001all right thank you greetings and salutations to everybody joining our May 13th legal and policy committee meeting it is 6:07 p.m. we are running a little behind schedule because we had an exciting finance committee meeting just before this um but we are going to try to um be as productive as possible in the time that we have the first item on our agenda is approval of the previous meeting summary from our April 15th 2024 meeting we have our lovely packets that have been provided to us thank you again team for helping us through the packets our agenda is the first item the meeting minutes is the second item are there any questions or comments on our meeting minutes Madam chair no questions or comments wonderful thank you uh with that we can move on we
002do have 651 regular meetings and a little bit of background reminder um member Sykes offered an amendment at our March 18th legal committee meeting as follows um withdrawals or additions to agenda items shall be made no later than two days prior to the regular board meeting there appear to be two options available to us here um and member Sykes if you'd like to take the lead on this m thank you madam chair uh we are still in discussion and so we will continue to discuss this to come up with a uh a uh adequate uh amendment that will be of uh that the that the board as well as the administration can agree upon so I would just ask that we continue to just just keep this um on the agenda okay and would you
003like to keep both versions um offered here and would you like it in the first read or in the round table uh Madam chair I'm not sure uh what would you would you suggest I I I I really don't know first read or this is a first read or Round Table yes so they the legal team provided us two yes uh possible first reads and so do you want to keep both of them in the first read yes we can keep them both so that we can continue the discussion thank you madam chair all right thank you and moving on to discussion of policy 5120 assignment within District uh the current version of this that is the next on the agenda right I had something before that compensation yes like I thought there was something
004before that discussion of polic 0147 compensation and so there was a concern if there was a conflict between the $5,000 statutory maximum and the $3,000 training stipended I see that a comment and note has been provided here so please help us sure so um thank you Dr molner so my comment here um just states that the question was posed um at our last board meeting or I'm sorry our last committee meeting about whether or not the 3,00 was separate or if it was in the same pot of money they're totally separate pots of money so I think the way that it's written after reviewing it a couple more times um is fine but if there's any changes given that that you would like to make um we can make those changes in a Redline version
005um but if not then I think that this is okay to go to a first reading uh Madam chair no changes now that I received a clarification first reading thank you are there any other comments or questions on on 0147 compensation hearing none I believe the committee recommendation was to move this to a first read so unless there are any objections I see 0147 moving to first read in our next committee meeting okay so that will be joining I've already lost it 10651 in our next meeting okay moving right along we now are at 5120 assignment within District um the current version of this policy is what is provided here this is the version that was changed during the emergency meeting but this was brought to committee because of dissatis action with the current version
006um last meeting we were offered a proposed version and it was discussed um I know I had some pretty strong opinions on elements that were um important to me and so I have some drafts here of what I would propose as a compromise possibly to consider um in my version I tried tried to highlight there should have been a bunch I tried to highlight where the differences and similar similarities are from this uh this version and if you recall in our last legal policy committee we kind of went through the last like six versions that our district has gone through so I highlighted annually that was a change that was recommended uh this last week I put back the every four years because that was in the original version and then the largest change is
007just uh it's just that highlighted rectangle part um trying to add specificity to um what appeared to be the problematic area that caused some delay within um within our process to redistrict so I tried to find um some information I also highlighted here first that was a recommendation last uh meeting from Member Sykes the first public notice um I tried to compile all of the notes so far and throw it into one paragraph but I am open to discussion which is why this is in the discussion portion um or if we would like time to digest and bring another proposal to the next meeting for discussion that is also something I am open to hear but I wanted to try oh also at the end of this to save paper I actually wrote to save
008paper I wrote a draft statement for public comment that we'll discuss later but that is completely separate from this I just wanted to save paper which then ironically this is stapled to a blank sheet of paper Madam chair I would like up the opportunity to kind of read over there and to uh kind of give you my comments after I've been able to do that and also I would like to hear some comments from the administration so I don't know if they're prepared today to comment or not but I'm not yeah give it given the circumstances today and and all the prep work going into our finance committee meeting I would like to table this and and review the matter and come back and have a good discussion at the next meeting well not table
009this you don't want to table well we don't want to table it we want to just leave it in the uh in the in the discussion area yes all right thank you both and 5120 is slated in the next round to be the first item for discussion in our next meeting excuse me Madam chair so the board writes policy but administr implements policy and so they at least every 4 years really that doesn't need to be in there because every year we should be looking at that that's something that we should be looking at every year so if we only did this every four years then that means what happens in the years when things are happening because you're not reviewing it this is something that we should be looking at every year we should
010be looking at our attendance zones looking at our schools looking at our um um capacity within schools so that's the reason that was taken out of there because that's something that we should just be doing automatically every year anyway um I don't know what the rest of this says but I know when it comes to that piece um and we did agree with the annual um piece but the rest of this um we'll talk and let Mr Devin Bo um share but the at least every four years I think that that should be eliminated because that's something that we do every year anyway so it's not something that we only do at a on a cycle like we we have to look at this every year so thank you Dr Robinson yes I believe in
011the last version it said periodically so I just wanted something specific in there but if you would prefer annually over every four years I think that's even more specific um and so I would appreciate that and um any more comments in our next committee discussion all right moving right along we now are at section 3.03 discussion of policy 0 and 31 legislative um there is there there are two options provided and I believe we might be ready to select one possibly to move forward for a first read at our next meeting um would you like to thanks um so just to explain um the two options a little bit um the one that starts with any that has a little bit smaller font um is pretty verbatim to what Dr mullinar proposed in the last
012meeting whereas the other um policy is just um it's more or l saying the same thing with uh different language proposed by Council yeah I was could you read the language I I don't know where where are you reading from um it's the Highlight it's the highlighted language in both parts of the policy so um in Dr molnar's version it says any Declaration of an an emergency necessitating the adoption or amendment by of a bylaw or policy must be sanctioned by an affirmative vote by no less than six members of the board prior to a vote on such a b bylaw or policy um council's version is prior to amending or adopting a bylaw or policy under emergency the board shall declare that an emergency exists by an affirmative vote of six members of the
