding the new requirement for the school division to provide mental health awareness training for each teacher and other personnel. You'll see the revision on the bottom of page one in blue. Again, this requires the board to provide this training and also requires the staff listed here to actually take the training. It may be online training and this training is required, as it says in the statute, at least once. It is not required annually. Next policy is GCPD, Licensed Staff Discipline. This revision reflects amendment of Virginia Code 22.1-307. This revision
040has removed the definition of incompetency for the purpose of establishing grounds for the dismissal of public school teachers. Incompetency does remain a basis for dismissal, but the definition was stricken from the section of the code, and therefore this definition was also stricken from the policy. Policy GDQ is next. This is school bus drivers. This is another policy that the board has not seen for five years. So it's coming to as part of our five-year review cycle. It has been updated to align with several sections of the Code of Federal Regulations. Current requirements, especially regarding alcohol and drug testing. And if we scroll through the policy. We see there are some updates to reflect the proper definition of controlled substances. It lists all of the different situations where and when, so if there is a pre-employment
041annual requirements for alcohol and controlled substance testing and reporting, they're all spelled out here. A pre-employment query is required for the commercial driver's license drug and alcohol clearinghouse. There are requirements, again, as I said, to perform an annual query of that clearinghouse. It also requires, if you look at the bottom of page two, you'll see some of the stricken language that was prior was titled required testing, that section that's now covered in the eligibility for employment section. And on the third page, there's a large section titled notification. That relates to 382.601. This is discussing the employer obligation to promulgate a policy on the misuse of alcohol and controlled substances for employees operating with a commercial driver's license. And then we move on to policy CLA, reporting acts of violence and substance abuse. This revision reflects
042Amendment of Virginia Code 22.1-279.3, subsection 1. That revision eliminates the requirement for, and this will be familiar to you because of our recent discussion of our ACPS and Alexandria Police Department MOU. And I should have mentioned that we are moving into the two policies that are related to law enforcement at this point. The revision to this section of the code eliminates the requirement for the school principal or superintendent to report to local law enforcement certain acts that would constitute misdemeanors. And it requires that when the principal reports any act that may be a criminal offense to the parents of a minor, that the principal must also notify the parents whether or not the incident has been reported to law enforcement. So the main change here is that the prior requirement, mandatory reporting requirement, was to
043report any criminal offense. to local law enforcement and this has been changed to any act which may constitute a felony. And the different incidents or acts that apply are spelled out in this section of the code. If we move on to our final policy for this evening, which is KNAJ, Relations with Law Enforcement Authorities, there are also changes in here that you will be familiar with. The first change is the same one that we just discussed in CLA, which is the change for principals and superintendents instead of being required to report acts which may constitute a criminal offense, it is now only a felony offense to law enforcement, therefore eliminating required reporting for misdemeanors. So that same change you will see in this policy and then the other changes all reflect as we discussed during
044the MOU, the fact that if a school division has an MOU with the local law enforcement authority that that MOU must be reviewed every two years, that it must be posted on the website, that there must be public input during that review, and finally the other change that is reflected here as well is, and this is in the MOU section on page two, there is also a recognition of the fact that there are new Virginia Board of Education regulations coming out that will be effective January 1st of 2021, which require any MOU to address the use of seclusion and restraint by law enforcement in school settings. That was discussed thoroughly and included in our revisions to the MOU, but we are required in policy to recognize that that is a requirement, a required element of
045any MOU. And now I'm ready for questions. Okay, I think, well, probably, it's probably best because of the sharing the screen, if we go one by one to see if there are questions so that we don't have to have Susan go back and forth about everything. So is there any, sorry, everybody's got questions already. Are there telework questions is what I'm looking for right now for the GAAB. Yes, Madam Chair, this is Heather. Okay, go ahead, Ms. Thornton. Thank you. Thank you so much, Ms. Aberzazie. We always appreciate you keeping us on top of our policies. Quick question regarding the telework. I noticed that for the section on the individual telework, that it specifically says that employees will not be reimbursed for any work-related expenses, but it does not have a similar wording or provision
