001e e e thank you um um Miss Anderson has submitted a written request to attend this morning's meeting virtually due to a medical conflict and is attending uh this meeting from Fairfax Station Virginia all those in favor of approving Miss Anderson's request okay thank you uh epain no one this is unanimous um Miss Anderson please check your audio and video stand by good morning hi okay thank you so um we're gonna go through and pull through from our PEC meeting that where we discuss student representation the election process advocacy and engagement and collaboration training to further our work we agreed on follow action items to review policy 1802 to clarify the student representations role Representatives role and rights um an update on PE on the PC student handbook development I call on Miss Marin for
002item one2 for an update no that's okay just as a note there was a really bad traffic so I think to get here so at least for me I don't know about you there was a bad accident so I think that I know that has me flustered this morning can you remind me you sent a nice summary um to the committee and I just wanted to have that front and center I can't seem to find it um that's going to be sent to you okay because I am recalling I know I shared about the um last time about talking about having an extra student rep and that was going to be in the wings um and I think we were going to look at policy 1802 um to clarify the student representative role and rights
003I think that was something you had signed up to me I'm but that's you know what do you think you could give me a moment to just pull up my notes and perhaps you can come back to this sure that's fine thank you so much that's fine uh so so we're going to move on let's move on to to um the toolkit update uh and this is the toolkit that we want to provide there's the board members with a centralized resource for advisory committee processes and improve accessibility to historical data reports and committee operations uh I call on Miss Anderson for item 1.03 board member toolkit updates Miss Anderson well I can say that I don't have input on 1802 and I apologize on that and I will also say that since it's within the
004fiveyear you know governance which is later today we've got a whole calendar that's going to be presented so I will note where that is but um we actually are starting starting with the 2000s today which do deal a lot with students you know the the student facing pieces not necessarily instruction so um so let me look back at that and I apologize I missed that piece um M Mar can you provide an update on the where the student representative conversation stands yeah so and this was captured in um in most Count's really good notes so I had uh spoken with staff I met with staff the instructional services division are the ones charged with carrying out the election process for the student rep position which happens right about now and I know you're familiar with
005that process and a few years ago I had actually tried to figure out how to better connect um instructional services and the board to have like a smoother handoff if not even like help you know inform the students or answer questions that students might have before they even put their hat in their ring and then commit to it so I did talk with the staff about the possibility of adding a second rep and um you know they hadn't considered it and it would take some more figuring out so it wasn't going to be able to be ready for this election and I did also speak with um some other board colleagues in Northern Virginia and like so Prince William has two Representatives um but I don't think they were as you know intimately aware of
006you know how it came to be that way or you know how it works and I spoke with our student rep and you know some of the questions were about you know that we had was well how much could the each student rep really get deep into the work if like they say they rotate each meeting or what if it was a backup and um so it was it's kind of in a in a holding space right now you know where we left it was Dr is and the team instructional Services was going to you know further consider it but then we then we have a pretty robust conversation about just the whole you know consistency about access to information to apply for the student rep and we talked about geographical area and representation and
007so we all we all had a pretty good discussion about that so um so it's kind of holding for right now um and then we also connected to the program the leadership cohort program and just talked in general about more ways to engage our student leaders maybe it's not just the board rep but it's all these other ways so um yeah I don't know that we had specific action steps but we figured some stuff out at least yeah and yeah how that would look I and I think when we discussed that one of the things we discussed was that if we did have a second student rep that one of the factors that has come up from the students rep is that geographical area to cover such a large geographical area so maybe having you
008know that geographical consideration particularly when it comes to whether students can drive not drive how they going to get from here to there um I know that was the one of the things that we considered um and um also considering looking at our PEC student handbook and updating that you know I was just thinking and this is along the lines with the advisory committee work that we're doing and always trying to figure out how to further um ENC engage our advisory committee members you know I think of like the seals our student Equity um ambassadors and you know we could have you know setups where you know maybe one of us once a month meets with them or you know even yesterday I was talking to my student who's in the leadership cohort and you
009know just like a 20-minute conversation was really great and you know I know this student rep is a very high-profile thing but there are lots of other ways to engage in meaningful work and raised student voice so maybe we kind of think about that and how we sort of commit and schedule to these conversations with them just a thought so uh uh let me start with this question first are we trying to have something new implemented or considering to have that implemented from this upcoming election or following year correct okay so we have a little more time uh with that I what I would like suggest is entertaining A additional student representative from next year to be a geographically divided it could be three regions north and south or west or east however you want
010to divide the line you know do that and then as far as uh you know who's going to do what is concern uh we could deliver that up to uh two elected strong Representatives whether they want to you know rotate coming to meetings or you know somebody could take a month and another person could do a month or if they want to pick certain issues work on they could Dev up the work and see how that goes because I don't think we can uh you know dictate that you're going to work one from North is going to work these issues and one from South is going to do these issues and and and we will know that what particular St representative strength or interest might be either so if he could you know start with