013board to me it sounds like less words to say the same thing which I thoroughly appreciate yeah so in order to declare an emergency we need six votes that's correct is is was this the rule before what has changed so you got go ahead thank you madam chair um as I understand it uh member SE it was not uh prior to but as a result of the situation we found oursel in this was a recommendation that was given and by situation um when it was declared an emergency or not and and member monar had those questions I think it was introduced with the six because I I just didn't understand why it wouldn't just be a majority and it had to be like a super like six what was the goal for six instead of
014just the majority of the board yeah so be before the policy did not have this statement at all the highlighted statement was completely absent it just ended with District so because of that there was the opportunity for the district to make a policy in an emergency and this is what brought us to the special committee meeting and so what this does is it um requires that prior to doing this the board actually decides that it's an emergency so normally I think we probably go with three four which is actually five instead of instead of six uh go ahead that that that's that's that's just my thought but I mean I like the thought that yes we need a number as opposed to deciding how do we declare declare an emergency whether we're using particular incidents
015that have to take place us a number instead of if it's co or if it's a flood or something something like that but I do think normally you know we go 34 if I real quick Haley if I understand correctly I I think the change so to amend a bylaw is six currently correct that that is currently on the books yeah it's actually uh the next sentence so bya shall be adopted amended repealed by an affirmative vote of six so this is saying if we if we have a bylaw or policy that's under an emergency scenario we're going to need six votes that's all it's so to clarify um like some history here too I think that this will help clear things up a little bit the resolution that was passed had a measure declaring
016the event as an emergency but what Dr Molar is proposing is that there's a vote that takes place beforehand that's not a part of that resolution so I does that I don't know if that helps I think that help or hurts but does that yes I think it was in the resolution that it was declared an emergency but the question was who declared it an emergency and how like how was it declared an emergency so this explains how it's declared an Emy well it's understood that if the legislative body votes to declare an emergency then is an emergency that's how emergency is declared by the vote of the legislative body so what we're talking about now is how many legislators should declare that is an emergency because I mean that's that's the only that's the
017only group that can declare an emergency in the situation is the legisl the members of the board so that's that's who declares an emergency so are you saying your preference will be five instead of six no I'm I'm I'm I want to be consistent with what we've done in in the past and if I'm just saiding usually it's three4 of the vote which would be five uh but in this case you were saying six um and is my math correct so I don't know I would like to hear the board member Vice chair what do you think I was fine with um like I said the last meeting just with the the majority vote um I could it I'm not married either way we could say six I for me you could say six since
018the amenda bylaws and things is six for continuity if that's what you're saying but I just my only point of questioning was why does they have to be six and not just normally like a majority of the board so but it's nothing that I'm I I we need to go back and forth about um because 34 is fine uh of the board uh which traditionally be done or six you see so well I can understand why we want if if it's an emergency why we need a little more than just a simple majority because it is an emergency uh it's just we we have such a small number uh seven so so that's only one person would not agre have to agree in order for it to be an emergenc declaring an emergency is a
019very serious thing that's it is a very serious thing so we do need more than the simple majority uh the question is do we need five or six but as the attorney pointed out that right now in order for us to change our bylaws we need six so my one concern here that I have to throw out is you know when you talk about true emergencies it just hit me I mean what if there's a true emergency and we don't have seven board members what if two were deceased from the emergency I I just want to be careful on that I it just struck me that there could be something where we don't have seven lock Us in um I think that would be a point where we can suspend it you did suspend the
020rules and then go with cuz I'm so happy that I know about that we could just spend now instead of canceling a policy so but 34s is five three4 is is five maybe we should do five I I don't know five because the reason why I think five is because we only have seven we only have seven board members if someone is out or in it's you know someone is ill and then you have one person that abstained and one person could stop the vote from being carried for you see yeah exactly one person so that's why I think five would be personally the three fours which is five for me I think would be I would be more comfortable with five for that very fact because then one person could stop a whole vote
021and so just for the Democratic purposes I wouldn't want one person to be able to stop a whole both I have a question so the next sentence the bylaw shall be adopted amended repealed or suspended by an affirmative vote of six members that would that number also change or is that number consistent anywhere else and if you need six anywhere anyway for that does that y good question it is a very good yeah that's why the six is consistent but it's more than 34 I would have to check um to be sure but Dr Robinson just pointed out to me that it could be state law um in that second paragraph here at the 34s yeah so that would be something that we would have to check on before you know making any kind of
022change if not the nor is 34th yeah if if if not then I would I would recommend that it would be the 34 which be five and not the six so um and would that be for bylaws also or just the emergency piece no the Emer for the Emergency piece the bylaws has to be four no the bylaws I'm sorry the the policy is for the bylaw I'm saying if if it's not state law but I can't remember so much is going on I can't remember but I think that state law says the 34s if I'm not mist yes four that would be the five nor yeah we can check tomorrow we can check yeah okay the five would be better than the six yeah but I think it's good language to include yeah okay
023it's five or six thanks so from what I'm hearing is we will bring back to discussion in our next meeting the version yes this version of it um but the legal team will find out what um if any state recommendations there are between six and 34 34 any other discussion on 0131 legislative okay moving right along we are now at 3.04 social media um in our last meeting uh we just we got a presentation on the social media policies and um we discussed uh receiving copies of social media policies from other districts for the board to compare from um was in the yes I I don't have any other policies I I've looked around and you know some some cities have it some school districts have have various Notions so it's very hard to jump
024in um they're all different even niola presents a paragraph that states that employees may not use their personal you know web personal sites where they offend and do some things so I I looked at and I don't know if it's going to be very helpful for us because everybody's putting their own turn uh little you know turn on it and none of them are thorough that's what worries me in the First Amendment arena is none of them are a real good guideline for us so I I just don't think that's a real good way for us to copy you know maybe someone else's look at it I mean we do have niola that I think was presented correct me if I'm wrong Heidi did we last time last time there was a large doc showing
