Policy & Personnel Committee Wed 10/8/2025

001Good evening, ladies and gentlemen. Uh my name is William Medina. God bless you and welcome. This is a call to order uh meeting of the policy and personnel committee. Today is Wednesday, October 8th, 2025. It is now 5:31. We're here at city hall in conference room 3054 45 Lion Terrace. Um with us is board committee member uh Joseph Sakalik online. I see Miss Marissa Estraa Himenez. Uh here with us also board member Robert Traver and Mr. um I'm trying to look Albert Benham Gahales. Um and we have the superintendent here and so his cabinet here with us. So first item for uh in our agenda is approval of minutes dated uh for the special meeting September 16 2025. Do I hear a motion? >> Motion to approve the meeting minutes from September 16, 2025. >>

002Second. >> A motion properly second. All in favor say I. >> I. >> Thank you. That passes unanimous. Uh next item uh number two is discussion and possible development of the following policies. And we have A through K. And I believe the superintendent wanted to share something with us. So long at all branch >> just to share uh uh I had a visit with my executive cabinet this morning and we would like for you to consider tableabling item A, B, C, and G in order for us to have a little bit more time to kind of figure exactly how and what we need to do as we uh collaborate together to uh uh to change those policies. Uh so if you can consider that we would be uh appreciative. Do I hear a motion hearing?

003Done. We will >> repeat again with it. >> Absolutely. That was A B C and and number two and letter G. But there was four there hearing a motion. will move forward. Um, a is contract language as proposed in the March 2025. Missy Menace, >> thank you. Um, let me turn on my mic. So, what I'd like to propose um from the team here is that instead of going through the >> through these items 2 through K, a A through K that we bundle them based on policies just to make this conversation more cohesive rather than jumping around because some of these items do touch multiple um the same policy. Okay. Can you identify the ones you want to bundle? We can bring them forward. >> Yep. So my motion is I would like to

004bundle items to B, E, H, and J to be discussed during the comedy I mean comedy committee policy. Item D to be spoken with a public meetings and executive session policy 9150. Items F and 4B to be spoken in the meeting conduct policy. Item I to be spoken through in the construction and posting of agenda policy 9130. And then lastly, um, item K to be spoken in the public hearings policy 9190. >> So moved. Um, you have you have those listed, so we're going to uh have you uh lead with those. Uh, do I hear a second? That way we can start this discussion. I'm kind of kind of confused about the bundling. >> Missy Mattis, would you like to discuss are the bundling? >> I know they're similar, but there are some some are

005separate in the state policies, are they not? >> So, great question, Joe. So, the majority of these items are actually part of our bylaws. There's only two items that are completely separate policies. um and that would be the lottery and the procurement policy. So that is completely separate than our policies and we should handle them as such. So if you're looking at items B, E, H, and J, those items are all addressed um in our com uh committee policies. So that's why I'm proposing to bundle them like in that manner so that we can talk about all the changes at once rather than going back and forth >> and chair. >> Yes. Go. >> Can we just get the numbers of those? >> That if you mean the numbers of the policies for the committee

006policies. >> Yes, I can. The committee policy I think it's not 9280. Let me just double check. Yep. Committee policy is 9280. >> Thank you. >> And that is for B, E, H, and J. Correct. >> B, E, H, N, and J. Correct. >> Yes, Mr. Trey. And also I would like to welcome um Mr. Andrew Woodson that's online before I recognize Mr. uh Trawood please did we act on the original motion to table >> there was no motion made the superintendent asked the committee to table and the community didn't come alive >> and there was no motion it was a recommendation there was no motion >> that okay that's what I was asking did we act on that request we did not There was no motion. >> So we're then moved on. Okay. Thank

007you. That's I was confused when we moved to other business and so >> yeah I'm still strugg Yeah. I'm still struggling with group indeed. Do you mean discussing the changes that are embedded in different policies at the same time? Because that seems like it might be a little bit more cumbersome and tackling them one by one within the same groupings. >> So I could come up with your ideas. >> No, I get what you're trying to say, Joe. So there's not any separate policy. So for example, item B, finance committee to approve all financial transfers over $25,000. That's a new thing and outside, it's not stated in any other bylaw. So what I did was which is completely up for discussion in the committee's policy where we're identifying the financial um roles and responsibilities of

008the superintendent and the committee. That's where I put it in. So that's that's how the the bundling took place. So that is for item B. For item E, make calendar requirements for all the subcommittees. I added that as well as part of this co um committee policy so that we have a calendar for each of the committees. Um >> go ahead. >> Yeah, I think I get where you're going. Pretty sure now I think pretty sure I know where you're going. So you want to start with you want to start with the broadest policy and pull in the smaller pieces into it. >> Exactly. because it truly doesn't make sense to have these like oneoffs to be its own policy. >> In that case, was it seconded? Was there a second? >> Yes, you did.

009All right. Well, that wasn't >> I guess second and then we can vote on. >> So, now we'll vote Miss Jimenez um on your motion to he seconded in making sure that there is it's on the record that it was seconded to put those together. So, B uh E, H, and J is going to be discussed now under policy 9280. So we'll start with that discussion now. >> Very good. So in the >> No, I just want to say correct. >> Yes. Y >> Okay. So all in favor let's vote on that now. That mean we we're moving on forward. So all in favor say I. >> I. >> Okay. That motion passes. So now we're going to be on item B, E, H, and J. So finance committee to approve all financial transfers over

01025K. and and so on. You can sorry you can end those. So um so just want to preface the committee policy by saying um yes Be H and J are included in this but then we also had a meeting with CABE September 30th and their edits were also incorporated in this. I will say I had a conversation with Jody from CA as well yesterday. We had a very good discussion. he sent around edits that he once incorporated into this um around lunchtime today. I did not have a chance to incorporate that. So just noting additional changes will be required to this policy. Um my intent is to gather the groups changes during today's meeting and then I'll collectively make all the edits at once. So the the major changes with this policy is that we're

011clearly identifying um what a special committee is, what a standing committee is. Um and we're also um clearly identifying that board members that attend a committee meeting do not have voting rights. And from now on, whenever this passes, if this stays in there, they will be able to speak during public um comment. So, we're incorporating public comment into the committee meetings as well. And that was a suggestion, a suggestion that was um requested by Cabe. Um, and the most important part of this committee is that we're creating what I would say subsets to the policy and we're explicitly stating what each committee will be doing. So out of last week's meeting we and it was confirmed that we should bundle of finance and facilities to call it the operations committee. So I incorporated that change

012as long as no long-term changes facilities changes are part of that that would be its own special um meeting. Um it clearly articulates what the function of instruction and support services committee and policy committees are as well. Um and then we're also stating that the personnel committee is a meeting of the whole and a special meeting as well. And that kind of summarizes all the changes that have taken place in this policy. And I will say out of all the policies that or bylaws that we're going to be chatting about, this one is probably the most important. Um, and last but not least, um, I did get input from Cabe as well that our roles and responsibilities should be, um, split up between what the superintendent and his cabinet is responsible for versus what the

013board or that specific committee is responsible for. Sure. >> I think we have >> I'm just I'm a little confused on the interpretation of Miss as how she presented it that these came from cave. I want to go on the record that I disagree with that. Uh and so I you know we agree to disagree, but I want to go publicly on on on notice saying that I I'm not in agreement with some of the things that was proposed. uh when you when you group these these items together, when you talk about, you know, again, I know we're bouncing between, you know, um each policy and, you know, having things approved by the committee and then moved to the full board. The three committee members don't have the authority to approve anything. It's a recommendation,

014but the language that's being presented to me is that that committee is going to approve something. >> Again, maybe it's just like your interpretation. My interpretation is a little different. And I just want to make sure that you know this committee, you got to understand that I'm going to disagree if I feel that it hinders the work of the administration. Uh, and when you when you tighten the belt on how we do business, we won't be able to do business because we we always have to come back and convene with the committee. The committee doesn't work every single day. Uh, and that's going to hinder the work that we do. So, I mean, we can have a deep conversation. We can be here to midnight if we need to be. I'm gonna disagree because I

015feel that it it's it's pulling the authority of the administration and doing these. This is the first beginning of it. But when you dive deeper into these policies, you know, it it's it's troubling to me as a as the school superintendent to be able to do our work. We've had a deeper discussion with my staff and we won't be able to do anything. Every step we have to we have to give a step. got to go backwards a step to let the board approve something. That's just not the way we do business. And so I just want to again go on the record to say and I won't say anything the rest of this meeting. There can change and do what you need to, but I I I I ask the committee to table some

016things because we still are very unclear of what you're trying to do. you know, our interpretation, my interpretation is is not in the best interest of this district. Uh, and so, uh, I've reached out to the school attorneys to try to make sure that I'm clear. I'm trying to understand, you know, what CAB has the guidance that Cave has given the board and has given me. And right now there's a we're way far apart. So just approving it through the committee, I'll get in front of the full board and I'll state my same, you know, issues that I have with it uh in order for the full board to to to make that final decision. But part of a committee is where we work together to try to get the clarity that we need on

017each of these policies. Uh, some of them are needed and I and and I I I left a whole slew of them because I want the board to make some final decisions, but some of them where I felt that we don't have enough time in the day to really flush them out, I I I just I can't I can't I can't agree to anything because I think it's going to hinder the work that we're doing. Uh and and again, I just want to go on on on on statements saying I I just I I'm I'm I have I have I have issues with things and uh I just don't know how we're going to be able to do any work, you know, and and that is where I am. And uh again, I will I

018will, you know, refer back to the to the board to the committee chair and we'll we'll just kind of have to get what we can get from you guys and we'll go from there. >> Thank you. I see a few hands. I'll acknowledge you guys in a second. I see the two. Um just want to make sure that right now we're only the only one that I see that was uh suggested to be put on hold that we're discussing at this very moment that Miss uh has mentioned is only the finance committee to approve all finance and this is what it's titled. Nothing is being approved in this committee meeting. Again, this is not what we do in committee. in committee we discuss and we possibly develop something to move it to the full board.

