001well good evening everyone and welcome to this governance workshop of the azusa unified school district board of education on february 8th 2022 we will go ahead and begin our meeting calling it to order at 5 30 p.m and moving on to our flag salute i do believe that we have samantha r from valleydale samantha are you there yes hey how are you doing good all right would you lead us all right we'll take it away please rise place your right hand over your heart ready begin i pledge your allegiance to the flag of the united states of america and to the republic for which it stands one nation under god indivisible with liberty and justice for all great job samantha thank you so much have a great evening moving on to item 1.3 we have
002our roll call board member rodriguez pena president board member bo here board member uh arianes here board member cruz gonzalez uh will be joining us shortly she's on board member cruz gonzalez sorry i'm here can you hear me yes we can hear you and i boardman mcgreer i'm here uh as well then we'll move on to item 2.1 approval of the agenda is there a motion on the floor to approve the agenda motion to approve 2.1 second moved by board member arianes and second by board member rodriguez pena any discussion hearing none let's move to a vote unfortunately i'm not logged in so i can't vote online okay we will do a uh voice slash hand vote uh board member uh roger brady espana yes board member yes board member cruz gonzalez was that a
003yes uh board member chris gonzalez uh board member adianas yeah and i am also a yes so that is for now for the zero and so that which brings us to item 3.0 and specifically 3.1 public comment on agenda or non-agenda items this is an opportunity for the public to address the board of education on agenda or non-agenda items individual speakers may be allowed up to three minutes to address the board of education on any agenda or non-agenda item when the public wishes to address the board of educate the board on any agenda item they may fill out a blue card stand at the podium or raise their hand while in zoom attendance the board will take blue card requests first followed in order by speakers at the podium and then those in zoom attendance
004and again i do want to ask everyone to please keep their eye on the clock um there's it will be a three minute count countdown and when you hit the zero threshold i will interrupt and stop you so ask that you please keep your eye on that clock so that i don't have to stop you and you're able to say all the things that you're intending to say within those three minutes uh with that said i do see we have uh at least one speaker here with us this evening i'm celisa uh should be a button keep it on please yes good evening to seam board superintendent and cabinet as the board prepares for self evaluation i commend you and thank you for your service you have led during unprecedented times and made difficult decisions
005i thank the four board members who have made and kept meetings with me and other parents listen ask questions and hear parent voices i say thank you for putting yourself in the public eye in order to make the best choices for the present and future of our students i'm aware that tonight's discussion on the board self-evaluation is not meant to be a public evaluation however i wanted to bring a few points i have noted that may perhaps be taken into account during self-reflection and or reflected upon in the future one transparency on december 21st a vote was made on which schools would close and which would not one member spoke in extreme defense of a school without disclosing that the member's children attended school although not a financial conflict of entrance interest transparency on the
006personal impact as another board member stated where their child attends would have felt more ethical perhaps had transparency been made the outcome would have been different i hope for future decisions board members will make clear the personal impact and abstain from vote related specifically to them two non-manipulative language during a board meeting when considering the finances of changing the brand of high schools a member stated don't our kids deserve this don't wait there this language felt very toxic and a means to publicly shame other members on the basis of not caring as a member of the public the understanding is board members must weigh all possibilities in order to make the best decisions for students they serve i hope members are aware of such tactics do the opposite of persuade but paint fellow members in
007a negative light and utilize shame these are not personal attacks and i hope it is seen as constructive feedback to take into consideration my final topic as our district is working hard to continue expanding the dual immersion program in our district and considering the staffing changes that occurred at the beginning of the school year i hope the district applies for the cde's dual immersion grant dual language immersion grant awarded this grant these funds for district instructional materials and resources professional development for teachers and school administrators teacher recruitment development of instructional materials development of curriculum and family and student outreach to propel our program to even greater impact mention of the di program oversight committee was brought up before and this would be a great opportunity to begin implementation thank you for your time thank you
008ms louisa do we have any other uh individuals online lika raising their hands to speak yes we just had one hand raised andrew you may meet your mate welcome andrew hi good evening everybody uh i just received the superintendent's latest email uh discussing the future of uh reorganization and uh what's been going on and i i noticed there was some discussion there about voting on the mascot and my hope is that when the i i loved seeing that we're going to involve the students in the community i think that's a great idea i wasn't clear though to me from the the email that whether or not the aztec will be uh considered at least as an option and and i really hope it is given the rich history that it has had in azusa so
009i'm hoping that as uh as we move forward with uh having continuing on with azusa high school and allowing students and and the community to participate in the naming of the mascot that aztec is not taken off the table preemptively thank you for your time thank you andrew lika do we have any other speakers we have no other hands at this time thank you then we will move on to 4.0 general functions and it will bring us to 4.1 discussion of board committees um just to kind of intro and remind the board we we had a conversation about this uh we had a conversation about this and uh sometime toward the end of the year last year we looked at committees and said that we would put this me this conversation off to a board
010governance meeting where we decided that would be most appropriate to have this conversation again reminding everyone where we are and what we kind of discussed there are a number of committees that are included as attachments within this uh this item there are a number of committees where each of us find ourselves sitting on those committees um this there would be space here if there's a committee that is missing or there's there's there's another committee that's worth uh thinking about there's space to discuss that here um within this item we would also want to discuss what is the the format the function or the system by which board members would find themselves sitting on some of these different committees there's also another attachment that includes possible options which which one is the board president whoever sits
