Amityville BOE Policy Mtg 5/27/25

001And I I reflect back on the time when I was when I was on the board, right? And that the first and second really didn't want to do it, but I was just a trustee and I said, "Well, you know what? I'll look at the minutes." So that's how I became so involved in looking at the minutes because it's something. But isn't that a perfect point of why it should just be flipped to the board? But I think it it brings too many people coming back. I think you should say say board president or designate because the board president or whoever does it the board president may not want to do it but if if the board president designates out to someone else. So I'm I'm fine with board president or designate. I mean I

002would like it to go to the whole board. So do you guys have any feelings on this? I know it's really board. I would say I would say let's bring it up to the board as Okay. So So let's put board president or designate and then we'll bring it up to the board. Is that good? Okay. Right. So, let's go back to the second paragraph. Um, oh, so this is what I was proposing. Take out the whole second paragraph because a lot of it doesn't make sense and just say draft minutes shall be posted within two weeks of a meeting. Uh, and should we write should be water stamped with draft? We need to say that because it should say draft on it so people know it could be it might be changed depending on

003corrections or anything. What do you guys think? Draft meetings shall be marked. Brad shall shall be marked and posted. Shall draft minutes shall be I'm going to say in two weeks of all meetings. Yeah, that's good. Within two weeks of all meetings. That's good. So draft minutes shall be posted within two weeks of all meetings and and word is stamped as draft. Is that what we should say? Marked as word marked as draft. Um, okay. So, I'm going to take out the second paragraph. We'll put that in. Oh, and then I had one other thing because I'm noticing that the resolutions, any walk on resolutions, whether it's a hire or anything, the resolutions are not going to the agenda the way they're supposed to. So, the agenda has to correspond to the minutes because if

004you're reading the minutes and it's not in the agenda, so that's supposed to be happening. I know it's not accurate, but it says here all motions, proposal or resolutions in any other matters fully voted on. No. Well, this is what I wanted to add, Lisa. The minutes shall correctly correspond with the related agendas just to protect the district that it should be the agendas have to match the minutes which John said it has to match like they should be uploaded. So, I just wanted to add that one sentence in. Do you get what I'm saying? Yeah. I'm just saying I want to say something else about um recordings. What I get I guess you're saying that's all I had. That's all my recommendation. All right. So what you're recommending is that all um that after

005that first sentence and the fourth paragraph, it says the minute shall correctly correspond with the related agenda. I think that's fair because it should be happening. So that's the second sentence of the fourth par. I think that um I think that we should put up here that the audio of the of the meeting should shall be posted within Yes. 24 hours, 48 hours after the meeting. Yes. Because I think you know it's not minutes, but I think that's something that does need to be looked at. Not now, but whether or not this has anything connected to the audio of the of the meeting and if that's 24 hours. No, we do post it. Yeah. No, no, no. You're doing pretty good on that. Yeah. No, what I'm saying is that um I'm wondering if NESA

006has a policy. Let me go back on track. If they have a policy that states that if you post the audio within 24 hours, does that constitute as as the minutes? Well, I do think that they say that you can do that, but I think for transparency sakes, we should still do the two week. No, I I agree, but I'm wondering if there's language that we can look at that says that the posting of the audio within 24 hours does constitute the posting of minutes, but the the the written portion of the minutes will be up within two weeks. Let's add it. Yeah, I think let's add it. Let's make that the first sentence of the second paragraph. Okay. So, um the posting of the video recording of meeting, right? The video recording of meeting

007will be published on the website will be I don't have to say the website. What else would it be? Published within hours. And I think that could be the end of the sentence, right? And then draft minute shall be posted within two weeks. Did you want to add on to that sentence? I want to add on that the posting of the the video recording and we need to find out legally does constitute posting of minutes. But we need to I want to look into that that aspect of it. I'm not I'm not saying to replace this. I'm saying so that way someone knows that okay that um or how about can we do something like that? You say the draft written minutes shall be posted with draft. Okay. So let me do that. Draft written

008minutes. That's a good idea. Yeah, written and then we could say video recording of meeting will be within 24 hours. Should we write something that's like and does constitute minutes for the meeting or Well, I don't want it to be like and will and can ser will serve as preliminary posting. Yeah. Oh, I like that. Preliminary before the written minutes. How do you want to say that? and may serve as it may serve as it may serve as that's the as preliminary meeting minutes until until um into the draft draft written minutes are published that's good you guys good with that should we do it again should I just make sure we are the same things. Okay, so first paragraph is fine. Second paragraph is video recording of the meeting will be published within 24

009hours and may serve as a preliminary um meeting minutes until draft written minutes are posted within oh shoot is that like two published published are published. Okay are published. And then the second sentence, draft written minutes shall be posted within two weeks of all meetings and watermarked as draft. Good. Yes. Okay. The fourth paragraph, second sentence. The minute shall correctly correspond with the related agenda. Or so we have to go back one. That's just the second that's just the second one. So this is second the second sentence of the fourth paragraph. We're just inserting it. Well, we have to go back to the the district clerk will be responsible for taking the minutes and shall present the draftings to the board president or designate. Yeah. Oh, yes, I have that. Yes. Sorry, I do have

010that. Okay. All right. We're all good with the minutes. Okay. All right. Um I you know I do want to tackle use of facilities right quick. I think I think we might be able to get through that. You need me to kind of explain why there's two. Yes. Okay. So the first one that's in yellow all yellow encompasses the notes that the policy committee originally spoke of on said date. Okay. And then there were some things we had to go back and follow up on. And as a result, you have the second one that has less yellow. Okay. Is yellow. All right. So, so the second one is the implementation of our notes. Is that what it is? Yes. Okay. Because there are some things on here um on D letter D. Correct. I have

011the same exact thing. So if you look on D, it says exclamation required on the form. F O R M, not phone. Mine still says form. Mine says phone. So it has to be corrected on the form. Form cuz I said oh it has to be in writing. Can't be on the phone. Correct. And then H. Yes, it says double check last line was legal. That should be struck. That should be that was just our internal. Yes. Okay. And then let's see now K was added. Yes. Um licensed schoolbased health dental or mental health clinics as defined in education law operated by entity other than the school district. I believe in consultation with the insurance company. That was a Okay. Um Okay. So that's page one. Page two. Yes. So now page two, if we

012flip under prohibited uses, a meetings sponsored by political organizations, comma, except as otherwise provided by law. Is that did John provide that or no? Because I think we didn't have that before. We didn't have that before. I think that was legal. when we can I'll confirm. It was either legal or the insurance company who both looked at this. I'm just not sure. What means except otherwise provided by law? Yeah. Like if we're saying no, it's no meanings I maybe there's some that you can't um deny. I'm not sure. I think I think I think you're allowed to say no to political organizations. I would think so. Yes. I would I would personally like that strong because I'm thinking about then who to decide which organization that that you like. That's the case. Let me just

013say pending because it was either legal or the insurance company. One of them added it. Okay. I I We'll double check because I'm not I'm not being funny. What happens if it's a a hate? You know what I mean? That's a That's awesome. Yeah. I think it should be all of us because you're right. What if it's some because they may some they may they may somebody say, "Well, you know what? You're you're affecting my constitution, right?" Right. you know, why are you allowing this organization versus that organization? So, okay, I'm making a note. Okay. Yeah, we would rather that not. Okay, the third page of the insurance and then um B, we added where admission fees are charged. Oh, wait, wait, where is this? Prohibited uses. We're still under prohibited uses, letter B. The