019So right now this is all the discussion nothing is being pushed to the full board. This is staying right here right now because this is how it is formulated formatted for a discussion and possible development of these policies. So I want to make sure everybody understand that that's where we are right now. So contrary to what uh Dr. Avery just said, we're not trying to make any decisions here. We're trying to have these discussions to possibly develop these things. That way, we can send them over and make a make another meeting. Eventually, this is going to have to become another meeting once we finetune whichever ones together. Like right now, Mr. medicine got B uh excuse me uh B E H and J which is under the 9280 policy to find out how do we

020incorporate those those things in there that way we can make that suggestion and then move into the full board. So I want to make sure everybody understands the format that this is actually written and what I mean formatted and written is this agenda. So this is only a discussion for a possible development meaning we're developing we're getting our minds all together nothing is being pushed to the full board today in these matters in uh item number two Mrs. >> Yeah. A couple of things I agree with the superintendent and disagree with the superintendent. I agree with Mr. Gomez and I disagree with MZ on a couple of different points. definitely can't be. We're definitely aware that we can't I'm pretty sure we're all aware that we can approve it at committee level. There's like language

021stuck in some way that says approve rather than review. I mean we should definitely be review as far as moving on to the full board. The committee to my recollection never voted to merge the two committees of finance and facilities. And in my in my mind, I think that's a very horrible idea. Was a mistake when we did it the first time and it'll be a mistake to do it a second time. It was reversed because there was too much work on both of them. So, I'm definitely against that idea. We can discuss that a little bit more. I just want to give you a 500 foot overview first of what I'm thinking. Um, second, some of the stuff already exists. We we sat down with Cave and Cave told us, not Cave, I'm sorry,

022the state, >> we should be reviewing and approving line item transit. I don't recall if they put a number on it or not, but that's our purview. If we give Mr. Uno and Dr. A Dr. Avery to give Mr. Unquo marching orders to do something in the budget, he got X amount of dollars in each bucket. If he messes with each any of those buckets and moves it from one line to another, he needs to bring that to the board for review. And the natural place for it to come first would be because finance unless it's something really really pressing that needs to be done fast, >> then you give off to the full board. >> And and that's something that's already supposed to be done. We as a board traditionally in the last few

023years especially dropped the ball. Boom. end the line if we as a board we don't stay on top of it and we say okay it's a one time thing we don't say we say exactly I haven't done it Dr. Avery Dr. Avery I'm upset with this line transfer like him we approved $1 million on line A all of a sudden it's $1.2 $2 million. Oh, we just had to move it in because that that would be an unacceptable answer to the board because that usurps the board's authority to oversee the budget and to approve the line item transfers. I I don't foresee any emergency situation unless you need to pay a fire department to put out a fire an active fire on a building that we can't get together as a board and approve a

024line item transfer at a special meeting of some sort that if it's a essentially so so that's something that already exists right there and um so we the lottery policy we got to be careful with that they um we're doing E right um calendar replies to the ST committees that one requirement is only as good as this enforcement we can say we're going to meet every Wednesday every uh third Wednesday and we can still change it we can put in there that um we can yeah we can put in the requirement it doesn't matter because this if somebody can't make a meeting you don't have a quum it's going to get cancelled anyway regardless of what the polic policy says nobody's going to be able to make themselves available with a death in a family

025or a conflicting personal personal obligation that takes precedent over it and there's no importance and I've seen that happen in the past but everybody should be striving to make their meetings and scheduling them ahead of time so maybe put in there but just be aware that it's going to be a policy without any team and what do we uh hire being by the city like clockwork. Um, and a forensic audit. I agree with it in spirit. I started calling for a forensic audit approximately eight years ago when I first joined the board. Each and every year, each and every step. The reason it took so long to get is because they're very expensive. They're very very costly and I can see signs where we got it but to put in a policy every five years

026maybe just dropped it was requested because we could already do that. I could ask for the next finance next finance to have let's do an audit. Let's do a forensic audit with a be that's already in power that's imbued with us. is just explicitly stating a power that we got as a board to call and it's a power we got to use wisely and policy should be ordered on a yearly basis for updates. I'm not sure. I think there's something I think it's bianually now on a rotated basis between the series. There there's some there's something embedded somewhere. I can't I can't call it out right now. But there there is not sure if it's a policy or procedure. It's so it's I I'll find it later and forward it um when my mind's a

027little clearer. and the roles and the roles and responsibilities of the superintendent and uh or that also exists somewhere in our in our preliminous policies procedures and >> is it is it policy or is it >> bylaws? um that that policy, right? There's a policy it's embedded in as well. >> But you guys are requesting to move that into bylaws and I'm not governed by bylaws. Board is and so policy gives me the authority and it outlines what the responsibilities of the superintendent is and it's based on the the superintendent's certification abilities. That's why it's in policy. bylaws don't really I don't I don't I don't adhere to polic I mean bylaws that's that's the work of the board to help you you know you know fine-tune the work of the board as a whole

028uh the policy is for us to run the district and so that's where that's where things are getting a little >> we both mentioned in the pol in the policy not the I'm pretty sure it's a policy isn't It's not it's not embedded in the body >> so it is through the ch. So what what you have is the 9280 that defines what each committee is responsible for. So this would be a if you choose to pass it through the full board this would be a board bylaw 9280 that would define each committee and you have in here that you have the operations committee. So you would want to look at that again. And then under each committee, you have the superintendent's roles and responsibilities and then the committee's role and responsibilities. So I think

029what Dr. Avery is saying is having superintendent roles and responsibilities as part of a board bylaw seems to not mesh with what the bylaws are, which the bylaws are for the elected board members how to run. the superintendent is not an elected board member. Um I know the the policies you're referring to is one that says you know the superintendent shall you know yes >> as part of but but for these policies if you want each committee set up under this 9280 and define the rules and responsibility of the committees that should probably be for the the elected board members on those committees and maybe think about taking the superintendent piece out of these and just defining what each committee member should do on that committee as part of your bylaws because like Dr. You

030said the bylaws govern the elected board members, not so much the superintendent. And you know, if you if you wanted not to have the finance and facilities committee together in operations, then if if you want to have a policy that defines each committee, then that's something for you you guys to discuss and figure out how you want each committee there. But I think there there is a cave document that defines superintendent roles and responsibilities in board that might not necessarily be a policy that might just be a general guidelines for for the boards and superintendent uh you know and but I think you have a lot in here and I think that's that's why you know the idea of bundling these because there are things like for instance the finance committee approves anything over $25,000.

031So that's part of the finance committee's roles and responsibilities which we're saying if we had some more time we could look at should that be a board full board responsibility rather than the finance committee to approve the 25,000. So, it's things like that like if we had a little more time to kind of go through and share. That was the reason why I wanted to kind of pause those four so that we could we just took what you guys recommended to us and re reviewed them. And when you read what you provided us, it doesn't make sense to me as a superintendent, you know, because it says that you when you look at the finance committee, you approve things in the written documents that was provided to me. So that's why it was just so

032fuzzy that I just couldn't make good sense of it and I just I I just needed more time to really understand exactly what you're really wanting, you know, and we hadn't had a chance to really do that. And that that was the only reason for pausing. We don't want you guys. You're going to do what you want to do. That's fine. But but but it just helps us to help the district to do the work. And that's all I'm trying to kind of get the clarity on is there's a lot if you look at what you gave there's a lot you know and it's just hard for us to really go through line by line and figure it all out. That's really my only you know hesit hesitation >> right what you just mentioned now

033and pointed out in the reading is the reason why we should be discussing it at a committee level even though the conversation hard because right now I can offer a motion to change within the whole entire document anywhere the word approve appears to be replaced with review and refer the full board >> because that's actually more in line with our rules >> I agree but But that's the conversation that we I needed to have. So, um, yes, he's on the committee. I'm next. Sorry. Mr. Go ahead, Mr. Cher. No, she's ahead of me. Right. >> Go ahead, Mr. Traver. Okay. I thought committee went first. Okay. I I I I think that's what we're doing, though. The problem is is I hear it is this is you got a whole bunch and you want to

034review it but part of what this discussion is doing is elaborating and discussing on what it is we're seeking. >> So I I just hear that in this discussion. So you just clarified one point in that last exchange of sentences, if you will, as to that you needed that you need to hear clarified um to understand better. Um and um another point just for my own edification is uh it says here um in item E make calendar requirements for the subcommittees. Are we still confusing subcommittees here? Based on last week's meeting, we don't have subcommittees. >> So, we're talking about committees here, right? >> Yes. >> I assume that's the case, but I see in still subcommittees from my assume our language a month ago when it was on the agenda a month ago. So,

035okay. I'm just again >> I just wanted to clean things up. Um and I heard the discussion on financial transfers. Um so those were just a couple of quick questions by me. Um and um I think that's all I want to talk about right now. I I have another item I want to get to to clarify our intent. But >> thank you. >> That's what we're trying to do is just clarify intent. Um since this is just discussion. >> Thank you. This was part of the the meeting that was held not held up that we had the 16th and we postponed it and we were gonna have the meeting the 30th but then we had the other meeting on the 30th. So that's why it just stayed the same. We just moved it forward the

036same way and we should have caught clarify. >> I I agree with you. I had a problem. Miss please. >> So I wanted to clarify a few things. Um first of all I didn't say K made all these recommendations because they did not. They made some of the recommendations. Specifically, they wanted um when they saw this, they wanted split up. Initially, it had all the responsibilities bundled up and for the sake of clarity, they wanted to make sure that we weren't creating further fuzziness with what the superintendent's work is versus the board's work. So, I can I can certainly jot that down. That was something um Jody actually referenced during our call yesterday. Um so, the intent really is to not have board members investigating or developing specific type of um material. That is you

037your job um Dr. Avery. So that's why we were trying to build specific kind of boundaries of what superintendent is specific to these committees, what you're responsible for, what we should be responsible for. So um just wanted to make that clear. And then also just to kind of piggyback on what Mr. Sakalivic said, this is our first time talking about this. So, if there is any um ambiguity as part of any of these items, now's the time to talk about it. We we've already postponed these items twice already. So, I this is just a collaborative effort and certainly the committees don't have any approval process any approval of anything. The responsibility is to refer to the full board for approval with the ex exception of that financing option of um the transfers over $25,000. And

038the reason for the $25,000 figure is because um there was no suggestions made previously. But I do know that the board on an on on any type of contract approval, anything that's over $25,000, um the board has to approve it. So I'm repurposing that dollar value there. So that's where that $25,000 come comes from. So that that's my piece. If there's any other questions of where something came from or anything like that, you know, feel free to ask and, you know, we'll obviously this is a collaborative effort. Make the changes that you guys want in here. Um, so yeah, that's all I I wanted to say. >> Thank you. Um, I see you here, Mr. Traver. you know, and in light of being transparent, uh, I just want to make sure that everybody understands that

039it came to my knowledge through the the the workshop that we had that there has been a document out there shared with some and at all uh that I think has been muddying uh these conversations and I know you've been having these things uh referred to this committee for some time like you mentioned it's been you know held back a little bit and and postponed but there is a document one second Mr. Woodson, I see your hand, sir. After Mr. Traber, but there is a document that is out there that I'm trying to get my hands on uh that's been discussed on this table right now with by multiple uh individuals. So, I want to make sure that we all can get our hands on that document that we can all, you know, use that

040and see how we can apply it if we see fit. And it had to do with uh, you know, putting together the roles and responsibilities of each committee and all that stuff which was mentioned in the workshop, but we've never seen it. And um I'm waiting for Mr. Jod to try to share that with me that way we can uh all have it and and and see it. So that's what I want to say as far as you know being transparent. There's something on there that not all of us have and we should all have it. U Mr. Traver. >> Yes. Um and in regard to the substance of this discussion um uh um one the language that says that non-committee members will speak during public comment. I I don't agree with um I don't

041agree with this concept of there being a public comment section and I don't agree with the concept that that's when we can speak. Um we have uh long held that um uh the uh chair controls the meeting and the chair will allow us to speak as you've just done with me and I think that's the way we should continue. Um members of the committee speak uh first and then non-members of the committee are allowed by the chair to speak after the members of the committee in a rotation. Uh, and I think that format has worked for us and shall continue to work for us. Um, I think we want to clarify that in the bylaws. >> That's what I was suggesting and we need to clean that up. Uh, we tried two years ago and