011in the seat appoints or invites another option would be just a scheduled rotation um another one would be any formal board action which is similar to what we have done up up till now um so those are some options that are there and also we would invite other other options that would come forward from any any board members we would also need to consider what is the the kind of the timeline that we would want to do this knowing that uh we're currently in february of 2022 is this something that we would want to extend and keep things as they are through december of next year and then at that point begin this new function is that something that we would want to begin to have be implemented beginning immediately these are some of the
012pieces that are here for us to consider maybe the last piece i would throw on there is also as we look at some of the different committees what is the the the goal the hope or the expectation for board involvement in among these roles and i would look to um superintendent ortega for you to even speak to some of those pieces based off of of of what you are seeing and some of the functions that have taken place so far within these committees um would you add anything else to these pieces we're looking to accomplish tonight yeah the only other thing board president that i would say i would be seeking clarity are terms so is this a one year term is a two-year term you know half a year term that's probably another piece
013that i would be seeking clarity on okay so then we'll go ahead and open up the conversation just looking thank you we'll open up the conversation looking at the committees um and maybe we we can share the the board of education committee's document on the screen just so that everybody has context for what we are discussing are there any questions about any of these committees or any committees that any board members see as missing from this list or president if it helps the board of education i can walk you through this document um i hope's going to put it up right now yes okay and while we're getting that ready i will also note that this is not this is not an action item so as we're discussing these things there won't be a need
014for us to take a formal vote but uh we're definitely looking to receive some information and also um to give to have consensus to give direction to staff on how to proceed accordingly i think i can pull it up and thank you for your patience those who are watching online we are pulling up a document uh so that everyone is able to follow along with our conversation no thank you okay so what we have here uh at the top of this document um is a running record uh that we plan to keep a historical view moving forward of the current committees that are brought forth in december you will note that these committees are committees that the board sits on that are not run by the district so these are outside entities outside organizations partners
015if you will but these are not staff run district committees you will notice that beginning in 1216 which is the third column we start to get the beginnings of a system going and then in column four you'll notice that these are the actions that were taken at this last december meeting and these are current board members who represent these specific um organizations and committees you will notice for uh the rop line you will notice that yolanda rodriguez pena board member yolanda ruiz pena spills over into the fifth column because that is a two-year term um when you are uh on that on that specific committee and so the idea here is that we will again conti begin to really get a hold of a historical perspective of who's sitting on what what are the terms
016and whatnot and that's why in in column number two you don't see that date uh because prior to 1216 2020 um it was it was different but you'll see uh board member yolanda rodriguez pena began her azusa golden's day on 12 10 12 on 2019 but board member grier began his azusa parks and recreation on 11-5 and board member rodriguez pena and board member grier began last on 8-4 and so there was kind of this is this not a not a not a systematic way of doing that and so beginning in in 12 16 2020 we're starting to uh systematize that and capture this for historical perspective the bottom piece of this document unlike the top these are in-house run committees these are things that we do in-house run uh by staff uh or uh
017our staff with someone else so we have the ad hoc committee with the city uh you will note that we know that board president grier and board member rodriguez pena are on that ad hoc committee with the city but currently right now uh we do not know what what are the terms of that what are the dates of that when did that start when is that ending uh so so that's knowledge that i i could not i could not find you'll notice that for the capital facilities program ad hoc advisory committee we were able to find that board member cruz gonzalez and board member rodriguez pena uh we're on that from 1 1 2018 to 6 30 uh but we don't find anything after that um then at the board level uh there have been
018conversations uh or requests uh about uh the dei a dei is a committee that's fully functioning right now it meets on a regular basis there are dates um but that was just a conversation and there's nobody attached to that from the board attached to that and then we also have the wellness committee um and again i know that's the reason it's here because i know that there has been a conversation at the board level and so we want to make sure that we captured that as well as an interest um and so as we as as we are looking at this uh tonight um it seems that we're starting to have a system for the for the top piece i think that there's still conversation around how but at the bottom then we definitely need
019quite a bit of clarity moving forward any any questions from any of these committees listed on this document um from what i recall i'm not sure if chris gonzalez can come in and discuss but i can't remember but i know someone else took it over after us i i think it was them too in 2019 and 20 or right do you recall that you know yeah i don't i don't remember who it was where i went off of it if that happened we were not an email a follow-up email when the meetings were taking place we voted on it i think but right yeah so but if there was the individuals that were assigned to that committee we did not if we did not receive an email follow-up on when these meetings took place where
020are they at no no information so i did not attend any of the meetings maybe we can go ahead and get that started the communication on you know when these meetings are taking place with time and um how often would you be able to speak to the function of of that particular committee i could not um um i don't know the the original intent uh but definitely moving forward if we wanted a capital facilities program uh ad hoc advisory committee then i can see um meeting with a board member or board or board members depending on where you land tonight to discuss talk updates on a granularish level in terms of where we are with capital facilities what are we working on what are things that we are envisioning things that we're uh working on
021bringing to the board of education uh those kinds of those kinds of things is what i would envision but i don't know the original intent of of the committee and and from what i recall also i believe that we all slowly met didn't we only only once or twice um remember chris gonzalez we didn't read like you know monthly or anything it was like well it was an ad hoc committee so it was put together for a certain purpose for a certain amount of time i mean i think rather than figuring out what the purpose was i think it's more about i think it's more valuable for us to decide what committees we need to have whether that's the appropriate one and then what you know who will serve on it and what will be
022their job i think i feel like that's more valuable discussion than trying to figure out what happened i i think this committee is valuable especially with the reconfiguration of them and forth you know um that new board members should be in this committee meet with the superintendent and whoever else is in this committee to discuss the future topic i think they're all important so i i do want to just say so is this the complete list because i i feel like um we don't have the the foundation up there right so i think that that should be on the list as well because we do have a board representative on the foundation the foundation uh by the way is this the yeah yeah uh their bylaws does not call for a board member i understand
