001okay welcome and thank you um for everyone's attendance present and online for the equity committee meeting today February 3rd um starting at 5:30 if you can review the minutes um from our last meeting that was January 15th and take a look at it for a moment and if you have any questions we can review the questions Madam chair Madame chair I move that we approve the minutes from the previous uh meeting okay thank you is there a second or am I the second yeah okay I second okay um all in favor I okay I too okay um thank you for that member syes okay so next we'll go to review our agenda today for February 3rd um any public comment no okay well we'll go ahead and move on to equity in action um emergency
002procedures for APS families um yavon cover or Adam moer [Music] or okay or Dr Jackson did you I'm sorry Dr Chapman did you want to start off okay um thank you member Hall um uh I am not Ivon Calver um uh she's out of the district right now so I'm filling in um we are going to go over these new emergency procedures um Ivon has been a truly a ful Shepherd in this process um if there's every anything that you like it's probably because of her there's something that's goofed up it's probably my fault um but I will fill in uh a for her um let's see if we can get the slideshow to work I'm really not sure we're going to be able to do that maybe I can try to where's our p
003e e so while we're working to get the slideshow up do you want to just begin I think that's appropriate okay with you guys we would we'd love to and we have extra copies here right if anyone needs them uh if extra copies for at your for whatever yeah you need all right thank you so this first slide has the four cornerstones on it and um we did want to start by showing that these emergency procedures are grounded um definitely in the first Cornerstone around a safety and belonging and that's really where this this is uh in addition to Cornerstone number four uh there is uh one big uh reminder before we get too deep into the slideshow and it is to note that federal and state policy is evolving rapidly around uh you know
004current federal policy as such our APS process for ensuring the safety and well-being of our students families and Educators is also evolving to meet the needs of our community so we if if something changes we'll be ready um but as of today um this is where we're at uh the next couple slides just speak to almost like some prerequisites essential realities uh it is important to note that federal law is clear that a school district cannot deny educational rights to any student regardless of their immigration status in fact APS does not require immigration documents for enrollment that is based on uh Supreme Court law and in in fact it is unknown what the educational stat uh excuse me the immigration status is of any of our students at any given time anyway another essential reality
005um these new federal policies do have an impact on our families uh and learning conditions for our students so it is important uh that we're addressing them correctly uh our top priority obviously is safety and well-being um and and we're going to make sure that that is front and center throughout this um so how do we do this how how do we move things forward um the first step is it's very important that all of our families have updated their emergency contact information so we're working through that through various methods to to let all of our families know um to to make sure that whatever their emergency contacts are that we have the right information um one of the interesting pieces is is you know they can do it through hack our electronic system for
006parents uh but they can even just come to the school um if they have the information uh to make sure that we have the latest information uh another thing that we have for our families are these red cards and I passed each of you a red card um if you can read it I'm impressed uh all of you have a different one with a different language um but uh we're leaving these in our main offices uh at our schools and if a family does want a red card they they can grab one if you're not familiar uh basically it says um that uh you know I I wish to speak to a lawyer I wish to engage in my in my constitutional rights that type of thing and on one side is maybe in English
007and the other side it's in their that language so that person can have it once again uh we're not we're not Distributing these or anything they're just in our main offices um and in multiple languages uh additionally uh we have we have partnered coordinated uh gotten great information from some amazing Community Partners The International Institute of akran Community Legal Aid Services and Sumit County Children's Services to ensure that uh they're all getting the same message uh uh for example um Community Legal Aid Services is doing a an event in the community called know your rights um and then if our families want to go to that they they can um what do we need to be concerned about there are three basic scenarios that are most important um the first one is uh as you
008can see if uh parent or Guardian is unavailable and uh now you can see why the emergency contact information is so important by the way our partners say this is the most likely concern um we have to ensure that our students are safe uh with their emergency contact their their parent or guardian or emergency contact at all times uh the second one is we are anticipating um this is going to be less likely but could happen if uh parent or Guardian were to be detained or or something like that um and that is a non-local law enforcement agency would show up at one of our schools and so we have a process in place for that um and the third one by the way this our partners have said is a very rare situation uh
009should a non-local law enforcement agency have an interact with one of our students you know around Transportation at the bus stop before or after apparently that's it's not anticipated be a common thing okay so if we look at each one of these the first one again scenario one being the most anticipated Could Happen uh and like Ivon likes to say we'll prepare for everything and hopefully this will not be an issue for us at all but we will be prepared if it does um if the parent or Guardian is unavailable we do have a process in place uh to reach the parent Guardian first activate their emergency contact UM and then our supervisors release to emergency contacts and or coordinate with the local agencies to ensure the safety of the student by the way our
010principes do do this you know uh a student is a school they they missed the bus or something they have to try to reach reach a parent or Guardian maybe Reach Out sh to emergency contact UM we've made sure that process is tight and in place for scenario one okay the next one if not a local law enforcement is uh does show up at an APS school uh we have a process now and the process is as they come in we're going to put them in a in a secure place uh in in the main office or adjacent um and then um we're going to identify their credentials while immediately notifying Su uh their uh principal supervisor and um our um safety team and then that'll also be in concert with our legal um advice
011so uh if a non-local law enforcement uh group shows up we have that process very tight um they would be they would be staying in that office or office adjacent space uh and we'd be getting our um legal guidance correct which is essentially ensuring that they have the proper uh warrants signed by a judge Etc you know for whatever it is they need um so that is again that we think is less likely than the first scenario but we are ready for that scenario as well by the way the third scenario again very unlikely to happen um bus drivers would then notify their Superior their supervisor um and connect with the principal again who will reach out to the supervisor uh and then we would just follow the protocols like we would in the second