011that and and since this is something new is a subject to you know further you know further changes as we go forward so you know starting something rather than trying to make it a a a perfect from the getg go because we cannot anticipate all different situations M Marin yeah so you know as I mentioned just earlier there would not be an additional person because the elections are already in process now so that is not on consideration for right now if I had to to select today I would say I don't think a second student rep is is a best way to engage students we're already a huge board and I think we often do this where we're like let's figure out what we have now and just kind of squeeze something in we're like
012a more engaging opportunity would be how do we get I mean that's still only two students out of 181,000 like what's more meaningful it's for them and I'm thinking even of our family Summit this weekend where when we talk about Universal Design and inclusivity the examp example given of when a teacher asks for input and a student raises their hand well some get picked some don't some know the answer they might not feel you welcome if we do a turn and talk then everyone gets an opportunity so what if we you know model that kind of thing where okay maybe it's the pyramid maybe it's the region like some way to get the students working together not necessarily sitting at a day in a meeting trying to keep up with 12 adults who also want
013to talk so you know I'd like to see what staff you know how they consider thinking about it but I think we should really expand how we think of engaging our students in a lot of the other ways we already have set up we have all these advisory committees we could hold a monthly session with students who serve on all of our advisory committees or all those student reps I mean we have all these students already identified that I know I would like to engage with more so you know I'd rather not build a new thing um I've explored it and staff has said they need to explore it so that's you know that's my thinking there I don't support deciding right now or putting to the board to have a second rep next year
014that's yeah so and this came from a foreign topic that was brought up by students and so I think we're being responsive to student voice uh to where that was a recommendation and maybe having a more robust uh conversation with our current student rep and with this the the student that brought it up um to see what their thoughts about it are I think I think there's a lot of great ideas on the table and I think as much as we can engage students I mean that's what we at at the end of the day that's what we're here for so however we can more robustly include as many students as possible and I mean I think that's what we're here to do to explore and look to see what we feel is more valuable
015okay uh if I may if I may I mean I'm not you know I'm not envisioning a two student Representatives sit under the DI at the same time it's a wonder time I mean however they want to do it is uh and the work session two uh you talk about student represent representing entire County there are three a large V members for a large there are three members student representative right now is an a large but only with the one uh us engaging student is one thing but students wanting to represent themselves and bring their voices to us is another and and you know giving them another person to help each other out uh will make their job easier and also perhaps you may even be able to bring a more meaningful you know voice
016to us from their perspective rather than it's us going to them to engage them I guess what we actually we look at that policy okay okay well I just want to add I did speak with our current student rep and the current student rep didn't have an affirmative decision so you know I met with I'm looking at my calendar I met with instructional staff in December I talk with our student like I've done the do out from this committee and the do out is there's no strong feelings about this and no Clarity what has come out about this is there is continues to be confusion around how students are informed about the election um and the onboarding of students onto this board and who is a point person for the student on this board so
017I think there's a lot of opportunity to more richly engage the students we've already identified before adding a whole you know another one I think that's the work um it's not just having one student at a meeting twice a month I mean I know our current student is meeting all the time I I she's amazing how she does it some students haven't done that I mean each student's just kind of left to their own devices which is fine but some of them actually want some more Direction in meetings so I just want to clarify again the committee asked me to talk with staff in December and I did and I talked with our student rep and then I followed up again and I went on the webinar for vsba about this and I talked to
018people outside the school division so where I've come up with is there's no strong feelings and there's no real Clarity so that's where we're at if someone else wants to do some more research and planning I mean Mr Moon if you want to come and present ideas you know I've now given like four pieces of information so I think that would add to it you know my Madam chair i' be happy to work with Miss Maron to do the further work M Mr Moon I've done four months of work on this so if you want to take a crack at something I welcome you to do that I okay I will I will take Miss Marin work and then and then see whether there's any more work to be done thank you um I was
019just trying to accept your invitation Miss Mar could I speak up for just a second oh I'm sorry I'm I forget to it's okay it's okay I just wanted to to step in um I do appreciate the fact that Miss Maron has done a ton of work but I will say that we have received feedback from at least one previous member um and so one of the concerns that I have is that if we don't change the age requirement um it's going to continue to make it harder for juniors to participate just due to their schedule and so because of the intense workload related to being in your junior year I do think that it's a barrier for some kids at that age Li at that age range because of the fact that they do
020have so many meetings to go to so the reason that it was brought to us is because of that concern is that sharing the workload with someone else continues to leave it open to those kiddos that are in their junior year so I would be interested in at least um seeing what we could find out about how many past student reps have we had and what year they've been in and things like that and whether or not there's any appetite for limiting it to seniors to ensure that there's a a reasonable amount of work put on the kids yeah I um I would love to have a list of the past reps I've personally kept them for as long as I've been on the board I know of no rec of past student reps or
021where they are um they're a fantastic resource I certainly would love us to keep tabs on them um and continue to elevate them as Leaders even as graduates also there's also not an like exit process or an exit survey so I think the idea Miss Anderson of getting that feedback from seniors would be great but you know that's something I tried to work on years ago again there's there's a lot that could be done in the situation that we're in to cultivate how we on board how we exit how we Orient um you know again we're talking about 181,000 students really just the secondary students so what are we going to pin our sort of agreement to because one person here two people there we've got to do what we can manage I think in
