00140 p.m. So, we're going to go ahead and start the December 8th planning meeting. Um, it doesn't look like there's anybody here for public input. So, we're going to go ahead and move down to 3A, the community events update. >> Yes. Thank you. >> Perfect. Thanks, Jason. >> Yes. Uh as you can see, we're going to talk a lot uh much of our time tonight will be spent on referendum. And one of the first things we have is community events update. And I turn that over to Melissa for some updates and feedback possible. >> So I've been working on building off of the community engagement signup sheet that we've been using for the past month and a half. I've added some more community dates to that which need people to sign up to be present.
002Um and in addition, there are still a number of school-based events. Um uh there's a lot happening in December with u um holiday events. Those are those are busy with parents coming in and out usually with little siblings and not always a really ideal time to talk to people. Um but you know, still your presence at those events matters. Um I um was thinking that it would be nice to um have you in some situations in in public venues in the city uh where obviously you don't have to give a presentation um but you'd be able just to engage with the public. So um I have uh two confirmed times to have it have you at literatus. Um I'm working on um two other coffee shops in town for a phone call back and then
003also at the Watertown Public Library where you would be able to just be present. Um obviously there'd be no campaigning. it would just be there to say hello, introduce yourself, and provide um information about the school district. >> So, I'm continuing to build on that. There probably won't be a lot of community events during the month of December. Um but definitely January and February, we'd like to make sure that there's um there's a number of items on the schedule. >> Oh, and that's just not updated in the community engagements yet, like not till you're con confirmed. >> Sure. So, um, everything that I've put on here now, go ahead and fill in for go ahead and sign up for. >> I'm sorry. >> Oh, I'm sorry. Everything that's on the engagement calendar right now can
004be signed up for, >> right? But you said you have two confirmed events at Literaris and one at Bears Brothers, right? >> Uh, no. Uh, no, not theirs. The two at Literadas are confirmed. calls back regarding others >> and then I'll add them once I have confirmation. >> Oh, okay. Okay, perfect. And the library, do you have a date on that? >> Yep. So, um, so that's really flexible for us. Um, since we don't necessarily have to reserve a community meeting room, we can use lobby space for that. So, I I already added to the calendar a Monday evening. I know that's a busy time. There's some group activities that take place in the library. Um and then um um I was looking at weekend, you know, a weekend morning to Saturday is ideal. And
005then a weekday like when there's um there's a story time or something happening where we know we're going to have parents bringing in children. Okay. I guess maybe I am looking in the wrong spot. I am looking at the board community engagement Excel sheet >> and I do not see like the I see dates from like November in there. So, I don't know if maybe there's a maybe I don't have the update link or something. >> So, it says board community engagement sign up across the top right. >> And are there a number of are there a number of things >> it goes through for like the community engagement sign up? >> Um, it goes through March. >> Are we putting it all there? We're not separating it now where it's like businesses and school
006events. You slide over >> To the right. To the right. >> There should be a bar at the bottom. >> Oh, yeah. I see the business drop off locations and I see the community the two tabs. >> Jason's got you. >> Perfect. >> I got I see this and then I see this. >> Use this gray bar. >> Okay. And then there's more. I'm sort of confined. go up. >> Oh, I see. Oh, I see. So, okay. >> January >> on these things. >> Also, let me know where you would like to be and I'll make those arrangements as well. >> There's other businesses in town. >> Okay. >> We we had talked about um bowling alleys and Carl had some ideas, too. We can add them. >> Oh, yeah. The >> meeting I was
007going to go to got cancelled. >> Maybe we should save that for C communication of the community survey learning and subsequent actions. >> Maybe we should save that part part of the discussion for then unless everybody wants to weigh in now on that. That was my understanding. That's when we were going to discuss it. Am I wrong, Jason? >> Yeah, I think we talked about uh that communication of the survey was more reflecting on on how that went. any learnings that we had and what what could that look like moving forward for the referendum. >> Okay. >> Y and Melissa I think is just giving update here. If um again I think Melissa is asking if you have ideas for places that you'd like to see on there just funnel them right to Melissa. She'll
008work on that. And I think if you could regularly check that spreadsheet that would be helpful. Anything else, Melissa, that you need or would like to share? >> All right. Thank you. Good night. >> Can I ask Melissa a question? >> Please. What? >> So, Melissa, I'm assuming you're saying like right now in 15 minutes there's a concert. >> Yes. >> And since nobody signed up, we didn't have formal representation there. >> Correct. So all the ones that are crossed off on here that didn't have anybody, we didn't have anybody in any of those. >> Everything that's crossed off has passed already. >> I know. But does that mean >> um if there is no board member name listed next to it, then no one from the board was present or there was no official
009district representation with a table with information. >> Okay. Well, given the ones we have done, has there been any community feedback on that? Like, have has anybody noticed that board members have been out and about or tried? >> Has there been Well, I know you guys social. >> Well, I guess I was thinking positive. >> Well, I haven't heard anything negative, so that's a positive right there. >> All right. Thank you. Okay. Anybody else? Anybody online? I don't see Craig or Lor's hand up. Okay. So, then we'll move to a road to referendum. >> Yes. And so, again, this has got draft all over it. And so this is just a a guiding document that um a number of folks have uh taken a look at and been a part of developing um and bringing
010it here for your knowledge and any feedback or suggested revisions. Okay. And so the first uh it's by month and uh these are action items that we would outline. You have this document. >> Uh yeah, it's under the administrative content I believe. >> Yes. Yes, it is. Thank you for that reminder. Just because uh there's some um bids that were linked to that. Sorry. So under administrative content, there's an example there of uh by month some of the actions that folks will undertake as we prepare or lead to April. And as you can see, it's starting in November. I only made one copy. >> Oh, >> I can make more. >> Sorry. As you can see, it starts in November, gets us through April. Some of the very items that are listed are are things
011that we undertook last year. Some of them are new ideas. Um, but those are ideas that Melissa and I started with. I've been getting feedback from Dr. Burke, the director team, and others. And so, again, wanted to bring this for the team's consideration. And if you have ideas or suggestions or questions, I want to make sure that we're all comfortable in our planning as we move closer to April. Well, I didn't see the document that was in your hand, but it looks a little longer than what's in the administrative section of board docs. I don't know if it is or not. It was but it was it had a staple on it and this is only one page in the >> Mine has six pages. >> Yeah, mine does too. >> Oh, mine just has
012one. When I click on the administrative content, >> there should be two documents. One is like a six page >> April 26 guide >> and then one is just the uh bids or quotes for proposals for communication. I'm looking at that November to April document. >> Okay. And Angel's making some copies for us. >> As you can see, there's components that repeat monthly. uh there are components that are integral to Margaret's work in HR that bring staffing, you know, preliminary staffing discussions. My goal is really for that to be a comprehensive guide for the work of a one-stop shop for all the things that we will attempt to accomplish month by month, early November as we start gearing up December through April. So when you're saying I'm sorry. >> Please go right ahead. And >>
013uh when you're saying we'll say March 2026 door knockocking and literature distribution admin team from here. >> Yeah. Um we we did not uh execute that plan last year just because of spring break predominantly was the um but what we envision or what I envision is uh getting some things on the calendar early and having the uh central office team and a building leadership team uh help with door knocking and then distributing furniture. So administrators at both central offices >> I was just wondering if they know how >> yeah they've seen this doc the principles have seen this in a really rough uh form yeah but they know they're familiar with the work >> and uh they are always thank you always happy to help so thank you agent and um I think you have
014a a black and gray and white copy those uh those uh highlights there in November and are green in the real copy and those indicate those have been accomplished. And so again, I I just want to keep the team in the loop. Uh always looking for ideas and feedback with the goal of us doing a really great job educating and informing our public, our stakeholders around this idea of a possible reference. And how are you breaking up the neighborhoods to >> um we quite honestly I have not even thought about thought about how to break up the neighborhoods. Um Melissa and I would and and we have a leadership team now starting this Wednesday. >> I would really rely on that group to kind of help me formulate a plan for that. Um you know
015one idea would be by voting districts, right? We know there are districts by neighborhood, >> but that's just me thinking. I just want to get the team's input. >> Yeah, if you could keep us on board with that and let us know, uh, how you're planning on breaking that up, that'd be great. >> Absolutely. >> Please go ahead. >> So, um, last year when the referendum was coming, did the district do the hiring someone like we're thinking about hiring? It looks it looks like based on this that we're looking to hire someone to help with communication >> for this. Did we do that last time? >> We did. >> Is that Are the people that are the group that the district hired last time are they one of the ones that we see? >> Yeah,
016that would be the Donovan group. >> Thank you. Any other questions or feedback relative to this uh November to April guide? I know it's a lot. >> I think it looks very thorough and I appreciate the uh hard work and all the thought you put into these things. >> Thank you. >> Craig is >> Yeah, I pulled my hand down. And I I I wasn't sure if the uh discussion about the Donovan group was now or later or or what. I mean, um is that like foregone conclusion that we're moving forward with the Donovan group or >> No, there's three quotes on the agenda. Craig, we just haven't gotten to that part yet. is just showing the um the tenative plan to engage the community if we do vote to go to referendum. >> And
017I think in any case, we'd probably be waiting until at least after Wednesday when we finalize our decision on the uh actual referendum as far as where we're going to go from there. I think and I could be wrong but I think that the plan was that tenatively we as a committee would take a recommendation to the board on Monday on who we would like to consider to assist the district with communication. Correct? That was the tenative plan. Correct. >> Okay. Uh, so if we're going to talk about that in specific, um, I would say right off the bat, it looks like CIS6 is substantially more reasonable in their fee for what they provide. Um, of course, I could be missing out on something there. There could be a reason that you'd go with Donovan
018Group, but it looks like you're looks like you're saving about 20 grand by choosing CS6 over Donovan. Um Melissa and I have uh collaborated and talked about some of the things that we saw in in the bids that we found exciting, some things that we had questions about and then some conversations about the options. And so if we want to jump to that now or we can um get through this road map and then the literature whichever whatever you'd like. I think we'll go we'll go through the road map and the literature and then transition to the quotes. >> Sounds great. >> Thank you. >> So this road map again I I think my vision is this I would bring this back to every time we meet as a planning committee. There will likely be
019edits and additions. Not I don't believe there'll be a lot of subtractions but there'll be edits and and additions. >> Okay. If you have ideas or thoughts or questions after we conclude today, please just follow them to me and I'm happy to talk. >> Please go ahead, Linda. >> Melissa, this is for you. Um, the elevator speech, is that going to be universal for everyone? Are you going to have different elevator speeches for different groups? >> Sure. A lot of it will be universal for for everyone, especially those of us who work for the school district because our goal will be providing information and factual data being very very careful not to have a persuasive message. So they'll they will be uniform and consistent and we we do want to make sure everyone's on the
020same page. >> Yeah. So employees of the school district um can only give information. They can't uh say one way or another support don't support. so on, right? You uh as elected officials can, you know, say support, don't support, whatever. Um and uh other members of the public can, right? Teachers in their off time, not using resources from the school, not on the school's time or dime. They can't. administrators can't because I will tell you if I'm in Walgreens picking up a prescription actually I wouldn't be there I would probably be downtown pharmacy because that's where I am but people still see me as the superintendent right so even if I were to want to engage in any kind of conversation especially that is has some kind of a nexus to the school they don't
021count that as my personal opinion they always count it as my superintendent opinion right so I I don't get a luxury of sharing my opinion uh when it comes to referendum. Same with building principles or you know other central office but teachers uh custodians you know all anybody else on their own time and on their own dime. >> And you might help us though if with wording or can't you I I think um th those uh monthly uh notes that that you you asked about would provide a nice platform for discussion. >> I think we'd be remissed to get into the field of of supporting. Yeah. >> But I think the factual data that we come up with every month will be great talking points. >> Thank you. >> Yeah. I can help you with
022an elevator pitch in the back. >> I don't want to move too quickly, but I don't want to belabor the point. Anything else on this document? No. Okay. Again, I'll bring this back to the planning committee each month. Again, if you have any ideas as we reflect on that, please just follow with me. Thank you. uh last month uh was part of the to-do list was for Melissa to begin to map out what kind of formatting might look like and u this is a draft of that right uh very drafty uh certain pieces as as Melissa has outlined here like the referendum logo we need to finalize uh we know that December our tagline will be identified that would be there. We know we'd always want to put some photos here, but these are sample
023photos and certainly the messaging will be, you know, the bullets and the why the referendum. We'll go through that leadership team that I mentioned. Um, but I wanted to show you some formatting ideas. I'll give you feedback and questions that you might have. >> I think it looks nice. Uh, would I be correct in assuming that if you or when you move forward with a finalized version of a flyer like this, you'd be using pictures of actual kids in the school community? >> I figured >> too many. >> I always make sure that I have permission from the parents before I would ever use anyone's child on anything that was a ballot measure. Um, I'm trying to be very careful with the front page of our flyers just to not have a wall of copy.