025all do do you happen [Music] to because um when I last time last time I forgot the exhibit a the exhibit a is down here Madam chair did you say last time when you presented this the first time you presented this that you got quite a bit of this from the city of Aran yes this here was prepared by a first Amendment expert okay so I suspect that they probably looked at a number of different uh social media uh um policies at the time exactly and that's why I say when I when I took on the Endeavor of poking around there are a few but they're just not in my opinion thorough enough it covers the general premise that you know Thou shalt not use your personal device to somehow bring disrepute to the district
026that that's what a lot of you know the the things are stating and I think this one here just puts us in a little bit better light because number one it puts employees on well first it puts our director of Communications on notice that he needs to go ahead and have a clearing house for all social media sites so you don't have some Renegade sites occurring out there that would cause us liability two it puts the employees on notice of what cont conduct is prohibited using APS District um you know software and and going on District computers and then it provides notice to employees who are holding themselves out as an employee maybe on their own personal Facebook page but they're still holding themselves out by saying I'm you know I work for APS and
027then they engage in some bad conduct on Facebook that that's regulated so I I think this does a better job of of notice in those three areas than I've seen out of any other procedures including neas so um I I do appreciate um the thought that went into it and and how long it is and um the fact that it it covers multiple areas I I like the idea that you know we need someone who's monitoring the AP s sites um you know not using personal logins to manage you know a um District site I I think that's something that is probably overdue um but I am um a little con not I guess need more clarification and and as as I mentioned before um when you said like Thou shalt not use your personal
028device to cause problems with the district so some clarification or examples on that that um I did receive an email as as I forwarded to you I did I did receive an email and I thought oh this might be a really interesting test case the email was actually sent to All board members um and it was about somebody saying somebody else did something else um online and I thought would this be covered under the social media policy so then I emailed and asked you you know would this be covered the social media policy and then I thought would it be interesting to see before and after the social media policy how how this situation is affected by our policy or lack of policy and so um instead of trying to email back and forth back
029and forth back and forth which is um not transparent I thought I would bring it up here at the committee meeting and ask the committee you know is there a way or what might be the best way to hear if if if there is interest in that type of example Madam chair so and board members so I would encourage you to move the policy along because again on the operation side there you know we deal with employees and things that they're doing we should have had a social media policy probably a long time ago that that regulates what people can and cannot do um if you work for an instit for an entity then it's just not okay for you to get out on social media and blast cuz when it happens is representing our
030kids and so I don't I don't think that we should have to manage you know without a policy around the behaviors of people um and and what they think they should and should not be able to do um there does just come a time when you have to regulate that um but without a policy then it makes it difficult for us um and then of of course that type of behavior whether it's student or employee comes into the school comes into the the system and then we have to manage something that we really can't control cuz we don't have a policy thank you much um for clarity because we're with the polic were you saying like an example of uh something that would be a violation of this policy that currently happened not that we're
031not moving forward with the policy but so that we would have some context of examples was that am I understanding that corly what I'm saying is so rarely do we have a a scenario to test against a policy and I think one of our um at least from what I heard the one of the struggles with policy 5120 is the policy was written written and had not been used since it was written and so one of the reasons why we are amending it twice is because we're we are trying to write a policy for an ideal but every time we try to use it there's some sort of um uh conflict so what I was saying is in real time the recently in the past month the board members have been all we we were
032all sent the same email from a community M um about something that was related to social media and I thought this might be a good situation before the policy is official to see if there's how how the policy would work in a situation like this so that way we might be able to adjust it before we'd have to bring it back and readjust it after it's already been used but it's going for a first read right the or is this we're just voting on this I thought this I'm this is for Carla my I'm I'm putting things over here that were for a read to move forward for either first or second read we haven't gotten to that point yet it's in discussion and after this we'll decide if it's for a first read okay
033well and I'll say this as far as and a policy like this will probably come back in the future because anytime you're dealing with the First Amendment the district courts are consistently and constantly um issuing rulings on the first amendment that it is is the number one First Amendment for a reason and federal courts and the Supreme Court hears First Amendment cases so I think on on something like this I it would come back over the years just like many of our Neola updates because some of those dealing with the particularly the First Amendment may come back uh what I've tried to do here is borrow this that was already done um based on the case law that as of today this is good invalid Inc constitutional so Dr mull were you saying that the
034person sent us something and they were complaining that did that the person what were they complaining about were they complaining that an employee had misuse social media so in in the email that we were sent they were saying that a person was acting inappropri not acting inappropriately a person was acting um I don't I don't want to misrepresent the entire thing in the email the person was acting um in a way that we would not allow an employee to speak as an employee but they were acting that way on social media on their private social media account and so but they are an employee of the district so how would their actions outside of their time be related to this policy in being very generic I I agree will be very generic but for example
035prohibited conduct under Section 5 page three you know it is prohibited employees are prohibited from illegal discrimination on the basis of age race color creed religion national origin ancestry disability Mar uh marital status familiar status sex gender Identity or expression sexual orientation military status uh that it or any other class that's prohibited by state or federal law you can't do that at work or in their personal use in connection with any reference to the individual's employment with the district so that's a key phrase that would apply without going further and identifying our email um if somebody is putting out emails that is you know it's sexual discrimination or discrimin based on race and you have an individual in their bio that says I'm APS truck driver okay yeah you identified and held yourself out in
036the social media World um so and that's where I think this is needed I I just prefer I I know you said it's longer I'm I'm looking at trying to find for you right now the language I'm not put holding anyone else in disrepute I mean everyone's trying to get as do everything they can across the state Ohio in the country but it was a very general statement that would make me worried on what I was reading to discipline someone because it just simply said you bring them into disrepute I just think under the First Amendment we need to provide greater notice to to discipline somebody that's why it's a little more lengthy yeah and I I think not to keep harping on that same email so to give a different context or example I