014board had added we're admission fees of charge for committee rather. And so we just inserted it over here. And then your conditions of use, we're on page two. And you got to flip to get to E. So on the old one, this is the insurance that was required. And Nicer has inserted these new um coverage fees, but I think it's good to list that so people know. No, no. So they're a little more than what they were normally. Okay. And then F I I just I just have a question. Yes. You know, I would I would like these to get on the on the agenda. So, I don't know if this could just be a phone call or not, but it's I and this is the question for NISA. Uh they want the district to

015be named as an additional insured. To get named as an additional insured, the policy has to be endorsed by the insurance company. And I can tell you some companies can do it quickly, some can take three weeks. So, do we want them named as an additional short or list or just they should they for the district as you know the district will be an additional short like named is a little bit different. Well, you know what? We haven't had anyone who had a hard time getting it named unless it was at a higher rate that they getting it. No problem. Yeah, they've been getting it like 24 48 hours really quickly. Oh, okay. No problem. And so if you look at this um attached page from nicer. So we just attached that so you could

016see what their feedback was, okay, on what to include in that. But they've not had any um you know time challenges. Okay. And then F, organizations utilizing our field need to have an AED on site. Uh it said here on site are responsible for ensuring that at least one AED is available during all games and practices. If the organization does not own an AED, it must outline how reasonable access to an AED will be provided. Additionally, each organization must have at least one staff member trained in AED operation and usage and maintain a written AED implementation plan. So, can I ask ask a question? If one staff member is trained in AED operation, do we require some type of certification or something that that that we know? Because I could fill out something say, okay,

017I'm trained in AED, but is there any is there something to make it like less restrictive than maybe an affidavit? You know how we do an affidavit on the roster or something? Is there can we can we add it to the form? Yeah, that's what I was just looking for the form to say. Maybe the form to say so the form is here. Okay. Oh, by the way that the insurance I just want to and interject says naming they have to be named. So it's not added because this is the same form. Is that something we can add? Well, what is what does it say saying here that um that the roster that they are swearing to the old name roster 75% is on here or is that a different the flyer must be attached.

018I hereby certify that the facility will be used only for the activity I don't think it says I'm familiar with I am authorized I present personally to supervise all activities. I will also ensure the number of persons in attendance when I exceed the labels. Um see more. Maybe we could just add it at the top with general information. Um you know roster 75% Amityville school district. But I would let's let's check with with um the business with Olivia to see if there's a separate form. She said that about the 75%. Yeah. Yeah, but we should add on here about AED or or if there's a separate form that's connected to the roster on that same roster on that same form that Oh, it might be on the same form. Okay. Say put it on there.

019Okay. So, we're saying add to the application, right? Yes. Okay. AED um AED trained staff, yes or no, you know, and then um I would say um roster is 75% Ammyville School District. Yeah. And there there's nothing in the policy. No, it says it right here. I'm looking at it on page 40 or four. We added that on the very last one. Oh. Oh, see it says there was a sworn affidavit attached. So there must be something now. Oh, application procedure is listed in that. Okay. Which number? Which letter is that? I the very last one. I must fulfill roster requirements. All rosters must be 75%. No, I don't. Um, hold on a second. Should it be Amityville residents or Amityville school district residents? What's the difference? Because some Libanese people. Oh, I said you

020say so I feel like it should say school district. Yeah, let's add a simple question and I I won't I promise I will not go far on this. So I think about like the rotary ring glove that utilizes the front lawn. Do they have to pay? Do they have to get dis insurance as well? Well, they're outside. I don't know. Oh, no. I think they do. Don't they Dr. facilities use? Yeah, they do feel a facilities use. If not, if it's raining, then they come inside for general use. A million dollars for general use. They must have it. And that's what it was. Okay. So, and because I've seen there I think in October they had some Yeah, it's always in October. Yeah. Yeah. All right. So, can we go back over this one to

021make sure? Yeah. Can I Can I ask a question? Can these be emailed to me? Sorry. No, I just want to know. Can these be emailed to me so that I could just try to like update it so Eileen doesn't have to do it like but I don't have I don't have this with all the changes emailed to me. Okay. If that's possible tomorrow. If maybe if what Eileen could do is email you this. Yeah. Like the the one with the red. Yeah. Yeah. Okay. Yeah. Let's look. Let's just go back. So on page one and Dr. Tel, you can help me here. Letter D, form actually required on the form. Form. Yes. Right. And then letter H remove. Remove. Double check that that gets forced out. Do you want on letter F any indication

022that the one person required be on site? Well, I don't know how that's going to work because here's the thing. Usually coaches have training on AED. So, are we requiring somebody that's AED trained? Because now is that going to jam up their coaching? But like literally, if something happens to a kid, you want the person trained. But is that also going to jam up these leaves? You know what? Um, that's a good question. Does it have instructions? It would need to be. Does the AED have instructions on it? I think it does. They They do have instructions, but when you don't use it, you do. So, I mean, there are instructions. It may just take a little bit longer for them to do it, but I think they should be on site. they should train

023one of their coaches that are coming out to the practices regularly because what's the point if they have it and no one's able to should we say at least one adult has to be well here's the thing is somebody in Rotary going to be trained in AED they're not well no this would be just for you sports league oh just oh okay okay I think it's just crucial I think I think someone should be on site because then unfortunately we those situations where kids did not survive because so how about at least one staff member trained on site like can we add on site one staff member trained in AD operation uses and maintain one staff member traination and should be shall be on site additionally each league must have at least one staff member

024on site okay okay that's who is trained in member on site. Okay, got it. Okay. Thank you, Mary. That was good. H we did page two letter A. Except otherwise. Yeah, I'm going to check to see why it was Adam or who and if we could if we could get it so that this could go on the 64 for first reading like so we get that um page three. What was what do we end up with in the district to be named? Oh no, it said it in the requirements named it letter F. Um second sentence if organization does not own Yes. I have a question about this. I'm sorry. Do do the fields have any like our fields had boxes where equipment was at their field like St. Bfield and we had AEDs in

025that and the coaches had a key. Do we have that here? We have boxes. So we have it on fields, right? I think they bring them out to the field. Yeah, I don't think that they're bring them out. So going to letter F. Mhm. All right. If on page one, we said additionally one staff member who is trained, we need to put that language symbol here on page three on letter F. Additionally, each organization must have at least one staff member trained. at least one staff member on site trained trained. Right. So, additionally, no, you just did S. Now, we're going to J is fine. And then the only thing we add is on page four for um the letter I. We said school district. Yes. Yes. We're good with that. too. Guys, took us

026a year, but we're flying now. Are we looking for minutes on 64 as well? Yeah, I think if we could get all of these, I mean, however many we could get through. Um, so we're going to go to um flag. So, I was just telling Lisa this before you ladies came in the room. I thought this was going to be like a very easy like let's just adopt it. And then I saw the second page and I think one two three paragraphs four and five should be removed. So what it says is if a staff member dies since flags blown half staff five consecutive school days. So that's like business days or student. Um and then it says and also be blown half staff the day of the funeral of any former employee well known

027to the school. I mean that's like I mean that's like pretty like who's popular who's not. I don't love that. And then um half staff when a board member dies um or when a you know former board member dies like the flag is the flag like it's like I don't think that this should be I don't think that this is normal language to be in this. I've never seen this happen before. You know we've had students die, staff die. We never did our flags half staff or anything or board members. You acknowledge it usually at a board meeting or something, but it doesn't come into play with the flag of the United States. So I would like those two to be stricken out. So I think for me personally, I've seen it where um and

028it it has always been equal where there's someone who has passed. So taking the first sentence flown a half staff for five five consecutive school days. if a present employee or student that in that building dies and it was just done out of respect for that I think I'm um what's his name Mark Ambler yeah he was a teacher and they did it for for him so any teacher and it doesn't happen often where they do it and the same thing with student doesn't happen often can we reduce it to like one day five days is like a really long time and maybe the um the flag shall be also We flown at at half staff the day of the funeral of any formal point. Well, I I like if we want to just do