042it didn't work. Um, and uh, uh, we want to clean that up, but I think that needs to be cleaned up in bylaws and not changed completely to have a public speaking format in a committee meeting. Um, I think that uh it was discussed last week that some committees in the past have allowed the public to speak. I think that sort of informality that would allow the chair to do that is an acceptable thing and we might want to put that in the bylaws. It'll the the allow the chair has the um the authority to allow non-members to participate in a meeting. um recognizing that authority or and giving the chair the authority to do that as we have done in the past um would be also another item to put into the bylaws appropriately

043um and enabling the chair to do that. Um so those are my two opinions or my two bits on those things. Um this um I would disagree on the taking the superintendent out of the bylaws and here's why I would say it is just looking at 9280 um which just disappeared on me on 9th of spring. Um anyway 9280 made reference to the superintendent is going to send out a notice of the committee meeting to the entire board not just the members of that committee. uh we had a problem at that more recently uh and so I would rather that stay in there to make clear that the superintendent shall do that. Now we didn't have that problem with Dr. Avery obviously but we want to make it clear that certain things are going to

044be done by the superintendent. Now obviously that doesn't mean he's going to do it himself but he's going to make sure that happens um as Dr. has been doing. Um, but we want to make sure that certain things are going to be done and they're referenced in there. The posting of the bylaws, uh, has been a problem over the last three years. Um, and so we want to make sure that that's there that the bylaws are going to be posted for the public. Um, and that should be done. Um, so those sorts of things should still be left in the bylaws to make clear what obligations the superintendent does as the employee uh that the board deals with. So, I'm not I I think we want to make sure that we you know I I

045heard your point about not overburdening or overdoing it in the bylaws, but there are some things that are appropriately referenced in the bylaws as defining what duties the superintendent has that are enabling the board to function, if you will, and that need to be mentioned in the bylaws. >> If I can if you I'll get you right now and Mr. W. still got you if you if you do need to re raise your hand. Uh but that's I think that's the point that we want to get to Mr. I'm on the point of you know uh we were silenced you know a couple years ago about two years ago and we want to make sure that all members so that's why we want to implement what like what you said to find out how can

046we put in uh our policies that in committee that all board members will be recognized you know they have an option right now I guess the board chair to recognize or not and we want to take that power away from them because we want to make sure all members have and I think that's what Kate was mentioning through the workshop that they had a section I guess that you know that they should be speaking in their opinion was that they should be speaking as public in those uh committee meetings with something that we can agree >> just I love and respect them um this is an area that I disagree with them >> no pastor I like the way we've been doing it and I think we need to tighten it up and clean it

047up so that it's clear >> like we want it straight And I think one of the ways of doing it possibly and I know people are uh taking notes is maybe through committees that the BOE uh uh members will be acknowledged you know uh and recognized to speak in and any other committee members as so >> it's it's an easy fix in relationship I believe so >> that's what we want to do >> and and it failed to pass >> that's what we want to do >> yes sir Okay. Go ahead. If you do one. >> No, no. He put his hands down. So, >> yeah. Just to clarify, I think it might help just to read what you have now in 9280 concerning the uh board members participation. So, right now it reads while

048board members may attend meeting of committees they are not a member of, they shall not participate or vote as a member of such a committee and shall not participate or be present in portions of committee meetings held in executive session. Notwithstanding, the committee chair may recognize them to speak in the portions of the meetings open to the public. That's what you have now. That was in TW as of 2019. >> That's correct. That's number four. >> And then the the proposed change would be while board members may attend meetings of committees, they are not a member of shall not participate or vote as a member of such committee and shall not participate or be present in portions of committee meetings held in executive session. Notwithstanding the committee chair shall recognize them to speak >> and

049the portions of meeting open to the public. >> Okay. >> So the changing of may to shall >> is is more of that >> derived. Yes. So >> but it's going to have to get deeper. Like I said this is only I want to make sure I emphasize it to everybody and the public can hear this is a discussion and possible development. So we're in we're in this process uh to do it collaboratively also. But again, even that doesn't clearly. It only says it in one section which is through public comment. And we don't want that. You know, we had an issue. We had an issue before in the executive session where there's things that were happening and we want to be more transparent and more unified as a board covering ourselves now in the

050present and also in the future. So that's the one that we want to focus misses when we sit down again and and discuss these things especially that number four paragraph where we just read here and this is why also I mentioned to everyone before when I became a board member to sit down like he just said sit down and actually read it as a group and see where we are and see how that we develop those changes to the policies and or bylaws to read it first to come together and and have a discussion like this and you know next meeting that I will be having you guys will all be informed that I will be opening it up a lot more in my committee to make sure we have a kind of like an

051round table we don't have to wait for each other we can actually share with each other if it becomes messy then we'll go back to you know kind of like Robert's rule order and re recognize people but I think we can sit down in the table together in this committee especially to just have discussions and talk with each other and share what what do we see as possible especially when we want to make sure that we you know respect everyone's role and we want to make things easy for all of us to move forward. Uh so you had your hand >> um Mr. He says >> he just >> we just read the only difference is the changing the word may >> which was the intention of last time invest one of the as a

052committee as a board not to sacrifice the good in the search for the perfect is that one word change is very powerful if we say we give if we give all Dr. a I said he should do something. He said I should not I have to and he perfectly legitimately have that answer. That's why the legislature when they write laws they're very careful in particular when they use the words should, shall, may, must. Word shall is not an option. You shall recognize the committee members. Amen. That still leaves open the chair being able to recognize anybody who wants to speak. If we got five people in the room that are members of the public and they raise their hands, I've done it before. Mr. Benah has done it before. We've recognized them. But once you

053recognize them, you got to give everybody the same opportunity to speak. and it could get under control unless you if you if you got you got to use it discretionary, but you can't cut somebody off because they're saying something you don't like when you just saw somebody speak and said something that you do like. So that's up to each particular chairperson whether they can control that kind of dynamic, but they haven't. They do it down downstairs at the city council meeting. Every city council member sits at the table and they get to speak going around and been legal for years. So it shouldn't be such a struggle just to change this one word from may to sh to get us to do what the city council has been doing for decades. What boards everywhere else

054has been doing for decades and actually the word may shall hadn't been very recently. We're just trying to plug that whole well actually passed I think originally trying to change it was a whole chair five years ago but then things calm down I thought it would never happen again. Well said and I to want to emphasize he was emphasizing it and then it does clarify there but then it it doesn't clarify in the other areas and that's what we want to do >> a whole separate policies >> to do the whole thing finish >> no just one more thing I just want to respond to that I said so >> we gota change this thing's like a lot we gota change one thing at a time we get that language changed shall made to shall

055boom. We got that. We put it up at the next level wherever the heck it needs to be that's not clear our family. But when you're looking at your committee members, you see when you're holding a committee meeting, committee chairs shall force all force. But shar member, we not board members. We we work together with everyone, you know, each one we work for the district, but I know we have we have one person that we um talk and we discuss and was employed for every you know like said we have we have nine bosses um but we work very close close to him. The only thing I can say is we are us the board members. We are nine board member elected because the district because the people elect us people trust trust us having

056Mr. um sucker say that one person say something as I me I'm a I'm I'm a board member but I'm a part of the committee of course you recognize me to say something that doesn't mean people got to get upset with me because I say something and you commit it. I know I have the voice, I have the vote, and I can, you know, talk not in committed, but at least my concerns, you know, what we talking about. So you can, you know, I'm not said they listen to me, but at least people can understand because people were outside, they see us, they say they come to me and they come to one of us board member. How come you cannot say something and then the committee? How can you not talk about the committee?

057You're a board member, you know, you we elect and that's what people see that. So listen to you know all all of you and everything and I respect everybody's decision and opinions and vote but we have to understand that we are elected because the district is watching us you know that's want to say that for the record I hope I'm very clear what I said. >> Yeah. Thank you. Let the public knows you know we are elected and and you we want to hear more from you guys and every step of the process. So you guys are welcome to come and meet with us call us email us. uh we're available uh to you guys and we should be answering you guys whenever possible um and have discussions. So long as it's not a quorum,

058we can meet and have discussions and you know uh work things together. But definitely we want to make sure that every this is why we want to do this some of this work now is we want to protect the voice of every single board member now in the present and in the future. Well, I mean, I could just I've been around city council. Not that I'm comparing notes, but I tell you how they function and it worked flaw flawlessly over the years. In summary, every committee has committee members. Other board members can attend the meeting. However, the committee members have preference of speaking first. Board members have also will be given the right to speak by the chair their own opinion, their own concern, their own views. They cannot vote. That's given, but they're entitled

059to express themselves and their concerns. The idea something was mentioned about having board members speak during public hearing. To me, that's a no. No. Because if a board member speaks during public hearing, the committee members do not respond to any comment made during public hearing. You just hear, you don't respond. So what it means, you are ignoring your own board member who just spoke in public hearing because you're not even entertaining. You just heard what they said. You can't even respond to them why you doing what you're doing. So that idea of having board members speak during public hearing to me should be a no no. >> I apologize. I don't think anybody said the word public hearing the way it was written in the >> No. He's just calling it something different. He's right.

060>> Yeah. But a hearing when you make a public comment at the same time hearing is something different. >> But it's the same the same point. We do not respond to public comments at our meetings. >> Public comments, public hearings. >> Yeah, we do not respond to public comments. Never. He's correct about that. He just missed mis. >> But if you have a board member kind of talk during public comment, it falls in the same trap as a regular >> public >> and that's why we don't agree with we won't do that. I would love to see the language that the city uses if there is a language. >> Oh, they do. They do. >> They think so. I would love to see you. >> Okay. Yeah, you already got my hand. I appreciate it.