012scenario um but again those are the three sort of scenarios that uh could happen um it should be noted that this this really is for all emergencies to make sure our process is tight for these types of emergencies um and then also we do have some next steps um communication is ongoing uh with APS families and Personnel um continued communication uh with our Community Partners uh remember I mentioned the know your rights that they they will continue to do Outreach um educational types of things for uh community members and um and then also our next steps will be to ensure that all our APS staff um are on board have the same messages and uh follow routines to ensure to keep all of our students and their families as safe as possible so that's kind
013of a high level look at where we're at but we we are ready to go um I would defer to to Angela if there's anything big that I missed um did he did a really thorough job with covering everything as it relates to our processes and then also like he said we're having ongoing communication we've sent letters home to parents we've also created a guidance video that we've pushed out through our Vector training system as well as sharing the video with our principles just to go ahead and share with their staff if they don't have enough just because we're doing it in multiple ways just to make sure people have their eyes on the guidance video and again thank you to Mrs Culver who worked on the guidance video and to Larry Johnson as well
014in our Communications Department with getting this all put together so quickly to make sure that our staff is educated thank you so much for that I just have two quick questions and I'll just say both of them you can answer whichever way one question is what steps have we taken if a child is picked up at a bus stop or at the Metro Transit um how how is a school notified um through that um is that something where we are telling other students if something happens call the school like as a community right we all look out for one another um so I want to know about that and then the second question is we're bringing the nonlocal law enforcement into the office right so now they're past the secure doors now they're in the
015office what's stopping them from leaving the office to go into the hallway or just randomly right a child is going to the bathroom and they or they're going to a class and they see that child right and they're like oh and just walk on out and get them what are we doing to protect that child in our building once we let let me say it correct the non-local law enforcements pass the gate right so one of the things um that we're doing with our uh government agencies that may enter the building is we're going to treat them like any other visitor they're they are going to need to sign in to our Raptor system and we're hoping that they would be compliant with what the administrator is asking them to do but if not that
016they do have Alan Jones on dial as well as Mr Don good here on speed dial to come and assist if necessary but one thing that we are not going to do is we're not going to put our administrators in a place where they would end up getting themselves in trouble with the law but I think that's that's why it's important that we're communicating with the principal supervisors and then our um safety team uh director so that we can act accordingly if something were to happen where they're not being compl compant with our requests when they enter our building but we are hopeful that if something were like like this if something like this were to happen that they're going to be compliant with what the administrator is asking them to do and I'm like
017Adam said just talking with some of the um immigration agencies as well as some of legal teams they're saying that this is least likely to happen but it is important that we're prepared if it if it does okay yes uh member member Hall that was a great question about the Metro we're going to have to get back to you on that um that's a fantastic thought and we do have a safety team member that has housed that Metro in the morning when our students are leaving to go to school and then also he is there during dismissal hours and so we have them there for 4 hours out of the day and and so he would be also someone that's communicating with um Mr Jones and Mr good and and in this intake process that
018we describe to you um you know I don't have a crystal ball so I don't know exactly what's going to happen but we we've heard that uh a you know a non-local government law enforcement group that comes in when they come in they're going to have a warrant they're not going to come without it signed by a judge ready to go they also are going to to being very motivated to follow our procedures that um that we do with everybody and wait in the office or office adjacent area away from any distractions um to move their the reason for them being there to move that process forward so we feel fairly confident okay that um that that's what's going to happen and just so you know um you know so I can uh so I
019can brag on Ivon a little bit uh you know this team that she put together a lot of great APS folks have been on it and help support it uh one of the things we did was actually look at um the processes for Cleveland New York and Chicago and and that is a similar process as well um so we feel like it's calibrated pretty well for that part of the question okay thank you any more questions from board members Madam chair I don't have a question I just wanted to say to the staff and superintendent just it's great that you're on top of this I think just knowing I think the community is just knowing that you have the answers makes them I can't even imagine how uncomfortable and nervous and afraid that so many
020of our families are right now during this time and to for you all to be on top of this and to have the answers prepared and to give the support again shows that we teach but there's other things that we have to do in order to try to keep our children safe so I just appreciate the work that's been that's gone into this to ensure our community and our our our students and within our community uh that that uh you're thinking about them and that uh you're going to try to make them as safe as possible I really do appreciate that thank you member Sykes member Harrison thank you madam chair um I have a question about the red cards I think this is a great idea um the um I have an offline question
021too but um is there a um I I guess these cards being in the office um how do the parents know to ask for them and is there would would they would this not be a better process uh and it could be and not either or it could be and but some of our Community Partners um and and and I just think about we may be on the line um a line where we don't want to be with the cards right so we will not distribute these cards to anyone so it would be up to just like um if you come in and say can I pass out this I'd get it approved and I'd have it available on the counter and it's up to the parent to see that and to grab it but
022we will not be Distributing the red cards thank you uh member Harrison yes member Jackson think member Harrison kind of like then took me into my question which I I think for the people watching at home and just for a parent is what is there a particular reason that we can share as to why we would not just pass out these cards like what if there's a particular reason and I think if we could just like briefly um discuss that and then another question that I was I've been receiving a lot in the community was do you all still does do the school district still teach Civics and certain you know where you know your your natural rights and your constitutional rights is this a class that is offered to students and I can um
023table that for like instructional policy because it came to me later the reason why I'm asking this because when I was in Joseph Finley's class at goodye middle school with Civics and he handed us each a con many Constitution with our Bill of Rights I was so empowered by that I mean I said that before here but I remember and I was only like in the sixth grade but I remember feeling like this meant something and these were my rights and I really would read it in any little thing just to kind of probably be a rebel R there but Police pull up on the Block I'm looking they can't ask you that but it was an empowering tool so that's why I'm asking is there a reasoning why certain things that empower the student