024I want it to look fresh and crisp. I actually borrowed a lot of this format from another school district that won an award at the Whisper Conference or the referendum marketing. So, this would be the front page. Page two would dive a lot deeper into the reason why the referendum was needed. A lot of financial data that people could choose to read or not. Okay? But it's really important to me just from feedback from last time around too that we keep it really simple. >> And are these going to be essentially like what would be handed out to businesses if they were willing to support the referendum or would this be like mailers or would this be both? >> Sure. Um the content that we developed will go across everything. Okay. >> What I wanted
025you to take a look at tonight was just kind of a look the colors that's a little similar to the community survey look and I was intentional about that. >> Okay. Um, so this this brand, this this look, you know, would be formatted into 11 by7 posters all the way down to little hand bills that could be on counters and businesses, table tents, the mailers. >> Okay. Okay. So, you would you would pick it up and say, "Oh, like I recognize this as part of the school district's referendum information." >> Okay. Perfect. I >> think Melissa highlights a very important part though that we we really and again this leadership team will begin their work Wednesday. We really, Melissa and I have talked about the fact that the messaging on here is really important because
026this will cross all literature >> and so we want to be really strategic and thoughtful about the messaging that we have here knowing that it might show up in a video, might show up in a mailer, it might show up other places. >> Okay, >> we will spend a lot of time on that piece. >> Questions or feedback? and just seeing just bring drafts here tonight. >> I think it the QR code takes you to the website with the more detail. >> Yes, the page. >> Yes. So, since the survey um has been completed, I did update um that operational survey page is also the spring referendum page. So, which is handy so that everything everything to the point we are at right now has now been updated. So if someone were to scam this
027QR code, um they would be taken to that page. >> Okay. >> If we considered that in a community that has an aging population that maybe the QR code isn't the way to go. >> Well, the website's right next to it, too. >> Okay. >> I think that I think the aging population handles QR codes pretty well. >> How do you do with QR code, Sam? Wow. >> You know, I I'm just speaking for others. >> And the first button on our homepage will be well, right now it's community survey and it will be changed to operational. >> I try to make it as visible as possible. >> You have any questions or feedback? >> No, I think it's really nice. Thank you, Melissa. >> Yeah. Thank you. I'll turn us to the next agenda
028item if that's okay. >> Please. >> And so the last time we met again, I believe Dr. Burke brought the idea forward to the team about partnering with a communications firm and committed to getting some proposals. And so this document now is the second document administrative content just because of the the bid piece. And so I'll just walk the team through the document and then the the subsequent documents that that are linked there and then I'll answer any questions. And so on the left of that is just the work. I wanted to make sure the team knew the work that has gone into this. And so for example emailed out of the group November 11th and then you see down the road there it's all pretty similar just emailing Dr. B had a contact at
029Whisperest. So that left the voicemail got some recommendations. So the left column is just the action items that we took that took place. And then on the right hand column there are three pieces there that we've received information. So we do have a quote that can walk us through that from Donovan that received on November 14th. A quote from CISA 6 received November 21st. Dr. B received some recommendations there from uh Whisper. We have no response. This was as of December 2nd from D&D Communications 10. And then CIA 8, we received uh three documents. One is just impact by the numbers. It's kind of a infographic um referendum turnaround case study that I linked. Anything they sent I put here for your review. And then the last one was from CISA 8 was services overview
030and uh some pricing attached other was you know by the hour. And so that's just this this anchor document. Uh let me pause there. Any questions about that? Seeing hearing none. >> I'm not about the acre document. >> Okay. >> So go right ahead. >> Yep. I will just give a quick overview of Damon. So you have everything I received from Donovan. Uh goes into I'm not going to read ever read things to you. It talks about who the Diamond Group is. What do they do? Shows us their team. Uh engagement services kind of an overview on pages six and seven. Uh some sample uh referendum engagement road mapaps. uh very similar to what I think we saw last time working with Donovan. Uh very um you know some of the very things that we've
031outlined in our road map. Um pages page 11 is the some of the communication services they provide. Uh pages 12 and 13 uh and 14 are just some ex some literature from their work with other districts. and then uh references. The last page uh really outlines two options for uh engaging with Donna questions about Donovan or discussion or can I pro >> which option did the district use last year? It was a little different uh because we had already been engaging with Donovan Group for strategic planning and so we were uh paying Donovan Group a fee, a monthly fee and those services were added at no additional charges. So just a little different hard to compare. >> Thank you. >> You're welcome. Can I give a quick overview of the next one? Open up. Okay.
032>> Yep. >> All right. Uh CISA 6 again. Uh CISA 6 I believe is in Ashkosh. Uh so uh this is everything that they uh sent to us. Quickly go over it. The uh second page is just some of the districts they have uh been partnered with some key followed by they get right into the the services and fee options. And so uh page three I don't think it's numerated but page three I see uh services dollar amount and some key deliverables followed by some folks that we would have the opportunity to work with. Uh there's I think there's one key p person listed on page four of the resume. Uh we see some awards and sample pieces that they have worked through qualifications and then ends with kind of a proposal overview. So very
033similar uh budget provide a really high overview of uh CISA 8 and then just look for any discussions, questions or feedback. Uh CISA 8 uh was again one of the recommendations from Dr. Burke uh reaching out to Whisper first document is just impact on by the numbers showing us some of the things that they promote around their work around referendums. There was a case study that they forwarded and then CISA 8 services overview that feels like um very alle to me. Uh pick the services that your district is invol uh interested in. So it's different in that nature is what how I read that. uh everything from you know different types of videos to some of the custom work around logos and flyers that are really built hourly uh some strategic planning as well. So
034uh feel again feels very alleart to me uh with CISA 8 which is I think a little different than our other two quotes. So just to be clear, uh CC6 would provide video services. Yes, that's included in there. It the language on page, what is it? Page six. Um it says at the end when it's talking about additional services providing up to 114 hours for newsletters and referendum communication, etc. Then it says these do not include the video services. But then I look back through it and I don't see a specific reference to a video service unless I I miss something. But I just wanted to double check that that's included in the >> I'm sorry. Are you talking about Caes 6 or 8? >> Caes 6. >> Yeah, I know CISA 8 has like
035the different video options laid out. >> I don't believe it was in CC6. >> I don't I think there was a reference but not clearly explicit. So I can follow up. Yeah, maybe it was just that we could find out. Um, and that's >> Do you know what the hourly rate is for CISA 8? If they say that it's build hourly 85 >> 85 >> That's what I saw. I think CISA six's um bottom line number is intriguing but I didn't think they gave a whole lot of detail on the deliverables whereas you know some of the others went into great detail about what that meant. So I don't know how easy it is to compare. We got apples to apples here, >> right? And just for planning, for understanding, I use the same email
036to everyone, right? Opening the door and seeking their literature and so and you have everything that was sent to me. >> Thank you. >> Very helpful. >> Um Sam, what did you see about the videos for CIS 6? Yeah. So the only reference to videos uh really the idea of them providing video services is on page six on the last bullet point it talks about additional services. And then in the parenthetical it ends with a parenthetical but it doesn't start with one. It says these do not include the video services. The additional services do not include video services. >> Okay. >> So might be a typo. Do you know how much it would it be an hourly rate for them as well for C6 >> for additional pieces? >> Like if they if you needed
037help with a video, let's say, which I'm not exactly sure. I guess you'd have to tell me, Melissa, if you think you'd need help creating videos since we're already doing initiatives with like the 60-second videos and stuff. Do you think that the referendum we would need more help with that with an outside source? >> Um, I'm not a professional videographer. You know, I I try my best with people that I have. Yes, of course. I guess it would depend on what on what level of video quality professionals the district would be looking for for something like that. >> Well, last year you guys didn't put them on the TV or anything. They were just like Facebook web page or were they advertised on television, too? I don't watch TV to know, right? So I don't
038watch local TV to know if you guys >> be very difficult to afford. >> Okay. Okay. >> With Don and the group's assistants were more of a photo montage. >> Okay. >> With a voice over. >> Okay. >> Thank. >> Yeah. Yeah. I was um I was just thinking that there are some probably some really good resources within our community that can help us in that respect. It seems as though when you watch like the uh the city when they give their their videos, it's of a very good quality and it's it get reaches a good audience. So, I think we do have those resources available to us at a probably an affordable price as well. >> Yeah, >> Lori, you had your hand up. I see it's down now. >> Yeah, that's exactly what
039I was going to say. >> Okay. All right. Does anybody want to add any? We I think we have to go to the board. We have to recommend one. I am going to start off and say I would not recommend the Donovan group based on last year. I think the the amount of money we paid for I I expected different services. >> Yeah. >> My personal opinion. >> Yeah. I would uh I would I would echo the same sentiments and I would say that CIA 6 would probably be uh my choice as far as what I would want to see forward into the board. >> Dan Lauren, do you guys have any >> I'm okay with CIA 6. I would also steer clear of Donovan just I think this is too important a decision to
040mess up you and I think they had an opportunity last year >> Julian >> well not on the committee but the lack of of uh description for the deliberables for CISA 6 concerns me. Um the thing I don't like about CISA 8 I think I think Jason's right. You really have to you have to put together your own kind of your own cart menu for that. You'd have to build it out yourself and say okay we need this this and this. I don't think it would take much to exceed the CC6 quote. Um I think it could come under Donovan's quote, but u does anybody have any experience with C6 work? >> I have some not specific to referendum. >> I don't that's just me. I >> You said they were out of Ashkash. >>
041Yes. I think uh to to your point Julian the thing that would make me comfortable with it is that we already have people here who would be anchor points uh I think that C6 would be bringing in some expertise in certain areas and they'd be helping more in a support role for Melissa and Jason I think with Melissa and Jason spearheading and then them providing that additional support. I think that's what we were originally kind of talking about looking for um a few months ago when we originally proposed this idea. Um so I'm I would actually lean more towards having our people in house work with the city to do these services. I know that that's a lot of work. I think that that would probably end up being the most cost effective just because
042you're not spending anything. And I think that Jason and Melissa are still going to have to do a lot of work regardless of who we choose. Um that would be my only point. But if we are going to choose one of these three and we are going to move forward with it, I would say CISA 6 is the most sensible option for that. >> I agree with everything. >> Melissa, I believe you uh connected with the city regarding the 60cond videos. Can you just share whatever um feedback that you >> I did and they actually um declined due to a heavy workload on their part right now. >> That was a monthish ago. So their workload may change, but just the feedback we received from the city was love to but just can't right now.