023that but we have we our original appointment was we we appointed somebody so so there can be a conversation had with the foundation about that but i think it's also well i just think it's it's important for us to work collaboratively um and so i think that that should be here and yeah i mean i've always felt and i think i made it clear in the beginning that that the board should determine who the who that representative is um and so i appreciate that their bylaws don't reflect that process but yes i would like us to have a conversation with about that um i'm not trying to suggest we change who it is i'm just saying process wise it feels like it it's better because then there's there's always alignment i there's examples of other
024places where the foundation doesn't is not in does not work collaboratively with the district and i'm not you know i just want to think before something like that not that it's going to happen but just you know have the right processes in play i can definitely have that conversation with with that in mind are there any other any other committees that come to mind that could be missing from this list i think that these are um many reflect um current initiatives that are each pretty deep and require attention and uh my only feedback on this is i'm i would be in favor of aligning committee terms with the fiscal year so july 1 to june 30th so that in may or june we are selecting or nominating or appointing members to start with each fiscal
025year can you elaborate on the thinking behind only because we run on a fiscal year right and you know kind of the season of work happens in a school year so rather than having a committee appointment start with installation of officers or elections and you might be thinking what happens when we have new board members come on board and be installed in december it would just mean that the for the first seven months of their term they wouldn't be on a committee and then come july that would be the time for them to be able to join a committee doesn't it doesn't it also mean or have the potential to mean that there will be committees that will be without a board rep during that during that period if somebody if somebody doesn't run or
026is not is not reelected who has been appointed to a particular board when they transition off in december it wouldn't be until the subsequent june well just like any vacancy you would appoint someone or you would go back to the process to install committee members so i think um i mean we can have a discussion about that i just think i think um across the state most elected bodies both school board density councils do all of their like appointments and all those in december because that's generally just the accepted practice i'm not saying we don't but i think that's just normal practice and it for some of them it aligns because like for rop the term is up um that's when lacks the well that's what lacks is asking us to make to decide who
027is going to be a voting rep for the county committee on school district reorganization i just we should we should those are actually not committees those are voting representatives those two laksa and county committee those are not you're not actually sitting on the committee so we should reflect that um so that's the only reason i would say it makes sense just to have that conversation in december like we traditionally do but i mean we also if there are vacancies to that point we can always appoint people whenever we want like it's not like foreign yeah i i would like to go ahead and keep the rotation going since uh we have that meeting when you know the time does come where new board members come in um that way they can go ahead installed the
028december it just runs smoother um i have been in certain committees um that for example like laxative you know you start everything in january and so it'd be kind of uh it'd be a little disruptive for board member to come in in june or july because then it already has started things have already happened planning has already started there's so much going on in those four six in this uh the first six months of a lot of committees that it it just wouldn't be yes i agree um because also in december i know we do have it on the agenda that the reorganization time as they state we do you know also as um you know president vice president and so forth but you know just saying that regarding the um if we're as far
029as the next page regarding the rotation um i would like to see it continue as a rotation with the option of a board member does not have to accept it you know i'm not i'm just saying you know why don't you go to the park correct me but if maybe i don't want to go in the parking lot but i'm able to say i am not interested um and and and i i think it'd be good if we uh terms as the maximum of two years i mean we'll just example like four member bull you know decent golden days that's good second year you know that's fine and um but then you can do it another time but just the maximum speed and these broke because when you go even when you're going to join
030a community and you're new you're kind of learning like first year the second year you're trying to get it you know you're more involved so that that's just my opinion so can i ask i heard there was enough board members who said some who commented on this to give consensus uh can we look to each of these then to align their start at the the organization meeting that takes place in december is so so uh so we're settled there that that's when each of these will will begin and we will look in the future as as we consider uh the uh um azusa leaders for learning foundation if that comes on this list as well we would do the same with with that as far as terms then so board member rodriguez pena is saying
031that she sees value in tapping off the term at two years um what are thoughts there is is two years as a maximum um is is it is it a one year maximum is it a one year but you but still voted every every year and but for a maximum of two what what are some thoughts around term so um one of the things that i really appreciate about this board is the fact that we are not just talking the talk but we're walking the walk when it comes to diversity equity and inclusion and we're doing that by the rotation of um president vice president and clerk um and i would like to go ahead and see that here as well um so for example one of the things that i would agree with is
032that the fact that you know if it's one year that give that option to that individual if they would like to do a second year right the first year it's you're learning everything the second year you've kind of learned everything and i think by the rotation it gives all of the board members a chance to grow and expand and to learn and i think that's a great opportunity for for all of us and for you know one board member not to be sitting in a in a position you know for three four five years because then you don't give room and that chance for your fellow colleague to be able to learn and experience that so i i would agree and and to be specific to what you're saying you agree to when you say
033rotation are you saying as we're looking at terms and term uh the number of terms are you saying a one year term a one year term but giving the option of the individual who's already in that committee if they would like a second term do you agree with board member rodriguez right right not not the you know uh yeah so just giving the option requesting maximum so um the difficulty with that is some of these are actually to your apartments like rop and parks and record your terms right based based on the rule that the organization we're pointing to that some of them like the county committee and laksa are one-year appointments that we do every year um so i'm fine with that i mean i think but i'm just saying like some of these