037read because I'm trying to learn about policies before we uh put pushed them through um but there was a a teacher in another state not our district a whole another state um and that teacher had like an only fans account and so that teacher lost their job as a teacher because they were doing that in their personal time yeah I think some of these things and um for clarity purposes some some things are contractual when you're when you sign up for your job of what is deemed appropriate what's inappropriate and then policies like this so I don't know like necessarily without getting too much in into the weeds of this um because it's certain things that you that is deemed appropriate for an employee of the district based off of you know whatever your contract
038does and the policies just in general of like nonha non-discriminative as the um our Council has shared with us so I I think even with all that understanding that this policy still could go through without us like and we can still discuss like almost like a um case study we still can discuss scenarios but it's stuff is forever changing so we're always going to you know have things so just personally I think that even with discussing this later or you know as a board that this still can move forward um as is written in my op opinion with even without doing like we can have like how we're having this discussion now or people can read in their own times the comparison and even if you look through that put some suggestions to Legal I
039don't see why that would hold this moving forward just per just I I located it so real quick it states you know employees use of personal communication devices at work to access social media for personal use um and employees May are prohibited from posting or engaging in communication that violate state or federal law board policies or administrative procedures I mean that's pretty broad so what ours does is really Narrows down and tells the employees and any of us what we can and can't do at work and on our personal devices if we hold ourselves out so you know if somebody's Anonymous you can't do anything with it because they're Anonymous but with all that said I I found that that portion of it that I think is very general you know and not not uh
040Throwing Shade to this particular one but I just think ours is identified as prohibited conduct that will allow us in the unfortunate situation someone post something regrettably that we can discipline them and it's clear you know prohibited [Music] conduct and so I guess for just for confirmation if if that other teacher with that only fans account had worked in our district under this policy would they have received discipline yes I I would say under that I read that story and you know it gets a little touchy gets a little you have to figure out make sure they are holding themselves out but you also don't forget as teachers you know licensed there are other avenues for teachers so not just the social media this would be one but then you have other you know issues
041that that you could address with a teacher they're in a little bit of a special class because again this doesn't apply just to teachers you know this is across the board for all employees all right because when the more you start talking then I get scared that my fir you know People's First Amendment rights being infringed upon what they're doing their personal uh Tong but if it's Unbecoming behavior of an employee you know like I work for like at my job it's certain things but I sign contractually things that says this is my lifestyle this is what it aligns with and so I understand that anything contradicting that would be a issue and so I just the last part when you start talking like it just I I didn't know because it sound like I
042just was uncomfortable because then I'm like wait a minute it's one thing something outlandish you know which is very clear discriminat like a Ironclad statement but then in in in your personal time well it's not just in your personal time it's in your personal time and you're holding yourself out as an APS employee but so and that's where I think it's great for me because if say member's just an an absent and she's a parent of the district and she knows who I am and even if my does that still qualify even if I don't have that I'm Carla Jackson English teacher at a public school but Mrs Sykes knows I'm her kid her child's English teacher would that still because it's not be putting in my bio but that could still be a problem
043it can if you're recognized as an employee if if you're a representative of APs it could but keep in mind these exceptions I mean they're not protected by the First Amendment you know it's obscene oh yeah you know uh legal activity illegal discrimination uh threatening intimidating could be in certain circumstances inciting violence is not defamation is not so th those these are not protected by the First Amendment the majority of these the other ones are dealing with confidential information you know something that may be covered by furpa and you're you're putting it out there so I I wouldn't be too um uneasy I mean we're not going on on a a mission to find everything it's just certain things are said on there that are brought to our attention that are bad and they need
044corrected and it's discriminatory or it's OB obscene then you have to take action and I I think this allows us to do that in those rare circumstances editorials in papers talking about students well something in a paper's completely different no I mean not not you not the official I'm talking about when people write in as I'm a teacher and if someone identifi that would be something that something like that I don't think they would be I don't think they'd be covering the prohibited conduct areas though okay you know what I mean writing into the the paper and engaged in bad conduct probably wouldn't happen I something was Shar with this word about a negative some negative comments someone wrote talking about a student in the district but it was Anonymous okay I think I'm I
045don't need to blor yeah do you have something I I completely agree confidential proprietary all of those things are incredibly important especially right now um I know some of the talks we're giving um when it regard when it's related to AI chat GPT things like that people are sharing confidential information and they don't even realize that they're sharing confidential information I I get that and I understand any type of breaking the law and things that are illegal you know we don't want um to encourage anyone to break the law um I am concerned um because because of this only fan situation I'm concerned about the values judgment being placed on that um it is not against the law what that person did it was just against the values a um and as a public school
046I don't know obviously that was not happening in the school it was happening outside of the school um but the values are placed on that person um and I wonder if a compromise to that might be in the gray area Miss Jackson that you were talking about of whether or not you are identified and you are identifying and you are labeling yourself as a district employee or if you are simply recognized as one um is there a way in here that we could say the person is um proclaiming themselves a a district employee or [Music] representative I mean there was a famous case out of San Diego and it was a police officer and the police officer did a video and he didn't identify himself as a police officer didn't do anything else but he
047had on as part of his pornographic stunt just a shirt of of his uniform shirt and that and that was enough he was holding himself out as a member of the San Diego Police Department while he was engaged in this act it was violative of their rules um you know and and that that's sort of the game that that occurs I I I wouldn't think I mean you have to hold yourself out as an APS employee to fall under this you know let's not forget we're we're we're battling here but should you discipline anyone you're facing arbitration before a neutral um so you have to have sufficient evidence to to meet the fact that this person was holding themselves out and I can see a a f only fans where the person wouldn't fall under