029one will be flown at half staff for one or two consecutive days. I'm okay with that. Which one? The first sentence. Yeah. Okay. Let's Let's do one. And like this other thing when a staff member dies. I mean, everybody's going to die eventually. Good. Can we do one to two? Compromise. Yeah. One to two. one to two cuz I could say the school it went too. Okay. Then can we take out the one that says former because literally we all die at some point. We'll have the flag at half staff forever. I mean I'm not trying to be facitious, but it's the truth, right? I think this second paragraph has to work. And I and also this one that says well let's go back to the one. So we're going to go with two two

030consecutive days. The flag shall be flown at half staff after the day of the funeral of any former employee wellknown in the state. That has to be those last two sentences has to be taken out. It's problematic. It's too arbitrary. It's too who's popular, who's not. That's problematic. So, I look at um I look at um um Nancy Cologne, who just passed away this year, who was the school nurse for a number of years. Did we do the flag? We did not. Did we do the flag? We did not. Not to my knowledge. This is what I'm saying. Everybody eventually dies. I think I think that has to be taken out. I let's let's leave that because I'm kind of mixed. But the thing we would have to the only way it gets flown at

031half staff is that when the family notifies the school. No, Lisa. Lisa, everybody. Let me finish this. I'm just I'm just saying that that's the only time it gets done. It gets done when it's when it when the school is notified. So, let let me ponder over that. I'm not too sure that I'm not too sure. Well, wait a second. We have to go through this. Let's do this. No, what I'm just saying. I'm not You want to come back to that paragraph? We'll come back to that. Let's do the second paragraph. Maybe what you do is combine. How about this? Combine the first sentence like combine this flags and individuals employed has to have consecutive two consecutive school days if a present employer student in the building does or a present board member. Okay,

032just make that as part of the sentence. You know, we'll make that prettier. It go for two days. Yes. And I think the other and I'm okay um all like I'll put a half staff today for me. I'm okay with taking that out. Okay. So let's just get rid of that whole paragraph. We just put what are we striking? We're going to one two three four fifth paragraphs coming out. We're moving board member up to to be listed with present employee student or present board member for two consecutive days. If a president employee or student president employee student or board members yeah it says student in that building. Let's get this straight. This is this is talking about the individual buildings. Now do we have a flag in each building? Yes. Yeah. Yeah. So we

033say at that building. Yeah. So then board member couldn't go in there because that's referencing individual buildings. Well, would the board member be I I would think is there one at Park Avenue North or No, at the admin building. Yeah. So, why not the admin building? Like you would think the board member would be associated with an admin building, right? So, then we're leaving paragraph 5. 1 2 3 4 5. No, we're taking out paragraph five. So, this one is for paragraphing for paragraph five. It says all flights in the district are to be flown at half staff on the president board women. That is really like a lot. We are not the president of the United States. We're a board member. I I would say I'm okay with leaving that in. Hold on. Have

034I researched other districts to see? I haven't ever I haven't seen I've never seen this where like the play let's look at it and just kind of see maybe we should research let's come back to this one let's research let's come back to this one research wellness policy Dr. You have taken that to the wellness policy. Yes. June 5th meeting. She looked at it. She Okay, good. She's going to share her feedback at the June 5th meeting with the wellness committee. Oh, okay. So, me and Lisa was saying the the cell phone and the artificial intelligence. Can we do that at the end because these are long and just go through these couple because there's only one or two things in these. Okay. So, which one are we on next? You go to 6741. Okay.

035The the professional. So, I was my recommendation is unlisted number four on this and put publishing and in district approved newspapers. I wouldn't say that being listed in the policy that it's being under the second paragraph one two three and then four is I was thinking yeah under the second paragraph right because we do do that anyway so let's just update the policy and it's somewhere else in here I didn't see it anywhere else they have at least No I was looking to see if this was different than what I book. So, so I'm saying number four. Added number four first enumeration publishing and district approved newspapers. I'm surprised it's not in I was surprised too. I know you said it three times a year published in uh district approved newspapers. And then um I

036did this under the next paragraph, but I'm not sure if there's a better place. RFPs and any and all addendums will be sent via hard copy and electronically. Where are you? I'm just I'm just making it up. I'm just saying like so it's not anywhere. So I'm thinking I I think where should we why why electronically? Why not just hard copy? Because if you get a part copy, I'm just asking a question because 2025 and things are sent electronically and you could do a return receipt when they open it. Oh, you're talking to the vendors. To the vendors. Oh, to the vendor. Oh, maybe we should add that to the vendors. To the vendors. So, but you're saying go ahead, explain it again because I'm just saying it's not written in here. So what I

037want to do is make sure the RFPs and any and all addendums will be sent via hard copy and electronically to the vendors. So we just want the language in here to cover ourselves that it's going to be sent both ways. And the addendum is like so you know transportation just had the addendum like we would have known to automatically send that to them. are. So you're saying the RFP that we send out to the employ. I took I took it as the RFPs that we're going to that we send out. So if there's all RFPs sent out, I'm not Does it go there though? That's the only thing. Does it go where? Oh, I don't know where it goes. I'll just well it probably goes in this because it says the designated district staff

038will prepare comprehensive written requests for proposals which will contain critical details of the services sort RFP will specify yeah I think it would probably go in there you know what's in it and then RFPs sent out no how about this RFPs and any and all addendums will be sent via hard copy and electronically to all vendors is that okay just to add that sentence. Um that's after they do first enumeration. Um look at the paragraph after the number six. Okay. The district will periodically but not less frequently than every three years issue professional service RFPs electronically and via hard copy. Issue RFPs. Um, oh, I add it after, um, Issue professional service RFPs both electronically and hard copy. Yeah. Can we also put in there electronically and hard copy? Um, and addendums. Can we add

039the word addendums in there? Service RFPs and addendums if applicable. and addendums if applicable. Now, do we want to maintain the every three years? Yes, because I think that's best practice. Sorry. I think that's because you know that's what the throw off was. The state is five. New York State says five. Yeah, I I think three. I think three is a good idea. I have one more thing. Well, let's let's put it up that way to the board. Okay, we could ask them. Yeah, that's fine. Do you want three or five years? Well, well, we'll type it up with three and then you can ask them and then we could change it, right? We'll keep it as it is and then you could ask them the question if it needs to be amended or amended

040because the board could at any given time reissue an RFP within that time, right? So it says here, but not less will periodically, but not less frequently than every three years. Yeah. I mean, I'm good with three years. Yeah. Let's let's bring it out to the board. So So Oh, and then I had a sentence and just we'll circle that and we'll leave it for three, but we'll bring it out. I would do three parentheses, five parentheses. You know what I mean? Let's do both. So therefore, we'll ask. Yeah. Um then I had um an extra sentence after that where it says shall be maintained for at least six years. The board must approve all RFPs by resolution. So like we have to it has to come to us anyway. But then this way the

041board's in the loop of what's going on. The board must approve by resolution. But don't we do that after or before? No, I think to do it right to do a if we want to get an RFP on something, I don't know whatever it is, it will be by board resolution that we get the RFP. I don't think that we're doing that with everything there. The board will appoint the attorney, physician, external order, and other professionals as applicable. So, as the board, the ones that we appoint. So, so we're responsible for internal external orders. We're responsible for physician attorney. So maybe it should go down there. Regardless of when during the departure yet was engaged by the board attorney, but that doesn't go there. I think it goes in the above. I'm still I'm sorry.