034are um by like by whatever the committee was organized by has other requirements so it may not work with some of these if you want to say only one year and then switch out because they are expecting it to be your commitment from up can i get clarification you said rop and which other one parks and rec is isn't that a two-year appointment not that i'm aware of but i will double check actually last year i just want to comment i only got to do one term and when i spoke to them they said whoever the board elected okay so um looking at this then i guess it's the rop and you know i think it's important that we do honor those two years and after those two years um that board member passes on
035the baton to the next individual and um i actually have a question for superintendent um now that we have uh we have this in front of us basically it's you're going to go ahead and keep track and who is next for for this one who's next for that one who had right so that way it's concrete we don't have to but yes to the first part of your question so my intent is to have a historical running record of our board members on uh these different committees i don't have i don't have clarity what a rotation means it's a rotation by alpha as a rotation uh by years is a rotation by i don't know how what that means specifically uh when we talk uh rotation i remember remember bronzing espana and i was just
036going to add to that um regarding historically i think why it's important because you know some people may not run another term you know and the board the board seat or may not even win your seat so that's the one be sure that you know this this would help because then i will not go on if i'm not here can i suggest something i i know that you're asking like for you know alpha or how do you do i think it's important if um the individual has um has already participated on that to go ahead and give to somebody who perhaps hasn't and start it off that way and then start the rotation that way and so when there is an empty spot then the individual who is new or whatnot can go ahead and
037fill that lot um because i i feel like um there's for example the ad hoc committee i know it's been two years now and even though there's a date i i know it has been and and therefore you know it's time for rotation and so um so so yeah one question that i have ad hoc because there's a number of ad hoc committees are you speaking about the the with the city the committees down here that we don't have uh arms you're saying for each of them for each of that hockey correct yes for each other um so i i have a question with that so um with that so that we i noticed it started january right here the one that um board member cruz gonzalez and board member rodriguez pena were on it
038started in january right so that basically they took office for that in december so would we like to go ahead and assign somebody you know as a board right now appoint somebody um right now so there's no vacancies we can go ahead and get started since we do have the reconfiguration um movement going and we need to go ahead in two years right so it would be a really good idea to perhaps maybe appoint somebody right now and then in december if you know give that option again i don't know what do you guys think you mean all of them yeah i'll say that i think that that that that will be a goal in this conversation to arrive there um uh yes that it would be my hope and uh superintendent to take a
039share with us your sense that by the end of our conversation today we would we would have we would know which of each of us sit in each of these uh committees and and for what term and and the duration of that remember yeah i think i think we should do that and i think it should be pretty pretty straightforward um i did just want to point out i mean there are implications when something is not an ad hoc committee and you appoint somebody for a whole year term because then there are brown implications with that um and so that was the purpose that's why we had an ad hoc facilities committee that was short-term with a certain purpose and it ended um and then it was extended because we were still doing that work
040so i just want to point that out um because it does have implications if you say okay we're going to appoint these two people for a year for an ad hoc committee i'm not sure you you have to consult with our attorneys whether or not that really is an adult committee um and then second i don't believe that a wellness committee is an ad hoc committee it's actually written into our board policies that we have a wellness committee so i think by that and it actually specifies having a board member representative so i'm not i don't think that's an ad hoc committee could we explore the possibility of it being an ad hoc committee i think it's really important for us to also discuss the wellness um you know with oh i'm not suggesting we
041don't appoint anybody i'm just saying like it's not technically an ad hoc that's all oh it would be a standing committee but but not danny but not at home barbara cruz gazelles could you speak to that actually the the your thoughts and understandings on the on the potentials of a of a you know kind of venturing into brown act territory with some of the adhoc so i'd rather not i'm not an attorney i'm not trying to give us legal advice so no i think arthur can talk to attorneys about that um what i think is pretty simple i think we have four committees there's five of us let's just figure out who's going to be on what committee for the short term and those and those committees that don't have definitions right i guess it's
042just really facilities right that we that we passed the people appointed to figure out like what what what they're going to accomplish at that point i also would like a clarification the difference between the ad hoc committee and a standing committee what is the typically we're talking about term and and and like a an objective that has an ending or a standing committee like for instance the the committee that we have with the city uh yes there's an objective to work with the city but there's no there's no end date it just continues going it's standing so it just continues going more has a purpose a shorter term purpose that's gonna that's gonna be done for the ad hoc committee with the city is there a specific purpose or is this actually a standing committee
043it is a standing committee with the purpose of relationship and information sharing so do we need to amend the committee name if it's not ad hoc possibly and again i'll i will reach out to our legal for advice on that okay so board member chris gonzalez suggested looking at the four committees and we're looking at the bottom now the four committees at the bottom uh looking at kind of divvying up some of those roles and responsibilities amongst the five of us um are there any are there any any suggestions or um and and again we can point to the second document which talks about possible options for board member selections as far as how we would accomplish that um and so one says board president appoints invites a scheduled rotation which we'd have to think
044about how so is that alphabetical is that if there's been someone who has not yet had an opportunity to serve in that particular area goes first or do we just kind of take each one as a separate item and and make a vote i would like to see for us to go ahead and rotate and for us to go ahead and take add committee individually and take it from there what am i recruiting uh i think that's why so i i prefer if we just make the appointments decide who's going to serve from now for starting now and then we have that discussion about the rotation because i feel like last time we did this we started the rotation conversation never really completed it and then we never appointed anybody so that's my preference so