024body to get something to know their rights and to be able to carry it on their person because as I'm seeing this in this climate yes but in the previous climate when the police has come and checked our students cars on our property I wonder did they issue a warrant before things like that was allowed just general good practices that we would know and have knowledge of so I would have to get you um the in the answer as relates to it being uh accurately um answered but we were advised but I can follow up and provide you with the response after I reach out to the appropriate person that provided that advice absolutely thank you okay well thank you if there's no more questions we'll move on to the next um equity and action
025I'm sorry we just did that Community Access for clc's um Deborah folk would you like to come up and then I'll let you introduce everyone else that that's okay thank you good evening this is a followup to an original presentation that was provided to the board in November uh regarding facility usage and I'd like to empower our team to introduce themselves in order to do this particular presentation and followup and I am going to go ahead and Miss Carter has been in the background with this along with Miss Carla they have been part of this watchover and we currently have Dr alen McWilliams Woods she is currently with the yss group that is empowered through the city to start this review process we have Miss relinda I never say her first name right I am
026so sorry she is with the mayor's office at the city we also have Deno Buckley Knight who is also with the city and to my left is Mr Jeff en corvia he is the recreational supervisor for the city of akran and he helps schedule the buildings so we'd like to start our presentation Deno thank you can I take this off all right so um good afternoon and thank you for the introduction um again I am Deni cockley Knight and I serve as the Youth Opportunity strategist for the city of Acra mayor's office but I also serve as a parent of uh four Acra Public Schools students and I'm also a football coach at akan East High School and I'm also a nonprofit organization uh that serves Youth and families so this conversation is near and
027dear to me um the kick off um I want to share a story so um in November of last year I participated in a National Conference called the national league of cities and it was held in Tampa and it was a number of community leaders through the country and they were talking about um you know the trend of now and how Youth and Young adults um don't have access to after school extracurricular activities and someone talked about um this idea that they're going to be piloted in their Community which allows nonprofit organizations to utilize their schools after school to uh from Monday through Friday in the weekends and in the summer so um I shared that akan basically has this collaboration with the city and our school district District where we have a ton of
028clc's that collaborates with nonprofit organizations to serve youth in the out of school space and I became like the Superstar because of that um what I didn't talk about was some of the challenges um so today's presentation is to talk about some of those challenges but also to create some solutions related to those challenges so um one of the things that we wanted to highlight was why did um the city of akan akan public schools and youth success Summit come together to improve C access uh the first one is um it was after hearing from the community the community has always had this idea of utilizing our clcs in the out of school time space um and you know when I begun working for the city of akan one of the biggest things that organizations
029talked about was the inability to access our clc's for a number of different reasons um another reasons why we wanted to uh improve C access is to expand our after school and summer summer opportunities um so you know one of the uh cool responsibilities that I had was to allocate funding around violence intervention and prevention and one of the strategies that um our Administration really had an intentional focus on was serving youth in that out of school space um the data shows that youth spent more time out of school than in school and also the data shows that the hot spot the hot time of crime is usually after school in the summer time and in the weekend so uh the city as well as a public schools and the community all um are in
030agreement that coc's is asset to our community and uh getting better access will uh support our violence intervention and prevention but more so give youth opportunities um in that out of school space um and the last thing I I want to high light is the equity Gap um again looking at things from a data number standpoint um higher income families spend roughly $3,600 per year on out of school time activities compared to $700 per year for lowincome families and then you know to be honest with that $700 that's a struggle for those who are paying the 700 so that Equitable Equity challenge is what we're here to address and hopefully be able to provide some solutions with CC access um so I'm going to pause and pass it to Dr Ellen uh good evening U
031it's great to be here chairperson Hall uh president Jackson um and Dr Robinson and other esteemed members of the board and staff it's great to be home uh here in this room um and I tell you I thought I knew everything about CLC access uh because uh we have spent so many years talking about access listening to concerns about access from our community- based organizations and I thought I knew why the root causes what those barriers were uh from being on this side on the school side but now that I'm in the community and on the communitybased organization side I'm working with the youth success Summit that represents around 70 after school and summer community- based organizations uh Deno is going to show you a list of those in a little bit so you understand
032who we're working with and who we heard from um I have a much better understanding now that we all have sat down use that feedback uh and that input from all of these community organizations to really understand talking about a root cause analysis really digging in we I had a good understanding of the the buckets but not the actual details and sitting next to out of school time providers where they're showing the invoices showing the the the barriers that they were faced it has been uh eye openening and I feel like finally I think this is the fourth CLC commission I've served done over the years uh but this one I feel like we have made some incredible progress so tonight we're going to talk about that progress we're going to show you what we've
033done so far um and then uh talk about the future as well so in our that big why I want to make sure everyone understands and the city reminds me all the time we're talking about adult access and youth access we obviously from being 3 uh six years here in this District focused on youth every single day and in my role with the youth success Summit I'm focused on youth uh every single day supporting them it's not just youth we are going to lean into the access just because you're a school district and obviously you care about what's happening after hours with them but we're also talking about adult communitybased organizations as well so when you look at the I want to just share and showcase some very very recent within the past month data
034just on some access issues with our youth here in uh this community so uh there is an all students chart that says age summer OST programs in the PowerPoint and what this chart shows is the age distribution of our uh youth success Summit members so that's uh all of those 70 plus organizations who they serve in the summertime and it's 6,848 students and that's including acam public school students but you can see that in elementary we serve a lot of kids and there's a pretty significant drop off for middle school and high school so that is a gap that we see in enhancing and making sure that we eliminate barriers in clc's we can Target that middle school and high school age group to make sure that we're uh creating equity in terms of delivery