061Thank you, Mr. Menz. Uh >> something on this topic just before we move forward. >> Yeah, actually I was I was raising my hand just to kind of attempt to move us forward. Um I will say I am taking notes and definitely noted what you just said, Nester and Rob, about getting rid of the public comments thing. Um, I did want to just like ask everyone if they had any qu any um thoughts about the subsections for for this policy specifically for finance facilities um the four um policies. Did you see something that's glaring and that needs to be removed or something that's missing? And which one again? >> So it's same policy. Um but wanting to know if you guys found something in the actual specific um committees where we're identifying them if something's

062missing or if there's something like grossly incorrect that needs to be fixed. So that would be in the subsections instruction and support services committee. um finance, facilities, and policy. So th those are the subsections I'm referencing. >> Yeah, we're definitely going to have to touch upon that, Miss By Mannis, when we identify what are the committees that we're going to be uh establishing through through the board. um because to go into them now I think will be um especially when I want to see that other document that I referenced before that there is something out there that was shared that can probably give us some insight on you know what should be in each one of those committee meetings uh and I know we're trying to structure even that meeting possibly combining some or not

063combining some and and you know putting one as an IH committee or a committee of a So once we identify all that, I think that's when we should put all these things in there in my opinion. Yes. >> We just wanted to make sure for your records going forward that, you know, Dr. Avery before suggested, you know, taking out all the additional, you know, there's about four or five pages worth of new new definitions of the committee to the policy. And Dr. Just wanted to note that maybe taking out the new language of superintendent roles and responsibilities, keeping in the current language of the superintendent in 9280, but we would, you know, through the committee recommend that we have more time to think about the appropriateness of of that superintendent language in each of those

064committee policies while respecting the the committee's view that yes, the superintendent should appear in bylaws and policies, but we're just questioning the the extent of the roles and responsibilities that are that are about four or five pages of additions to the to the current policy. >> I agree. One of the things that we established as you Mr. ret. One of the thing that we >> one of the things that we established and we were trying to do in the last meeting on the 16th was uh with Miss being kind of like the the person that's going to be um you know putting things down on paper is to having that document that we can all see it and it's a living document though we have the policy though we have the bylaws up but that

065we have a breathing one that we're making changes and edit that we can share with one another meaning our our committee in this level and then through Dr. Avery with you guys in the cabinet. That way you guys can see where we're thinking about word changes where we'll be lining them and things like that. That's what we want to see. That when we can show it to you guys here, you know, because this has been since the 16th. So, it's been 20 plus days that this has been out there even prior to this. So, definitely we want to have you guys have that. That's why we said only missing medics is going to have access to that document to make changes to maintain through our committee and then push it over to you guys. I

066mean you guys see it, read it, you guys want to revise it, add or subtract with your it'll be a living document. Then when we bring it here to a to bring it to a vote with us to move it to the full board, it'll all be done. It'll be all, you know, complete. We don't want to rush anything, but but we want to get the work done together. And that's why, you know, we'll move forward from this part right now. But definitely we want to look at that like you said to look at his role and what is it fine and I'm sure I'm 100% thousand% that he's going to get to us and tell us this is good. This will get us to work together think he's going to tell us. I I

067don't have a a doubt in my mind. Mr. U Traver. >> Yes. Um, and my answer to Miss Estar Himenez is um that no, I don't know yet. Um, because I have not fully reviewed it and um I I I would I would understand that the administration wants to provide input too. I can give you a quick for instance. Um under ISS um you have a list of uh uh services that the superintendent would be managing and uh services that the committee would be overseeing. Um and the the first one that leaps out to me is extracurricular activities are not in either list and that would include athletics and other programs that are not there per se. Now, we could argue they were um covered in some way under the last one, but I I

068would I would suggest at the heading manages student support services including colon. Um in both of those, you say including but not limited to just as a catchall. Um because there's always going to be stuff that we didn't include um when you try and make a list. Um, and so, uh, you do that as opposed to trying to have an all-inclusive list. You're offering that list as an example of some of the stuff, not all of it. Um, and then we don't have to worry about it having everything in it that we want to cover. Um, because there's always going to be something that comes up that we're we're looking at now. Um, so I will be taking a look at it, but I can't say that I have looked at it with a fine

069tooth comb yet. I have skimmed business. >> Thank you. >> That language is in it's in superintendent responsibility included, not limited to. >> Well, it's in both of them. >> Committee responsibilities included, but not limited. >> Right. And I would just say you would add but not limited to, you know, you're just not saying this is all of it. We got it all right here. It's we're we're trying to give you an idea of what these duties are, what what this committee is looking at, but we can't necessarily say we've got it all. >> Yep. >> Miss Marzer, what's the next section, Miss Mattis? >> So, the next um >> I apologize. I just want to be respectful to Mr. >> I'm feeling a little I try to make this critical, but it just needs

070to be said. feeling a little unstructured here. Um, we're jumping around too much or a 90. We I'm speaking we don't have a road map at this point in time. We don't have an agreement or a decision how many committees we should even have. We need to have a deliberate direct path to get these things done. When you got a big job, how do you eat an elephant? One bite at a time. We need to take a small bite. I think the first small bite we need to take is deciding how many committees we want to have. Then once we decide how many committees want to we want to have, we define them. >> I agree. That's what I said earlier that we have not done that yet. So, so at least at this very

071meeting, we should be able to discuss and refer to the full board how many committees we want to have. I prefer just the separation out of separating out the um personal from policy which seem to be a big one and keeping finance and facilities separate >> and then and the initial definitions of that. Then we got those five committees. Then we know what we got to define and then from there we can define the communities which we got a good framework for already that just needs a little bit of work but what we need to know if we need to define and finance of audience. >> Yeah. Unfortunately, that's not in our agenda items and I want to be sure we stick to our agenda item and know that that's why I mentioned it before

072that we have not even touched that and until we do that we can't define all because we are adding and subtracting that I said earlier about maybe uh two minutes ago that we have to you know do that first before we try to add and define the committees and what their roles are and their responsibilities are. Love it. And for the chair, I again I think that's I mean you nailed it when you when you when you brought you just brought that up because I think when you say you know how are we to to even provide added value? We don't even know where we're going to go with this. So you're right. I think it needs to be if you got one, two, three, four or five committees, we then we'll have some guidance

073as to where we need to put these things. Right now, we're doing this, doing this, doing this and but we don't even know if we got two, three, four, five committees. So, we're we're we're spinning our wheels, guys. So, I think we need to just take what we have, put on an agenda, figure out your committees, and We can't do that for you guys, you know. >> Well, that's what happened because of because of the meeting that had that workshop that happened kind of like put a little speed bump and then made this look the way it looked because that was discussions were made already before about those committees and all that. So, we were having conversations. We had it before uh through the state meetings that we had in the training and all of

074a sudden it got stalled and we started having discussions and then the workshop happened. So, right now, let's move forward with >> I'm sorry, you had a comment. I think you had your hearings. Did you? >> I I did. I I tend to agree with both of these gentlemen. Um that that um and so I I only had a question. Um Mr. Scaliv has mentioned twice last week and this week. We've done this before. It was before my time. When did we do this before? and um operations committee. >> No, be merge finance and >> point of information. That's right. >> When did we do it before? >> Um the first very first meeting where we all argued. It wasn't called operations committee. You are technically incorrect, but it was called finance facilities committee. Yeah,

075it was the merger reference without board control and we had a problem merging the two largest committees with the most work to do and concentrating in one hand and things like >> that was >> last year >> three yeah >> oh okay I don't remember that >> yeah that was well when when we were I'll give you a little recollection when we when we elected uh >> yes okay all of a sudden and committees came out and then she just didn't against bylaws and all this, you know. So that being said, Miss what was the next group as we move forward, please? >> Um the next item is public meeting and executive session policy 9150. Um and that coincides with item D. So meeting policy minutes, posting minutes, um but uh BPS website within 7

076days like FOYA and posted on the website for 12 months. So that's um a transparency item. And I'm also wondering for the construct of this, Dr. Avery, it um kind of explain the thought process behind it to make sure the cabinet kind of understands what each of these items are. Um, so in public meeting and execution, it's really just adding um a sentence and I'm just trying to pull it up on my end now. Basically just one sentence stating we need to post our meeting minutes. Um, and I don't believe that's there now. The reason why I selected seven days is because it coincides with FOYA. So it's rather than saying 5 days or 3 days or something like that which would be much harder from an administrative perspective to manage just keep the seven

077days. Um and that is on page 29 of the bylaws. So what what's the thought process and with that one I guess and not the language per se but the thought process behind actually posting our meeting minutes within 7 days and for 12 months. Any discussions about that? Um, as we agreed, go ahead and take a minute. Yes, Mr. Chamber. Yeah. Um, we have them on there for a lot longer than 12 months, don't we? >> That was >> posted on the website and uh >> years. >> Yeah, it's it's it's a it's indefinite right now. the posting of all the minutes um is posted on the website and it's indefinitely that way you know. So that one I would suggest you know during the discussion is to note that that way we can pretty

078much just you know kind of like cross that part out the posting of the uh on the website for 12 months or to the school calendar. Um >> I feel uh you know scratch that out because it is done indefinitely. You can go right now and look at 2020 uh and look at the minutes and all that stuff. So >> the new website Oh, I'm sorry. >> Well, it should be all. So right now they are still merging and they're still with my understanding a little, you know, hiccups with >> difficulties, >> but but they're there. Oh, yeah. No, they're there definitely and it's still the other one is still there actively. So that website is never going to end in the sense of it's going to go away. So you can go to the

079old website and still see minutes probably you know again like I said 2020 and 2018 I think I even seen 2014 or whatever but there definitely so that's what I mean on that one if we can definitely um if it's again scratch that one out that part of it that and um and then we can just start discussing if there's any discussion about uh the minutes being posted uh within the seven days like for you. So right now you're saying that there isn't that specific statement of a guideline on when should be posted and you're suggesting that it should posted within seven days just like for you. Correct. >> Correct. >> Any discussion of that as we move forward? >> Yeah, I believe it might be the actual actual requirement. I believe Miss correct. when

080what >> the the timeline that we should be they should be posted by >> seven days. I'm trying to say >> that's correct. So FOYA indicates that it needs to be within seven days but our bylaws don't say that. >> Um >> so that's why we want to add that then because then we'll be in compliance with foyer laws and if that's a recommendation and it will probably help them. I don't know what days they've been putting in specifically but >> Yes sir. Just to the chair, it's already a law. It's just the recommendation is to make it part of your we're already complying with the law. So it do you want to spend the time to say that you know spell out the law that we're already complying with in the policy? That's just

081basically you need to consider. Yeah, it's it's a matter of just adding it and it's done because it's already being done like just did right now and um it's a complete >> I reality I'm sorry >> I I can think this point there that it's a redundancy that's going to cause extra work and if we do this one what about the rest of the fores we explicitly spell Then is that we could I think we could do something broad and general board education will shall follow all statutes and regulations of the state of Connecticut or something like that broad and will encompassate rather than pick out. >> So right now the first sentence in the policy says in compliance with legal requirements a complete and accurate set of minutes. So I guess the proposal is

082to further define what those legal requirements are. So it's, you know, it's kind of the chair. >> Yeah. I I like what Joe said. I think >> the use of board book would automatically do that for us. We're still using the functionalities of board book. So >> it should automatically probably within 48 hours, we should be able to get those things up, posted, and moved on uh effectively. Again, we're still transitioning uh and I think a lot of that's going to take care of itself. So you can, you know, you can, it's all about a lot of it is is making sure that we're doing it and making sure my staff is doing it. And so we just got to I got to do some some some checks and balances with my staff to make

083sure it's done. But the board book piece should be will they'll up the agenda. They'll they'll get the minutes. The minutes will is all electronically done. It should be able to be posted up there in in in a matter of just less than seven days probably. we got to just do it and have someone consistently on making sure it it comes to life. >> Yeah. I I I like what both of you said, which is essentially we don't I don't think we need to to point these little thing place these little foyer reminders in our policy if you will if but I do think it's a good idea at some point as we're transforming the website to put a FOYA summary in there a sort of highlight page of public information page about FOYA. and