045if we look to a point we have the ad hoc committee with the city uh for starters so i myself and yolanda rodriguez pena have served in that committee for the past couple of years are there so one are there any thoughts on appointments there i i'd like to i'd like to offer up a suggestion with that committee in particular um that that it serve that that committee be comprised by virtue of office if we were to look at whoever is sitting in the president and vice president seat that whoever sits in those seats are the ones who make up that committee i think that that allows for some continuity since we have rotations of of you know progression from clerk the vice president vice president for president it would allow some continuity from year
046to year and also knowing recognizing that the the mayor of the of that committee has consistently sat on that committee i i see that as as potentially being being helpful um as we are rotating through the years so i'd like to throw that out there as a suggestion for um by virtue of officers can i ask for clarification so um for for this committee especially but you know with the city um so what you're what you're saying is for the president and the vice president to be in this committee for one year i'm i'm suggesting that whoever sits in the president and vice president's seat that that is those would be the individuals who sit on this committee and since we already have functions in place that rotate the president and vice president each year
047it would naturally cause that uh the those sitting in that seat to rotate each year so would the vice president be in this committee for two years since the vice president would rotate to president correct and how about for example in this situation right you have been president i'm sorry you have been in this committee for two years and now you're president so would you say would you be open to um open it up to somebody else you're saying about me personally i don't i don't mind yeah i'm i'm not concerned with that i'm thinking i don't mind that at all i'm thinking about what what makes the most sense for the uh for the 4a rotation that allows continuity and and also um a a i don't want to say a layer of expertise
048but as someone has has ventured through some of those roles then they are able to speak to some of the conversations that have taken place over the course of the previous year um board member rodriguez i i i do not agree with that um for the reasons is uh what if a person just does is not going to be the vice president or president at any time so they are not allowed to they will not have the option of you know being fair and rotating like we we spoke about we're trying to do yeah well i'll speak to that and i'll say i think that each we we put we put structures in place to ensure that each person has the opportunity um to to be vice president and or president um as we know
049each person also has the opportunity to to decline um sitting in and kind of beginning as clerk and and rotating through the offices um so this would mean that attached to that uh decline of of sitting in clerk vice president and then president it would be attached to this committee as well so it's not that one couldn't but it it would be that if one chooses to not it's it that decision would be um attached to this committee i would like to make it clear to me i would like to just finish off with what i said i would like to make a suggestion and um if if the majority would like it um not to start until december and to appoint others as well at this point board member cruz gonzalez i i like
050your idea and i think it makes sense and i think whoever's in those seats should be sitting in those should be in that committee board member anything to add um i support uh board for a person girl your proposal i think given that um there's been some precedence that with rotation of officers and sort of the track um i think there are lots of opportunities to find equity and participation in many things that we do so to sort of formalize it in that way make sense because it i think it it's transparent to the public as well but here's the track and this is why people rotate on that committee just to be just for me to clarify what i'm saying i agree with it but i don't agree that it should start now but
051it should start in december does anyone else want to speak to that i agree i don't care as long as we have somebody appointed to every committee by the time we walk out of this meeting i don't board member so are you board members are you saying start appoint someone today who is not in those offices either of those offices and then begin the process as proposed in december correct so that we can start you know you know uh in uniform to go ahead and start everything right now we just point whoever would like to be in the committee um that is not vice president or president and then in december we can go ahead and then give it to you know president and vice president i think we're spending a lot of energy talking
052about who's going to be on a committee quite honestly these are all important roles the seats that we have now not being on a committee are really important roles um for president you have an opinion or can you help move us forward out of this because we've got to actually appoint people and move on to the next item on the agenda yeah so i don't i don't i don't see a problem with i i think the i may be the only person who's who who this might apply to because i've been on the city ad hoc and so if that's the case and and if and if if that's helpful i don't mind not sitting on that committee um i i do see that as um i i can see that as becoming cumbersome like
053if we were if we were to adopt um if we were to adopt by virtue of office that that would seem to make sense to me i mean regard beginning immediately but again i i don't mind sitting i don't mind sitting away if that if that is the wish of the board so is there a so then how would we suggest we move forward for for the ad hoc committee with the city are there i think that there's two that that one of them said that they didn't care they just wanted someone to point someone that just i don't know just to be clear he also didn't know she wanted you to lead there was i i'm i'm asking that we start in december so then we just keep adrian and yolanda right now well
054then it would make sense to keep adrian and sabrina because then sabrina would have continuity going into the next okay that's fine i don't know i'm just so i think i think well gabriel is just saying let's just keep the two there if so if the but if the thinking was is to keep the two of us there that means that i wouldn't i would remain on anyway so i don't i wouldn't see the point on i wouldn't see the point in not starting now with uh by virtue of office with president vice president if i i become the one who's who's potentially over their term i'm just aiming for continuity the start of december i think if we if we started can i just one thing that i'm gonna throw out is the issue
055we have we have the schoolhouse that we're dealing with right now right you guys started that i'm sure that by the end of you know this year we're gonna go ahead and it's gonna a lot's gonna happen with that schoolhouse i know that behind the scenes there's a lot of things happening that you guys have already started so therefore i think it's important that you guys finish that because that way you guys finish it through it's still going on it's going to be moved in this next nine months to continue to finish that and then the december start that new rotation okay that is my reasoning i hear that um let me let me just ask i'll ask each part would you prefer to start to begin there was enough consensus to say we're going