043Well, one thing's very sure. If there's a commitment, the timing on this is going to have to be right. That's right. >> And we can't have delays. But I will say, Sam, on looking through the season material, the fact that they've won these awards um is encouraging, you know, for um the kind of work. And it looks like they do some video. So I I don't know >> I I would say could we tenatively forward this C6 to the full board but with the stipulation that we find out exactly what their video services are and what the cost of those is. If the video services end up exceeding the the cost that we would be likely to see from CISA 8, then you know I think there's a little bit more of a of a
044debate there. But as it stands, I mean very quickly you're getting double triple the price of CISA 6 with CISA 8. Another component that's very important is that whoever we work with has to use Canva as a design program. So that person and I can seamlessly um share documents and make edits to documents in real time. >> Okay. Correct. >> I I guess I would be open to that idea. I suppose um at least getting an idea what it would cost for the video services. Nonetheless, I think that um ultimately we could still put a small little RFP out to the community uh when it comes to the video services part of things because if we if we're not seeking um you know com some local uh vendors that could provide that if we're not
045seeking that or how do we know what's available to us. If it's uh one particular outfit that's not available, maybe there's maybe there are others within the community that can provide that. >> I agree. >> Yeah. I suppose then I would I would put a question to Melissa. Do you think that video uh video work is an an important part of what we would be seeking from a communications? Okay. Um that would be that would be my only caution about that because it will take time to put out an RFP to the community and by the time we get that done like Julian mentioned earlier, this is really about timing and I do think that gets a little bit more difficult. So, I don't know how I would feel about moving forward with that plan
046just because I feel like it would probably take at least another month and at that point we're really at the deadline for I feel like we would need to be ready to go forward with with whatever we're going to do for communications. >> There is a firm that Watertown Tourism hired to create their tourism videos. They're fantastic. I don't know what the cost was, but I can find out easily. And I know there's another company in town that the historical society worked with recently to create the talking picture frames inside the new kindergarten exhibit. And they also do video work. >> So, I'm I'm going to tell you that I think when we look at videos for specific types of things, they to me they always originally years ago I thought I could do that.
047I mean, who why can't you do that? I mean, you hold up your camera, you shoot the thing, blah blah blah blah. >> Well done. Videos take way more time to do than most people think. >> And the editing process and all of that and the titles and getting everything and the B-roll and all that stuff, >> speeding up the voice, slowing down the voice, the message, >> much more complicated. And I've always been amazed at how long it takes a videographer to say, "Okay, it's finished." you know, and usually the ones I've worked with have said you get two chances at changing this and after that you live with your choices. I, you know, um that's something to consider too, but the reason I mentioned the timing is we don't have a lot of
048time. And so if we can find somebody to do it locally, we need to have an assurance that they can indeed give us a quality video within the time frame we're talking about. So, I mean, I'm glad that there's some options there. The other thing is, um, I don't know if you guys have priced videography lately, but it's not cheap. >> I have an idea. It could be a useless idea, but we do do enrollment. Are there any high school students enrolled in dual enrollment in the video production or audio design programs at Madison College? And we could maybe have high school students do it. And that could like actually play into help helping the students. This was produced by students in our district. Please support our schools or or whatever. >> We did that
049last year for the senior who has graduated now, but he pretty fantastic. And he shot all of that footage and B-roll for us last year. >> Okay. So, I don't I don't know who would be available this year has a student. We can certainly >> Where is he now? >> Find out. >> Where is He's at college somewhere. Jason, what would be the turn around on getting this in on getting information about CISA 6's videography pricing and on looking at what's going on as far as community options? How long do you think it would take for us to get some information about that? >> Yeah, I would I would make every effort to get a hold of someone that Caes 6 tomorrow. Okay. >> I think there's some time in this. >> Yeah, I think
050sounds like Melissa might have some context for two other local options. So, I'd look for Melissa to help with that type turnaround time. >> I think uh I feel like we have a pretty good understanding on a planning side what would be offered there. I think it what it's really coming down to is is is pricing. And the reason that I ask is because if we were able to get that information relatively quickly, like tomorrow, then we could have that talked about at the fiscal meeting and we could kind of have a final decision at the fiscal meeting between the uh the lesser of the two pricing. >> Yes. But we could also decide to move CISA six up and then M Melissa and Jason can work on getting those quotes and if they get
051numbers back couldn't all three quotes be available at the Monday board meeting and from there we can make our final decision. Just out of curiosity if it doesn't pan out by fiscal on Wednesday. >> Yes. Yeah. I would not be opposed to that either. >> Yeah. So ideally, would you be looking for something has citizens in the community? What would appeal to you? Something that would be between three to four minutes long, feature a lot of kids, a few testimonials, superintendent speaking, schoolboard presidents speaking, something that would just really kind of capture the feeling of the school district. Because when we would reach out to companies that provide the service, they would be looking like how many hours you'd be looking for them to spend on site and how how long are we looking for
052this video to to run for. >> Yeah, I think I I I I think that two videos, one that's a 60-second video, very very tight video, like YouTube short, and then uh maybe like a two-minute video or a three minute video. One one of those two. So I would say two videos, one at 60, one at one at two. >> I don't think Yeah, nothing more than three. >> So yeah, that's that's probably that's probably where I would say. Yeah. >> Just want to make sure I have my notes correct, please. What I have is that we would put communication options or proposals or bids, whatever the word is, on the December 15th board of education meeting for consideration. >> I will make every effort to connect with CISA 6 and get some insights around
053the cost of video services and if they're using Canva. >> Melissa is going to help us get some quotes from two local options around videographing. one for a 60-second video and one for a two to three minute video. Is that right? And then we're moving away from CISA. It's not moving forward. Just again for planning purposes here. >> Yeah, that's I would generally say that I'm thinking CIA 6 is the better route, but that does hinge on how much video services cost because most of the cost associated with CIA 8 is of course video services. too. But should CISA 8 be part of the board of education agenda on Monday? >> I would say put them both on there. So yeah, hold hold them both on there for now at least. If we find out
054something really decisive before then, like during the fiscal meeting, maybe that that changes things, but >> and I know some people that live in that area, so I'll make some phone calls tonight about CISA 6. So, right as of today, we'd be saying CISA 8, CISA 6, and the local options all on the board agenda for Monday. >> All right. Thank you. >> And then any any specific feedback we can give to Donovan? I just want to circle back to them and uh thank them for their time and their uh quote, but also give feedback if if you have any. >> I think the soft word would be concerns. you know that we have concerns of the results from last year not being that I mean you know it's like I don't want to hurt
055him but um there was a little lack of clarity for last year's I think that was I kept hearing that then >> I'm not sure that was their fault, >> you know. >> Well, we paid him for a service to help our messaging, Dan. Yeah. >> Who else's fault would it be? >> The way it was written. I thought I thought it was poorly written. >> Yeah, but we paid for those services for you to write it, right? Like that, right, Jared? >> They could only use what we gave it. I um I would caution us a little bit in the sense that um it's not necessarily a a bridge that I I I want to burn because I think that uh the CISA I'm sorry the Donovan group is is uh a talented group
056of individuals that that are that is capable of um a lot of communic great communication um this time around perhaps maybe it wasn't the right fit but there may be a need for the Donna Vin Group to serve the board in the future. I think that Craig is correct. I think it had more to do with fit than it had to do with um specific failure points. Um I think that there was a lot going on in the community at that time. Uh my experience with Donovan Group was mainly during the uh the mission and vision statement graphing the the district planning and that would be more where where my experiences lie. But for me it's mainly a financial issue. I mean you're you're you're looking at four times as much as the the cheapest
057option on there and at least twice as much as the next cheap cheapest option among the three. So I I would I would say more centers on that. So I I want to make sure that the message is correct and I will word this but I heard really four pieces. One is that Donovan is a talented group of individuals and great work. Um, two is that really have impact on finances and want to be fiscally great at being stewards of those finances. So, that's a consideration. Right now, it's uh not a great fit, but perhaps in the future. That's number three. And number four, we do have concerns relative to the outcome of last year. >> I think that's fair. Thank you. >> Go ahead. >> Thank you. I think it's just important for us
058to give them feedback, right? So, I will uh give them feedback. I will I'll make sure that I get as much insights as I can from CISA 6. Well, this is going to help us with local and then we'll have I'll work with Lyn to make sure CISA 8, six, and local is on the agenda for Monday. >> Perfect. >> Thank you very much. I'm curious, had the district used Donovan prior to last year for anything >> that you know. >> I don't know. >> We did. >> We used the Donovan group for the strategic planning pro process. >> Yeah. Well, that that that's uh I I think that's part and parcel of all we were talking about. Uh you know, I thought Julene meant like before last year. I meant before >> before the
059strategic planning and before the referendum, right? >> Had the district ever used them? I don't know. >> Okay. Thank you. >> I just I I know that uh they uh DND Communications um are probably the top two u communications firms that help school districts. uh >> you know then then you get into like when you get into capital referenduming, right? Then you get more into like um architectural firms and or builders will have communications people that work for like more of a capital campaign um you know that kind of stuff. But >> um you're not wrong. Uh I but I did stumble across in in my uh in my occupation. I did stumble across individual that uh was very much so part of the campaign process for the last referendum here in town. and she
060would be willing to pass some feedback to the board in the future um if that was if we had interest in that. Um but uh she is not interested in running a referendum campaign from a professional level any any longer but she she's willing to pass some information. I'm always happy to hear from uh members of the community about those things. I I'm sure they know much more than I do, but truly okay. Anything else before we wrap the discussion, guys? All right. So then we'll go to C communication of community survey learning and subsequent actions. So um we're really just going over and reflecting on how it went with community engagement during the survey process. So, I'm going to open the floor up to anybody with questions, concerns, ideas for if we do vote
061for a referendum about the board's engagement with the community during the referendum process and any reflections on the survey process. I felt the comments were the best um information we got from it and it's either the second or third time that we had asked for the comments. I always assumed that we were going to get those comments right away. Do you agree, Sam? I mean, shouldn't we get comments when we have a survey like that automatically? >> I was expecting to have some prior experience with the survey. Um, I'm not sure is that would that be conceptually contained within item C here? No, I'm not trying to shut you down, Dan. Don't get me wrong. >> Okay. >> But, uh, I'm not I'm not sure. Are we talking more about how the um the noticing
062of the community about the community survey went or are we talking about the entire thing from? >> We're talking about the whole process and anything we learned, any concerns we have, any changes we want to see, the whole kitten kaboodleoodle. >> Yeah. I I would agree with Dan then. Um I do think getting the survey uh ahead of time with the comments and as much information as we can so we can come for anything like that so we can come and have a robust discussion and have a very good understanding of the material that we're working with. Um I understand that a lot of times especially I would guess that a lot of surveys were coming in pretty late. That's that's my sense from the people I talked to. A lot of people were like