042Okay. Are you suggesting before the RFP is issued that it's issued it's it's approved via resolution before it's issued? Yeah. You know how we did it with the organ reorg meeting where we had everything by resolution. and we're going to go out for a lot of the council. By resolution, we're going out for the audit by resolution. Remember how we did that? That's what I'm saying. So, say you want to go out for some sort of RFP that it's just by resolution at a meeting. We're going to go out by this and the board's going to approve it. Not everything's being approved by the board. Not everything's by board resolution because we had that during the year. I can't remember specific. So I'm still kind of so if it's if it's not positions that we

043don't appoint but it's position if it's RFPs that the No, we do eventually appoint them. That's my point. But we don't have anything selected. I'm I think for some reason maybe was it like the workers comp um provider like we hired a consultant or something? Remember something came up and then it was after the fact, right? We already went for RF, right? But we went for an RFP, but the board didn't do it by resolution. So I'm just saying I think the board should do all the RFPs by resolution but then if the policy dictates 3 to five years. So it said the board directs the assistant superintendent for finance and operations to take measures to ensure that a highly qualified professional secured through the prudent and economical use of public money which may include

044so where where are you second paragraph on the second paragraph right professional services so if we're directed via this policy to every 3 years or 5 years or whatever it ends up being and we are directed to go out or to issue an RFP. So you're saying direct is already in there to me. Okay. But I think it's important but this is about purchasing professional Oh that do not require competitive bidding. I see what you're saying. So this is like the medical doctor the ones that we're bringing every but they're already the RFPs have already been done. We're just bringing their contracts back around. So you don't want to put that in there. I'm still a little confused about why we need it to be very honest. I just think so that the board's in

045the loop of things. I think maybe maybe I mean maybe maybe it's a matter of explaining to the board these are RFPs that as a board that we go out for that we're responsible for that we need resolutions for if there are other RFPs that um they go out for but it's part of the reorg meeting then that way the board needs to understand that we don't we don't see those RFPs they go out and they come back so maybe that would be beneficial that maybe we're if the board is made aware of which ones that don't require ire us to look at to look at the RFPs, right? We're not part of the interview process. We're just provided with the names of the individuals for that particular position. I think it's educating the board

046about that information. So therefore, they're understanding instead of just saying I rub a stamp this person for that position, but to understand the process that has gone through. I think that may be helpful in in the journey. That's just my perspective one. I don't Well, well, I think right, we're probably saying the same thing. I don't think understands what happening and they're not like, "What is this?" We already know ahead of time and there may be. We need to take a look to see if there are regulations. Um because it says the superintendent is charged with developing administrative procedures and there are some procedures for that. So, we probably have to we probably need to review the procedures. Yeah. Like there's no there's no reg. Yeah. Yeah. So maybe that's maybe that's a part of

047maybe there needs to be a rig. I thought there was there is one. Oh, we just don't have I I had one more thing I just wanted to add. I don't see that anymore. The third paragraph in the bottom. It says um uh let's see. Well, um the the superintendent, you know, will recommend the professional service provider best suited to the district to the board of education for it. Oh, I I guess that's repetitive. So I was going to write but the ultimate decision remains with the board but it's for our approval anyway. So we don't need to write that. All right. Okay. So do you want me to take off this um the board must approve the state? So let's just go back 6741 number four that's going to be add published in district

048approved newspapers um under the whatever. Yeah. Um but not strictly then every we're going to put three and then You forgot one, Lisa. RFPs. Oh, no, no, no. We moved it. I'm sorry. Okay, we moved it. I apologize. So, instead of we're going to put three of and then we'll see what the board wants. This is where I'm may not be certain that services issue professional service RFPs. Just read what you have, Dr. Again. Um, service RFPs and addendums, comma, if applicable. What happens to electronically and hard copies? And then it's both electronically and hard copy. That's all it says. Both electronically and hard copy. So which goes first? The addendum and addendums. It says RFPs and addendums, comma, if applicable, comma, both electronically and hard. And it and then are we then saying comma

049and may conduct interviews as part of the RFP process? Well, well, do that. Yes, we do. Hold on. Well, we may. I think we should keep that in there because we did. So may maybe maybe make a put a period at the end of in a hard copy. Yeah. The board and just say the board may conduct, right? But it's not necessarily the board, right? It may not always be the board, right? Because it may be workers comp or or it may say interviews may be conducted as part of the RV process. That's fine. Let's just do that. That's fine. That's better. Interviews may be conducted as process and then everything else is there's like an asterisk at the end. I think it's just redundant. Yeah, let's take that out. Why is that? All right,

050now we're down to child abuse and educational set. Wait a second. What do teachers do? Oh, this is on child abuse education. Oh, I only Yeah, I had something on that. I haven't looked at that. I only I I had just a couple of questions. Um because there there was an issue with you know being reported like timely because it says promptly but I don't think where are the A 9620.1. Do you see it? It says child abuse or one. Okay. You mean you looking at this one here? Is this look is this what you have? Yeah. Okay. Okay. So just a couple of things. So I'm wondering if we want to put I mean like it should be really immediately right like once you should report it. So should we change the word immediately?

051These are my recommend Let me just tell you what the recommendation is. I'm not sure where it goes. So my other thing is because I don't think we have it in here. Um, the staff member will be removed from the classroom pending the investigation outcome and will not have any interactions with students until a determination is made. So, I don't think that's in there. I know that we do that, but I don't think it's in there because I I read it quickly if I can. I didn't get a chance to read it, but we're missing part. What? What are you missing? Oh, no. There's CH. There's CH. Yeah. No, what I'm saying is that in the old in my old policy manual, maybe they have exhibits. Oh, this doesn't have Oh, the forms. Yeah, they

052have the forms. This doesn't have What are the forms for? What are the forms? I'll pull them out. I'm not too sure if they're still using We do. Okay. So, okay. I have one thing on the one that says 9620, not the regulation part. It's on page two. Okay. This This is like what I keep getting stuck on. Reporting requirements. Same day. They should complete the report to state ed department. Same day. It was like same day to report it to the police. Same day to report it to state ed. But where are you? I'm where the requirements promptly complete instead of promptly. I'm saying same day. Well, let's say sometimes you may get wind of something at 3:00 or 4:00 when school ends. Something may happen after school. Kids I thought of that. So

053what if it's by the time it gets to us, clerical's gone. Yeah. notary gone within 24 hours. I mean, I think probably it's sufficient. It's just that, you know, everyone had to be just sort of like reminded of the urgency of handling the matters. I know, but that's why I wanted to like kind of protect it and put it in here so they know like it is urgent. If it says 24 hours, like that's urgent. Promptly is is up for just you know interpretation. Not really. Promptly means well I think promptly means promptly. Yeah. The required reporter shall promptly that means sooner than later. I know complete the required state report form personally delivered to the principal of the school in which the child abuse is allegedly occurring. Okay. So you you want to keep

054promptly and not change it. I I think I think there's a sense of what promptly means now, right? Urgent like should we change it? Should we change it to urgently or I think promptly is fine. I do. Okay. So because it's all throughout here and I think this is the language that's taken right from the website. The principal shall also promptly provide a copy of the written report to the superintendent, send a copy to the law enforcement. Okay. So, these other two things, um, Lisa were just talking about promptly. Is there anybody on there? Have no idea. Yes, I'll take one if you don't mind. Two two things that I wanted to put on there. that the staff member will be removed from the classroom and shall not have any interactions with students pending the

055investigation outcome. We already do it, but I think it has to be reflected in the policy. And then the other the other thing that's not in here is founded allegations will result in termination. But I don't think we can say that. What if it's founded if somebody gets child abuse? No. What I'm just are are we put it in there but legally are we are we able to say that it definitely will be termination can you can you ask can you ask council that no doesn't have to go I think I think it has to go to like a 30 if their tenure has to be public yeah so may result in how about may result in termination proceedings may result in let's see where would that go here's the rights of the employee and