048this and I can see an only fans where the person would it just depends on what type of conduct that person's putting out there to see if they're holding themselves out as you know by the employer if you wear a mask no problem you know I mean you can't we're not going to know who you are right so that's why I say it's a very difficult area um and I can only say I think this is the probably the best way to try to to regulate in this Arena and is for some pretty significant conduct particularly in in the field of schools you know okay so I I would just I have no objections to this language so so is it the will of the committee to move this uh to a first read in
049the next meeting that would be my recommendation Madam chair all right 7544 is moving um to a first read in our next meeting 652 we can do this we can do this um the next one is committees um language is provided here for committees um this is about having our agenda up whenever possible 7 days before the committee meeting to provide adequate notice to our [Music] community I have no objections to this language Madam chair okay so is it the will of the committee to move the Committees to a first read okay wonderful thank you next one is 2340 field trips I think there is an administrative representative to present to us on field trips Mr you weren't planning on on no I can go I can go ahead then yeah I don't think that
050there's anyone unless um Dr Robinson did you well let's start here so let me say this really quick I worked hand inand with with Diana FAL on this matter um it's an important matter that she's helped out and we discovered so Diana put this together for [Music] us thank you Mr duot so this uh the addition of this policy is essentially to make sure that there's criminal background checks for chaperon for field trips um same kind of background checks that are performed for every other District employee um or so those Revised Code sections that you see um referenced there um both reference um background checks in public school and disqualifying offenses so if you disqualify for an offense if you're a normal employee you would also disqualify as a sha Brown yeah I have no
051objections to this language I'm just shocked we didn't already have it in our policy wow good any other questions or comments are we ready to move this to a first read in the next meeting so move okay 2340 field trips in our next meeting and now we are at um 3.07 discussion of Neola updates administrative priorities okay so I'll speak to this um so niola for everyone who doesn't know um and I know that sometimes we like to just remind the public of what niola does is that they are a company that the district works with um to develop and update the bylaws policies and um guidelines Etc of the district um we are requesting a separate process um the administration is requesting a separate process as a part of the agenda to push through
052the mandatory Neola updates um and we would have either a separate agenda or um heading specifically for the mandatory Neola updates in order to get caught up on um those updates as a as one of the priorities for the administration uh Madam chair I would just just ask what do you mean a separate agenda how would that work so I guess a separate agenda would would probably be the wrong thing to say but it would just be a separate section so instead of going to new business Round Table um and through the process that we have right now because there are so many updates that we need to get to and in order to um get them done a bit more quickly we would have a separate section where we would bring the red lines
053in um immediately with a staff representative a District representative um for someone who could speak to the changes within the policy um and then at that point the we could either be a first reading or there could be changes suggested but um it's just the administration's will to get those updates done I have a question are there any specific policies that are being brought to our committee today not today because I are there are they is the plan to bring them all in bulk or individually or I can't speak to that um at this time I'm not sure exactly go ahead I as I was and please this is just for clarification because as I was understanding I thought are you saying that these are outstanding policies that that are mandated that need to be
054approved and so when I hear their language outstanding um to the point uh with remember monard just made her statement it makes me think it was something that was brought before us that was not addressed and it had and then monar asked her question like when are we going to see these so when you say outstanding it makes me believe that we were apprised of something and we didn't handle business so I just want Clarity on no and and you may know more than me on this but from what I've recognized and and Heidi has shared with me uh from Neola if there's a change in a statute if there's a change in federal law they'll send a an updated and they'll call it a mandatory if I I believe and they'll say this is
055a mandatory change because either federal law or state law um requires it and I it's not very there's it's not cumbersome some of the changes are pretty minor I don't know if we could bring them all because I I think we'd have to internally look at them as well to make sure you know it's in order yeah that's that's all accurate um and you're totally right that some of them are small changes and there's not really much to discuss hence we would have a staff member be able to look at the red line sign off on it and it would just be a quicker process than what we're used to doing at this point as I look at the pile of policies that we discussed today and and less than an hour we have 1
0562 3 4 5 six we have six policies going to a first read already in our next meeting and and I think some of these were quick some of these were quick because they were you know a single line that were that was in here so I really don't understand why the Neola policies would need to follow a different procedure than any other policy that we are are considering you know if if we have ones that the district is already going to review and the district is going to present us that's exactly why this agenda was created so we could have new business it could go to discussion and then the committee would have a chance to discuss it um as I recall before this agenda um things would go directly to a first read
057which means Administration has had time to look at it and the board and the committee had not and so the thought process was that if it was presented in discussion the board could receive it in discussion and then when it's a first read we've already seen it and we've had time to look at it and consider it um and so as far as the timeliness of it I I appreciate the need for things to go in a timely fashion and that's why we are moving six policies to a first read in our next meeting we we are being incredibly productive as a committee in in my opinion and if it was that urgent I then I am dis disappointed that we don't know it hasn't been brought to new business we haven't even tried to
058put any of the newa policies through this process none of them have been brought to new business so um Madam chair um members of the board do um well she is a doctor attorney fidal said that she has spoken with you Dr molinar in reference to the process that we're doing with certain policies and these Neola policies do need to be done in a little bit more of a timelier fashion because the agenda that we have now which is different from what we were doing prior to um brings policies to a deliberation and discussion with um what do you a round table or something if you're not going to at least when I since I've been here we've not brought any policies from that we've gotten and they went straight to the board I mean
059it's always come and i' that I haven't been here a year that it's um always kind of come through but we are a little bit behind when it comes to these Neola updates and we do have to stay within the time as close to it as possible to what the state is is is uh when they send these neol updates we need to be able to get those things through make the updates and the changes of those policies so it would still come here but what we're asking is if we could move those updates that come through a little bit faster than like for example the social media policy I think we spent about two months two meetings what that would be like two months on on that whereas with some of these these Neola