035and opportunities for middle school and high school students the next slide that's labeled equity and participation for sports and that has a high school uh it's for high school this is across the county this is from The Summit County Public Health they just released their youth risk behavior survey results and it shows the gap between uh all of the youth across Summit County and our akran youth and you can see that the Gap starts with uh in 2013 the survey comes out every 5 years and it gets bigger and bigger as we go uh from 2013 to 2018 to 2023 so we are going in the opposite direction as we want with our high school youth participating in sports the youth success Summit one of our sectors is all of the sports organizations that provide
036uh Sports uh chairperson Hall serves on our visioning team for that that is really doing some good work for the future of our Sports the next chart shows Middle School uh basically we just haven't really moved in terms of the gap for Middle School youth so we have kind of continued chronic Equity issues with Middle School participation and then lastly uh the next chart shows this is a snapshot from The Summit County Public Health Report that talks about mental health there were some positive gains in the youth risk behavior uh survey for example there was a decreased uh suicide attempts but there were increases in depressive symptoms increases especially for lgbtq youth there's some serious very significant concerns uh and gaps there so the overarching which you're not surprised the mental health concerns where after
037school and summer programming can help address that uh the next slide is our current usage of Our Community Learning Centers and uh our buildings are very very busy we have 24,2 27 events that the city manages in the evenings and that you all uh manage uh up until 5:00 there are a lot um and we're today going to focus on what are those Community organizations telling us that yellow highlight of the 4,371 community events that happened in 2024 uh fiscal year 2024 in our schools so I'm going to turn it over to relle uh who's going to give you an update from the city thank you Ellen I'm relle Wardell I'm the education and health strategist in mayor mik office and I just want to make a statement on behalf of this workg group and
038and the mik administration that I think it's a given to those of us who are working on the issue but it may not be a given to our fellow residents and and because the the most important thing we can do is to listen to our residents and families and in this case it is to ensure that our Community Learning Centers truly fulfill their promise as welcoming Community hubs as Ellen alluded this current group has made more progress on this issue than any other in the years I've worked in this community many have talked about it and this group is putting things into action and today's announcement of a shared handbook between our two organizations addresses a key procedural barrier that our community has identified however we know that procedural challenges are just one part of
039a large issue moving forward both the city and the schools are committed to continuing this work not just to address additional procedural concerns but to also tackle cultural and customer service barriers that impact access and experience while today's announcement is an important step it does not mean that the work is done we're committed to both celebrate the steps along the way and also to make the changes that are needed to make our Community Learning Centers truly accessible and welcoming for all and I think I'm going back to Deno for more details all right so I'm going to highlight some of the purposes of our facility access team um one of the the key purposes was to gather feedback from community- based organizations on what is working with well what is not and suggestion and suggestions
040to improve the CLC Rental process um so with that that this has been ongo for a little over two years now year and a year and a half going on a year and a half um one of the things I would like to highlight though as as it relates to Gathering feedback was um there was always this approach of gathering feedback from the initial jump of the building of our USF Summit uh the feedback was heavy on our arts and enrichment program so our traditional programs that serve our youth in our after school you know like the YMCAs and the Boys and Girls Clubs Etc um and then there was a focus on like our College and Career Service providing organizations um one of the things that we really wanted to get impact I mean
041input from was our sports and wellness serving organizations in the nonprofit space so we wanted to pause and give them their own space so beginning this summer we had our first first meeting um after hearing from a number of community organizations in sports and wellness um and we are now meeting with this group on a monthly basis at house 330 um we are going to allow them to highlight some of their findings some of the uh the areas that they want to see improved in sports and wellness and that's going to take place in May in our quarterly youth success Summit uh meeting so um definitely Gathering feedback from those nonprofit organizations is one of the purposes of this group um another purpose was to use the feedback to examine our current process and then
042identify steps to eliminate barriers and expand access particularly for those out of school time providers serving our youth and then the last area of um purpose was to revise our handbook the facility's handbook um to be more transparent uh and clear to the community um so I'm going to pause but I wanted to uh as Ellen Dr Ellen mentioned there are probably 70 80 plus organizations that are working with USF Summit and these are the members who we wanted to make sure that uh we gathered feedback from uh so I'll give you guys a few seconds just to kind of look at the list of organizations that we have talked to um about joining you success Summit but also Gathering feedback from those organizations now what I will do is pass it over to Jeff
043who's going to talk about um facility access and some of the challenges related to the city thank you Deno good evening uh again my name is Jeff and corvia um I am the akran side of the clc's helps uh schedule and get the groups in and out of the buildings uh as as they are um requesting them so a lot of things that we have heard with some of the major barriers and issues that a lot of these um groups and organizations individuals have had some of are um sport uh support the reservation process miscommunication cancelling of events lack of uh direct contact with a person so that's where I come in I am the person that everybody goes to I am the person that they will talk to they will email that they will
044call on the phone um I handle everything in the CLC Monday through Friday after 5:00 till 10:00 and Saturdays and Sundays so I'm the face behind the screen the phone um and we have made sure that they just deal with me if there's something that I cannot do or cannot uh help them with I lean heavily on Deborah back here she has been fantastic um so reservations in the past if You' guys ever dealt with reservations a lot of stuff was done with the paper and a lot of paper trail and it take 2 3 4 5 6 weeks to get uh this information back to people and approved so one of the things that we have done um APS has done and gave me access to is the fmx scheduling system which has been
045great cuz um pushing a pencil and paper is outdated and sending it over and trying to get it taken care of and looked at and approved takes a lot of time and things get uh misplaced the fmx scheduler I can get an approval anywhere from 30 minutes has been the fastest or even immediately has never taken anything more than 24 hours to get an approved on which makes it makes the communication and information back to the community and the people are looking for reservations that much more easy and gives them some ability to be confident that hey now I can move forward with my planning get my promotions out get my information get my meeting set up and and move forward that way so that's one less thing they have to worry about um another