056volunteers where on that regulation. Nope. The policy page three, so to speak, no numbers, but page three. Let's see in the middle, rights of employees. Any employee volunteer against whom an allegation of child abuse has been made and against whom the district intends to take adverse action, shall be entitled to receive a copy of the report, and to respond to the allegations. such persons are entitled to seek disclosure of reports involving them under right so um but I do think it's appropriate to put in here that they be removed from the classroom we do it anyway are we back to this one we're on the regular policy the one that doesn't have the um and I think we should say that it may result in termination proceedings Nay. Okay. So, let me just make the

057note. Okay. Because right, I'm not sure if it needs a new header may result in termination. And oh, wait a second. What about this, Dr. Sal? under the um regulation. What about under duties of superintendent? Maybe that's where it goes, right? Because that's up to you to say person's going to be removed from the classroom and not have interaction with students pending the outcome of investigation. Um, I'm going to make note I just don't know because this is talking about overall the reporting requirements, not necessarily the consequences even though there is a section that says penalties, right? Oh, hold on. Willful failure H3 the bottom. Yeah, but that's if if that's just res but that that's if it's not submitted, right? So, this is this policy is all about reporting, right? Process, but you know,

058we we talked to legal about this and this came up with legal and legal is like you don't have it in your policy. You would have to put it in the policy. We have that. So, let's let's just make notes on it and then let's make notes. Okay. Okay. And we're talking about may result in termination. And what was the inending founded applications may result in termination or termination proceedings, however you want to put that, termination or termination proceedings. And then the other one was the staff member um upon al however you want to word it upon allegations the staff member shall be removed from the classroom pending and shall not have any interaction with students pending the investigation outcome. staff member will be renewable. He's saying yes shall um pending the investigation outcome because

059John was like saying like you have to put it in this and then that other one about the founded allegation. I'm just not sure where that goes where that would go. Well, you already said that may result in termination proceedings. Right. Right. I'm just saying we just have to figure out where we want to put that. Yeah. I'm just making a note and I'll consult. All right. So, those two we're done with that. Um I think I think this cell phone is going to be I I thought the um article we gave that we gave that to legal. We gave it to legal. So, we want this is the one that went to legal, right? They marked I didn't see that they marked it up though. Here's some information. Oh, they did mark it up.

060There's very few things they marked up. They They literally only crossed out one word. Okay. So, child was being put on his beard, right? So, this is just some information for us to consider as he looked at the cell phone. Oh, are we doing cell phone first? What is that where we're going? Which one did you just make mention of? Um, well, I was saying cell phone, but I have to tell you I feel like it should be maybe a discussion. I don't know if it should be a discussion with the board or not. I'll tell you why. I read, like I said, we only got this like 45 minutes before we got on there. Um, we know I was saying like we were trying to go through all these. The thing with the cell

061phone, the problem that I think that we're going to encounter is they're saying, you know, you have to put it away and everything. A kid can't be suspended just for going on the internet, but a parent may reach the child through all these different areas like through the parent square, through an email, through a call. Having been coming to meetings for a number of years now, the sentiment is people don't get back to them though. So like we have to figure out a route to really like how are we going to combat that is right. that to me that's one of the biggest obstacles here. The second thing for cell phones is you know there's a caveat that if it violates the code of conduct then you can implement your code of conduct but our

062code of conduct is like really punitive. So I you know I had said to that option to take it out but that was on page five of seven. I looked at that one option I didn't love that. Thank you. Yeah, I don't think we have time for this tonight, but No, no, no. But I just want to let you know. So, in 23 legal went through and did a red line of the code of conduct. And so, most recently, they went back through it to do a red line of the code of conduct. And we just got this back maybe last week 16th or 17th of May um to look at. I know this is different from others that were presented to us, but what is being recommended is that we incorporate the student and

063personal electronic device into either the code of conduct or the acceptable use policy 5675 and code of conduct 3410. um which is on the top front of this page at the very bottom. So this has been circulated um to school districts from the superintendence association and um just one of the highlights on the very first page one two three four principal andor general office phone numbers are published for parent guardian using used annually in this calendar. Parent guardian messages can be delivered to students. Students are permitted to use a main office phone for the purpose of contacting a parent or guardian. That's just one example. And then it goes on to say the K through five are not permitted at all to have the devices in school. 6 through 12 are strongly encouraged to leave

064all the devices at home. And students in 6 through 12 feel the need to bring them to school. they must be stored in their schoolisssued locker for the duration of the school day. So this is just one scenario of how it can be handled and then of course IEP and 504s are not. So So have you been talking to other districts of what they're doing because some of them have it implemented already. Some of them are doing it. So have you talked to anybody that's implemented? Several school districts with the middle school no phones are allowed at all. Some of them have the Yonder system. So, we included, if you flip a little bit more, this is a sample of a school that's combined, junior and senior high school that has the yonder in store.

065And this is what they shared with their parents. It's a Q&A, so to speak. And so, at the middle schools, for sure, it's easier to implement. And so they're yanders where they get a pouch and they can take their pouch to their locker and store it and at the end of the day get their pouch they have it unlocked at the end of the day. Are they So with with the y I'm not familiar with this. Are they allowed to carry it on them? Yeah. Well, no, they have to store it. They It's in a pouch, right? The pouch is then secured where they can't open it, right? So they can take it and put it in their locker or whatever the storage methods are for the school. Some schools have these pouches where you

066can put it in and then some store it in the locker. So if I'm a kid and I have an emergency, then I can bring my pouch and say I have an emergency situation. My mom is in the hospital, you know, I really want to talk to my family or something. So someone can unlock the pouch right under emergency situation and allow them to make the phone call under supervision. So situations like that. So my my question is this unfortunately we live in a time where crazy things may happen in school. So in school district where they have the y pouch are the students allowed to carry that yonder pouch with them like within their backpacks they do during the day during the day. So when the nurses situation occurs then in the classroom maybe

067there's ability for that for them to for it to be unlocked because I I think in my mind that would be the biggest adjustment for for the school district that if if the if the child knows they have to put it into this pouch but they they have to keep the pouch secured in on them in their backpack or whatever it may be. But if the emergency situation occurs in each classroom there'll be an ability to unlock it. So therefore, at least that kid will know or that parent will know where secure if something's happened, they can unlock it. So at this school, the students close, secure their pouches and keep it on them. Okay. Throughout the day, and when they leave school, they tap it and it unlocks and they can How what does

068that look like though? So if you have hundreds of You need lots of tap at the end. I mean, so I I spoke with um I think it was Middletown High School when we were looking at them for our high school and they said they just have tables set up. Um it's a faster process on the way out because it just requires that tap to unlock it, but on the way in, you have to make sure the students are putting their devices in. So they needed a little more staff at the entry where what happens when they're being unlocked? Who takes the pouch? The student does. The student owns that pouch. But guess what's going to happen? The student's going to forget the pouch. The student's going to lose the pouch. I don't know that

069the pouch is the best implementation of this policy. It cost a lot of money. You know, I thought Governor Hol mentioned cubbies in one of her speeches. And you know what? With a cubby, somebody else is going to swipe it. Yeah. So at our school, the elementary did not have any cell phones. At our middle school, they had to be in lockers. Kids can't have kids can't have a lock on day at all. Non-issue. It becomes a huge issue when it's high school. The pouches I already envision what's going to happen. I forgot my pouch. Now they have self. I lost my pouch. Well, they have self. There has to be something else. Why Why can't they leave the pouch there at the school? Why can't the pouch be in like like a clean garbage