060updates they're just updates like they don't necessarily really need a whole lot of discussion even though it it it could and still still should come through this committee but if we could move those those updates through process those a little bit faster than them having to go through roundtables and those those types of things because they don't necessarily it's not like we can in some cas we can't really make a like we there's nothing for us to discuss if it's a if it's an update based on what the state is saying then it's not really a a debatable issue it's that this is the update we got to move it forward yes it should still come here and then but it needs to come here and then go straight for the a point of clarification
061when it regards to the social media policy yes the social media policy took two months the social media policy was not a Neola update it was a new p as an exle I know so I'm clarifying that it is a new policy created based on something our district has never had before so it did require much more consideration than a Neola update no Neola updates have been presented to this committee this year none the policies that are going through quickly are going through quickly there are policies going through quickly this POC this committee has been incredibly productive and it sounds like the part that we are being requested to skip is the discussion so let me ask and clarify is the goal it to not discuss Neola updat because I feel like the reason Neola
062updates exist is because case law has occurred and in sit situations in districts have occurred that have required recommendation to change across the state and I feel like possibly it might be good for us to be aware of some of those things so I'm glad that you brought that point up because I can't speak for previous administrations but this Administration even before I became a superintendent I do not have an issue with public stuff going with the cup the community because those are the people that we work for so certainly we want them involved and want to hear their voice I have no problems with this the stuff coming to the committee that's why we have these committees so it can come through here what I'm saying is in speaking with the attorney um that
063we some of these updated things and we have had Neola updates when I first got here um um I mean again I've not even been here a year but all I'm saying is that when those updates come if we can have them either in in a separate section of because doc Dr Foo Pho says she has already spoken with you but if we could have that in a separate section and get through that and let us move those cuz those are just updates yeah it may warrant some discussion and certainly you need to have that if the if the committee feels that you know the board feels that it needs to have that all I'm saying is that there are some of those things we got to move a little bit faster on because we
064do have timelines that we kind of have to meet and some of it we're not meeting so I would like to propose since if we aren't meeting deadlines that hurts me because they've never been brought to this committee and so if we aren't Meeting those deadlines that's a shame that we haven't had the opportunity to make these policies right and so it is my request that some of these policies be brought to new business give them a chance to be brought to and through this committee and if for some reason we are on an expeditious timeline perhaps we can do something like suspend the rules um on a a situational basis but none of them have been brought to us I don't think well that's inaccurate because you weren't the chair prior to the being
065the chair now and those things were well then they were brought between August and December we've had Neola updates that have been brought and in speaking with Dr phal you know attorney phal what she has asked is that can we get these updates done in a more timelier manner so that that stuff can move forward like a social media policy is something that has never been brought to the to the district or maybe it's a you know policy that that we were spending some time massaging and talking about that's a little different that would be in another maybe section of your agenda um all I can do as a superintendent is bring it to your attention of the as the committee and ask that we try to do more uh around compliance of these um
066Neola updates because it is holding us from getting some things done when we have to go through again I'm not saying there shouldn't be any discussion I'm absolutely all for that all I'm asking is that it not have to go through a round table and then we got to come back because now we're 2 months possibly 3 months behind on getting these done I'm not saying for all the other policies that it can't go through the process that you've established but I am asking when these Neola updates come up if we can please bring it here have discussion around it and then move it to the board for approval while the other policies that we need to spend a little bit more time on can go through whatever process that you have established I think
067a round table or something those might need to take a little bit longer especially if it's a brand new policy we're I'm just referring to to the updates but again as the superintendent all I can do is bring it to you um and asked because our attorney has asked this of me um when it comes to the niola updates so it's still going to come through this committee and since I've been here nothing has just come in and gone straight to the board we have brought it to the commit to the committee that's what our committees are for and all I'm asking is that when we have these updates if we can work collaboratively with our attorney and get these things done rather than them having to go through deliberation and and Round Table something
068a longer you know a different policy or something we're trying to do you know other things could could go through that process I'm not asking you to eliminate your process I'm just asking if these niola updates if we could maybe put those at the first section of the pro of the um agenda and if we could move those along a little bit faster than what we've been doing that that's all I'm asking Madam chair uh uh I I think that that what you're asking is is reasonable but I just think that the chair is saying that as far as she knows and I'm new to this process too as far as she knows that there's no Neola item have come before that uh uh has been delayed and that if in fact you have new
069Neola items I think if you bring it before the committee if you say this is a Neola item and we need this to go through the committee I would not object to that and moving it straight on to the board and I don't think I heard the chair object to that yeah I don't I just don't think having a separate item in the agenda is necessary I agree we don't need a separate item on the agenda I mean it's the agenda it's the agenda if it's in the old item is on the agenda and if you say that we need to FasTrack this then we'll FasTrack it okay um again as a superintendent all I could do is bring it to you and let me just say Madam I appreciate that so would you give
070us an opportunity to do that so bring the items before the committee and say this is a Neola item and that it needs to be FastTrack just just at least give the chair the opportunity to do that yes ma'am in SES but the attorney has spoken with Dr Molar so she that's why she came to me and asked me if we could move that along because the attorney was the one that asked about four is that a particular four hours ago I was told this discussion would occur tonight that is not the same thing M but is there a particular item that we're talking about so I've had two meetings with Dr phal um regarding our processes and she has had discussion with cuz I'm not a part of the committee and the planning and
071all of that I I'm not on clearly I'm not either because I haven't had a discussion like that so I'm I'm that's why I was mentioning it if we could when it comes into the Neola updates if we could do that part maybe at the beginning get those out of the way and move them along whereas other things may take a little bit longer and it will go to the discussion or the round table and then it could be you know another month before that's settled because we're you're deliberating or discussing it um and having discussion around it whereas some of the Thea updates those are just what they are updates it's not not really for us to debate it or I mean you could still discuss it which I said still bring it so