056to move to by virtue of office for this role i'll ask each person if they prefer to start now or if they prefer to start that in december uh board member rodrigo espana december board member beau favor of filling positions now uh board member cruz gonzalez i think it makes sense to do it now board remember arianes verification on your question so there was consensus there was at least three of us who who indicated that mo this committee appointment would be this committee only this one only for the ad hoc committee with the city i mean so far right i mean yes um that that would be based off of who is sitting in the president's seat and the vice presidency so so there's already consensus for that now the question is do we begin
057that in december uh of this year or do we begin at now and so that's the question i asked uh each each board member so would you would you prefer to i'm sorry it was december now i would like to see it in december and i would say now so so we'll move forward with those with those appointments effective immediately um the the that particular committee so then looking ahead all right to the next committee where we have uh the capitals facilities program committee this is one where we have not had anyone sitting in the seat in these seats at all um superintendent ortega would you mind speaking to the i know there has been there have been times where there are two members who are sitting on some of these committees but there also
058is looking at the number of of committees that we have there also is the potential if there was one board member on on some of these that would fill out five positions two on the ad hoc and then one on the other three that would give each person on the board one of these committees to sit on and can you speak to some of your thinking on that well right now um the only thing that we know or i know from cfp is that there were two members on that um previously um there was we've never had somebody that i know of on wellness and dei just started so there hasn't been anybody there there are five of you so i see uh some benefit if it was two one one and one but i
059don't know there's probably a benefit to have two uh to have two voices and two opinions and two uh ears right to hear things um and if that's not an issue to the board that there's eight and then there's five of you you know then i think that's fine i think that's it that i would agree with that to go ahead and have two at each um committee for ad hoc um just like as the superintendent expressed there's two of us um doing the same thing one of the things that i would like to before we move forward that i would like to go ahead and bring to the table is that i think it's important that when we do attend these committees or these ad hocs that we're reporting back to the board and
060as we are evaluating our board today right we're evaluating i i think that's one of the things that we lack like i i didn't know what was going on in other committees because the reports were not being brought to the board but i think it's important that we keep in mind and that we remind each other right president remind us right to be able to report when we go to these meetings to come back and bring um you know some information so if you have a committee of one on the if you have one board member on the capital facilities committee there it will be a committee of one person that that's a that's a committee that only has board members so i probably not a good i don't that's a good idea the other
061ones i would think i would turn to the staff and say okay we have these existing committees you know the size of the committee does it make sense to send one board member does it make sense to have two board members there like having a board member sort of changes the dynamics right so and having two changes it even more so i think we should think about that in terms of how many people were spending i was just going to say that's an excellent point dei and wellness are established committees with lots of stakeholders big groups and so to board member cruz gonzalez having a board member um makes like would work uh but the cfp is a is a committee of one and so having multiple having two there um makes sense i'm sorry
062can you what is csp i'm sorry the capital facilities program okay so um that's that's kind of a recommendation from staff can can i hear hear from each of you the thoughts on two board members appointed to the to the capital facilities program one to dei one to wellness i'll throw out there while we're though it's not formally on the list here also one to the um education foundation uh board member roger espana so you want to know if um we should appoint only one person for the capital facility so the thinking is two what i'm hearing from from arthur will correct me if i'm wrong two to capital facilities one to dei one to wellness and one to the foundation i added that one on yes but i i have a question regarding the
063foundation one so i thought we're gonna have discussion on that because you know our bylaws does state it doesn't state that a board member would be appointed um by this board so we can keep them out we can keep them off the list for now then to move things forward and we'll discuss it on that first sure okay thank you but yes i agree so one two excuse me two to a couple of facilities one to dei one to wellness yes board member beau i agree board member chris gonzalez yes board member are you honest you know i still stand that we should have two board members at each committee and i would say yes to that um so then so we'll sit with two on uh capital facilities and one on dei one on
064wellness so then looking at capital facilities um this is one of those is our is there is there are there any suggestions is there any you know potential interest in um anyone on the board to sit in these committees to to begin now knowing that uh i guess we can discuss term here but we're expecting them the term to shift and transition at the end of this year at the uh come december so i just want a clarification so you're asking who is interested is there anyone that's committed but in the um committee for the city ad hoc it's not who wants to be on it it's a whole different rationale behind so why can't why aren't we making this standard why are we changing on each committee how to be on it or who's
065going to be on it right so that's not structured yeah so my suggestion for for the ad hoc with the city is if we look at each of those three committees uh beyond that that has to do with uh things that are happening 100 internal whereas the the other ad hoc committee or i mean which we may change it may be a banning committee really by name is working with an outside entity which is our counterparts with the with the city and so from that perspective um and and the the function of the the president within the whoever sits in the president's feet within the committee i see there i see the value there with these other pieces i don't know that i personally that i see it the same this the same way just
066my thoughts on that when i was president um you're you expressed something differently that you wanted to be in it so i gave you that opportunity i thought the same thing but i wanted to include everyone and give the opportunity for whoever wanted to have that position even though that at that point i was president and i wanted to make sure i wanted to be in that committee that i went ahead and get up and i don't agree with i i understand that it's the majority now um a suggestion that you brought forth and the majority of the board wants to move forward with it i i'm still not okay with it um but that's okay we're going to move forward one of the things that i want to bring up is i would like
067to go ahead and be part of the capital facilities program okay um yeah and we'll and and thank you we'll keep it there um so as to not not go back we'll keep it on the capital facilities program and so you're saying that you are you are interested in that particular one yes sir is there anyone else who is interested in sitting in that particular community i already did it though yolanda already did it but there's only two of you that haven't done it yet if we follow our our previous rash now there's three of i meant besides you because you said you want to do it i meant the other two that'd be great okay thank you board member both so we have board member beau and board member arianes who will sit on