046thing was people said there's a lack of availability of clc's uh I can tell you there's there's 18 people on my staff if we could make it happen we make it happen um even if it's the night the same night that makes it very difficult cuz then I have to Scramble for staff but sometimes we do make that happen um so some of the things we have to take in consideration is make sure everybody has all the proper paperwork the site is available and there's staff available to make it happen and um my department has grown from four when I started 5 years ago up to 18 and we're continuing to grow to make make it more accessible for the people in the community use um the lack of trans trans parity I think with
047putting everything on our websites uh with APS and the city make it very easy for people to get to and see all the information they can read it and and two contact people contact for APS is Deborah contact for the city uh is through me makes it much easier I can see I can tell from when we implemented it I don't know what you do it uh few months ago maybe six months ago the traffic across my email and phone has picked up four times than it was before so that's very very positive um one of the the things is cost some people think it's too expensive for nonprofits these are things that we're continue to work on we're trying to come to uh a medium uh on on the cost that's something we continue
048to work with and we continue to look for uh on our end from the city I keep telling my staff 95% of the stuff that we do is free so the cost as long as they are they are a registered nonprofit organization and we can verify on the IRS website there is no cost for these people to use the facilities and that's 95% of all the uses that I do um other than that I did I miss anything I think I think we good all right thank you and Dr Deborah so we did make some wonderful accomplishments if you would look at the next slide these are some of the before and after issues that we have been able to resolve as Jeff alluded to it was a paper and pencel reservation fmx as you
049were advised in November was live and well as of July of last year so it is a quicker more consistent system it gives us a quicker turnaround it's a digital signature process and redirects the providers to what facilities and dates are open when they go into the system to try and schedule there was a previously no training on a reservation process so with the training for out of school time providers has now moved forward and is being accomplished that's why yss is a wonderful partner with us along with the training that the business Affairs staff as well as the city does there were multiple contact people before this is now centralized to the business Affairs office in my particular office Nina biscan is the administrator for this with us myself in the background but that
050doesn't mean that Jeff and I are not talking on a daily basis because sometimes we just need to tweak some things finding rental pages on the APS and City website was difficult those have now created clear locations as we advised before the aps website now at the blue Banner at the top says CLC rentals and the city has also made theirs more available and easily found and CLC usage reports didn't have a separate category for all Community usage so some of the revised items that were going through right now is what is our usage through APS what is the city usage for their events and their leagues and then obviously the community usage as well now you've got to get to look at the next slide and you'll see how old our rental handbook was
051originally APS made one in 2001 and it has not been revised this as we were talking together we were looking to make a proposed very clear very specific handbook which you do have a copy tonight as a draft so on the next handout you'll see oops sorry the old handbook was different procedures we don't even charge the same way as an example in Jeff's case he informed us that when he is working he asks for payment upfront when APS does it we ask for payment at the end and then the fields that Mr Blake sees overseas for the city are build at the end of the season so these are the details that we've been able to work out we took a 26-page book and we now have it down to about about 11 pages
052we looked at many dos and don't so we're looking for a very set of simple procedures organized by section in userfriendly language and we truly took sections by section by section we looked at them together and we had very specific readers wanting to make it very friendly to those people the lack of clarity on who is responsible to remove guests not following the rules this came out of a community uh actual meeting that people attended we were here at the aps building and that came across very specifically who has the authority if something comes up so we've devised clear language for the renter on their responsibility and authority to remove Andor ban participants or Spectators from their rental events no checklist with when exiting that is something that the city has already got and we're
053going to implement that same type of process at our end difficult different fees charge between us we truly went line by line why did we charge for this why did the city charge for that so we're coming up at this point with one set of common fees that we will all use we were looking at three groups of rates and increasing the transparency so if you fall in group A or B or C you'll understand exactly where you would be on this list and then we talked about Med add-on fees charged to base rent we are looking at a significant reduction to that list of add-on fees and we're only looking for high-end soundboards theater equipment that need some very specific assistance because they're just not easily available to be used by just somebody else
054and now I'm going to turn this over to Ellen so before I uh review the proposed fee structure I just want to pause in terms of I mean that was a lot of like technical this this this this but from My Lens from Carla's lens Angela's lens who's been around uh who saw this uh previously as we've continued to meet I mean these are H we these are huge significant no wonder the community was so confused because we had different rules different procedures different everything between APS and the city this is the first time we have ever in the history of our clc's had a common handbook that we're all agreeing to with one set of rules one set of procedures and our next meeting we wanted to get to this point of handbook process
055procedures first show you the structure of the fees and then uh we've already asked uh Missi here if we can come back uh next Carla Chapman next time to come sorry uh that was an old uh Miss Chapman to come back to next time hopefully or the time after depending on uh Madame chairperson uh your desire but we we will be ready to show you the fees to say we wanted to get through the process procedures the handbook the structure and then we'll come back with the actual numbers to show that we have accomplished that with common commonality between APS uh and the city so so let me review this fee structure this is the the so before we had many different ways that you could get charged and a lot of inconsistencies and we
056had a lot of I will say as a former APS backdoor ways to get free or nod or to be charged extras uh so now we will have three groups is what we're proposing uh and then we'll bring you the actual charges next time so group a the base rate is waved uh so APS and City events have always not been charged obviously you don't charge yourself uh in the city if the mayor has an event or something that he needs it for then it's not charged then youth serving nonprofits kind of prioritizing the youth serving which is all of the after school and summer organizations that you saw on that list would would get it free that is not what was happening in the past the it was free for the city but not