046for the mass telework section. And I was wondering if that is because like we actually do in light of COVID and the pandemic crisis, are we actually reimbursing employees for some work related expenses such as like having to purchase a higher internet or any other equipment challenges? Do we do that currently? And is that why we did not include that in the policy? This might be for Dr. Hutchings, actually. Or Ms. Abruzzese, I don't know. Whoever can answer that. No, I appreciate the question. I will look through the specific language of the regulation. And if we omitted that, we will add it in. It is covered in the telework agreement, which is attachment to, which will apply to every employee who is teleworking, whether it is through a mass telework event or through an individual
047request. It is included in that agreement that equipment is not provided or it is not reimbursed, you know, such expenses. But if it needs to also be in the actual regulation, I'll double check it. We can add it there as well. But it is currently in that agreement. Okay. Thank you. Okay. Ms. Gentry, do you have one on this telework? No, I do not. Okay. Mr. Suarez, telework or no? No. Okay, Dr. E? Yes, my question is about telework. And I want to follow up to Ms. Thornton's question. That was kind of a similar question I had. I know I've seen some other divisions have been reimbursing staff members for internet in their home. And I was curious if we have had to provide internet services for any of our staff members or assist them
048in getting internet services. were considered covering that expense. I think, you know, I mean, I have been concerned about the additional work-related expenses that employees might be having to pick up during this time. And, you know, I don't know, you know, what kinds of other circumstances we might have staff members with a spouse who's been laid off or that kind of thing. So I was curious about that. And then I had a couple other questions about this policy. On number three, up on page two, it says that employees must keep track of how their time is spent. And I was wondering if there was some kind of standard way that they're expected to do that during telework. Maybe it sounds like you all use the time clock system. remotely or something, but I was curious
049to understand more about that. And then also why the telework policy is not grievable. I think that comes near the end. So if you could talk about those three aspects of this policy, that'd be great. So I'll talk about the first two and then Ms. Abruzzese can talk about the last comment in regards to the telework. So first, I want to say that we do provide some of our staff members with wireless internet, such as our Kajeets, the same things that we provide some of our families. some of our staff members they prefer they already have you know internet service in their homes something that they currently use and that type of thing so we don't provide that to every staff member but for staff members who need it absolutely because it is for now
050that when we're in this virtual world it is a necessity in order to do to do your job so we do provide Kajeets for families or for staff members who do not have their internet service What was the second part to your question, Dr. Reif? It was how employees are, it says that they have to track. Oh, their time, yes. So right now you and Dr. Wilkins can elaborate on this, but you can still do your tracking online through our computer or online service with some of the tracking. You can also email. But Dr. Wilkins, if you can talk to our Time Clock Plus, as well as I know we're going to be transitioning into an upgraded. time clock at some point too. But Dr. Wilkins. That's correct, Dr. Hutchings. So in February or so,
051we'll be transitioning from TimeClock Plus to another software called ExecuTime, which will allow us to do some remote time in attendance. But right now, Dr. Reed, essentially those folks who are on contract are still being paid per contract. So there's no specific kind of hourly tracking, except for, of course, those folks who are coming in on site and clock in as per normal. So that's how we do that. And we do also have a paper form that's available if we can't do it online. Dr. Hutchinson. Thank you, Dr. Wilkinson. I know Ms. Aperazzisi was going to respond to the final question. Sure. And just to expand on that second point for a moment, though, I know that the... The provision that you mentioned, Dr. Reif, on page two about employees keeping track of the work
052performed and meeting agreed upon deadlines, I know that the thinking behind that language was just to speak to the fact that while teleworking, employees and their supervisors need to stay in touch, having agreed upon you know, check in regular check in schedule, have the supervisor be abreast of all of the tasks that the employee is working on, you know, just speaks to open communication, I think is also the point of that clause. Constant communication, since we are physically separated as to what the expectations are, what the timelines, the deadlines are, what everyone's working on, and a regular check in schedule. As to the grievability, my understanding is that, so we have for licensed staff and support staff, we have grievance policies and grievance procedures that adhere to state regulations. My understanding is that there are