068the capital facilities uh program and that will be set to expire and we will look you know we can discuss it here there will be some form of rotation some some form of of changing out in december yeah okay then moving on to the dei ad hoc i mean i would be interested in that committee and i am too and i i mean i so i served on the original wellness committee that developed the original wellness policy back in 2006 long time ago um we're talking about the dei not though i understand but i'm saying i've already served on wellness previously so i'm really interested in serving on the d like i don't know you'll end up that we only need one first in there so yeah i mean let's find you can you consider
069this one i'm good would you consider which one i'm saying i did it on the dei yeah board member rodriguez pena would would you be interested in serving on the wellness committee for the remainder of this wellness committee the all-in for azusa committee or what is islamist committee is it separate from the um fallen yes it's separate from the all-in we have community members we have staff personnel different stakeholders that talk about student and staff wellness sure yes then we'll have board member rodriguez pena who serves on that particular committee through the end of this term which would expire um that organization meeting that takes place in december actually all that all of them would expire correct correct okay just want to want to clarify so that takes care of those committees that are there
070i know that there there is need for an additional conversation with the foundation but that that includes the foundation and and they are not here to speak into that um so that that is something that we could uh we can discuss at a later time um looking at these other committees then we do have those who were recently appointed to these committees at the top and so board member beau on golden days uh board member cruz gonzalez on azusa parks and rec i am on the the county committee of school district organization um and uh board member argonas is there the alternate rop we have border rodriguez pena and then uh lac the are his board member aryanist and i am the alternate so we will look to those are these two-year is is lacks
071a two-year term no it just happens to be two years on the first that that first she just served for two years okay so those are just those are just the voting members so that just says like that person is going to go vote for us when they're when they have elections in may and then i think when i get again in november whenever they have elections that's all that means okay so we're all members of lockstep so that so then if that's if that's the case then that means that all of all of our committees are currently filled there still is for the discussion to be had about the foundation but but we we all have those positions filled and each of these will then be in alignment starting looks like it says 12
07214 20 22 which would be the organization meeting i i just want to doctor um i am a director but that's separate than it's different yeah because you went through a whole different process okay i would just like um clarification i i think um that we all understand that even though that we're appointed to these committees right that just as board member cruise lines just shared with all of us that we are welcome to come to all the meetings right yeah like if there is um great laksa uh like she just shared that we're welcome all of you all of us are welcome to come parks and rex golden days we're all welcome to come the only representative would you think golden days is the open community well public actually they're a non-profit and since
073they have to uh have minutes it's open to the public but it has been what i recall when i was in the golden days committee and i was appointed by the board of education um what remember ariana was still in a member i'm sorry let me clarify i'm not saying that there's two but a a community member can go to these meetings is what i'm saying and how about we because there's there's some disagreement we and we can we can speculate across the board can we get clarity on that from from the um i'm sorry let me just isn't that what you just said board member cruz gonzalez lacsta is open to out all the board members were all able to come i'm talking oh sorry about last because that is that's the l.a county
074school trustees association right and then what i'm saying when i was on the golden days committee we had one board member appointed but others would come to the meetings just to hear the meetings is what i'm saying you were a board member and on the committee no i'm talking about that but let me say this just because because we can we can continue to speculate um superintendent ortega would you be able to gain clarity on if those meetings are open for the public actually all of them if all of them are open to all board members okay well except with the committees let me just say accept the committees on the bottom since that would be great correct yeah yeah okay so then the only thing that is is worth discussing or i mean there's
075space to discuss so come we have everything filled for now come december um based off of the consensus that we gave for the ad hoc committee with the city there is an understanding of how how those sitting in those seats would rotate by virtue of office but there is there is no system or thought scheduled rotation for any of these other positions um can i suggest that we look to first offer the position to somebody who has not first sat in that in that uh steep so the question would go as we as we come to golden days we would first come and say is there anyone who has not sat in this seat who has who is would be interested in serving in that particular seat and if no one who has not if
076if the one the two the four are not interested then we can open it up to anyone on the board who would be interested in that in that particular seat and if we were to do that for each of these four or each of the the different committee uh we we are probably looking at the bottom three committees for that for that as well all right just just for clarification we say committees right we have the committees on the bottom we have on the bottom um there's a columns and they have the companies on top can you be more specific on what committee's years so i'm saying all of them all of the committees except for the ad hoc committee with the city which would be a by virtue of office so that means that
077in our organization meeting we would have each of these item listed as an item and then the item we would come to for example zeus and gold azusa golden days and we would say is there these would be info action items we would say is there anyone who uh who has not yet you know sat on that particular committee that is interested in serving in this so those who have would would hold back would not of course not answer and then those who have not had an opportunity to serve on that would have the opportunity to say yes uh and and but if nobody who has not yet served on that committee if there isn't anyone who is interested then it would be opened up to the rest of the board um to express their
078interest in those seats i would agree yes okay uh super lieutenant ortega is there is there anything else that we need with this particular item um i think the i i don't want to make assumptions so i think the only other thing that i don't have clarity is beginning in december uh when we uh begin uh the new uh and right now uh we'll be speaking specifically about the capital facilities the dei and the wellness um are we thinking that those are one-year terms that is my understanding uh what remember cruz gonzalez again i'm going to suggest you consult with our legal counsel about what that term should be and then you know then you can that can determine what that is well can i ask them if what is the why can't we just