063oh I'm already past the date and I said you consented it anyways. So imagine there was a lot of that going on. Um, but I do think that it would be nice if we could have access to that stuff well ahead of time. Um, even the the the page that they gave us the login abilities for, it was really nice for them to make the PowerPoint and I think it helped us understand some of their methodology for uh evaluating the responses that we get, but just getting the raw data was really helpful. Um, so I don't know if that's something that we can do moving forward, but that was some that's something that I would personally like to see on the on the tail end of of surveys and information gathering. >> Um, I think
064that you guys did a great job of setting up uh opportunities within the district to reach out to um the uh members of the the members of the community. One thing that I would say is really uh a point of a point where we could see some improvement would be reaching out to members of the community and community bases outside of the district. I think that most of our uh most of our outreach happened within dis district things and district functions. Uh the only ones that I really saw were when uh we went to the farmers market. We had people at the farmers market and then I saw obviously the instance where we had the Excel spreadsheet and the the page on the Excel spreadsheet that said when you go to businesses with flyers put
065down your name so we know you went there. And I would like to see potentially more of that the next time we do something like this. I would like to see maybe even like members of the administration helping out in whatever way they can. Um, I know you guys have very busy jobs like I do, but um, I feel that there might have been that there might have been an opportunity for a greater response from the wider community. Um, although what we got back was good, there would have been the opportunity for that greater response from the wider community if we had at an earlier point reached out to a greater number of uh, nondistreated community centers. >> Go ahead. I I guess I would I I would like to know a little bit more
066about what that looks like and um how how um administration I mean obviously administration is going to have to play a pretty pretty pivotal role in um uh communication with the referendum. Uh but the the only difference is the uh administration can't really share you know their opinion on how someone should vote. Um the from speaking with this this other individual that was participating that was um spearheading the last successful referendum. She s seemed to indicate that one of the biggest factors of success was getting staff members out as well, you know, in their own personal capacity, at least motivating them to to volunteer some time to get out into the community as well. and um board members, other other prominent members of the community, business owners, everybody um to to get out there in
067the community. It was it was a a lot of hard work, but it it was effective and the referendum did pass. >> Yeah, I think uh Oh, sorry. Go ahead, Julian. >> Well, I I would I mentioned this at a previous meeting. I think if at all possible, the survey of that nature still needs fewer words. Um I think a lot of people it was lengthy. Um you had to read a lot and I people just are busy and when they see something of that nature come in and it looks like it's going to take a long time to go through to assess. think their natural reaction is to say, "Okay, well, I'm not going to do that. It's going to take too long." So, it gets deep six. Um, so I I think Sam's
068right. I think that I think we still have pockets of people that need to be reached. Um because our school district is unique in the number of private schools that we have. People that have their kids there that are still voting, you know, still have a an interest in the district. But um I think we still have to make effort extraordinary effort to reach into those pockets of people um with information whether it's a survey or you know upcoming information on the referendum that choose to go that route. So um I think we gave it a valiant effort to get that feedback but a good learning situation. Friday night, uh, I was at a fundraiser for the new St. Jude's Academy, the Catholic high school that they're trying to get, um, >> yeah, >> you
069know, up and running. Uh, and, um, I'll tell you, everybody that I came in contact with wanted wanted to know like what's the board going to do with that information, you know, and I kept saying, well, we've got another meeting coming up on the 10th, you know, stay tuned. Um but they were like really excited about that. Now, these were school people. You I granted they weren't public school people necessarily, but they were people. It was a night focused on schools. And so, they saw the superintendent there and said, "Hey, asked him what's going on with that." Right. So, >> Jared, do you remember the percentages of people who voted for as opposed to against >> the last referendum? uh last referendum I think it was like 44% against excuse me four >> and and
070and the rest against but I think it was like that was >> you can bring it up it was something like that >> Sam you were gonna say something and then I have Craig on the his hand up >> yeah no I was just uh I was gonna reiterate after uh what what Craig said yeah I think that getting involved and getting out there is good um I think that the survey was kind of an example of how that would look. It's important when we go out and we talk to people, it's important to give them straight information and I think straight information speaks for itself. I think that helps people make informative informed decisions. >> I think just the fact that we did this survey and we have a good idea of what people's
071answers were, right, will help the message be that much clearer. because we we can say, you know, um we listen to you and here's what you shared with us and this is why the question is this question, right? What whatever that is that you pick, right? Um because we know that there are at least two questions that were above that 50% threshold. one landed in, you know, that area of like, you know, um, statistical error, right? Um, but they both showed above 50%. Right? And so either one of those that we go with, should we go with one of them, uh, we can say, listen, feedback was, you know, more than 50% of you said we want to do this. >> I have some data from April. That's helpful. >> Yeah. >> 8,288 votes, 3,739
072were yes. 4,549 were no. >> You know what the percentages? >> I have different numbers than that. >> What do you have? So, my spring newsletter from last year following the failed referendum, it was defeated on a 6,635 to 4,926 vote difference. So, 57.4% against to 42.6% in favor. I hope this was right. >> 7 million, right? Yeah, I think that sounds right to me. >> Yeah. Oh, Craig, go ahead. Sorry. Yeah, you were going to speak earlier. >> Yeah, I um I I it goes back to Julian's comment um about uh disproportion such a large amount of prochial schools in in the district. And um I I I think that's where this this board happens to have a strength when it comes to being able to and and coincidentally that's that's why um some
073board members are involved in the school district is because they want to see that gap bridged within our community that that there shouldn't be a disconnect between um good strong public education in our community. And I really feel that we can we can make sure that our community comes along in that that process. It's going to take a little bit of work and it's going to also take a little bit of um reaching out to some of these organizations within the community to say, "Hey, do you have a chance to allow me to you know approach your lady's aid or um you know your alter guild or maybe there other larger groups within the within the church that you can talk with and maybe They're interested in a presentation. >> Most definitely. I would like
074to see that as well. I think it's key. So, Carl, you're a math major. How many votes would we have to shift in order to get this thing passed? >> 2,000. >> That's a lot of votes. It is Dan, but it's a totally different ask, >> right? >> And I know the ask is still support, right? But it's coming from a uh first first of all, there's more knowledge out there about our finances, right? >> Uh and and where we are. There's more knowledge out there about why we're choosing which route we're choosing because of the survey, right? I mean like I I do think that um awareness has really grown around this topic. People are talking about a lot more. >> I agree last year. >> I agree with all of that. I'm just
075I'm just looking at the survey and the respondents >> and the a lot of them said I voted the last time. >> You know what I mean? most of the respondents and I'm wondering how many respondents had voted no and indicated that you know they wanted this. That's that's what I'm getting at here. >> Did we change people's minds? >> I don't know. >> Yeah, that's why it was for Sam's when Sam wanted to put that on there in reference to how many voted yes for the referendum or no for the ref referendum last time. I wanted that question on there because I think that would have been a very big indicator. >> A lot of people did volunteer that information in it, >> right? >> But but we don't know what the people who
076said I did not vote for the last one or I did vote for the last one. We don't know what they would see as this time around. And I mean, and we've talked about this in the past and we've we've heard this at various locations, but the the role of a public elected official, a representative of the public, is to represent the public within the district, not necessarily to represent the district to the public. And I think that's an important thing to keep in mind. Now, I I'm very happy to go out and talk to people about what the referendum ask is, and I think that um at least I have a perspective on on on what would be reasonable and what would be a likely success, of course. But I think that when we're
077going out and we're communicating about these things, I think that from my experience, what the public respects is people who respect them. And I I think that would be that's going to be the number one takeaway is getting out to those people who aren't already associated with the district and treating them with proper respect as essentially as our bosses because they are our bosses. It's the general public that is in charge of us. >> I'm going to say something. Lori is Lori. Are you still on? >> Lori is on. >> Okay. Lori will concur with this. When we were at the um farmers market, there was not one, not not just one, but a a number of people complimented Lori and I for being civil. The word civil came up. And when you just said
078about being respectful, right, Lori? >> Yes. >> Um and and we were I mean we were genuinely engaging with the people in a relationship type of way and we stayed and talked more. they shared more about themselves. We even had people that wanted to start volunteering for actually to work in the schools when we were sharing different things. So, uh we had very positive experiences 98% at the farmers market. >> Yeah, I think the I think the venue makes a big difference. I noticed like with the um with the parent teacher conferences, people were like they weren't there for that. they had they were focused on the parent teacher conferences and we were kind of a distraction which is why I stopped doing those so much. But um we w at the a venue like
079the farmers market people were very open and happy to share and listen. >> Can I say something >> please? It's what we're here for. >> I've taken care of a lot of people in this community's taxes over the years. And my problem, to be honest with you, is us baby boomers from the World War II. Most of us are retired now. And them are the people that you're going to have to convince. >> It's people who have >> they and they're the voters, too. And they're there. They they're at the polls every time the polls are open. And they're the people you got to convince. >> I think >> Sorry. >> Go ahead. >> We bumped into quite a few of those at the farmers market. I'd like to find other venues where we can
080reach them. >> Senior center. >> At the senior center. Yeah, they're there. Yeah, fries kind of center. >> Yeah, right down the road. >> But I was encouraged and I think school perceptions pointed out we had a really good response rate from people 65 and over which are what ones you're talking about. So they were they're engaging already through the survey process. We just have to make sure. My problem is is what most of them make because a lot of them are living strictly under social security >> which is not good. >> Yeah. And I don't want to talk about like oh what's this price point and that price point because that's a Wednesday conversation. But yeah, that's definitely something we're going to have to keep in in mind and it's something that we're going
081to have to address when we talk to people. And like I said with respect, I'm not going to walk up to someone who's on a fixed income and say they go, "Hey, listen. I like you guys. I voted for you. do I like what you're doing here or there? But I just literally can't afford to increase my I can't vote yes on this. I don't want to go like, "Oh, well, you should vote yes, and if you don't vote yes, then you don't care about kids." I don't want to bully them and like hold their emotions hostage. That's not a fair thing to do. And I think that people really feel like that's a lot of what the government does to us nowadays on every side of the aisle. And that's just not a great
082that's not a great situation. So treating people with respect, getting out there, talking to people, letting people have some time to change their minds. If we hit the ground running in January with whatever our potential ask is, I think that we're going to have a very earnest response from the community. And that's what I personally want to see is an earnest response from the community. >> You usually when that um when that comment comes up because usually there's somebody in the crowd who will say, you know, what do you you know what do you want to say to people on fixed income? Then I I say, "Well, there's there's a lot of ways uh to give of your time, gifts, or or others to us, and we still want you to be engaged in our
083schools. And if you can't afford more taxes, then that's how you have to vote. But you certainly can help us out in lots of different ways." You know, that's that's how I usually answer it. Like, because most of the time they do want to help out, but you know, they might not have the money or resources that way. And I don't want to bully them or or shame them or or anything else, but I can say, "Hey, you know, if you still want to be involved, there's so many ways you can do that." So, I I think that those are the kinds of things that when we get into the real uh getting ready for door knocking and everything else, like we all need to be on that same message, right? Um and have some