057for APS it we had different fee structures and different rates so now we're moving all of the youth serving to free okay and that obviously because we want our youth engaged in incredible programs and advancing their skill set and then organizations with a program related partnership agreement with APS or the city like our minority Behavioral Health who is in the school's already when they do after school programming they're not charged additional for that so all of that uh would be group a group b in the middle is basically all other nonprofits that are not included in group a which can be uh adult serving nonprofits where before there were higher rates and kind of this disparity in rates we will have one set of reduced rates because they're still nonprofit We still want to incentivize
058the use in our clc's but that will be at a reduced rate and then the final Group C is for basically anybody else who's not an aamb which gets to the private for-profit groups that want to use it we also and this has been consistent if a nonprofit is raising funds at an event so they're big fundraiser events where they're raising money we have historically also charged them when they're raising money okay at the actual event or they're charging admission to come into the event so they're recouping money at that event we kept them in group C um and that rate is going to be a compromise between the city and APS that we'll bring to you for consideration because in the past there's been pretty kind of big Gulfs between what APS was charging
059uh and what the city was charging so that is the structure and then the the last thing that I will mention before uh questions is that uh as relle said we are not this is just just a major progress step but this our work is not done we have an action plan that has here's what's next and those are the fees that I've already mentioned coming back to you very in a very short order as long as the structure of three groups feels right for all of you we'll now plug the rates in and come back to you with recommendations insurance is a Hot Topic we have met with insurance experts uh the past year and a half uh Deborah and I have come up with some uh potential proposals uh on what we could
060do with that we will continue to need to work on that we wanted to get this step first that is a every option appears to have a lot of uh money attached to it for insurance but we want to bring those to you to say here's what the insurance companies have said we can do to try to make sure that nonprofit don't have that barrier the youth success Summit is also committed to supporting nonprofits to make sure if they don't have insurance for their programming they should anyway because they're putting themselves at risk when you're working with children so we're working with them no matter what at least the youth serving organizations will have insurance and be in a good place um and uh the community centers it's also important to know they do not
061require Insurance when you're for uh organizations to go into community centers so we are we do have an option for our uh residents anyway and then restroom access is an issue that came up uh at uh Mrs Harper's uh she's had some convenings and we've had some great discussions with uh about sports and that's become an issue so we will tackle that and then Staffing Comm Community use rentals just looking at right now the city supervises the elementary and middle schools and Aram public schools supervises high schools in the evenings and and we would love to figure out a way to get more supervision to get the high schools more accessible uh and that is so that will be next thank you so much for this presentation and I'll I'll hold my question about the
062insurance cuz you said you'll come back later for that so um I do appreciate it you know Dr Ellen it looks different now being on the other side right you know when you're sitting here making all the decisions we don't really listen to the community because we're making those decisions now you're on the other side you're like man had I known you know or really heard not saying you didn't listen but had you heard what they were the community was saying things would have looked different a while ago so thank you for just stepping up and not just letting yourself retire you still went to work so I appreciate that I want to give a shout out to Jerome Moss at guys and girls who he is the one who sat with me for hours
063going through all of his journey to really deeply understand the process so I want to give him a shout out for doing that for me yes definitely and just um not to blor use Carla's word um you know the city is doing a good job APS is doing a good job so thank you for just even having a a handbook I know at one present time I was trying to schedule a APS facility and I scheduled it and I didn't get any feedback it was just blank so I'm just sitting here but then I picked up the phone the next day and called and said hey they oh you approved well how will I know I didn't get an email anything so and that was before the six months so just thank you all for
064listening to our community um again we do need to do better on that insurance um because if you're not a homeowner you can't just take out insurance on just anything so once we get to that point I think it will be more received well received from the community so thank you all for that any other questions from board members thank you madam chair let me just first of all apologize to you as we were go as you all was going through this so I was messing with her making all kinds of comments up here I said uh Dr MC Williams Woods you indicated that the community was not very happy with this whole process I say to be exact they were pissed off because a good quote because they are as as you seeing on
065that side what was happening they were telling us as board members on a daily basis what they were feeling what they were seeing and they knew that this process was not one that was being handled in a way that they thought was fair so so as the chair says we do appreciate you doing that and then miss en Coria you mentioned that that you know quite a few of the items that we're doing here are free and just to make that correction you know that's that's what their tax dollars are doing on their behalf that's why they pay taxes so that's their tax dollars at work so that's what their tax dollars are at work which is uh very nice which makes which make our citizens feel really good when they see where their tax
066dolls are are actually going uh so so just just those things thank you again for for taking the time to do the work to listen to to the board members to listen to our community and to work in conjunction with our superintendent and the staff to to get this moving I know the community is going to be really really happy uh to see these changes thank you yes member harison thank you madam chair um I have a couple of questions and I um want to start by um with uh Deno so Deno starts this basketball uh AA basketball team Wolfpack Wolfpack will have two young men this year from akan that are will be in the NFL draft um which is an awesome thing um however the Wolfpack never had a place to practice okay
067so we um were practicing um at a parochial school they let the Wolfpack use their gym um and and I say that to um to member pyes point we built Community Learning Center because they were supposed to do exactly this and I'm happy we're here um but we're supposed to do this um the there's some gaps that that I would like to see um us talk about and and not everyone is a nonprofit okay um and then when we're talking about let's say the peee football um these coaches have these kids from July through November and parents have to pay um you know and I'm talking about the football players but we can talk something else about the cheerleaders they have to pay a lot um and their ability to raise funds whether it's having