079appoint them today and then arthur can come back with the term of whatever it is sure sounds great because we have to do some yeah any other thoughts there from anyone a superintendent or take anything else that you need from us on this particular item or is there clear direction to move forward okay then we will move on to item 4.2 which is discussion of board self-evaluation do want to clarify that this is not intended to be a board eval self-evaluation this is intended to be a discussion on that and some looking at some of the attachments that are included within this item you'll notice that csba offers a tool to be able to conduct a a self-evaluation and so wanting to have a discussion on this particular piece if we move forward if there
080is consensus to move forward with this particular piece we would look ahead to a subsequent governance meeting um superintendent can you say is that is that may is that april is that june we but we look we would look ahead to later in this uh in this semester to to conduct this self-evaluation so we will not be actually going through the evaluation anytime soon i i don't i wouldn't agree with the with any time soon as a characterization i would say that today uh we would not do it today we would do it most likely at the at the very next uh board governance meeting remember bo yeah i am i just wanted to figure out my notes from um meeting with uh we had an ad hoc committee board member iron as you and
081i won an ad hoc committee for board evaluation back in april and may of last year and uh superintendent ortega was able to report out some of the um kind of logistics of implementing or utilizing the csba board self-evaluation tool and if what my notes what i have in my notes is that um you know there's an evaluation tool that's developed by csba that of course many districts use in its entirety it would take csba uh two to three days to set up the survey for us it's something that each of us would complete online and there are different components as described here in our materials today um we would have a two-week administration window meaning we would have two weeks to complete the survey and then csba would need a couple of days to
082actually generate the summary report and so based on that i'm thinking if that's something we want to move forward with we can um backwards plan from a if it's a may governance meeting to be able to have that final report to figure out and discuss at may so that would just we just need to back that out you know maybe eight weeks or so and if i'm not mistaken adding on to that would be uh mr tigger can you speak to there would be a representative from csba who would join us in walking through the evaluation is that is that what would take place that is an option uh that we have as a district is to have somebody from cesba come facilitate uh the findings and the conversation yes so is there there was
083an ad hoc and so borderline did you want to add anything having said on the ad hoc so actually it um yeah one of the things that uh when i was president uh board member beau had expressed she wanted to you know um if we had had one was the last time we had one i know board member chris gonzalez do you remember the last time that you guys had a board evaluation [Music] we haven't had one in the last three years um i i would agree with um you know with the board evaluation and uh being able to go ahead and have csba to use their their tools uh but one of the things that i i would like to suggest um and i'm looking at our just our our our lives as well
084i think two weeks for me would not be enough time for me to do research um and i would like an extra week and so just it's just to fill an application right it's not a researcher or what what is this what does it consist of you know the this two-week survey or questions superintendent i was just referring back to my notes when you talked about a timeline and my understanding with that was csba's practice now certainly we can extend it we can do whatever we want but i would think that giving a a set timeline whether that's two weeks or three weeks or four weeks so that we have our homework and that we are able to then have a report that's you know generated by csba and i i would love for us
085to be able to have a csba facilitate the results with us can i offer a suggestion as well um so so just to answer board member cruz gonzalez um question yes we would have to we're doing some research on our stuff okay yeah no i just wanna i'm sorry no it's just fine i just wanna know you know what does it consist of and why would it take so long or why you know i think it's also really important um and this is for all of us here on the board that as we're doing this evaluation that we don't independently call each other or call somebody else to call somebody else so that way that we you know because that that's breaking the brown act so do you mean be more clear like you call
086like i call board member beau and she calls her friend you know and then her friend calls you know adrian board member grier like we need to make sure that we're not doing that here on the board because i'll say excuse me i'm not done thank you so it's important that we we do this evaluation that you know we do our research that we go back and look at our meetings that we really truly evaluate ourselves how you know uh areas of weaknesses that we may have areas of strength or areas of that need improvement you know and so i think it's really important that we you know each individual does a self-evaluation and not share with another individual on the board and i'll just add it it would be um as as far as
087creeping into brown act violation it's a standing assumption and expectation that we are all doing that for for pieces across the board i sure hope so yeah so that's that's that's a that's an assumption and and and i don't think we have any reason to believe uh otherwise uh with that um board member cruz gonzalez do you did you want to add yeah i just i agree i think we should use csbs um cool and then we should have an outside okay so then looking at the calendar i'm seeing may 31st as the scheduled board governance meeting so that means that we will look to that day we to have a facilitator join us there will be a set time where in which the tool will be made available to us to fill out that
088will not only give us time to fill out the tool but but we'll also allow csba to synthesize that data and and come to the meeting with uh those documents this is data that would be attached at a board to the board agenda ahead of time so so we'd have to also build that in um what is the amount of time that the board is is asking to have this the tool open or or is that set by csba i don't know what the flexibility is but when we did have this ad hoc and i did reach out to csba uh they did say that you all would get a personalized individual email with a link to the tool uh and that you would have a two-week window to complete that pool remember is that
089something you're able to ask the cfa three week window is a possibility i can surely uh i remember cruz gonzalez okay anything else then with this this particular item uh and and i guess well is there anything that anyone has to add about this particular item on the board and then superintendent ortega is there anything else that you need from us in order to progress and take next steps with this particular item no i look forward to in the coming months to bring the um to keep you up to date on the on the dates and all that and uh keep you informed okay then that moves us to uh item 5.0 adjournment um is there a motion to adjourn tonight's meeting make a motion good journey moved by board member rodriguez pena second second
090by board member arianes is there any discussion or or anything else that anyone else has to say about anything discussed tonight that they did not yet stay okay then we will move to a vote and the motion to adjourn passes five to zero which brings us to the end of our meeting at 6 45 pm thank you everybody for