072that there could because you have new people even some of the veteran me board members might not even know about some of these policies so you would have some form of discussion around it I'm just asking if we could move those things along a little bit quicker well if they're never brought to the committee then we can never move them anywhere so I think the first step is to bring them to the committee that's the first step go ahead and I would just say as as a vice chair I have no problem in FASTT tracking neota items none whatsoever additionally can these items be sent in advance for to be perused and looked over um before the actual meeting so as we move them up in the agenda agenda excuse me and pass them forward
073we don't even have to like blor this conversation if the board H is privy to seeing the updates that are mandatory within a timeline um to just move those forward because to uh Dr Robinson's point it's it's clearly some type of Disconnect here cuz m w is saying she has not seen these things and I know in the meeting the leadership was in the meeting with the attorneys where they're saying that the agenda that possibly the agenda is not effective the current the new agenda is not effective and now remember monar anding she's never seen these things so just for the sake of taking care of the business of the District cuz I know no one around this table I especially I'll speak for myself I don't want to be seen as incompetent or not
074taking care of the business and in violation of things moving forward so we would never see you as incompetent or not thank you mes but you understand so so that we can just move it as remembery said so we can just get to the business it's very you know you're not going to have any uh issue for me either but I would like to be able to peruse it if we can get it in advance then it's your responsibility because you know it's coming in advance to look over it and then when it comes to this committee because it needs to come through this committee we can just move it up on the agenda go forward and then the new the other business new policies that's coming up we can round table and discuss those
075at length but we can get the Neola the mandated things done and it just however we can be is efficient but um to be aware and if we can get them email then no one can say we didn't see them we are aware and then when they're on the agenda we just take care of the business if that Madam chair yeah and so as a as a reminder transparency is and has been my number one priority in creating this agenda and that's one of the reasons why we made this agenda because it was a board priority was to be transparent and to be able to offer to the community what the agenda was going to be ahead of time it would to prevent lots of side conversations back conversations quick emergency phone calls and additions
076and revisions um trying to reduce those things because things get lost in communication and it's nice that we have everything recorded and live streamed and presented as a team and as a committee we are co-constructing this agenda with no surprises or emergencies so with that um a section that is you know possibly five minutes or 3 minutes we don't necessarily need but I find incredibly important is this policy status review because policy status review is a section in every agenda where we can fast forward and just see what the agenda a reminder of what the agenda is going to be in our next meeting and so as a review of the things that we have discussed so far today that um we actually have no policies moving forward for a third thir and final reading
077to uh according to my notes in our next meeting uh next week uh we also don't have any policies heading for a second reading next week um but we have six policies headed for a first reading in our next committee meeting so 10651 0131 7544 0155 and 234 my bad handwriting six or zero 2 three 4 zero field and other District sponsored trips um being a great example of a policy moving through this committee um as it will be there for a first read in our next committee meeting so our agenda for our next committee meeting will be one previous meeting summary meeting minutes two policy readings and those six items section three Round Table of our next meeting the only item we have on the agenda for that is 5120 the only item that
078is lingering in Round Table is 5120 that is to be expected um given the circumstances um and so with that we're at unfinished business we do not appear to have any unfinished business section six new business we are going to have a discussion of levies um the reason we're going to have a discussion on levies is because at Levy University um sponsored by osba they gave us a list of um policies to consider if your district is considering a levy um just to make sure we have all of our ducks in a row before we're in a levy um however it was relayed to me um quickly today before the finance committee meeting um that um let me make sure I have my notes here so I don't have it wrong um but basically because
079we have not committed to a levy yet um this is not something that needs to be our concern yet so we um do not need to be looking at levies yet um but if we have a list of the levies from osba we might consider bringing those to the next meeting um so I will ask the committee um because that was brought up in our last committee meeting do we want to look at the list of levies from usba in unfinished business or just wait until we actually um as it was recommended decide to go for a l Madam chair I would say that let's just wait as [Music] recommended I'm in complete agreement with waiting however can the information be shared so that we may peruse this this information in our private time so
080we can have a rich discussion in the fact in the moment that we meet yes I think we might need need to have um to contact osba to get the list that they gave us in Levy University I think we have access to those slides those of us that went so we will try to look at those slides all right and the last section in our agenda is other policies to discuss have any Pol or did anyone bring any policies to the board Madam chair I would just ask just for clarification do we have any NAA or anything to come before the board all right thank you thank you yes my apologies Madam chair but um if I can email your a policy that I going look dealing with the attendance policy um based off
081of our uh student board member who came in uh a couple weeks ago I think it would be good for us to uh revisit that policy um as well I think this may be a state issue though as far as credit recovery um that may be something be at the state level which um I would look into to see how can we uh maybe reevaluate those policies one the attendance policies for matters of emergency and the students ability to make up work like over a summer semester and receive something like a withdrawal anyway that's something we can discuss further but that the policy about attendance and grade uh changes would you like to just bring that to discussion in the next committee meeting yes please add that to the okay so add I'll I'll just
082put notes uh attendance yes and um and uh Credit Recovery great like the grade um makeup grade Credit Recovery makeup grade Jackson yeah that way technical that way I know I'm not looking anything else yes yes thank you okay and that reminded me thank you I actually had possible language to offer uh the group um draft statement for public comment now that we are having public public comment as we learned earlier this evening um in uh people possibly interested in signing up during our committee meetings um the statement for public comment that we were using for uh regular board meetings as we tried to use in our last our last committee meeting did not quite fit and so there is draft language here um to be considered um I believe member Perry read this statement
083before the finance committee meeting it's very similar to the other one um and it's not a policy it's not a bylaw I don't know if there's anything that we need to do as a committee for this um but if anybody has uh comments concerns objections edits I'm all yours okay and Madam chair real quick I when you talked about new policies we will be bringing one U that's very important it's about emergency inhalers to the next meeting so I just wanted to throw that out we'll get that done here shortly and circulated to everyone would you like that also in the discussion section whatever section it needs to get in to get passed okay I want to be able to implement it at the start of the 24 25 school year so so in in