068a a dinner in the school whether they're is um some kind of fundraiser anything um their ability they have our kids almost six months and and and we have to find a way to support them um in the fall time we have cheerleaders at our church that are practicing for comption competition yeah I don't know yeah and and we have them at our church practice and because they have put in usage permits I'm going to call that but at lanefield they may get a building on the North side which absolutely makes no sense because if we have problems transporting kids in for school certainly the parents have the same problems okay and and so I think that some of these Community friendly some of the cracks where I'm not a 501c3 you know what I'm
069struggling just to keep these kids in shoes um or I may be an aaou team and and you tell me well you can't use the facilities because it violates this well yeah I'm charging to get in but we're not making any money you know and so I would like us to really look at some of these things and and say you know how can we come into those spaces group a um when I was looking this at this it almost like you have to you're driving people to be part of yss and and I don't think that the this the clc's are about you have to belong to this rather than you are a member of the community and we built this and the tax dollar says that they're open for everyone um so I
070don't know if that was a question or a comment but but I just want to say my frustration has been and um you guys know that's how I started coming down to board meetings is because we could not get into these buildings and so I I just want to say if we could take a look at some of those things that may not be in writing but there's some people who don't belong to yss that need that that need to be heard um so I think there's some gaps and I thank you for the work that you've done I thank you that we're finally here to say how can we support the community better um but just knowing there's more work to be done um and the buildings have what 20 years we've been here
07120 years when did we start building clc's 2003 2003 okay and and so we're we're at 2025 and and and I want to be a part of opening the buildings up to people um but 22 years and and so let's not forget the people who are not organized and again shout out to Deno he'll tell you you didn't start out being a nonprofit right um so yeah and and spot on and thank you for your comment and and just to highlight I had mentioned earlier that I thought it was really purposeful and intentional for us to not try to build our sports and wellness kind of Youth servant organizations and mix them in with our arts and enrichment organizations and mix them in with our College of career organizations they've always been neglected and they've
072never had an opportunity to be elevated so we were real intentional on starting this summer bringing those organizations together on a monthly basis at house 330 to show a little bit you know of hey you guys are a Prestige organization group of organizations and we want to you know cater to you at house 330 on a monthly basis but more so um in May they're going to be reporting out kind of what they've been working on since last summer what they want to see um you sucess Summit the city of akan the county the school district uh nonprofit uh philanthropy groups I mean it's a little bit of everything in our sports and wellness space because they have always kind of been the stepchild and in your right a lot of our nonprofit organizations in
073the sports and wellness organ uh that's one thing but there are some groups that don't understand how to do nonprofit they don't know how to establish a nonprofit but they do amazing work so it's something that this group definitely has to be mindful of because we do want to support all of the community you know with this endeavor thank you for that and then uh board member uh Harrison to your point I think that was a question and a comment right um and me being a part of this group um these are questions that I do ask because you know I do hear from the community members saying that the cheerleaders only get 10 days and then they have to go and find somewhere else as they're getting ready for competition now we're in November
074October November and it's freezing outside and um if they're not able to go into the C's because now there's a cost after their 10 days now they go to churches and other places you know unlike you you open your doors up but there's some other organizations and churches that want to charge $1,500 just for these kids to these girls to practice in an empty church in the evening you know um and I know I talked about you know teaching these coaches on the steps to keeping these school buildings clean right so if they if they're able to go into the school additionally from those 10 days that they get these are the steps that you need to take you know as being the coach you need to make sure your kids are in this area
075you need to make sure if there's any water bottles that it's clean and thrown away just as if you're renting a facility you have to clean and these are our kids in our schools and in our communi so we do need to give them a little bit more than just 10 days because it takes more than 10 days for four teams to practice at that same time in that same space to compete at a trading competition so you're very right and then also I noticed well not noticed but I made a comment um at one of our board meetings that you know if we opened our doors to these aou teams you know we could also make a profit not saying a huge profit but that profit could go towards our facilities where we're not
076taking money out of General funds there's people with a teams that are looking for places but APS we don't open our doors for them but they go to Cleveland they go to the perocho schools and they allow them to come in and pay $2,500 for a weekend tournament imagine if we open our doors on a weekend when we don't have things going on and that organization is paying APS $25 to $5,000 just for the weekend that money could potentially grow and we can utilize those funds back in our school system so I think that's something we need to look into also member Jackson do you have something to say or have we answered all your questions answer a lot of them uh between you and Mr Harrison and I love PES and they're tax dollars
077at work I'm taking that um because that's the deal but my question is and I and I agree because we I opened up my building for uh West cheerleaders uh for competition it was like a no-brainer for me because this my PE this my community right and I'm at work late anyway so we opened up Emanual for them to practice and I didn't even consider it just was I know them the msj can we use the gym yeah but I didn't even think as a sitting board member like why I using a CLC but this helps the I'm just being real the conversation is very NE and necessary my question is though is there a fee associated with being a member of yss No it's it's 100% free there's absolutely no cost and the the
078strategy of putting the yss in there was to expand the nonprofits that could get in that free category but I hear you in terms of that uh I chair the funding subcommittee on his sports and wellness team because the you know there's a lot of the sports organizations that are members of yss so they'll be covered but not there's a few that aren't uh and like a groups that are for profit they're not so I think uh it was a ployed to to get more expansion oh that's not and there is no question that's not my I just finish up my question and there's absolutely no cost it's all so my question is and then you can piggy back to what Harrison was expanding upon cuz I think that's where you were going but there's
079no fee now I think you start to go there so but you must be a nonprofit to be a part of yss is that correct no no okay nope you don't need to be a nonprofit so you don't it's Fe you don't need a nonprofit so I am just going to put out there why wouldn't you be a member if collect cuz I'm thinking about the collective body of largely coming together just that's just my position cuz I believe in you know we better together to larger the group and which leads me to my next Point yeah because as you're talking about insurance I remember that discussion and I remember we got into it um very deeply here about the insurance cost and I said you know you can get one M day writers we