084of those similar responses. They don't have to be the exact same words or or whatever, but they should be similar responses, right? that convey that level of uh you know um trust and respect that Sam's talking about that that we that we should >> with our constituents. So >> correct. >> So Carl's not wrong. I agree with Carl 100% that it is the baby boom the baby boomer generation that happens to be one of the largest segments of our of our population. Um, I know that Jared had given several presentations at the senior center. I at least I attended at least two of them. Uh, ironically enough, there were probably I could count on one hand how many seniors were actually in attendance on both meetings. So, um I think it's I think it's a
085going to take a little bit more creative um involvement than that. For instance, does the senior club have like a you know um a sheep's club uh tournament or something or do >> and yeah then then >> sheep then maybe I go down and play sheepaid with them or uker with them and and we get a chance to strike up a conversation about it and just be be active in that type of uh environment where they can ask the questions that they want to ask. I think also um a place that we haven't thought about too um we had got some armor material out there but at the Y the E gym there um throughout the the morning >> there are I don't even know we could ask what the number of seniors using the
086equipment and they talk I'm one of them >> I'm senior but I I don't get in those convers but they all talk among each other about school board and thing about things like that and about the school system and stuff. So that might be an a place. There's a lot more new rooms and things like that right at the Y that's that Tom and Mary >> we definitely had a table there too. Uh and people who were manning that a couple times. I mean, if you, you know, and when we get into like the idea of where we're going to be stationed and those kinds of things, um, you guys will have a good idea of, uh, like I don't think that's where we missed the ball last time. Like we were out of like
087just about everywhere, right? Um, it was the clarity of the message. Um, we didn't door knock, right? That's something that I think we could do and do better of. Um, >> I door knocked. >> Well, I I meant like like wholesale like staff out door knocking, right? Uh, we didn't I know there was, you know, some people who did some door knockocking, Craig. Um, but it wasn't an organized uh like, you know, staff and and administration and board. You go to these neighborhoods, you go to these neighborhoods, you go to like, you know, there wasn't that level. Um, but you you name the business and we either asked or were there um with pretty much especially if it was retail people going in and out, right? Um there were some businesses that even had us
088come and talk to their employees even though um it wasn't the retail in and out where you would see people. It was just come talk to our employees about it. They they're interested. They want to know. >> Okay. I have a couple. >> Okay. >> Anybody else? Okay. So, I have a question about mail. >> Like, how does that work? Like, is it like you guys weigh it here, hand it off, and hope for the best? Is that kind of the way that it it flows? Which, you know, like you have no control over the poster post office. I get it. or if there's like some check in where the off the post office checks in with you and says we have one third of your bulk mail out. We're going to send the other
089third out this day and this day like how does that work exactly? So, um I will be the first to say and a few in the room will agree with me that we have a problem with bulk mail in in Watertown being delivered to all households. >> Okay, we experienced it with our first referendum mailer last spring, the booklet, and we know many households that it didn't reach. and spoke to the post office about it. You know, at the end of the day, they said, you know, all of our routes had it. If it didn't make the mailboxes, they can't give me a specific answer. Um, we work on our last two mailings, the referendum, we work, we worked with Minute Man Press. He does an awesome job in, you know, breaking down all the
090batches. He delivers it to the post office. So, knowing that we had the issues with the referendum booklet mailer, when we brought the postcard in, Jason and I went there in person, met with the assistant postmaster, he created a checklist. He had all of his route drivers like indicate that they saw the bulk mail and that it was delivered. And we know that that went to every household because we were getting phone calls and questions and our a referendum email box was filling up with people with questions about it. So, that was very successful. Um the community survey and also missed a few households because of bulk mail that was dropped in Milwaukee via the printer that we used. >> Okay. Okay. For school perceptions kind of. Okay. >> Yes. Uh so we know that
091when we print anything for the referendum this spring, we're going to do the same thing we did with that postcard and we're going to deliver it in person and make sure that someone there is checking out the route drivers like witnessing them taking taking it and reiterating that this must get into every mailbox in the district. >> Okay. Okay. So, you did notice that there was non-dely, but it was it was out of Milwaukee those initiated from. Okay. And then the only other thing I would like to see moving forward is I would like the district to post when the board is going to be out in the community. Uh I don't I mean, we're volunteering our free time to engage with the community and nobody knows that we're there. So they it's not likely
092for them to see us unless they just happen to stop someplace to pick up something. >> Yeah. I had people who specifically wanted to talk to me at certain events uh when we when it was out in the community in the community and I happened to run into them while I was there and they were like, "Oh, I needed to ask you." I was like, "Oh, you want to go over to the tent?" They were like, "You have a tent?" And they were very surprised. So, um, that's yes, I'm I would agree with that sentiment. I'm wondering if we could develop a system to um make that as seamless as possible. And what I mean by that is there's a community spreadsheet um that Melissa I believe will continue to add events and opportunities. I
093wonder if if we could all agree something like signing up a week in advance and that Melissa could push out those events every Friday for example we knew in advance um so then we could push that out. >> It sounds like a fantastic idea. >> I do that on Monday mornings with the committee meetings and and the board meetings for the weeks so we can just do a second one of those specifically for this. So, just making sure that that I know that I have a that I have um information on here that's not going to change. Okay. So, what if how would everybody feel if somebody it doesn't have to be me, but somebody on Thursday says, "These are the events coming up next week. These are the events that don't have anybody signed
094up, or this is who we have for these signups. I need to confirm before Melissa posts this on Friday morning that everybody can stick to these upcoming commitments in the following week, right? Like so today's the 8th, let's say on the 11th, somebody sends an email to the board saying the week of the 14th through the 20th, we have four board events. This is who signed up. Please respond and confirm that you can make these. So be prior to Melissa sending them out on Friday, there is everybody is reminded of what they've signed up for and we can work on filling what hasn't been filled yet. >> Yeah. >> So Melissa is ready for Friday. >> Melissa, do you send Friday or what? >> Um on Monday morning, I post the committee meetings for the
095week. >> Good. >> I mean, I I I can post the board member engagement times whenever you would like. Well, I'm happy with having it. I I think it would be best for you to have it on Friday so you can post it on Monday, unless the board thinks there should be a more lead time. >> Yeah. Thursday gives people time for that. >> Yeah. So Melissa, you let um Tammy know about the Wake Up Water Town event because I'm looking at the the list, the community engagement list right now and I don't see and just looking at I mean all of these seem to be district specific. >> Everything over on the left side is district specific >> and then on the this is so okay. So the meet and greet. Okay. So, these
096are um so I was talking with um Stephanie Brewer. >> Mhm. >> And about some of the events that the ch more events that the chamber was holding and things like that. Uh are there additional opportunities like that that we should know about? I mean, you're creating the meet and greets, so those are those are different. But the wake up water town is every month, >> but are there other things like that that come up through the chamber through Main Street program and other that we would be >> the chamber will have its 2026 list events and activities available to be shared soon. Um, sometimes they have business after hours. Um, there's networking, women in business that happens early in the morning. So, those would all be opportunities. So, the school district is a member
097of the chamber. So those opportunities are available to anyone on the board who would like to attend them. >> Well, that I mean Dave Handyside and I went Craig was there as well this last Wednesday. Um it's a unique opportunity to with a unique group of people to to interact with those folks. So I think that's something that we should also think about is some of the the chamber related or other communitywide events that happen. I you know UTP is pretty popular around here. So I don't know >> that's >> I'm not volunteering to be part of UTP but um those are things that I think of that you know board showing up especially during a referendum time just being there and being part of the the mix. >> So so that would be handy
098um for me because you were all involved in so many different things in the community. would you please email me ideas of um events like UT and other things that are happening that should be on my radar? And what I will do just because it's, you know, it's it's like playing Jenga trying to figure out when and who can be there. I'm just going to set times and say who can please fill in versus you know saying specifically when can you guys be in certain places like with the meet and greets I I'm just picking times out of the air thinking what's a peak time and hoping that someone will be able to be present. >> Okay. And thank you. Um, what what does the group think about this idea of Thursdays finalizing, Friday morning,
099Melissa captures all the events, Monday morning pushing that up? >> Sounds great to me. >> Yeah. And in the inter like if there is not anything like if there is events that nobody's signed up for yet Melissa I when I email you I will leave you like I will say please let me know if you want me to continue working on trying to get those filled or not right. Um because I'm happy to work on during Friday to try to find somebody to fill the spots so that you're ready to post on Monday. But I if you're b you know if you're working on the referendum and all that stuff and that's just too much to add to your plate then I'll just send the board this is what we're moving forward with since nobody
100>> and during the referendum cycle too I know a lot of members of our administrative team and our cabinet also filled in quite a bit in different places around the community. We know that they'll do that again as well. Okay, >> Tammy, I I'd like to speak to um what Jared had said about the messaging from last year's referendum and I was at four or five of the presentations that you gave and heard similar questions and people I talked to and we addressed those in this wording of this referendum. We heard there wasn't enough information. For example, one one person asked, "What are you going to spend the money on security at the high school?" You know, could you get specific with that? And a lot of the referendums that passed out of school districts,
101you know, they went down and delineated that. And the other thing was that um uh in perpetuity that scared people and um Jared addressed that, but you know, I'm not sure that they believe that if the state came through with money that we'd give that 7 million back. And that's been addressed. And I don't know if that's enough to swing 2,000 voters, but that was the two key things that they had trouble with and we've addressed that. So I have confidence that um we did a better job. So we did two or three focus groups following the April 1st election last year. So we have some insights and that those very insights led to some of this work, right? and and some survey. So, yes. >> Do you want us to keep this here, Jason,
102since it was under administrative contact? >> Yeah, I came first. Thank you. And so, I just want to make sure the cadence I understand the cadence. So, Thursday, it sounds like Tammy and Melissa will be connecting around the events for the next. >> Yes. I can't say it will be Thursday morning, Melissa. It might be during my lunch hour, but >> so would you be okay on Monday mornings because I know people are used to seeing my my committee meetings notice. I could I could post them both simultaneously. >> Yeah, I think that totally fine. Y information. >> So it gives us Friday to finalize. >> Melissa is going to initiate the first piece of communication to Tammy on Thursday, right? >> No. Is that what >> Melissa is continuously filling in opportunities and then
103on Thursdays I will look at the spreadsheet and get an email out to the board with Melissa on saying this is what's coming up next week. This is who signed up. These are the events we need somebody for. And then by Friday we're hoping to have everything finalized for the following week. So, Thursday, you're going to do the initial conversation. >> Unless somebody else wants to go ahead and take it over, I'll do it. >> I'm very good at saying who's owning it. Right. Who's owning this? I'm with you, J. >> Right. So, you're owning the Thursday communication, right? And then the the Friday followup. Who's going to own the Friday follow-up communication? >> As far as I know, it would be Melissa and I managing it and Melissa posting on Monday. Yes. >> Okay.