084how they're compliant with FOYA or whatever highlights that FOYA requires us and just let people know. >> I can click on the for on FOYA requirements you use a link to FOYA and that just says FOYA requires us to do XYZ and here's the link to the FOYA pay FOYA state thing and just let people know we're we're all for it. here's what it requires and here's how you can exercise your rights if you think we're >> I like where you said as we transform we're going to get things better things that works for all of us then we'll be able to make it a smooth >> transsees in our policy to do it that way >> um and I think that's that makes sense >> thank you Mi what's the next uh >> yeah

085so just to kind of summarize to make sure um I got my notes updated. We're going to get rid of D. Um, but we do want to replace it with like a link like a foil link. These are all the requirements that need to that we need to abide by and then just have that link speak for itself. Correct. >> Yes, ma'am. >> Yeah. And possibly, you know, small recommendation possibly, you know, when we talk about the word that you just read typically parenthesis for you when it says lost, you know, just to identify for you. then they can go on the website and look at what the four esters are, >> right? >> Just a small. >> Yeah. Thank you, Missy Menace. >> Yep. Okay. Next one. Let's keep rolling. Uh meeting conduct policy

0869160 and that coincides with item F, update policy around public comment. that is a requirement for all regular and special board meetings and described that only name and affiliation parent teacher etc are required. So this came out of um us forgetting to put public comment on a few of our meetings and I think what we need to talk about is do we feel comfortable putting public comment in our special meetings? That's not something that we've done historically. Is there a reason why? Um, so kind of want to hear from from the team here. Is there a preference one way or another? >> Uh, Mr. Sakon then tra Mr. Public comment is already part of special meetings in new bylaws. And the reasoning behind having it there was because a former chair abused the process, canceled

087regular meetings and had special meetings which included which did not include special public comment at the time. And the reason for it being restricted to agenda items only was to not make the meeting overly long and have just come out and just take any old pot shots. And at the time at the times it was getting cancelled was getting cancelled when it was controversial subjects on the p on the thing. Like for instance if if we should get a runaway chair again going into the next budget season or we thought about budget cuts. We got budget cut A, B, C, and D. Cancel the regular meeting, special meeting. No public comment. we don't get to hear from the constituents and that that that was the reasoning behind that policy change at all before and I

088believe it was a reasonable change we got changed to stand and stay stay as is not many people come out anyway to speak for public comment that's special meetings the one recommendation that's in the public comment is to change it from two minutes to three minutes >> which I absolutely agree with and there was some disagreement as to whether we should only do 10 to make it stay 30 minutes or to hold to it hold it to just the first 15 speakers and just make public comment in the beginning 45 minutes before starting off and there's that's another thing where we have to make a decision as a board I just keep talking about it start we went to 30 minutes we went to 45 minutes seems we all agreed on the three minutes you

089know the three minutes is an agreement We might not all agree on 45 minutes at the beginning of the meeting. We might all we don't need us all to agree. We need five to agree and that's going to rule the day. >> Yeah, >> exactly. So on and that one I do recall um that we were speaking about the three minute and it was somewhat of a great consensus on the three minute but there was a debate about whether we were going to uh have the 15 people under the regular meeting but I believe it was one that was in question that it was 15 so that will be it were 45 minutes and the suggestion was made to move it to 30 minutes keep it. So that means we were going to uh just

090say that it would be 10 speakers not uh think knowing that we have a right as a board to open it up to more than 10 by vote of the board and I think that was that consensus on that one. Um but we definitely got to make some decisions through through here then we move it to the full board that way it can become a vote because that's what that's I think that's the only thing that is missing. Yo, do Yeah. Is it Ben? Oh, you go ahead. >> You even said my name. >> I did before. I appreciate it. Thank you for keeping me on it. I appreciate you. >> Go ahead. >> So, look, I actually didn't agree with the vote on that change, but I you did summarize it correctly. So, it

091is what it is. Um, but on the special meeting, Joe is correct. And I want to be clear to anyone that doesn't know the history. He's talking about pre that superintendent that chair it was scheduling meetings not recent history little longer ago history. Yes. Um, so this isn't we're talking now. Unfortunately, in recent history that sharers started using special meetings and not putting public speaking in there. >> Yeah, >> that is clear. It's in the bylaws that public speaking should be on the agenda for the reasons Joe described, but public speaking is limited to agenda items only. It's that's the restriction on public speaking. Agenda items only. In a regular board meeting, people can come and speak to whatever they want. We've had people come speak to their own special new curriculum ideas that aren't

092on the agenda. We've had people speak to all kinds of things, but in a special meeting, they can only speak to what's on the agenda. Going back to what Joe just described, so that previous superintendent years ago who was trying to put budget cut items on an agenda at a special meeting, they could speak to those cuts. That was the point. Um, so, um, I think that we should keep it that way. I like the way we have it in a special meeting. They can come and speak. Um, and we'll get to the issue of how long and how many, uh, when we get to the full board and vote on it. So, I think that should stay just the way it is. Um, at public at regular meetings, they have the number of people

093in the amount of time that we're going to decide and can speak to whatever they want to speak to. that special meetings they can speak only to agenda items. >> Miss Med. >> Yeah. So, I just wanted to um kind of I'm comparing the language between the regular meeting and special meeting. Special meetings indicate that public comment may be provided. So, it's not saying it needs to happen. So now with the proposed changes speuring special meetings public comment need to be provided or shall be provided. So it's much more clear. >> So >> yes to shall or the recommendation will be to try to change that to shall >> yes >> put that in our our notes for the the document. >> Yep. Okay. >> Mr. him. >> For the record, I just want to

094be sure you know that we have to understand and very clear that sometimes for a minute is not enough for artist in our community and I know I've been saying this so many time that we elected because our community sometimes for a minute is something that people want to talk and speak. Sometime us we talk about public comments and you know when that make the sound they shut you down and I hate when they do that when I hate it I have to say I hate it because when there's somebody speaking you say oh you you finish come on let the person finish the sentence and then they can speak that's why I say we have to listen our community >> I look forward to make sure to to advocate to have that you know

095that three minute mark and then we'll go from there but that's something that we got And I think Mr. Sher sorry to interrupt you. I know that sometime they say oh we can have a vote for 15 people or how many minutes and stuff like that. We have to understand one thing all these people in community whoever come to the meeting they stop what they're doing to go home to cook take care of the family to come to our meeting to speak to talk. telling you for now for the record. I don't care how many people come speak to us. We have to listen to them. If we have to make a vote to extend more minutes, we have to because they stop what they doing when they have to go. They can go straight

096home. But now they come to our meeting to to talk to us to listen to us and we're not going to allow to let them speak. I'm sorry. I'm let you know for not for the record. I'm not going to be allowed that. We have to listen our people. That's why we a board member. That's why we elected. just wanted shut that for the record that you know I did have a discussion uh during one of the meetings uh when we ended the meeting and I we kind of like read some so there should be and if if it wasn't clear you know with Dr. Averies here that when the public comment list is out there, it is not limited at all. That there will be multiple sheets there going down the list. So if

097there's 50 people, there will be room for 50 people to sign up if they want to sign up. There's no more limit than that document that's going to be based on on that podium for public comment to be signed up. That's my understanding of thing through the chair uh you know that it was going to make sure that those documents are there. Mr. Chair, >> thank you, Mr. Chair. I'll be brief just so that people understand the historical perspective. Board of Ed meetings used to be in this room >> and in this room in the 1990s. Public speaking was at the end of the meeting. We had to wait until the meeting was over before we were allowed to speak. And that was a fight we had in the 1990s to move public speaking up

098to the beginning of the meeting so the go time to speak and be heard and then go home because they had families to take care of. So we've come a long way. Um and I think it's because the public was heard. Um so we're getting better. We are much better just making some improvements. >> Okay. Not hearing anything else. Missy Menace, what's the next uh I believe we're going to I or M I N K. >> I is a construction and posting of agenda. So that's policy 9130. So that one and I will say I have to apologize because I realized in the bylaw I wrote 72 hours instead of 48 hours, but really wanted to have so I'll get that changed. but um wanted to have a conversation if that's something doable. This item

099came about getting um meeting materials um not in a timely fashion and we couldn't like review it before a meeting. So that's where this one derived from. And I just wanted to ask Dr. Avery and his team if 48 hours is something that's doable. certainly don't want to throw something that's not achievable um for you guys on the page here. >> I could comment on that. Again, the board members, we know how we struggled or went through the whole budget process. Sometimes 48 hours is like you already have the solution of what you're trying to do mapped out in the bud. When we were doing the budget for this year, it was a lastm minute thing where I was crunching numbers, tying the numbers to make sure, making sure things are not double counted. I

100couldn't have foreseen 48 hours or 72 hours how we're going to close that deficit or gap. It's going to get worse next year because of the magnitude of the deficit. So for me it's about I mean I can't guarantee or predict to anyone that >> the looming deficit you have we going to have next year which is no less than $24 million that I'm going to figure it out in 72 hours before the meeting. I'm wondering >> Oh, I'm sorry, >> Nessa. I'm wondering to address your concern here, and I get it. I I understand completely where you're coming from. If maybe we say 48 hours with the exception of like excruciating circumstances, which I would classify that as. Is that amendable? >> That's fine. Yeah, that's fine. and understanding I mean and understanding that

101you know those things happen you know 40 hours or 72 what were you suggesting I want to make sure I make it clear uh for the record and also for my documents here is it 42 or 48 or 72 you're suggesting >> 48 hours >> okay thank you or more >> or more >> there's no reason to hold on to >> oh yeah if they got the paper >> okay it says within 48 hours within 40 days. So again, if there's a document, for example, you know, you touched the budget, you know, and there's there's stuff that is clear that day as a 48 hours before or even 72 hour before, >> but yet when you come to the meeting, there's an update to that. Absolutely. We understand that. But having nothing >> Oh, no.