070bin? At the end of the day, you let it go and we keep it. Why are we giving it to them? I don't see any reason it couldn't work like that. So So let me just tell you what. Well, let me just tell you what happened. I had gone I was away and I went to a comedy club or whatever. This famous comedy club. They made us lock our phones. I know historical before. It was these it was these pouches. I never store. They did it. It was more took more time for put to get in. I had it on me and then at the end they took it out. Now I couldn't compromise that I couldn't not that I was trying but I you know you couldn't do it but they collected it at

071the end to allow the students to take it home is money out the door. I don't think I don't think we're I think we're kind of all in agreement I should not go home. I think that we own it. We keep it. Yeah. That on the in the school day which you mean there has to be more staff that will be available to make sure probably have them in the bands. You come through, grab your pouch, put it in, and you go. There'll be a system to grab it. Yeah, I think it's going to be one of those like grubbing pains. Figure it out. But I absolutely don't think they should I do not think they should be going back to this. I think that I think that it could I think the biggest thing

072will just be the adjustment for parents. Yeah. I mean, there are going to be people that feel strongly this shouldn't happen. They're going to be some that strongly that it should. And the bottom line is it's not the law. himself and I think even for the and you know I mean I think it was last year or the year before the number of fights that occur with the cell phones and even now the fights that occur with the cell phon how many fights will be eliminated you know before not not limited because you can't record it and I I'll be quiet so we get to my head um I think back when I was in high school that we wrote a note look at her clothes look at her shoes aren't they ugly and you

073pass the note photo and that and that was the end of it. But now you take a picture and then then it goes all and I think I I I'm very hopeful that the fights will stop too because a lot of it is about videotaping. Yeah. Um can I say something about this AI policy? Are we good with it or not? Well, let's kind of hold up on on the cell phone. Let's look at other other schools what they have in place and then holding on. Well, what would present to a board like this? I don't know. I mean I mean it was seven pages. I didn't read it. So there are certain things that we have to address like we have to address the storage. Yes. The options for parents. So what it is

074is basically the second page. These are things that we must address. Yes. So can we in our policy on on can we Lisa at the meeting can you preemptively talk about it that we discussed it? We're talking about the storage. We just have to We're working through it right now, right? We just have to top August 1. Yeah. On the art. Oh, are we good? Because I wanted to say something about AI. AI. Council already looked at this and literally only had like one thing on page two. I think if we take out the um the grayed out boxes like why can't we just pass this? Why can't we just put this up for the board? It's basically just they know these AI tools, staff can use it with approval. Um I and I honestly

075I I'm okay. I really think that our goal our role as as a school district is is for the teachers to determine what is the best way to utilize AI, right? And I think what it's saying is like you can responsibly use it. Students can responsibly use it as can staff. So, are you guys okay with taking out the gray and um they they struck on page two student and they just added staff over here like these just too All right. So, I'm fine with that. We'll clean them up. Is that good? Yep. So, we went through everything. Well, no, the the agenda one. Do you have that? You said you made copies. Can we just do that quickly? Do you know when the wellness policy is saying remove the gray? Yeah. Yeah, just remove

076the gray and then I have to um All right. So what is it with this house that we're looking at? So um I was just looking trying to see where that No, I I've printed it out. Oh, you have? I print out the middle. Yeah. Okay. Discuss this. I do have a minute. Okay. I um I'm just pulling it up right here on my phone. Question board. Board of Education at school board meetings. Okay. Education has a duty each board meeting. However, this duty Um so it's just saying that the majority Yeah. can change. Okay. So let's just like look at this real superintendent in consult consultation with the board president. Should we the officers because you guys do agenda setting with the officers? I mean if they show up they show up. Should we

077add that because that's a current practice? I don't see any reason why we can't. I don't see a problem with it. Don't I don't see a problem with it. Um and I'll take even when I was was not a board president. I think the biggest issue is that trying to get two or three people timed to to um to coordinate to coordinate. Well, well, what I'm saying is like you could do it with all of you, but if you can't, if it works, if it works, it doesn't. Because you said some years some of the officers didn't want to do stuff. Yeah. And I think for some years and in other years there were people always look at it going down line, but in other years um was just the board president that did it

078only. So, um I think but super constantly with the board president shall prepare the dinner for each board meeting. And I if you want to say um the officers may be invited to prepare the agenda because I think I think it has to be a point where there's a final a final say at least and I feel that each form has an opportunity to add something to the agenda. Right? So no one's rights are being taken away by not being able to add something to the agenda. There has to be a point in time where there has to be you know a code and that that's just my perspective on it. So like if we go through the first one then how about the superintendent in consultation with the board president shall prepare the agenda

079for each board meeting according to the order of the visible um board officers may be invited to the agenda setting meetings. Is that I'm okay with that. more may may be invited may be invited may be invited to agenda study meetings because I prefer that because if the next person who's the president if they don't want the board officer there okay so at least we have it there is an option items in miz business may be suggested by any board member district employee parent student or other member of the public and must relate directly to district business I have to tell you I've submitted did it as a community member and none of my stuff ever landed on an agenda. So, we have this in here, but we don't go by it. Um, the inclusion

080of it suggested by district employee trans students or other members of the hook shall be at the discretion of the superintendent subject to the approval of the board president. I mean, it sounds nice, but it doesn't happen. Um, it it does happen. So, I've seen it happen in previous years, but I've seen it happen, you know, for this year, too. Not when I was not the board president, but just not when I was in the office. No. Yeah. May I'm not too sure if it was just with you, but I've seen other situations where people have brought things up and it didn't make it to the agenda. I've seen it times where things were brought up and it didn't make it to the agenda. So, I think that I I just I I don't once

081again there has to be a point where in my opinion it gets cut. Must admit I at least Okay. Well, wait to go back to the second paragraph. What what I did like as president is I would get the agenda and then I would disseminate it to my board and say, "Do you have any additions, edits, submissions, anything, and I would share the agenda like that day when I came back, I'd say, "Here's the agenda, guys." Like, "Does anybody else have anything else they want added or whatever?" So, it would be I think it would be helpful to say that the board like it would be shared with the board. Um, not just the Friday before, but like I'm just saying for the board to review it and say, "Oh, hey, can you add this

082or add that?" Because if we have the agenda review on a Thursday, are you saying that once we get done with the agenda review? Because what happens if there's changing on that changes on the agenda from the agenda review right so those changes that are made that means they have to get because if we have an agenda review at 9:00 in the morning then the changes may be able to be made but if agenda review is not 2 3 or 4 o'clock in the afternoon so it becomes so I know what you're saying you don't want a thousand you don't want a thousand revisions but I think that's why like when I did it I did it that day so before all the packets got sent out and everything were like here's the agenda and

083then somebody would ah you know what can you just add this on there so that's kind of how we did it so that it didn't go through all these revisions and everything and everybody was able to So I have a question for you is it is there is there has there been times that there were things that I'll just use you as a board member you wanted on the agenda but you felt like you did not have an opportunity to request for to be on the agenda maybe more in the beginning. I don't know. I think in the beginning I had asked for some stuff and didn't necessarily get on there. Then I I think maybe it's something maybe what we should do is then if some maybe to flip it if if a board

084member has something suggested for the agenda well I think it has to go down to one, two, three, four. The fifth the fifth paragraph really talks about the other board members, right? So the agenda and any supporting materials will be distributed to board members five days in advance of the board meeting. So we're getting it on Friday, right? That's what we've been consistently doing. So Friday, Monday to I think Friday's a normal time to um agenda will be so brought this up. The agenda will be released in the news media including local papers. Do we do that Dr. Talbert? Is that like obsolete? Should we be taking that out? Take it out. Yeah, because once we post it on the website, I think that's Let's take that out. I think the agenda will be released

085on board docs. Okay. So, let's do we're going to take out available in the superintendent's office as well. Now, yeah, here's the other thing. Oh, the agenda will be available. You want to take that? So hold on. Gender will be will be released will be published gender will be published in board docs in the board docs. Well I think that we I think people on website via board do but people are don't know how to get there. Remember we've had some people not know how to do it. So, do we say the agenda will be published on the website under the board of education tab and board docs? Like should we just spell it out for them because like people should not find it. So, the only problem is this is that if we say

086if we say on the website under board education on the board docs what happens when we move something? So, the agenda will be published on under board docs on the on the on the website under board docs on the website. Now, here's the other thing. I don't think we're publishing it with enough notice and we're supposed to, you know, we went to that training and a lot of districts put all their agendas up on Friday. We don't put ours up till the day before. I think we're supposed to do it 72 hours before. So we we we have to put that in here 72 hours before and wait how about the agenda will be published 72 hours prior to a meeting. 72 hours. Wait wait wait wait prior to a regularly scheduled meeting regularly scheduled.