104So, I would be sending the email out to the board saying like, let's say we looked into next week. Next week we have Webster's holiday concert, RMS's holiday concert, and Burk's briefing and the RMS choir concert for school activities. And then I would go over to the other side for community activities and craft an email to the whole board saying, "This is what's coming. These are the dates. This is who signed up. This is what we need. And then I'm assuming unfortunately Melissa, you'd probably get responses for people filling up. So I'd say you could ignore that until the final. Uh where I could say I will finalize it. I will send the final email saying this is we're going with this. It's 5:00 p.m. on Friday. Melissa, this is what you need to post
105for Monday. >> That works. >> Okay. And we're really looking for two board members for each event. Is that accurate? >> Um my understanding is that is the goal to have >> no more than two if we could. I mean I don't I know that um when we were looking at like one of the things that we didn't talk about was do we need an official posting? Do we not need an official posting? Um, and I believe that Lynn did a check-in with attorneys to say here here's what we need and she communicated that out with Jason as to suggestions, right? Um, and so I know one of the suggestions was no more than two at an event, right? And if there was more than that because there was someone checking sheet. Do you have
106that with you Jason or >> Yeah, Lyn Lynn shared some ideas. One was uh really no more than two. She said that she checked with WASBA was me and uh said there was no need to publicly notice any of these events. I think there were some questions about whe would we have to post it? The direction was we do not, but we've just asked that those folks don't talk about committee business. That makes sense. But no, no real need to to publicly notice even if they're on the same committee. >> What if the community member starts asking about committee business? I I think it would be better to be cautious. >> Absolutely. and post it in case the community member engages that table about committee questions and then I don't think it would be a
107good look for us to say I'm very sorry we didn't post that we cannot discuss that committee because it would be considered a form >> yeah what I envision was um uh like communicating those pieces you know the events and u making every effort to not have committee meetings or committee partners. If we do, then um I think we could direct folks to public input during a committee meeting um versus I think I think publicly noticing because the number of events as we saw last year will increase exponentially as we get closer to April and to post each one of those events might become overwhelming. I think it would be really difficult to ensure that the two members that show up are always not on a committee together. That would be very difficult to navigate.
108>> I agree. I mean, I think that just posting it so that people know what's going on and keeping it clear, it allows for a greater degree of discussion. It allows for more than two board members to be there. It doesn't allow for a greater degree of discussion because you can't post it to say we're here to take just public comment and answer whatever may come up when you're posting a meeting, right? The meeting is agenda. The agenda has certain topics on it. >> Not all meetings that are posted. Jared, >> what's that? >> Not all meetings that are posted. like when we go on conferences together, you have to post that even though there's no agenda, >> right? But um what what I'm saying is is like when you talk about things, right? You're
109saying, well, there if they ask us a question about the committee, >> right, we can't anticipate every single question that they're going to ask. Tammy, that's what I'm saying. >> Correct. So what we say is that there's a public gathering of the board but no business will be done right which means you're there for a social obligation right answering a question about what a committee or the board has done is different than answering a question about what it's going to do. Answering a question about what it's going to do is conducting business but talking about previous >> correct and but if you go out I this is more about public perception. If you go out and it's not posted and you have two board members and then a third one shows up and someone asks,
110"Hey, uh, can you tell me more about that discussion that you had about X topic at policy, then that discussion can happen. There's no discussion about further behaviors, further decisions that are being made by the board." Correct. >> So, it technically doesn't fall into that issue. But the fact that it wasn't, >> that's why WSV said you don't have to post that. But the fact that it wasn't noticed, then if that subsequently gets talked about in the wider community and they say, "Hey, this wasn't posted." I think that leaves a bad taste in a lot of people's mouths. That's why I would personally say that I agree with Tammy and I would like to see those things posted in the future. It will give a greater number of people an opportunity to come and interact
111with the board and ask questions potentially if they would like to on those topics. That was kind of what I was hoping for when we initially discussed having these public outreach opportunities was having the opportunity to have those discussions with people about those topics as they were interested in them. As long as we weren't talking about what the board is going to do, just what has the board done, what was the what was going on in that situation. >> Correct. But if you're talking about what had been done, right? That's not business of the board. That is uh reporting out information that is publicly available. It doesn't have to be posted. >> But that's why I was saying it's not about posting it because it has to be posted. It's about posting it because it's
112it's more like a best practice like when you have you know you could have four board members who are at an event and it's not board related but it might be in the best interest to post it even if it's not board related if you know ahead of time. I >> I I believe the attorney the shared best practice with >> and that's what she said. is that best practices that you don't have to post those. You only have to be mindful of your interactions as a committee to make sure you're not talking about committee business that may be happening, right? That's what that's what you're in charge of. And then if anybody asks you, you say, "Well, we're not here to conduct future business or or business in the board." >> We can certainly
113engage with you what the board has done. That's that's on videos out there. That's the other stuff. But you know, if they want you to engage in business before the board about what's coming up on the next agenda, you have to simply say, "Well, listen, we're not here to conduct the business of the agenda coming up here tonight, right? And we're not posted for that, but we can certainly talk about past projects we've worked on or anything else we've done. But if you just posted it, >> we could fully engage with our community without putting any hindrances in the conversations that we have with them. >> I disagree because you wouldn't know what they were going to ask and you couldn't agenda that topic. >> You wouldn't be able to address if they wanted if
114if you had a meeting on a Monday, right? If you went to an event on a Monday that was posted and a community member came up and said, "Hey, I have a question about something you are going to discuss and vote on on Tuesday, you would not be able to you would be able to ask them questions about what they thought about it, but you would not be able to tell them this is what I'm going to do. This is how I'm going to vote." You wouldn't be able to have that discussion outside of that agenda discussion item that was on Tuesday, I think, is what you're communicating. Correct, Eric? >> Right. But more specifically, you certainly can't have that conversation with the other committee member about tomorrow night. >> Yes. >> Right. So, so
115that that's again where the distinction is. And again, that's just feedback that was given to us from W, >> right? That but there's no problem with posting it. It's just that you don't need to. >> Um the the the problem with posting it is again you whether you post it or not, >> right? The same issue arises which is even if you're posted, you're posted as a gathering like a social event, right? Uh more than one board member might be here, but no business of the board will be done. >> But what I'm hearing is it sounds like, well, we still want to be able to do business of the board with the community members. That's why we want to post it. But the problem with that is you don't have the agenda topic, right?
116Uh for that for that consideration or discussion point um that may or may not come up. And so it does you no good to post the meeting uh to to try to do business because you don't know what the business may be. >> Jared, if if I will. >> Yeah. >> Um I didn't hear that. What I I I kind of heard something in between here where um I'm hearing board members express that um that they would feel more comfortable having that that meeting or that not meeting but that gathering posted. Um and even WASBY has said that um if there is ever a gray area or question of uh transparency that we are to heir on the side of transparency and in that in that respect we would want to post notice of gathering
117and and um I did I did hear a comment about having a full discussion or or or full interaction with the member of the community. I I I would say that I that we we need to kind of whittle that down a little bit, try to understand what that means. But um I would say that no business would be conducted at that time whether it is future um future discussion uh a discussion of a future I uh plan or future board action. I don't think that that was the intention of any board member to have a future discussion uh at these gatherings, but rather to if a if a member of the com uh community wanted to bring up something that was um out in the past, they can certainly discuss a past action of
118the board. If they want to con ask the board member to reconsider, they certainly can do that, too. But the board member would if the if it's a matter of reconsidering the board member would refrain from you know stating whether or not they would reconsider. You know those are the types of things that should be in the backs of board members minds. >> Yeah. You can't make a decisive statement about what you will do as a board member taking official action or or taking a vote action. So, I mean, I would still like to see meetings posted or gatherings posted when board members go out. I think that's generally the better approach there. if that's like an actual like I I don't know if that's actually like an issue with the system and the system
119won't be able to support that many postings. I guess that's a separate question, but I don't see why we couldn't just post when are going to be in a location, >> right? Because our policy doesn't say that we have to post it in the paper. It says we could post it in the paper. So the extent of posting it is really just posting it on our internal locations where you post it saying the board's going to be out because our policy doesn't say that anything we post has to be in the paper. It said it can it can be in the paper. I would check with the policy just to confirm that fact. >> Okay. >> Well, I think what I'm hearing is that um this connected to our previous discussion point of the cadence,
120right? And that uh Tammy is going to initiate some conversations with Melissa on Thursdays, right? We'll have those finalized by Friday and then Melissa will post those along with committee meetings and board meetings on Monday. >> So social media >> social media I think that what I'm hearing from the board is that you'd like these posted and so I will connect with uh Lynn to see uh create that system by which she's part of the conversation with Tammy and Melissa on Thursday. Okay. Those been posted as gatherings. I guess I would I would like to hear from Jared andor um legal counsel if there was an objection, a strong objection to oppose posting that as a uh as a gathering and then we can we can revisit that topic if we need you, >> Craig.