102>> You know, having nothing for us to review that we could then, you know, not the whole document in any subject, in any matter, it's all going to be changed. Absolutely. >> We understand that. I just want to make sure that you guys know at the cabinet we understand that and I want the superintendent to understand that we understand that. Um but having nothing you know that you know I don't know if you guys recall that I said in one of our meetings that you know a fifth grader could have made a copy of 10 documents and pass it out >> but it wasn't done because they said it was done two three hours before the meeting. That wasn't this year that was back in 2023. Um, and I was like, I can't believe that

103somebody could have made a copy of something. Um, so that being said, well, we're definitely going to look at that. Miss, uh, he met it. What's the next item? >> The last bylaw is around public hearing and it's item K. Um, this one's super minor and it's um identifying public hearing. I'm sorry. Public hearing is also board community forums and indicating that those meetings should happen quarterly. >> What policy is that? I just want to make sure. >> 9190. >> 91. Thank you. >> I'm just making my notes. I appreciate that. >> So, you want to uh you want to read it? You have that one up? >> Yeah. So it reads public hearings and this is the new section also known as board community forums shall be conducted on a quarterly basis. That's the

104new language. Um existing language just to wrap up the sentence reads may be held before the board at such time and places as the board may determine. >> Any questions comments about that guys? Real quick. >> Yes sir. Miss Eterne is do you foresee um the the question I have with quarterly is I would suggest the summer um and really um I think we should be more specific about what we want um I have no problem with the meetings the concept of the meetings and increasing the frequency of the meetings which is increasing from zero to something because we've never done what it says and So, we should be specific about what we want. And I would think that we would want to have a fall, winter, and spring meeting. >> Okay. >> Something like

105that. So, I think we want to be a little more specific about what we're looking to achieve um as a board. Um because quarterly just has a summer meeting in there. And >> so, that one will be four meeting. Quarterly will be four and so you're suggesting three. >> Yeah. generally quarterly generally means that for you have a fourth and when colleges have a quarterly seme you know there's a semester schedule or quarterly schedule that includes a summertime class schedule um in it and so I'm just saying that we want to we want to I think be a little more uh clear in our language about what we're seeking to achieve and I I think something more along the lines of three meetings during the school year uh one in the fall one in the

106winter one in the spring. Um, something like that. Um, so that'll be three only. Um, >> yeah, I like that. I like the thought, but I'm thinking along the sort of the same lines, but even possibly quarterly like um doesn't necessarily have to be summer like welcome back to school. Welcome back to school summer tail end of summer. It's still technically summer, right? the movie. I'm back to school and then like uh this morning with the and then end of the year end of the year for kick off the summers. >> So we we're running I got you and we're running into the thing of quarterly meaning you know season and then we're talking about Yep. and suggestion about the first or in this specific season which with Dr. three, you know, is there any

107talks or consideration about just having a certain number that way then we can just plan it and put it on the calendar because we can plan and put it on the calendar what month we're going to do it and what week of that month or whatever and just have it done. Do we want to maybe consider how many you want to have during the school year? Go ahead, Mr. Travis. >> Yeah. My my only response to um Mr. Chicago is that he's nuts. Um >> I'm just going to go back agree with I'm I you know a meeting at the end of the summer, beginning of the school year, that is crazy time for parents and staff and everybody else and the meeting at the end of the school year is nobody wants to see

108us. Um so I just I'm I'm joking about these nuts, but I'm just saying those are not times that people want to see us. Um and and so I'm just saying, you know, when when you get the school year moving and people sort of have settled in, they've had the open houses and everything else and you got a sense that's when you want to hear from people like my school didn't have an open house. It sucks, you know, but there that's when they're going to want to come talk to you. And so after you sort of stumble through the beginning of the school year or if all goes smoothly, then you want to sort of meet with them and hear what they have to say about how are we doing. Um that's why I'm thinking

109you know fall not before not at the onset when things are you know going well not going well you know so I think that that's not a good time um uh so a as you've started into the school year end of September beginning of October um before you get to report cards the end of that first market period then sort of after the holidays um into the winter and then into the spring, late spring, you know, those are the times where you sort of want to get the feedback is what I'm saying. And I just I don't know what the those are the constructive times that we want to hear from people. How are we doing? >> Well, I'm going to put it on you and say I'm going to look forward to seeing a

110nice calendar and what you you will consider. So that way I can you can have something. So I think you'll be >> Well, that's be that would be fine. I I'm happy to work with people. not my, you know, but those are my opinions, but I'm happy to hear what other people have to say about more specifically when that makes sense. >> Well, I like your insight with matching it with, you know, report cards, stuff like that. So, maybe, you know, if you can formulate something to present to us, that would be great. >> Make a little make a little ad hoc committee of staff and and parents and and and leaders to to think about when would be good times to do it. I'd be happy to do that. >> Thank you. Go ahead.

111Real quick, >> real quick. I agree, Mr. Treyber 100% now. >> Thank you. >> Even in the fact that >> you miss >> um I was actually going to agree with Mr. Traber that these forms need need to happen during the school year. Um and so I think just to kind of summarize and wrap this one up. So we're saying three rather than quarterly and we are going to be specifying that these meetings need to happen during the school year. Correct. We'll be taking a look at that and he will be sharing with us and presenting to us a thought process as where the calendar will be a good timing and all that stuff guiding us through like you know like you said report card time that will be if there's some concerns the parents

112but he's going to touch basically with some of his uh colleagues and other community leaders to figure out what their suggestion might be. So he'll present something to us. Mr. Benahan. >> Thank you Mr. Chair. I just want to know everything was fast because you don't mind if I say something about the item I about the all the meetings materials >> go ahead go ahead >> that's when you talk about that's including you talking about the Dr. is cabinet or that's including the the future job guide the chairs the committee >> this is the meeting material so whatever materials need to be put in the portal for the whole board and more the committees >> yes that's why meetings that's what I said the last time because I know >> um Dr. you know team

113there have you know so many thing that you know bringing things last minutes >> like everything everybody you know >> yep like I mentioned with Mr. new goal was we understand that it's going to be better thing is great >> but to have you know everything all in the it's you know something that we want to refrain from not doing we know there's going to be updates it's going to listen from one hour to another with all due respect I don't want to say the word that I want to use as far as you know >> Dr. Avery will get noticed like 20 minutes before the meeting >> then he wants to share it. What he's going to do not share it? No, he's going to going to share it things last minute. I understand

114especially the thing but you know sometime things last minute you know take his team and put it upside down. Listen we need they going to so they have to stop what they doing to be sure we have it but I'm okay. I want to create that. All right. Thank you. >> Mr. J piece. Yeah. Um again we're getting near the end of the list. So I just want to see we're not going to see >> then go back to that's another one where we're not >> we've been bundling it but we're not going to she decided to do something different. Yes. So I got you but um we're getting to it going to see how >> next >> she's she's going through the grouping of what she did. So right now the next movement was

115I letter I I sorry letter K right now with policy 91 91 um >> that's we were at the end of the list. >> No no we're not in we've been bing go ahead miss uh if we can move forward if not you have another comments. >> Yep. So that was all the different bylaws. So any changes to the bylaws we just covered. Now, there was two separate policies um that are not in the bylaws that were suggested here, and that's lottery reporting policy. And I want to say when I first brought this up, I couldn't find the lottery policy. And then Danielle was kind enough to compile all of them for me. And I read them all and after reading them, there's no sense in recreating the wheel. And I think this item came

116about because we want more transparency around the lottery admissions and ensuring that there's no gaming of the system which creating a lottery policy wouldn't address anyways. So I think what we what I've kind of massaged this a different way is that we would have some sort of reporting mechanism to address this issue. So, I'm kind of taking the words policy out of this entirely and it would be a reporting of some kind. Um, what that looks like, I'm not 100% sure. That's something that we would need Dr. Avery and his team's help with. I did put together quickly and it's in the portal kind of what I think would be helpful for transparency sake. Um, but that's all, you know, we're all going through that to see if that's feasible, if it works or not.

117So, kind of wanted to mention that it that it's not really a lottery policy. And um, just to kind of go a little further, we don't want to change those policies because funding is tied into a lot of those policies. So, we certainly don't want to negatively impact the state funding that we get for those lotterybased schools either. So, we need to be very careful with that. Um, and and that's my piece for for this for this one. >> Thank you, Dr. Avery. >> Um, thank you, Miss Himenez. I think and that's one of the things that that we've been struggling with as well. Um I I understand that there's been some history behind that whole process and some things that have been allowed, but I again I think in full transparency I think we

118just need to be a lot more transparent about how how those things and maybe just re relook at those that whole process and redefine some things that's going to work better for what we do now with those those those magnet schools or those those lottery based schools. Uh I think it's important that we can, you know, get to the 21st century on how that's going to be looked. I love the idea about, you know, um the reporting piece of it. Uh, and I' I've heard the history and and and all of that, but but again, it's it's about making sure that we do the right thing because when you deviate from that, then people start hearing about the deviation and when it happened and all that. Uh, again, I think this something that we just

119need to be cognizant of and work better at doing a better job of it. So again, I'm open to whatever, but I like the idea of of holding type and then, you know, rethinking through it a little bit. So yes, I'm going to I'm sorry, Mr. Sak is going to just uh have his comment and then Mr. Trey, I'm just going to take a little break real quick and uh Mr. Saka will be sharing for a minute. >> Yep. Um they all mentioned the key word that we need to look at and that key word is transparency and there's one thing that's very important to keep in mind when changing a magnet school policy in any way shape or form not just one source of one sort of magnet school there's two sorts of the

120magnet schools one gets additional funding through the state and another one just gets the run-of-the-mill regular funding because that funding ran out for magnet schools at least a decade ago or more. Um now the reason word transparency is so important is because already embedded in the policies and the state language is these lotteryies shall be taking place in public. They shall be public library libraries. Public libraries public libraries so people could look over and see that it's being properly utilized. I think Mr. D talked about in the past they used to do a wheel or something like that and you know oh no even on me. All right. So it's >> it is a public lottery. It's done publicly through a system. So it is done that way. And then there's also something I've always

121wondered because there is a disproportionate amount including myself elected officials that are in public that are in the in that suddenly win the lottery. Now I could I probably disclosed my track and how I got my child in. I had to pull my child out of his last year of his senior year because he finally got to number two on the lottery and and it affected him. I had to yank him out of his school the very last year to make sure if he had the track to go to Fair Child because as parents we all want what's best for our children. Now they have a system for the lottery. But is there a system in place where perhaps a principal can enroll a student outside the lottery and fly under the radar and is

122that ever cross checked the lottery list versus who is sitting in those seats in their school. I think that's something that should be put in place. They should cross check superintendent or one of your staff should cross check all the first grade and see where they miss. If you got somebody in in kindergarten who's number 300 on the list, we need to darn well check those 299 that came before that they would contact and refuse that seat. And that would be somewhat of a check in a balance that nobody's getting skipped over. I'm not 100% sure, you know, but I I will make sure what we can what I can do is next time we discuss this particular item, I can have the uh the department that has and runs that come and clarify some

123things and and look at the process that they're using. Are they used currently? And if we need to modify that a little bit to enhance that >> goes with the internal controls only apply to um finances. We can work we can look at that a little bit deeper. >> Yeah, the system's still being played. >> That's everybody in town thinks it's a it's a game system. >> Um it's a who's who of who's got influence and power in Bridgeport dropping our kids off at Discovery. That's what everybody in town thinks. >> And we have to we have to assure people that your child has the same chance as every other child in the city. >> Amen. And I, you know, whether it's back in the 90s when my child applied for the lottery or now,

124people need to believe it's a fair system. And I want to know that it's fair because I know that next year my daughter's going to apply to have her child into a magnet school. And I don't want anyone to think that I gave him a system. >> I want to know that it's going to be fair. Um, and I know that Joe carried his papers around. I'm ready to show him to anybody that wanted to know >> as he should. But I know other people and you saw it happen in front of a board meeting where they hauled PJ out front to justify what was not what was then became clearly apparent that the system had been abused with that justification that he was forced to make. >> So I I think that you know

125even more recently there's questions about people who had their kids in that school. So, I just think that we have to make sure that everybody understands that there's no and if there's exceptions, those rules need to be put out there for the public to know and and we have to be able to look somebody in the eye and say, "Here's how we make exceptions um to those rules. Um and we have to be able to to explain that to people, >> whether they are of children of staff or children of other important people in this city, they get allowed to put in there. We have to be able to say here's the exceptions rule. Um and and and justify it because I, you know, whether that's what the funding law says or not, we need