087Yes to a regularly. So the agenda will be published on board docs on the website 72 hours for a regularly scheduled board meeting. I have the means that means 72 hours would be Monday, Tuesday, right? You really go for it. The agenda will be published 72 hours prior to a regularly scheduled board meeting. So what what happens if what happens when it goes home to us and there's changes and then it maybe revisions would occur? Well, why don't we put a caveat then? Subject to change. subject to change because if something comes up, what if an emergency comes up? You have to do an emergency. But then here's the thing, the board is really seeing at the same time as public. Yeah. And you may, you know, catch something or see something or want to

088say something prior to it being Can we Can we What is there a law that has to be 72? It is. But wouldn't Monday be 72? 48. So So it be 24 or 48? No, I don't think 48 left. So, how about this? I don't know. When is it when do when is agenda sitting? On Thursdays before meeting? Typically Thursday. It's been Wednesday or Thursday whenever everybody's scheduled. Is it possible to just flip what you have just as like going forward saying this is going to be published on the website tomorrow. Anybody have anything like or maybe there's a mistake on there, right? because that's happened once or twice. Guys do this and then that you catch it before it's going up on the on the Friday because the Friday doesn't say what time you

089have to put it up. I mean before end of business, but you catch it in the morning, you do it in the morning, the afternoon, you have to put it up. I do think we have to stick to 72 hours. But that we have to comply with the law then that would mean that if the agenda the board has to understand this portion. Let's just say hypothetically if um let's say we do agenda review on a Thursday. Yeah. All right. If it's just the draft agenda, just the draft agenda and no backup if that's provided to the board to take a look at the draft agenda but no backup because sometimes all the backup is not there. It may not be available to Oh, you're saying like watermark a draft agenda just just for the

090board. Just say this is just the current draft agenda. There's no backup. Is anything because when we when we my question is this when you post it on Friday are you posting it with all the backup as well or you just posting the agenda? So in in 72 hours for the public do you just have to post the agenda? Do you have to post the agenda with all the backup? Well, you supposed to have Yeah, you're supposed to do it all. So, so you know then it takes us to make that adjustment to do the draft to do the today before because we have to we have to be in we have to be we can't get around the law. The law is the law. No, but we have to figure out how to make

091it work so that we can edit. But but at the end of this too when you said 72 hours but at the end of this sentence can we do and subject to change because I think we have that on the actual agendas too. Subject to change don't we have that on the top of we should if we don't a disclaimer. Yeah. And our subjects. But you know, I just keep thinking about like how many times how many times have we do not give up that that's why we have to be very very careful about this. I know but we do have to find so that be Friday or Sunday. I think Eddie or the clerk would rather Friday. I think I think the draft is going to have to go on Thursday. But but by

092the way I think it has to be like at the next board meeting. I think that we should say this though, be like, you know, we're looking to adopt this policy, but just know there's going to be a draft that you guys are going to have to look at because once it's published, like it's our it's seven people's responsibility to make sure. So, let's speak logistically. If this goes home Thursday, are we saying Thursday electronic? No, wait, Dr. Talbert, you're just saying the agenda. I'm just saying the agenda to the point for review. I'm not saying all the backup. I'm saying the backup and the agenda, the regular agenda and backup that's going on the website will go home to everybody on Friday. What I'm saying is say you and Lisa do the agenda setting.

093On Thursday, you say to the board and we have a conversation so everybody knows it's going home to you on Thursday. You have until noon on Friday. Five minutes. You have until noon on Friday if you have any edits or whatever. I mean, you have any questions or anything like that? I mean we have to do I think we have to be responsive too. I think also what's been and and we haven't done it but probably what will be beneficial is that when we do the agenda review that when it goes home we can say these are the questions that we ask on the following items and this is what it means. So this is the meaning behind it. So therefore when you get the agenda because some what happens in agenda review there are

094questions that typically come up and explanations that occur. not happening to the entire board is that that information is not going to the entire board. So, so you're saying if you preemptively just let us know this is tied to this, this is tied to that. Right. Right. So, therefore, people know ahead of time that when you're looking at it, if there's any additional questions, then that's fine. But this is what this relates to. Okay. Two other things that I think should um Oh, wait. The superintendent Wait a second. I'm still I'm still I'm still let can we can we process Can we just circle back? So, we're circling back to um the agenda along with the backup documents has to be uploaded 72 hours in advance by law. So, where are we putting that in

095here? Published on board docs on the I was I was putting it this last this um second to last paragraph. I took out the last two sentences. I struck that and then I added that sentence. So I took out the agenda will be released to the news media. Those two sentences I took out and then I wrote the agenda will be published under board docs on the website 72 hours prior to a regularly scheduled board meeting and sub and and is subject to change because it gives you that. Um, so wait, what? So are we saying the subject to change of the agenda is subject to change of the of the posting? No. Of the agenda and the agenda is subject No, because we're saying it's about the agenda, subject to change because that might

096happen. There might be times it might happen. Now, if we're saying 72 hours prior to a regularly scheduled board meeting, isn't it 24 hours before an emergency meeting? Yes. A special meeting. Yeah. Do you want me to look it up quick? Because you know what? I was thinking that Dr. Talbert, we should do that for there. We should also talk about like any member of the board could call a special meeting or whatever special meeting, emergency meeting within 24 hours notice. I was thinking like we should put these things in here, right? But that's preparation. Oh, this is just agenda. Yeah. And dissemination. Okay. So, so let me look up all the meetings. Oh, well. So, so now we're also looking to add on here that the agenda will be posted within 20 for a

097special meeting within I think that's the right email. I'm going to try and say that if I So, we're saying 72 hours. Ladies and gentlemen, can we wrap this up? Yes, I can. Wait, wait, but we have to put that one thing that we have to add that. What? One more thing where John sent the memo and then we're just gonna put that in here. Do you have to have Can I look at it? Let me see if I can just if there's like one sentence we could add. So, agenda will be will be published under board docs on the website 72 hours prior to regular schedule board and subject to change. Yeah, but we have to look at what Mary, do you have your laptop? I do. Can you look up under New York

098State open government um um open meetings law open meetings law in New York State for special meetings or emergency meetings notice. I think it is 24 hours. So for a special meeting with close to 24 hours. Oh okay. So here this is what the sentence I think that we should add. The proposed agenda may be amended by a resolution passed by a majority vote of the board of education either on the day of the meeting or prior to the date of the meeting. Lisa, can I can I can I highlight this for you? Yes. And then maybe Oh, and maybe put it after this. Oh, no. Maybe do our own paragraph to that. Wait, hold on. I also think that if we're going to add this Yeah. Yeah, then there has to be some type