053certain causes that are grievable and certain things that are not grievable. And that is a determination that is made by the board and the board attorney that is spelled out. I'm happy to discuss this with counsel and have a note sent to the board explaining exactly why this one is not grievable. But I know that there's definitely a legal determination made there. And there are certain things that are grievable and there are certain things that are not. Thank you. If I could just follow up, I guess one of my concerns was, you know, it said that employees had to record the work that they were performing. And then I was just, you know, concerned if that wasn't clearly explained to them that expectation. And then, you know, later, could they be penalized for that and
054also not have the opportunity to. you know, grieve that situation. So that was kind of why I was asking, but I did have one other question about the telework policy, Dr. Hutchings, and that is, you know, are we going to still have snow days or not? Because I know that this is a very hot topic. So this might be an opportunity for you to weigh in on the snow day debate. Well, the snow days won't be student snow days because students are currently not in the building, in the school buildings. However, we do have some staff members who report into our buildings because they are essential staff. So we still will have to call school division snow days for people who are reporting into our buildings because at some point, you know, our roads are
055going to be. full of snow and ice and it may not be safe for them to drive the work. So if there is a snow day, the snow days will be for essential personnel reporting into our schools during this virtual world right now. It's a good question, though. We just talked about it last week. Yes, inquiring kids want to know, right? Ms. Abruzzese, I know we talked about that you were sharing these policies, all of these with the EAA reps. And did we hear back from them? Have they made their comments already? I received no comments back. I don't know if Dr. Wilkins has. No, we received no comments, but we did share this with EAA. Okay, because that's always helpful. I always find that helpful because then we know that there have been eyes
056on from the EAA. Okay, so I think if there are no other questions on telework, then we'll move on to the next one. And so now if we have ones about GBD, BG. Let me know. Maybe just, I see there are three people with their hands raised, but I don't know which one. And I just thought bopping around all the policies would be difficult. Okay. Maybe none for that one. So we'll go on. And now GBEA. And just talk if you have one. I don't hear or see anyone that's new putting their hand up. So let's keep going, please. All right. GCDA. Is that for anyone? Okay, we'll keep going. GCL? Okay, let's keep going. GCPD? Nope, that doesn't seem to be the one either. Okay. GDQ? Okay, let's keep going. CLA? Okay. KNAJ? Is
057that, does someone want to? Is that yours, Ms. Gentry? Okay. So my question on this is, you know, in terms of when I'm... I'm seeing the language that says the law enforcement officer will be responsible to verify that the student has had contact with their parent, guardian, or legal custodian. So one of the things that, you know, I think has been helpful for everyone, you know, following the MOU process to understand is that while while they are in the building, they are not ACPS employees. And so I guess I'm just wondering if you can walk through, is it the MOU that, I guess I'm curious as to how we can monitor and enforce this particular thing in ensuring, even though they are not our employees, but ensuring that in fact, you know, they are following
058the language in this policy as to how the notifying parents and that it is being done. So that was, it was more, not so much a request to change language, but if someone could just explain to me how that works. Sure. Thank you for the question. The language is pulled from our revised and recently approved MOU. And so I would ask Mr. Carlton Gerald, who is our coordinator of security emergency operations, if he could please address that. He might want to speak to that. Sure. Yes. Yeah, that's a great question, but it is specific in regards to what it calls out that during this entire interview that it should rather have someone there, a principal or designee present throughout the entire interview process. So that within itself is a fail safe that as an ACPS
059employee that we have a duty to basically inform that parent or guardian or whomever about what's. happening in regards to their, with their child. So obviously it's there for a reason and that's what it is. Yep. Also, I think the statement, a part of the statement being included there was to ensure that if there was ever, you know, a police officer questioning a student, that they don't make the assumption that a parent has been contacted, that they're also verifying. So it's just another checks and balances that can occur to prevent a student from ever speaking to an officer without their parent knowing. So we already have the school. making some form of contact, the police officer and showing that there was some form of contact. And it's just another checks and balances. And that was