126to be able to say here's the exceptions rule. Um and know what it is because I want to be able to say to a parent, your child has the same chance as every other child in the city. And people don't feel that's the way. People feel like you get in there if you have the connections. Um and and and I want that to be changed. I want everybody to know they have the same chance as anybody else. >> And then you and I respectfully say I agree with you as well, but I think it's time for us to go back and look at our lottery process. Let's go back and you know revitalize what we do. Showcase to the to the community this is the process that we follow. Making sure that we if I

127love the idea of exceptions. I've seen districts where as an exception, you know, if you're employed in the district, you may be able to do some things or bring your child in, whatever. Whatever exception, if there's any out there, it needs to be, like you said, put out front. The board v votes on it to approve if that is going to be an exception or not. Uh, and I think that's what needs to happen now. So, I think we can do that uh and, uh, make it work. And I personally like the idea of there being a lottery night >> that anybody can watch on video. Log on to YouTube and watch the lottery. You apply for the lottery, you can watch the lottery, you know, here it is, your number comes out. Oh, number,

128you know, and they know what the lottery is and it's going to be posted on the website and they can see, oh, I got this number because I I remember I don't even remember how we found out how low our number was and how how we had to wait. Um, but we had to wait. And, you know, now I saw this when I saw some of these taken a couple years ago, it was like, wow, this is impressive. If this school year number this, if this school year number that, you know, it was like, wow, this is a much more modern system. But, you know, is there a, as Joe just described, is there a basket, like a big old basket where the number pops out, or is there a, you know, the the two

129where the the ball comes out? >> Thank you, Mr. Mr. Woodson. I see your hand, sir. Give me a second. Thank you. >> Just to clarify, >> if if we do provide somebody to speak to this, would you want this to be part of this committee? If we're not going to do it as a policy, would just let us know which committee you'd want us to speak to about. >> No, absolutely. >> Your committee or this committee >> Mr. Thank you, Mr. M. Um, I hear what Mr. Trevor said, but I'm afraid we'll make the suggest. remember when this happened he followed and everybody know how he's circling the protocol in boxing but I'm very um surprised because I remember when my son applied for him and my son never was called right and I

130was surprised when people the student was after my son and I see him was in the in the magnet school but I'm very glad this going to happen to be follow because I know and I visit people and I see student a child being in magnet school when just because they are working for the city or because they work for the BOE or they staff something like that. I don't like that like you know they have to ch everybody have to ch but I have a question for you Dr. And I know you say you want to follow that. Um they see somebody have apply for it. How many people see the application to be sure you know not only it's going to be only one person or do you have different staff they see

131they see if I'm apply for it? They go to like you say Mr. PJ not Mr. PJ somebody else some you know to be approved. How many people have to approve that application because we show that to student? I'm not for sure if there's an approval process like you're saying, you know, as a parent, you apply, you apply to the magnet portal. Uh, and then from that point, whatever school you're it gives you it puts you on that that that list once it it's ran. Uh, and then from there, I don't know how transparent it is across the board when it comes to, >> you know, um, identifying where you stand in that. I know I'm just saying this because it's supposed to be sure to be fair that nobody say oh person can prove

132it at least you have at least let's see three sentenc to be sure I don't think you can go through the process if you don't complete each step to finalize so if you don't finalize you won't get a number for that particular school when it's ran so uh again I don't know the nails behind uh but I think once we can kind of solidify that middle present ation you know that that department will be able to do that. say this because to prevent um people they say oh because they just give example you was the person you know approve it and I don't want people say oh because you it only come to you how come other people they don't see it you got my point so you um defend yourself and nobody can say

133oh you made that decision you got let's see let's give a sample three people make that decision so nobody can say oh you because you like him because this Mr. Woodson. >> Well, you got the point, right? That's my >> Hey, I'm I'm sorry. I don't mean to, you know, kind of get off topic, but I I know I know we were having problems in the past filling the filling the the magnet schools. You know, Magnus schools weren't even filled to capacity, you know, the past couple of years. Am I Am I right? >> And go ahead, please. That's for out of town out of town portion but for in district is always maximum capacity not even enough. You have to have certain allocation or certain headcount reserved for out of town. So if they

134don't meet the quarter if they don't come in you still cannot fill them with regular students. So that's if just to interject with a point that's franchising Mr. was said HR winner according to the contract and the way everything is laid out through the state and everything there's a uh criteria that's got to be matched and without that criteria uh we can't have a student so for example I believe the criteria correct me anyone if I'm wrong for one uh out of state students then we out of district excuse me out of district student we can have three in district students if we if they don't send us one out of district. We can't fill the three that it's uh in district if I'm correct. That's the way it is. So that a specific school

135and only but everything else as far as all the other magnet schools um yeah they're all at capacity. They're not they're nobody's waiting to get into there and we're leaving. >> I was just asking the question. Thank you. If I'm reading it correctly, it's you have to reserve 25% of the student population >> for out of town. >> We we can we we can get it clarified for you and give you a little bit more information. I think we have to re do a refresher on all those aspect because they change those percentages from year to year when it comes to suburban in district all those things for for at least for for Charles Wheeler. >> Right. Yeah. And I would like to point out, as I do every time this conversation comes up, that

136they will fund our schools at a higher rate for three of our children if we just get one of their children in our schools. And that's disgusting to no one. >> Mr. Wood, you still have your hand raised, so I just want to make sure I note that. Miss >> last one. Um, procurement policy. So this derived from um the it >> again what letter? >> So procurement policy G and I will say this this one does not have a number because it would be a new one. Um and I got this policy from CABE. Um, and basically the policy indicates that anything above $25,000 um would have to go to the board for approval. And I realize that is something that we've always operated under, but I couldn't find a policy that actually stated

137that. Um, so that's why I'm presenting this. But the file in in the portal is the C policy. um they had a placeholder in there of $15,000. So in track changes I switched that to $25,000. So that's the only change to that policy. >> What policy number was that? Cuz you said it was going to be a new one. But now you you mentioned one. >> I did not create a policy number for that one because it's not included in our bylaws. It would be a standalone policy. >> Well, we got to find out where it might be. Yes. >> What I'm seeing here against policy number 3324 it's basically there all he's saying is that if you're going over the budget it will allow the superintendent or the finance director to approve a requisition

138over $25,000 of the approved budget. Meaning the maximum depending on emergency situation the final director the superintendent can only go over 25,000 24,500 of the approved line item. If it's anything more than that the superintendent like in case of emergency the superintendent has to notify the board chair that this is an emergency it has to be done. If the air conditioning system in the complex is not working, instead of having children go home or the teachers go home, which will cost a lot of money, the superintendent would obey the emergency order for train or carrier to come and start working on the compressor of the air conditioner. But he is going to notify the B chair. then the board chair will notify the board that he had to be taken care of due to emergency.

139So basically we have the currently the board of education the the board is following the the city policy on procurement. So anything any requisition any purchase order over $25,000 has to be put out to bid by the city. So the board the district doesn't really have anything to do with it. You're just following the established city ordinance which is ideal and normal and that's what they're trying to address here. But restricting the way written here means you're bypassing or neglecting the city ordinance. You're bypassing the three-way the three-way competitive debate. You're by bypassing the statement basically neglecting the law which is already has been in for the longest time. That's what this is basically saying which is circumventing or denouncing all the policies both the state purchasing ordinance both the city purchasing ordinance. you basically

140throwing them down all >> so I would recommend in this discussion uh before Mr. tremendous uh answers my one question that I have that way you see where >> she was heading why this was brought up okay that maybe you could share that with her the the ordinance and all that stuff that she can see it and then was there a specific reason I remember for >> this area because there was a concern can you share that with us man what was the th everybody knows where >> yes so this derived from um the Raptor program. Actually, it after having multiple conversations, we realized that the board was not looped in to the purchase of IT related um items. So, that's where this came from. But then after having that meeting with Cabe, they're really

141stating that our policies should not be restrictive to like one certain item. So we don't want to have a policy that calls out it specifically. We want to have a policy that's all encompassing. So that's why I got this policy from CABE and I'm suggesting it. I will say I did not know about the policy that Mr. Nquo presented. So if we if I can get that I did look on our BPS website and I couldn't find it. It might be because of the transition from the new to old from the old to the new system. But I think if that policy is doing what we need it to do, there's no sense for this one. So, I would like to um I'll I'll mention it to Danielle. And Mr. Nquro, you said it was

142policy 3224. >> Yep. 3324. >> I'll get that from Danielle. >> We have the the transfer fund policy. I don't know that we have the ordering goods and services policy. So, it would be >> information just for a second. >> He said 3324. >> Correct. 3324. >> Yep. Oh, >> okay. Thank you for that. I wrote that wrong. >> Yeah, it's just the model cave number, but we can No, no, no. She had the wrong number for when I was clarifying you. >> I just got a big >> Yeah. Want to draw everybody's attention to business instruct non-instructural operations. This is where the policy lies or rate actually regulation >> which 3320 >> one R two R three and it pretty much follows the city purchasing ordinance >> first the first part mentions all materials

143and goods and services with a small exclusion that we needed from time to time excluding educational and medical specialty services in an IEP. Those are the only exclusions around any of the purchasing policies of the city. >> But it's been it has been abused to it's not any educational purchase. It's educational surrounding an IEP. And this and this is we really need to get on top of these things and understand the policies that we got because we as the board are enforcers of the policies that not not that sounds a little too rough. We need to ensure the policies are being followed >> and under care and control of the budget especially and one thing I've seen this board lean on is RFPs. RFPs should be written broadly in scope to draw as many competitors

144as possible. We've been taking too much advantage of the qualified purchases >> which have driven up our costs over years and years and years. Just because one firm offers one little piece that's special to that firm that's going to be used 2% of the time does not make that a qualified purchase. and somebody else is like 98% compliant with what we need >> and we could have a significant 10% 20% savings over that. So I've seen and I've tried to get broadened but it just needs to be the basic understanding that we got to draw these things broad a basic understanding that these policies actually exist and back to Dr. Avery's point are roles and responsibilities. The superintendent's role and responsibility is to ensure that policy is being carried out with fidelity. That would be

145getting the best bang in the book. And when if if when if Dr. Avery does not carry out his responsibility with full fidelity, then it becomes a board issue either during his evaluation or if it's something so drastic and immediate intervention. We as the board got wide latitudes like if we see Dr. I'm just going to use you like say trying to say you're gonna do this. Say you go to this book firm that has an extra page and some ridiculous thing like that and pay 20% more and just make that purchase and call it an educational thing. We as a board just say oh we got to stay in our lane. No, we as a board got to tell us put on the agenda to direct Dr. a and purchase the lower item bid