099of language that the resolution should needs needs to be provided to the board of education to the entire board of education because all resolutions that we receive um it's either it's provided to us either if it's something personal, it's provided to us in executive session and then it's at least read so people know what that resolution is going to be. So, if we're going to if this is going to be something that we're going to put be put in place, then I I believe that we need to add the language that says um that the resolution needs to be needs to be provided to the board of education because it has a proposed agenda may be amended by resolution, but that's Robert's rule doesn't say you have to do that. Doesn't call for that. It

100may not call for that, but I just think out of out of courtesy that if we're if we are going to change the agenda to end the resolution by majority of the vote, right, either on the day of the meeting or prior to the day of the meeting, I'm just saying by the date of the by the day of the meeting, there should be the resolution should be provided to the entire board. Um, I'm just going to disagree with you because that's not what Robert's rules calls for and we're and we have a policy that we're that we are run by Robert's rules. So, if we're going by Robert's rules, why would we adjust Robert's rules? But it says under Rob rules or order the proposition to provide in advance is not binding on the

101organization. Rob rules. Rob rules. I think I would like to put it down and just move. I want to find out legal if that's something that we can add. Well, I think that you can probably restrict it more if you wanted to. I think we should ask that the resolution um needs to be provided to the entire board for review. Even if it's on the day of the meeting because on the day of the meeting, there are times we get resolutions on the day of the meeting. So, each board member should be able to see what that resolution is that they're going to be asked to to vote on. Um Okay. Hey, I hear what you're saying. I I don't agree with that, but I hear what you So, can we add that in? You

102mean and ask legal to review it? I'm not in agreement with that. Yeah, but we can ask we still can ask legal to review it and then we if legal says yes, it could be put in that way, then it's up to the board to make a decision whether or not they want to. Yeah, that's true. So, we're putting the language in and then that way the board make the decision. So what do you what do you want to put in here that the that the resolutions must be provided to the board will be provided be provided to the board but you know what the here okay hold on let me I'm just thinking this out I know that I put a motion that I didn't even have prepared just based on what's happening at

103a meeting I don't have a resolution prepared That's happened a couple of times already. I just say I make a motion of it for whatever. So I that's why I don't think you can do that because there are going to be times when it just doesn't happen. But there are times when there there are things that were done ahead of time. So if someone has something ahead of time then that the resolution needs to be provided to the entire board. There are times when it's been written right there on the spot and that's a different story. But there are times when it's been ahead of Well, then we have to be careful in this language because if if if um if known resolutions I I mean I don't know how you want to say that

104because like I said I wouldn't want to box myself out from doing something that I feel that is necessary on the spot. That's why I think it's too I think I think we I think um I'll play everything but I think something to language to the effect that um a resolution just let me tell a resolution um needs to be provided to the entire board if possible by the day of you know by the day of the board meeting or before the board meeting. I'm trying to kind of talk about how about how about this? When possible, when possible, comma, the resolution should needs to be disseminated. Resolutions should be shared should be should be shared with the board prior should be shared because shared with board prior to meeting board prior to meeting because

105if they have it, they can do it in executive session, they can do whatever they can, right? And I think I think I think I just look at it this way that um I feel as if if there were resolutions that were brought forward um that were already decided upon that I had something written up ahead of time and I come into the meeting and I read this resolution and the rest of the board has no idea behind it whatsoever. To me, I feel like that's not that's not working collectively as a board. So by having if something is written up ahead of time, even if it's on paper and it's in executive session, then at least share it with the entire board. So therefore, when we go out that way, the board is not

106blindsided about a resolution that that comes up. And I think to me that that's what's most important to me is that that at least we're we're aware of it. And I think that if if it was it was situation that if I wrote something up and you sat down and you didn't see it ahead of time, you may be like, "Whoa, like why didn't you say something? Why didn't you bring up temperatures and let me know?" That that's my point behind it. Did you find that Mary? I did. Um so if the meeting is scheduled at least a week in advance, not less than 72 hours prior to the meeting. When a meeting is scheduled less than a week in advance, notice must be given to the public to the extent practicable at a reasonable

107time prior to the meeting. Extent practical. What was the other part? At a reasonable time prior to the meeting. So I did write in to add just what you said. For meeting scheduled at least one week in advance, the notice must be posted at least 72 hours before the meeting. for other meetings encompassing other. Right. The notice must be posted at a reasonable time before the meeting. But this is a notice. What? This does not connect to the agenda. That notice must be posted. That's not connected to the agenda. Well, why can't we say special and emergency meeting agendas will be posted? But my my question is is it is the notice has to be posted or the agenda has to be posted. So the notice has to be posted. It's I don't think the

108agenda has to be posted. notice. The notice the notice, not not the agenda. It's the notice. Yeah. So, and that's I'm just looking at this. I think 72 hours. Oh, that's why you're that's why you're debating like 72 hours. Right. Right. But I do have to tell you at that at that new board thing, people do it all on Fridays. Right. And may I I think I I think what what we Why do we ask John this question? But I think I remember that and that we always had it up at least by Monday afternoon. So it's at least 48 hours in advance. It's the notice. Does it Does it say anything about agenda? Can you I I think I think we should I think we should Mary found something. I think we should go

109to 48 hours. Mary, what did you find? Um, this is like a summary, so I would want to look at the original source, but it says a special meeting agenda must be provided to the public at least 24 hours before the meeting if practicable and any document scheduled for discussion should also be made available at least 24 hours in advance if possible. That's what we said unless we had a waiver, right? Okay. What about what about regular meetings? Are the same thing? I don't see that. I I think I think we should put it for 48 hours because it gives us it gives us more time as a board to look at the agendas, look at the backup and then by like you know 48 hours requirement at 5:00 on Monday it has to be

110posted on the agenda. Can we can we find that by John though? Can we just ask him if if it's not required 72 hours? Okay. It's the notice. It's a notice. But can you just ask him that too? Yeah, we can ask him. But yes. Okay. So let's change it to 48 hours and then pending like John just letting us agenda will be published under board docs on the website 48 hours because I that that's something that that that I do because it allows a community member to look at the agenda. It allows them to look at any backup documents. It gives them Monday night and Tuesday night to look at the information prior to coming to the meeting on Wednesday. So I think it gives them at least two at least one full day

111actually two full days if they have to work then it get so I think um can I can I mention one other thing I know that this has come up um throughout my year here that um the Zoom link you know how you have announcements and it has it has the posting I mean it's on posting but is there a way just to put a some sort of button or something to add syntax just to have them put like a Zoom link so on the days of meetings just a Zoom link for meeting tonight or something. Meeting Zoom link under announcements because some people are having a tough time finding that not not I know I know one person said it I think in the past too somebody was like it went in and you

112had because it wasn't always um was it always on the special announcement maybe prior to you it wasn't on special announcement. I think the other part too we could work towards is that um having syntax for the at least once the agenda is posted a link that will take them directly to more docs. So okay so after June no more syntax on the website. Yeah. Let's get what we can out of them right now. Okay. So the last thing I have is to add the meeting zoom link under announcements on the website just like a standalone. length of tonight's meeting that is that what you're saying as well. Are you okay with that, Lisa? Just like on the opening page like but that we're not putting that in the policy. No, no, no. That's just

113a sliding. We'll have a notice up and it will be in the notice as it always is, but maybe just a separate announcement the Zoom length of tonight's meeting. Whatever it is. Yeah. Okay. My time, but I'm going home. Got to go. Dr. Yes. Yes. Actually, you know what? I need a text right now. Okay. Can you please send it? Oh, she has a word doc. Even better. It says, "Oh, do you want to close the meeting, Lisa?" I make a motion to close the meeting at 7:42. Yes. [Music] Thank you.