080went through all of that and so as you go with that consideration cuz I understand as uh the chairwoman stated you guys are going to look into insurance but I'm looking at this large number of groups and a lot of these groups I know they're the real deal and they in the community doing the work that they say they're doing that it would be a benefit for the organizations collectively in such a large number to possibly get a better insurance rate if we all under this covering because I need to have insurance for my nonprofit regardless it's just good business sense it's just good operation sense and we have to like we say stretch the students if you want to do a organization you want to serve a community this part of that stretching and
081polishing up as far as professionalism and what's required in each one helping one if it's if you're a nonprofit and you you know the system you did a 1023 EZ or something like that to do your someone can help you along the way if but you may be for-profit and know what I'm hearing you say it doesn't either one but there's certain practical things especially when you're dealing with youth you want to be insured you want to have certain trainings and what I know is that group economics works like it's like if we're all together and it's a hundred or a thousand organizations instead of me coming out of pocket and paying this astronomical amount as an individual for liability insurance collectively we can come together and then each of us that are a part
082of yss this is our fee that we pay which covers our liability for dealing with our age grouping and so that's why I wanted to ask that question um lastly I would love to see we had a group of young people that came and they were C they call themselves C and it's a Youth Organization they came and they presented um to us here at the board and um I know uh Devon Carwell SS was a part of it book the high school students zest from Stone I'm sorry I can't call all East hat representation but when you talk about the sports and getting feedback and it seems like it would be really great for a student organization such as that to also be a part of something like this because then they can give
083insight to like certain areas cuz they it's their world yeah and they're in it so I love this I mean it's this has been a question since I became a board member I'm ending my first term so I'm on my fourth year and this was discussed my first year yeah and so I'm like well yeah some numbers would have been good four years later like to have it but at least this part is here and so it is hopeful but um and so I'm excited about that and again as everyone said Thank you and um again people's tax dollars are at work yeah it is I'm taking that I'm running with it yeah thank you thank you so just to say one more comment and then I'm sorry does anyone else have any comments around
084the table no okay just to say one more thing um with this organization um I will just say it's bringing all the nonprofits to the table right so we have someone um from and I say we because I do serve on the um group Deno tends to throw me in anything and everything but um we do have different nonprofits you have coaches you have people from APS um City people coaches um so they are all at the table and we are all discussing the issues right um in different committees and bringing things to light so I just want to say thank you again because I feel like we are being heard you know it's tons of meetings and things like that and sometimes you feel like you leave and you're like what just happened yeah
085but this is proof that you are hearing and um you know what people are saying um so thank you so much for coming we look forward to you coming back to talk about the numbers and the insurance maybe in May when um everything is kind of together um so thank you so much is there any other probably be ready for the fees sooner like even next month and then the insurance maybe a few months after that we'll look forward to you great thank you all so very much um we are little past time so um we can table some of this but I guess we can um Carla were you going to discuss the board actions was that part of your so thank you uh member Hall uh you may have noticed that the agenda
086has been adapted based on feedback from board members at our last committee meeting and board actions was one of the sections that was requested by Dr Molar okay and so what I've added there is that there will be a need to connect with the legal contracts and policy committee around the racial Equity policy 2260 um and you know just another reminder that the board's Equity committee was established as a result of that policy and while the superintendent appoints the chief diversity officer the title itself is in the policy and so there are some things that um I would request that the board take into consideration moving forward in your future meetings okay and thank you for that and I also know that we do need to um have a conversation maybe at the next meeting
087of a name change of this committee um you know we want to make sure that we're following the laws and that we're not getting deemed for anything um per our new Administration um so we definitely want to look into uh maybe a new name and things like that um but if there is anything else would we be able are you okay with us tabling the next the other two items okay so we'll table um the local state and federal Equity considerations and also future Equity um oh never mind M Hall uhhuh yes I'm sorry uh just just I would say that you know it's really important to keep our eyes on the executive orders Sate Bill one we don't have to discuss but it is very important to keep our eyes on those things thank
088you yes um thank you president um I'm sorry just a president hall shair Hall uh I am in discussion with legal I have been um around all of this um the issue is because we have not gotten mandates from the federal government or the state now I've spoken with people that I know in Washington around a lot of the Dei stuff so but there is still nothing that has been concretely put out to um school to States and school districts but I am in discussion with them around all of the work that all the Dei work and just the whole process so as soon as I get something then I can share that at that time thank you so much but we are working um I mean we knew that this was a possibility and
089then when it became a became a reality then I kind of began to start moving on some of the stuff so yeah thank you did you have a comment Miss Carter oh okay Madam chair yes yeah let me just say that yeah there has been some legislation actually introduced uh to change names of Dei uh staff and responsibilities in Columbus there has been legislation that has been passed and this is going to be very fluid and it's going to move quickly uh and uh as the superintendent said you know we hear a lot of com coming out of Washington nothing has happened officially but uh it's go it's going to move move very very quickly uh so I appreciate us as uh Dr Chapman said we want to stay on stay on top of this
090one for sure but I would just move uh move that U Madam chair to uh uh as you suggested I would just move that we do table these items for our next uh Equity committee meeting agenda uh and I I suppose that if if something happens quickly that we maybe would have to meet a look sooner than what we anticipate but uh for now that these items will go on our next uh agenda our next uh schedule meeting okay so that would be my motion okay I guess I second that motion did you have another third member's not here yeah okay yeah all right well thank you all so very much our next Equity committee meet our next Equity committee meeting will be held on March 3rd um at 5:30 after our um student achievement
091meeting committee meeting so again thank you everyone for coming today and have a wonderful evening yeah so e for