146or whatever have you because we got we got wide latitude as a board and oversight. It's not something that should be abused, but it's something that should be known that we have that power and and we listen to the superintendent's recommendations of course and take it in. >> Our in responsibility aware that we're um is there any other further discussion? If not, uh Miss Mattis, next >> that's everything from me. I think we go into the following agenda items. Okay. So, next item item. Thank you. >> Oh, I have one more thing. I'm so sorry. I'm so sorry. Um, it just to kind of summarize. >> So, and it's next steps for all these items. So, I've jotted down everybody's edits. I would like to incorporate them and then send around another iteration of um

147the bylaws. Is is that is that okay with everyone? >> Yeah, this section that we just covered and everything that we just covered. Yeah. Yes. And I would suggest that you will group it up as you done already. That way everything is kind of like seamless and um that way it could just be our next steps and figure out where we go from from there. Dr. Avery and that is to trade our area. >> It's it's a little confusing because you're not identifying policy in your agenda items that you created. So you you need to be able to give, you know, the the bylaw or the policy number. You need to provide a current policy and a revised wording of the policies as a it just makes it so much clearer and easier to follow

148when you're trying to make the comparison. Uh and then and once things are changed then we we have the the old policy and the revised policy that should go to the full board. You can have a couple of iterations of old you know consideration and then when you get to the full board whenever it's approved then you can come back and bring that second or third draft back for final. It's just right now it's we're looking at so many different you know you know iterations of it and it's confusing. So it just if we can just at least do it that way uh and have a consistent way of moving forward with what we're going to do when we get a new policy here is you know if we have an existing one here it

149is we have a cave recommendation policy here it is and make those recommendation changes and we can bring it back for good discussion. It just makes policy development easier. And I've done it in the past in other uh in other capacities and this works so much better as a recommendation. >> No, absolutely. And I apologize that I know that because I >> the way she did it now, she identified each policy, but we should have had it. >> Yeah. >> Right here. We'll we'll work on that. Uh >> Yep. >> together. So, thank you. So, to answer the question is yes. Okay. So item number three, uh, discussion and possib Oh, I'm sorry, Mr. Ty. Yes, thank you very much for Go ahead. >> I not notwithstanding what Dr. Avery just said. I was just

150based on what I've heard tonight going to suggest that not just sending it to us but sort of we're working as a team here >> and sort of >> the administrator is also trying to come up with a coherent or cogent draft that we can work with. >> So if we're working across purposes it's not going to we're not going to get anywhere faster. So >> just for clarity on that too because we may have recommendations to the board as well and then we may be able to meet in the middle so that we can get some clarity would behoove us to get your recommendations on language so that that working document Danielle had given us a policy the bylaws and policy drafts to work off of so that we can see the the existing

151language and the changed language. So, if we start working off of that in our drafts, in your drafts, then we can start seeing what what you want us, what you see, we see, and then we're all the same, we're all on the same page, so to speak. >> Yeah, that's what Mr. tremendous was working on and that's why we we suggested saying in so far as you guys are now looking at it that way when you can flag problems or flag suggestions that you think it would be will get us sort of more pulling together more quickly versus here's what we got guys what do you got um you know >> yep that was that was my concern going in I couldn't even give you a recommendation but it was just so much going on

152just save us a step >> yeah it just saves a Yeah, exactly. Am I missing that? >> I just wanted to say when I'm when I reference I'll send it to you guys. I think it was in the last meeting. Um Dr. Avery made um the point people I work with on his cabinet, Danielle and Dr. Ciano. So we have a locked file that only all three of us have the password to and only all three of us can make edits to. So, so anytime you know you guys have changes that you want me to incorporate, I can go in and do it from the board side, but then they can do it from the cabinet side as well. So, just wanted to mention that >> there's a problem. Dr. can't get in. >> No,

153I can't get in. >> I need to be on that list as well. >> I'll send you the password. Go ahead. There she is. She says, "No, thank you." They know I got your comment, please. >> Hi. Hi. I know. I just want to clarify that any changes are all being redlined. If I've made any changes, um I think I uploaded one in in there that had that I just put draft on it um to clarify that this was a a draft document, but all changes to the original document are being redlined. >> That that's what we're doing, right? like if >> in that in that in that working document because it's not the you know the other one stays standing until it's voted up on the board, right? But we want to make sure

154you you want to make sure that it was clear the request and suggestion and and and requiring that Dr. Avery also is included on that document that can make those changes and bring those recommendations to us. >> Yeah. So the document will show anyone who's made changes then to >> Yeah. I want to make sure he could I don't have access to it. Danielle, I want to make sure that >> Yeah. So you'll give him access because you set that all up. >> Um he just needs the password and I can I can send you the link to where the document lives. >> Oh yeah, that would be great if you could send us that link because you just sent it in an email >> and make sure Dr. has that password missing in that

155space. >> Danielle, you it's the policy folder that you dumped all the policies to. >> Okay. So, you're working in that folder. >> I can't work in that folder because it's only read only. >> So, anytime I have a change, I make the change and then I email you the document to be put in there. So again, let me just uh let me make sure you ladies can get together at a uh at your leisure time. So that's a document Danielle that needs to uh be that Miss Himenez has uh permission right through there. She shouldn't have to do it somewhere else to do it right through there. And it's yourself, Miss Himenez, Dr. Seattle, and Dr. Avery that should have that password to be able to make changes. I'll yeah I'll work with it

156and we'll get a SharePoint that it's in because she won't have access to a public folder where she couldn't upload stuff. >> Perfect. Miss back to me that way I know that it's done that way we we can just continue. I don't want no roadblocks. Thank you. >> Okay. Thanks guys. >> Also, Miss Jimenez, can I also recommend that you send me or send the team the copy of recommend the recommendations from K that you're refer you keep referring to K made the recommendations. Can you send those to us as well? >> Um your you might have missed please. >> Sorry. Yeah, I can send those to you after this meeting. No problem. >> Thank you. Okay. Uh just for reference what I just mentioned Mr. Hime just let's me just make sure that we

157always CC if if the nail is receiving it because they're with the recommendation for reading then we make sure we CC um Dr. Avery and Mr. Ciano on it. Um it just helps if they want to read it they can read it. If they want to comment they can comment just because Mr. Dr. Ciano is uh our uh our extended arm to the cabinet. um with Dr. Avery. So, thank you. Uh item number three, discussion and possible revision for referral to the full board of the following policies. And this was uh P311 uh internal controls. >> Yes. >> So, I apologize for not doing what we just talked about, but I have a copy. So, this was I went through my notes and Mr. had proposed a quick change to paragraph 5 in the policy.

158The discussion was about if let's say hypothetically the board chair and the superintendent are both engaged in fraud, this policy limits a report from the public to the board chair. So we you were discussing including language that it could be reported to any board. So, I just drafted a quick proposed language if you wanted to look it through that says um any in the event of a concern or complaint involving the superintendent, the concern shall be brought to the attention of any member of the board of education. Upon receiving such a concern, that board member shall promptly notify the board chairperson and then it continues with the board chairperson shall be empowered to contact contact the board's legal counsel, insurance agent, auditing firm or any other agency. So, it just addresses the discussion that you

159all had a couple weeks ago about allowing people to report to any board member, but still preserves that chain of command that once a board member learns about it, they report it to the chair who's then empowered to follow any legal pathways that you might come up with. So, it's it's just a thought. Um, I realize that we'll get better at the policy and showing you some draft language, but this seemed like a quick fix for today. It seemed to address some of the concerns and the discussions that you had and it doesn't really fundamentally change the policy. If there's fraud going on, somebody can report in and then you you would just agree to follow your chain of command on the board to to get that reported and be able to move on to

160the next step if you're losing it. >> Have we had a question? No other comments again he read it word for word. Um so if there's no discussion um hello good evening. I want to note that uh chair miss Jennifer Perez has uh entered the room >> and just to include her right away and and something I wanted to read this that way um oh thank you sir we are in number three miss uh miss Perez is we were just discussing um that if possible to be moved to the board on 311 internal controls and it was a subject about how was it if there's anything happening with the superintendent um you know who does it report to and before it was just specifically only to the chair and then uh they will have the

161power to move forward the new possible revision that was presented by Dr. uh Ciano um is as such in front of you. I'll give you a couple seconds. But if there are any discussions about that, comments or anything, I'll entertain a motion. Motion to move policy 3011 internal controls as revised to the full board for consideration of adoption bypassing first and second reading. >> Any other discussion? Seeing no hands, all in favor say I. The motion passes bypassing first and second read. >> Can I clarify that would be Monday night >> to the full board? >> Excuse me. From Monday night, Tuesday, Tuesday, sorry, Tuesday, sir. >> Oh, yeah. It's going to go It's going to go to the next meeting. Yeah. Yes, sir. >> I don't think it would be extensive. >> It would

162always go to the very next one, but yes, Miss Daniel. Thank you, Miss Daniel. Thank you. Um, next item up, uh, discussion, item number four, discussion and possible revision for referral to the full board of the following bylaws and that is 9110 uh, code of conduct for board members parentheses board and quorum. M, were you speaking on that one? No. Anybody speaking on that one? >> Another one that we just put an addendum to the bylaws spelling out what what we should be doing as per Robert's rules. Anyway, >> you ask me. Oh, sorry. >> No, no, that's a general question. Just a general question. Make sure I'm on the right thought. So, you you did have discussion tonight about 9160, >> but I don't believe you had discussion about 9110. >> Okay. Yeah. I

163just want to make sure we stay at 9110 because that 9160 is today. So, yes, we did have discussion on uh through No, not 9110. >> You had discussion on 9160. The meeting up public address you've had discussion yet on 91. So, so I I just want to be sure that I'm correct in what we're discussing. This is the one that was like basically telling us how to play nice, don't do that, do that. >> Yep. >> And I pointed it out then I'll point it out again. Now, that's something we already should be doing. And it's already codified in Robert's rules of order which is our bal state are guiding us unless by law simply sees that the problem has never been not having rules around problems been not following rules. Once again dropping

164the ball is important with enforcing those rules even upon our own selves. That's just something we got to get better at. can't legislate ourselves out of bad behavior. >> Yep. >> Well, hear no discussion or anything like that. There's no motion on the table. >> Oh, go ahead. >> Sorry. Comment. Do we have that on 9110 in our >> Packet. Sorry. >> There's going to be no motion right now. This moment is over. We could just proceed. >> All right. Thank you. >> Thanks. agenda. Uh item B there number four will be 9160 meeting conduct and public address. We spoke a little bit about this already um in uh agenda item number two um through line number F. Thank you. I was right. Yeah. Um, so >> I would discuss >> I would like to

165make a motion to move that for full board a first read and decides once and for all and we're going to have a three minute public comment for 45 minutes and 30 minutes at the special meeting respective. So just put it down. I would just make a motion to put it down for first read. >> No, that's a movement. >> I second. Any further discussion? We'll take a vote. All in favor say I. >> I. >> Thank you. That passes. If there's no other uh matters at this moment, I think I would entertain a motion to adjurnn. >> Motion to adjourn. >> Second. Second. All in favor? >> I >> Thank you. Thank you. It is now 7:55. Good evening, folks. God bless you. Thank you. Thank you, Mr. Menace. Thank you, Mr. Woodson. >>

166Miss y'all. >> Thanks, sir. >> Have a safe flight. She really