121I I don't think that that's going to be fruitful. I already gave uh the committee uh what the attorney suggested. We don't have to take our attorney's advice. We can move forward with what we want to do and we will. >> Well, I I don't I don't think that there's a I mean, I'm not hearing that there's a >> penalty penalty to be overly cautious, >> right? Well, the actually there there are some liabilities uh in if there is a a pattern of posting and then there's something missed uh or what I mean like Jason said, we're going to really be ramping up our meeting dates. Um, and we're going to really have to monitor and and make sure that everything is done and posted and meets those legal posting requirements, the 24 hours, the
122whatever, right? And if that's the cadence and the pattern, then we're just going to have to do that. We're going to have to support Lynn in that and we're going to have to make sure we're double-checking and making sure that we're doing that. >> Sure. But I would also I would also submit to you that that has already been um established precedent on on as far as the board is concerned that we've >> Okay. >> We we haven't posted every every event that um you have ever gone to. Um and honestly, there's other times within the community. Um, for instance, uh, just at Wake Up Watertown, right? There were three of you there. Two of you from a committee for sure, right? Because I know the committees that you're on. Was it posted? Nobody even
123thought about it. >> I asked in my email for it to be posted. >> What What I'm saying is is that um, our attorney has said you don't have to do that. If the board wants to do it again, we can. We will. >> So, I will say this too, like um there in previous years, there has been multiple board members present at uh Wake Up Water Town at just just the course of daily business and that's not posted because we happen to be in the same place. >> Agreed. That's what I'm that's what I'm saying. >> Yes. >> But again, I We're at a point where I I've shared the information, right? If you guys want to post it, we will post it. We will we will jump on and we will do that
124work. I I you're you guys are the ones who direct us as to what we do, right? I'm not saying I I'm resisting that. I'm just giving you the information. You guys are making a decision. I gave you the information. What I am being resistant about is I don't there's no need for more information. There's nothing more that they will give us. They they they shared with us the information. I shared it with you. Right. And and that's what I I just don't think it's fruitful for me to go back to the attorney again and say because I don't have anything to clarify. I'm very clear on what what the direction was, right? uh and then uh put together a note, a sheet uh basically sharing uh what that information was. So if we still
125want to post, we will post. So, just for clarification purposes, Jared, they they sent you information on when it was appropriate to post for uh uh you know, public gatherings and when it wasn't when it wasn't appropriate to post for public conversation with Mr. Butler on the phone >> where he gave her guidance. I don't know if he followed up with a note sheet. she pulled together uh the guidance uh from her notes that she took uh in that conversation with him >> because >> she shared that information with me. I said it jives with what I've heard in the past. Um but we will we will present this at the committee and we will take our direction from the committee. I I mean I I'm a little I'm I'm struggling with this because I
126feel like you know this is different from just uh you like um I'm going to use some names here but like Tina Johnson, myself and Charity Chandler being part of the chamber at the same time and and representing our own businesses for our own purposes. Um then then when um when uh Julene uh David Handyside and myself are present at at the chamber uh maybe in our own capacities but also in uh in the capacity of our official duty u official capacity of as a board member then then that seems to be the delineation. that you're ser when you're serving in your official capacity as a board member and you're you're there for the purpose of that capacity, that duty, then perhaps maybe that should be posted. >> I guess I'm really I'm really confused
127by that. If Craig, if I could speak to that, I remember last year we were because we were board members, we were invited to an ELA event at the library and we had a meeting and you, Jared, and I attended that sort of impromptu without it being posted. We were just invited and we were going there out of the courtesy of I mean, those things happen and I think we have to post everything. We're just going there as a courtesy and we didn't discuss anything except uh you know meet and greet and shake hands. >> I I I can certainly have uh you know Mr. Butler come back right at a future time and do some more education around this. But I don't think it changes the outcome for tonight and the decision that we
128want those posted, right? >> Yeah. I I would say that the summation of it is if we're going to have board members attending events as board members as you like on this document where you have board members signed up to attend events, if they're going to be attending in some kind of capacity as a board member, if we can post it ahead of time, it would be best to post it ahead of time is that's how I feel and I think that's how Tammy Tammy feels. I don't know how disagree that strongly, Dan, or Linda if you have a differing opinion there. >> I disagree. Not strongly, but I >> medium or mild. >> No, garlic. >> I I mean, I I think there's going to just be these natural things. I don't know if
129if we're wearing our thing if that makes a difference or what. I just think it's a lot of extra work. There there's there's what's legal and then there's suffering public opinion, right? And I'm with Tammy and Sam here, which is >> right now we're struggling a lot with transparency and other things and maybe it's just best even though we don't have to, >> right? And even though we know it's going to be a lot of work and we may even incur some liability if we didn't get the right posting done, right? still um I do hear like the idea that there's a lot of public opinion out there right now and maybe it's just better just to post it and say we're trying as as best we can to be transparent about who's going to
130be where and why. Right? I I don't I don't have like I I don't have a disagreement with that. Right? I I only said you don't have to do it like that. Here's the here's what we got from our attorney. Here's what you you know are legally bound to. >> Yeah. I mean, I think the district has been uh fantastically transparent when it comes to board goings on, but I do think that it's very important for the board to give the public the maximum amount of opportunity to interact with the board when these occasions arise. And I think that if we don't post, that's an opportunity that we're missing to pull in members of the public who might be interested in communicating with us about things that happen on the board level. And people already
131don't they have the opportunity to speak to us, but to interact with us. It's all too seldom. That's that that I think that really uh that that's really the issue. >> But we're we're still putting it in as a gathering regardless if it's posted or not. Right. Those are two separate things. >> It will not be put in as a gathering if it's not posted. >> Okay. So, there's two things. Okay. So, Melissa and I are going to work on Melissa p putting a Facebook post out, >> but the second thing is like a notice >> a notice of ga board gathering. >> One's a legal document, the other one's not, right? One's just advertisement, right? Facebook is advertisement. >> The other one is a a legal notice, a legal document that says board members
132are going to be here at this. We're letting you know and we're also letting you know that no board board business is going to be taken, but at least you know they're there and you understand the reason why, right? Again, our attorney has said in this instance in these kinds of events, you wouldn't have to post all of those events >> just so we have a purpose for our engagement though. You know what I mean? Oh, it's split then. >> So, I guess it has >> If it's split, it does not move forward. >> Yeah. >> Mhm. >> Not necessarily. It can move forward without a board without a committee recommendation. >> So, just move it forward to be voted on by the full board. You mean >> yeah I mean well you could we
133could go before the board as part of a strategic discussion and you know with without a without a recommendation from the committee and the committee is seeking um overall board feedback for that particular uh course of action. And we can we can take a we we can entertain a motion to uh engage in that particular course of action one way or another at the full board level if that's but it it doesn't necessarily mean that uh because it's a split vote at the committee level that it doesn't move forward. It just means it doesn't move forward as a recommendation of the committee. >> Okay. Well, then I mean, Linda, Dan, do you oppose moving it forward for a strategic discussion at the full board meeting? >> I'd even defer. >> No, I kind of like
134that idea. I'd like to have everybody weigh in on that. So, >> unless you got >> Okay. All right. So, then moving forward, the action item is Melissa and I will touch base on Facebook. The whole board will decide the posting. Got it. >> Okay. All right. So, we're going to move on to 3D D, which is the 3CX discussion. And once Jason's ready, he'll uh he'll take it away. >> Thank you. >> Let's try to capture. >> Yeah, not a problem. Good luck. I suggest you put a a tight time limit on the discussion on Monday. >> Yes, thank you. Um uh 3CX and so I believe Dr. Burke brought this to me uh for consideration. Um talked to Tammy about this last week and what and we agreed to bring it to the
135planning committee. And so Tyler's been waiting patiently here to answer any technical questions. nuts and bolts about 3CX uh knowing that I can give you an overview just wanted to be here. >> Well, it's secondary secondary. The 3CX is uh part of a communication platform that the district has been using for a year plus now. And 3CX is cloud-based platform. And when I think of that, I really think of two forms. 3CX is on our house phones, right? Our office phone is really driven by 3CX. 3CX is also an app uh that is available for cell phones. And so for example, my cell phone, I have a 3CS 3CX app. Okay. And when I'm communicating uh uh uh to district personnel or parents, I I use that 3CX phone number app on my cell phone.