060some of the reasoning behind putting it into the MOU to prevent it from happening at all. And may I comment also, Dr. Hutchings? Yes, please, Dr. Wilkins. And also part of... making sure that this happens, Ms. Gentry, is that in the new MOU, there's a heavy emphasis on education and training of the SROs as well as the school staff on this requirement. There's also a new reporting requirement in the MOU, if you recall, that requires that to be documented. Then the third check that we also have is we have that quarterly performance review, which will look at such cases as another means to make sure that parental notification is taking place at all times. Thank you. Thank you, everyone. Madam Chair? Yes, Ms. Green, is your question about this? No, it's not. I'm sorry. But
061I think we passed the one I wanted to talk about. I'm not quite sure with the calling out of letters, but it was the one about the hiring of felons. Oh, okay. Yeah, we'll go back then. I guess, is there anybody else for the law enforcement one? Okay, so maybe we can go back to the hiring felons one, please. Policy GCDA. Thank you, and I'm sorry. I should probably have, it was going by quickly, so. No worries. And Ms. Haber-Zazie, I wanted to say I'm glad this is not happening to you at the 1030 hour, as we used to have you. It always fell at 1030 when we met in person. So I know this is a lot better for you. So on this one, my question is, and if you could talk a little
062bit more to, you said that this policy works in parallel with our contractors as far as hiring felons to work in our schools. I want to know, how is that enforced? And do we follow up upon that in the hiring of felons with our contractors in the schools? Great. Thank you for the question. That's a great question. I think I should let Dr. Wilkins handle the specifics, though, of how that is implemented. Okay, thank you. So within any, let's just say, call it a construction contract, there's a requirement for that particular company to ensure that it conducts the checks to make sure that its workers are authorized, if you will, or approved to be around children and particularly to work in and around a school site. And so that responsibility to make sure that that
063actually happening falls onto that contractor, then, you know, itself. With respect to how it's enforced, we rely in our procurement office to make sure that that contractor knows of this requirement. And of course, it adheres to the respective requirement. Should they be found, then of course, we would take the appropriate administrative action. Thank you. So just to follow up, that happens in the procurement process? Yes, because in the contractual process, we cannot hire someone who cannot work on site, right? Work in a school setting. So within the contract language, right, we require that the contractor make sure that they hire someone who meets those particular requirements. Okay, thank you. Yes, it does. Thank you. Thank you, Ms. Green. And I should point out that when we are discussing contractors, the provision in the law related
064to contractors and their employees prohibits specifically employees who would have direct contact with students on school property during school hours or during school-sponsored activities. Great. Thank you, Ms. Aberzazen. Okay, so now let's go on to the, I think, is there just one left? And then we can find out. Is this the one we... My question was on the very bottom of the very last policy. Okay. I guess not that bottom, the bottom of the substantive text. Maybe the page before that. Bottom of the page. It's hard, I think, with this sharing your screen and you can see less of it. I had it going on my screen separately too. Just let me know. Down a little more. Down a little bit more, maybe. Are you referring to section five on the MOUs, Mr. Suarez? The
065MOU thing at the very end. Yep. There it is. Yeah. So, so, so my only question is. is relating to, it kind of goes back to the discussion we had last time and what the purpose of the review is. We obviously had a very, I think, good and democratic process in amending the agreement this year, but we obviously had a divided vote on that issue where some didn't want to even continue with the MOU. And so I think it would be prudent to make clear that you know, it's not a foregone conclusion every iteration of the review that it would be amended or affirmed every single time. And that the review is really to consider each time using data, whether we affirm, amend, or terminate, or rescind, I don't know what language would be more
066appropriate, the MOU. But I don't want the community to get the impression from this that it's automatically going to be amended or affirmed with each review. Thank you for that point, Mr. Suarez. I'll make sure to add that in the revision that goes to the board for action. Yeah, I'm just looking. So it's whether we do it as well as doing it. Yeah, okay. That's a great point. All right. Anybody else for ones that we maybe went by and I called out the letters and it was hard to match up with the print? I don't see any. So, well, that is, I agree with Ms. Green. It's much better to be doing this at, not at 1030 at night when we're already quite tired. It's refreshing, isn't it? It feels like we actually, it's not
067painful at all. All right, so we look forward to the next crop of 10 and these will be on our board meeting for next Thursday, right, Ms. Ambrosisi? These will be up for consent. And then the next batch of 10 to review for information will be January 14. Okay. Great. All right. Now I think that we are, you know, it's funny with the spreadsheets for an agenda setting, then I get all these topics in my head and we talk about them and then I forget exactly which day they're happening. So now I think we're finished with the work session.