084discussion yeah that that's exactly what we do in this section right here so um can we are you going to be presenting it are you both going to be presenting it we'll both pres we'll both present yeah okay so we'll also add inhalers policy inhalers policy in discussion in our next meeting and it will be Carter and defab all right so we now have three in discussion and six in first read for our our next meeting yes land is PL also um for considerations I know when we were discussing the public participation policy um that we had stated that we would allow public participation when it was Germaine to the topic and I did not see that happen today um not with our when when we had the conversation like if someone wanted to speak
085on the part about the cuts that it should have been a point As I understood we were drafting a policy that at that point it should have been given to the audience if they had discussion on that point and if there were no for that point we can move over and I do know Madam chair you said it was at the discretion of the chair but if we put a policy in place I just want Clarity on that cuz yeah so that I'm I I agree and I think there was confusion also in our previous meeting about signups because we had the paper sign up at the door but then the paper sign up was brought in so people coming in through the door couldn't sign up anymore and then there was a person who
086signed up online and the person with the paper sign up didn't know about the people who signed up online so procedurally I don't know um what the team uh would like to do to find out how to do that because I agree um we could do that we could have done today better and if today exists again we should do that better um Team Madam chair yeah just the the PO the point of when does public participation take that's Logistics what you were just um referencing I'm referencing um the policy when we were working on it to draft it that we said that uh public participation will be allowed when were we going to let them participate should it be when it's Germaine to the topic so if I'm sitting out there and I want
087to just talk about strictly about this cut I have to wait all the way to the end and I love how unw say you know for memory per you know cuz at that point when things are fresh we stop we handle it and cl that's what I thought we discuss and I just want to be sure because I want to be consistent you know um just that we're doing the same every time I don't want us to get into gray areas and weeds where we're not being consistent with the participation when we're at our um committee meetings or in any event so that's I just just for that to be brought before this committee yeah I I don't think I was at that particular committee meeting so I'm not clear on exactly how was supposed
088to go are are we saying that there could be several points during the meeting in which we would entertain questions from the public is that what the policy is suggesting it um yes and we were we were present we said the the actual verbage was that it must if it's germine to the topic meaning I remember that part yeah because you were here so but do we stop at every point along the agenda if there's questions for that topic and that was what was discussed and that's as I understood that if they had if there were questions for this specific item then the floor would be open for those if not then we will move expeditiously on to that that's how I was understanding it when it was originally discussed and compiled if I'm eror
089that's fine I just want Clarity so that whatever we do that the Committees are consistently doing the same thing and through every committee that we have a standard operating procedure of how we do public participation when we stop you know start right when you had sent the note earlier I thought you just meant where are we going to have the public comment at the beginning of the meeting or the end of the meeting but you're stating that it could be several times throughout the meeting depending on what particular agenda item her topic isn't suppos to like to open it if you're here just for this item then you speak on this item again they may want to leave you know just to be respectful of a time and memory oh I absolutely feel the memory
090part but it seems like so that we're clear if we're not clear which is why we got a policy then we need to make it clear whatever it's going to be I just don't want us to be in where it seems that we're being inconsistent with how the public participates since we've opened up since we've opened up public participation to committee meetings then it should be a standard operating procedure for every committee meeting and it should be the same every time if the clock is going to be up the clock should be up like the consistency of if it's three minutes it's three minutes if it's Germaine to the topic then it's that but it must be that every time just so that we you know do it expand so like for example with today's
091committee agenda these Round Table discussions after every one of these policies we would if there was a comment on every single one of these six seven policies then we would stop every time in between each one or to your leg earlier logistic um question if they're doing sign up and they looked at the agenda then it will be listed already on agenda which part now of course for people just show up day of you know but for those who are doing in advance or when they're signing up then we kind of can have some idea if that's what you know to make things flow better but just for some considerations and you know I don't want the time is now 7:30 so I want to be respectful to the time Madam chair but just I
092just want to be consistent I I agree um that that improvements and inconsistency can be made I also agree that um when people sign up up it would be nice if there was another column for the committee signups for the people to self-identify maybe what their topic is so that way when you receive that list of signups you kind of know okay there's six topics here but there's only people here to talk about number three you know something something like that because it felt like you know everyone was grouped together there was one separate person um so I don't know if we would if procedurally it would be easier to to try to just make a new sign up form for committees is that what we think might be easier or how do you think
093we would best accomplish this I I also want to be cognizant of the time but I do also feel like um we could come up with a plan can I interrupt now I I want to weit into this I'm sorry but based on this discussion maybe we should have a separate mandatory Neola section because I'm not quite sure where public comment if it's if it's mandatory and you have to make the change based on state or federal law maybe we should have a separate section for mandatory Neola blast through them and then if you're going to have public comment after each individual policy it would be you know from the non-mandatory down I think I would still be willing to hear if you know if there were 30 not 30 but you know 10 community
094members that really wanted to speak on a spefic specific policy and because what happened several times last year when I was chair of this committee is a policy would come up as a Neola recommended change but during that Neola change we would review the rest of the policy and we would see pieces of it and go actually can we do this and this um and so some of those policies kind of hung out because of the conversation that came out during that recommended change I I mean I I I think we have to split haris here my understanding is from Diana there are mandatory and then there are just hey here's some recommended changes the mandatory are required as a matter of Law and I thought that was the part if I understood correctly that
095we need to bring to the committee and move along which could come in batches of 10 and I don't want to speak for for Council but there could be 10 policies so maybe and Madam chair please let's not go do this discussion again please sorry thank you um so back to member Jackson's comment um on the signups um I will draft a sign up table or would somebody else like to draft a signup table for committee meetings the next committee meeting is an instructional policy committee meeting would you like to okay I'll volunteer and with that is there anything left to discuss this evening We Stand adjourned 7:34 thank you thank you e