136And that does two things. one, it keeps my cell phone number private and two, it creates a record uh that can be utilized for open records requests similar to an email. And so that's just the funnel. It's where the all the information is housed and I I would say for instance, are you guys aware of like WhatsApp >> as a communication tool, right? WhatsApp you sign up for the service, right? They give you a phone number tied to that and all your messages go out to people through that. They're not going through your phone's message center or your phone's phone number. They're going through your WhatsApp phone number and your WhatsApp message center. Right. The good thing about that is we we would never have to if if we were to ask you to use
137that uh and use only that tool for uh your board business. We would never have to post your public your your your phone number publicly like we do already. I mean like we say what's the best number to get a hold of you, right? We would publish your um your 3CX number as the number to get a hold of you as a board member. And if you wanted to use texting, you could use the 3CX app. We would never have to ask you again to uh submit any personal text that you have or not not personal but board related text on your personal device. You would just simply say, "I don't use my personal device. I only use the device app that is provided by the school district when I do school board texting. And
138so I wanted to have that discussion about the um support or u the idea of 3CX being utilized by our board members. Again, Tyler is here for more technical type questions about 3CX. >> Thoughts or discussion? >> Naturally, I got one. What What does it cost? Now, it's a service that we uh are utilizing now. There's no additional cost for adding nine lines to that >> and it actually goes with our in-house phone service. It's a add-on tool that they give us. >> Um, what are the different uh what are the different I guess platforms you can use the application on? You can use it on your phone. It goes on the school's landlines. Can you use it on the laptops as well? Okay. >> Oh, go ahead. >> So, it's a web-based system. So,
139like right now I actually have it up open on my Chromebook. >> So, you can do the texting. You can even do the phone calls right through the computer itself. >> Um, I have an Android phone, iPhone. Um, I got it, funny enough, I've got I had the 3CX website working on my desk phone inside the phone as well because I was as possible. But, so it's very flexible on where and how you can do that. >> Sure. Um, and the only reason I ask is because although I do like the sound of having a more secure and collected uh avenue for providing those public uh records requests, I am uncomfortable with downloading uh communication apps on my phone. For the most part, I'm already uncomfortable with my phone as it is and um the
140less of that the better. So, if there is another avenue that I can use it through, I think that sounds great to me. Um >> yeah, so just a little bit of backstory with that just to make it really quick. Um because what when we were redoing our phone system a couple years ago, one of the biggest requests from teachers was the ability to text parents because that's a way of being able to reach out and >> communicate, especially like if they're working, they can see the message after work or something. >> Um so that was built into the phone system as well. But then since it's web based, let's say a teacher's out on a well, this is where it applies kind of if like a teacher was like out on a field trip
141or something, they could pull up their computer and be able to like message a parent, hey, Billy got hurt or something like just want to let you know. Um, just kind of be able to use it. It shows up as the school district's um caller ID as well as a number. We have a a number assigned to each individual teacher as well. So that way there's no like having to go through a weird manual messaging system. It's just like test texting another person. >> Thank you, John. And if the board was interested in this and we the tech team would work with as you as a group or individually to do some professional development to make sure that you were comfortable using the app, whether it's on your laptop, Chromebook, phone, whatever. >> Yeah, I
142Craig, go ahead. >> A couple of things. Um, I have no problem personally with with the implementation of 3CX. I think if that's if that's a medium by which people want to communicate with me and it makes it easier for uh the the district to track public records, I'm all for it. Um the other thing is um the the policy though. Um do we need to update policy to indicate uh 3CX as a communication device that would not be encouraged to be used during a full board meeting? just so that we want to make sure that the public is aware that we will not be doing that. >> We we could, you know, um basically the the policy says that you'll refrain from any um electronic communications. I'm sure you could call out specifics too
143if you want. Um, but you know, I know texting on the phone, for instance, is called out in that policy, but it's it's like you you're you're to rem um you are to um the policy basically says you are to refrain from using electronic communications during the meeting, right? That you have access to. and 3CX would feasibly be able to be placed on your laptop. And >> this is why we we got that public records request that said I'd like to know uh who was using uh any uh communication during meetings. >> Yeah. >> They were trying to catch you on not following the policy. >> Yeah. Yeah. But well, I mean it's you don't send emails during meetings, you know, right? >> I do have a quick question about how this district has it
144set up currently because I had done some research on privacy settings and stuff like that because I am also like Sam, I do not my professional life is my professional life. I do not have my school email on my cell phone. I don't um so as far as from my understanding it is up to the purchaser to decide how and what is stored. Okay. So I know text messages are you recording phone calls via this app? Is that how you have it set up where if a constituent calls me that phone call could potentially be recorded? We do not have it. >> We have that option disable in the system. >> It it does transcribe voicemails to that. >> So like if if a constituent were to call you and leave a voicemail, it will
145transcribe that and then make it an email to you. But the recording has been disabled. And so what Jiren is saying is, you know, I couldn't tell you the last time I picked up my office phone, right? Because if I get a phone call from, we get a lot of phone calls from vendors, right? For example, um I'll get one email that says a vendor, right? XYZ communication says, "Call me, miss call." They leave a voicemail. Then I get a second email that says XYZ has left the voicemail and then I can read the voicemail >> and then you usually get a third email from the person that said I tried calling voicemail and say email you as well. >> Yes, that that but the recording has been disabled. >> Okay. And and again, um
146you wouldn't have to put it on your personal device if you wanted it just on your Chromebook, right? Uh you could just do it through there and and do everything through there. >> What if I just wanted to use my telephone number? >> You can just use your telephone number. >> I just don't know if this was like a transition. You have to use this platform. >> Again, you are the decision makers. We bring you information. We don't tell the board what they have to do. I I understand what you're asking, Tammy. You're asking, was this a proposal to do like a total shift? Yeah. >> To this new platform, but it sounds more like, hey, this is another tool. This is another avenue. And it simplifies things a lot that way. You know, you
147don't have to worry about >> something. Yeah, we we know that there are a lot more um requests like all the time, right? fulfilling those requests and not having to bother you because we know that we're using a platform and that you don't use your own personal platforms um saves us a reach out saves uh expediates the process so that people who are doing the request get it quicker all that stuff we're just giving you an option of that if you don't want to use it then we just continue on doing what we've been doing which is this request came in please submit the records to Lynn, you know, hopefully by Friday, whatever, you know, and we'll just continue to do it that way. >> Lori has her hand up. >> Oh, go ahead, Lori.
148>> Hi. Um, yeah, I'm not comfortable with the cyber security risk this poses on my phone. Mhm. >> Uh so I won't be using it regardless, >> but you could still use it on your uh on your district laptop and that would be the advantage is that it would provide you another method of communication and that might be you know for there's different like tones that communication has. So, like an email is kind of like this is what the subject is and it's kind of formal, but you could use this as a chat resource for for different kinds of communication if it was quick and it would make it easier. If if you've ever sent a message about something that's not board business, but it's something that might get public records requested, that would be
149the that would be the solution. Although, I guess there is the question of at what point is it public records requestable if it's not board business? Well, the the emails on my laptop again u my laptop for school is separate from my laptop at home. Um that's just good cyber security hygiene. Uh so I already send emails to board members or whatever officially on my laptop and that's easily accessed by Lynn anyways for records requests. So I don't see the advantage in adding more software to the laptop that already works just fine. >> Is this an all or nothing consideration? I mean the is does it need to be all board members or is it No. >> Can it be segregated? >> No, it doesn't have to be all or nothing. Um just for your
150information though it's it's not a choice for administration. We we've told the administration if they're going to be communicating, they're either going to be communicating through uh their Gmail, you know, and that kind of stuff. Or if they're calling, they're going to be using a district phone or this app on their phone not to use their personal phones for texting, calling, so on. >> Yeah. >> Right. And so you will see very shortly please uh change my contact to this number blah blah blah blah right because we are going to for administration ensure that they do it I don't I don't want to have to ask an administrator to submit their phone records to submit their uh text records or we are going to simply say you're using this tool you know um and if
151you don't then they're subject to this one right but that's an employee that's not you guys, right? But I just want you to know inhouse we're saying you have to. >> Sure. I mean, I would say that because it's not an all or nothing situation. There's nothing wrong with getting some information out there, giving it to board members, and letting board members do what they want to do with it. Um because Lori, you don't need to you don't need to engage with with it. If I only want to use it on the laptop, I can. Tammy, if you don't want to, Dan, if you're comfortable with having it on your phone, you know, people can kind of choose what they do. So, nothing wrong with having that information and especially since it doesn't cost anything
152extra. I don't think it's I don't think it's the end of the world by by any stretch of the imagination, personally. >> So, I'll just put some additional 3CX information as part of the minutes and then with with a a blur relative to if a board member is interested to reach out. Okay. Okay. All right. Anybody else before we move on? Nope. All right. So, action items. >> I just have 10. >> I just had 10. >> You just a lot of action. I have uh Melissa will continue to uh add events and opportunities to the spreadsheet. Um number two is that I have board members will continue to check that spreadsheet and uh add their names accordingly. Uh I I have the guide to referendum uh piece November to April that will be brought
153back to planning each time. >> Okay. Um I am going to uh check with CISA 6 to get some insights about the dollars associated to video services and Canva. Melissa is going to check with at least two local uh vendors or options for videographing a 60-second video and a two to three minute video. Uh, I work with Lynn to make sure that communication options is part of the December 15th board meeting and we're including CISA 8, CISA 6, and any local that we get. Uh, wrote down that board members will just forward any ideas around events, spaces, or opportunities to Melissa to get to that spreadsheet. I understand the cadence for uh to uh get the uh social media post out is Tammy will initiate conversation on Thursday. Tammy and Melissa will finalize those pieces
154on Friday. Melissa will share those events for the week every Monday morning on social media. Um, I will work with Lynn to have a strategic discussion on Monday's board meeting relative to posting or not posting community events. And then I I will make sure that I include some 3CX information as part of the minutes and reminding the board members that if they want more information or to use 3CX to reach out to Jason. >> Perfect. Sounds good. >> Can I ask a quick question, >> please? >> I don't know if it was discussed about the um the uh 60-second videos um if if there was going to be somebody else that wanted to do the next month or >> did we do that? >> Yeah, it's on the the school website. Sorry. Well, since Craig
155did the last one, I guess we can go down the line. I'll do the next one. >> All right. >> Then do you do the clerk or treasurer next? >> I'll I'll I'll flip a coin. I'll wear a blindfold and throw a dart. Thanks for stopping. >> I might I might choose Carl just to >> pass. >> That was a hard pass. That wasn't even a light pass. >> Well, maybe we'll circle back to Carl then. I don't know. >> So, yeah. Thank you for bringing that up. >> Uh connect with me after the board meeting. >> Yes. >> Number 11 is that yeah, >> Sam we'll do the next month's 60sec video on Samuel. Um, and then, uh, I have one other question. In our past agenda items, that's the next thing on here,
156but it was kind of here. Are we can we move forward with the specific tagline? I I I do not recall that part of the conversation. >> No. Um, >> wait, wasn't it that strong? >> Well, okay. So that's the one that the committee >> okay >> kind of leaned towards >> but um we are going to choose the tagline on Monday. >> Okay. That's good. >> That was just a placeholder. A >> placeholder. >> That's the assumption that we have a resolution um that we are are going to be having in time for Monday. It doesn't make sense to vote on a tagline and not have a resolution yet, I would imagine. >> Yeah. >> Right. >> Well, we were going to vote on the tagline in November >> and then we withheld for
157that reason. >> Right. For that reason, like to be not presumptive of survey results and other things, right? >> I just wanted to make sure. And I asked because it was on the fly. >> What's that? >> I asked because it was on Sorry. >> I asked Hammy. She >> Oh, no. Nothing. >> Yeah. Just on the fly. It just says sample there. Little disclaimers next to everything. >> All right. >> Future agenda planning. Anybody want to add anything? >> No. All right. Our next meeting date is July 14th at 5:30 p.m. And then Oh, >> I'm sorry, January. And uh we'll adjourn at 9:01. Yes. I wish it was January. These are freezing in here.