022an in a whole in a rich way and not leave a lot of students with a little bit of experiences so that's it okay so clearly we need to look at this deeper because I think there's some different ideas and thoughts and I think just looking at it and taking if you could um and and you've shared with us and I appreciate your work that you've shared if you could write it up for us you know like and just you know some bullet points uh so that we know what you've done and what that feedback is um that would be I think helpful for us um and I think as we move forward we can look at the student handbook and I know that for the leadership cohort that um Kevin is working on that
023and I I'm wondering if we should have those in alignment well I think we should have those in alignment I'm not wondering if we should because if I I know that the work that the board is doing is try to trying to have more alignment in everything that we're doing so as and I Kevin's not here so that so that we could ask him if he's using the PEC student handbook as a reference for what he's developing for the cohort Miss St John cenny so the student handbook is something that we've a we've been asked to develop it's something Mr Jackson's working on we are working to uh continue to develop the student leadership program um we've done a with it this year we've revi it was revived at the board's request and we've been
024doing a lot to um enhance that program we've been working in my office to enhance the orientation that's something that you know to miss Marin's Point wasn't something that's really been solidified and something I've asked Mr Jackson to work on given his experience as a past student rep with the DC State Board of Education this is something he's really passionate about so he's taking this on as well trying to pull all this together to create more cohesion and work on our student just our student engagement in general so could we ask for an update for our next meeting of where he's at with that yes I can ask him to be at the next meeting to provide an update thank you um so I would also like to ask do you H does the clerk
025have access to all of our where can we or staff where can we get the list of our past student reps I know that we have some records on that I will have to go back and see how far back that goes I think that would be helpful something we've started to keep but in terms of what we have from past previous cler that's something I need to look into okay so I think we could try to look at that and and get that for our next meeting uh thank you I think if we wouldn't keep that as staff but my guess is looking back at the minutes uh each year um the student representative would be listed there if you have nothing else thank you okay so are we good with this and we
026can move on to the toolkit oh okay Miss Marin thank you I just had one one thing so I just sent around comments that I had sent after the vsba um webinar but I also you know I'm looking at our board docs and you know where like the minutes from the meeting where I did share the update you know hard pressed to redo the work that I've already done so the minutes should be up I don't see them posted for this meeting so that's got to be a function of our clerk's office so thank you thank you okay so let's go on to the toolkit and um I call in Miss Anderson so I sent out a um document to everybody this morning that kind of outlines everything that I recognize out of the community
027advisory um committee operating manual there that are kind of the do outs so I Mercy if it's okay with you I may blend a few of the categories here just so that we can kind of walk through there are three major categories that I see that need to happen of things that we need to create related to the operating manual and that's the Schoolboard member toolkit so it's the stuff that we need to be able to utilize the the tools that we need to be able to help facilitate the advisor committees um we have staff liaison training so just in in the way that the staff liaison need to understand what their responsibilities are so that when they're chosen they can be given something that outlines what their responsibilities might be within relationship to the
028committee so that everybody's on the same page and then the final part is um the general outline of just the proposed um member training so when someone gets put on to one of our committees here's the here's the information and one thing i' recognizing right now this is kind of a living document when I what I recognize right now is that I didn't put anything outlining what the staff Le aon's responsibility is for the community advisory committees um for the members themselves because it would be probably very helpful for them to understand what their staff Le is on can and cannot do and so that's something that definitely needs to be added here um why I put a little bit about that um so I kind of just broke this out into big chunks of
029things that we're going to need to create um I'm happy to take on quite a bit of this just because I've done a fair amount of work with the operating manual right now at this point um but I wanted to get the go-ahead from you all that we were headed in the right direction before I did any work kind of pulling things together what I need feedback on is both that and also what mechanism we want to utilize for training and how we see rolling this out within the community so any feedback related to that would also be helpful I'm giving members a time to look at this and um I appreciate um the work that you've done on this Miss Anderson um and I know you have a sick kiddo at home so um
030I specifically appreciate you getting this out to us this morning just as a point of clarification this all came directly from the manual itself this is not new content there are no new areas this is literally I just went through the document and made sure that in those three buckets all of the pieces were identified so that way we didn't miss anything e I I do not have any questions about this document right now does anybody else have any questions um or feedback I think we're on the right track um Miss Marin yeah I think it's great thank you Miss Anderson I love a nice clean list with bullets the only thing um I would like to have a little more flexibility as is under the Community advisory committee member training about committee responsibilities the
031annual report to the board you know I I've been suggesting that we have this be um more Dynamic like having regular updates to the board so if it's got to be in there for now I mean that's what we do now but I think you know regular reporting to the board or you know I think that's something to Aspire to again in this vein of let's not wait until once a year to talk to these volunteers and people who are interested in school so you know I would say regular committee responsibilities uh or excuse me engagement responsibilities and also I suppose you know what's even the training or orientation for Schoolboard members and maybe that's part of our own Schoolboard member onboarding but like what's the Schoolboard members responsibility and do we hold each other
032accountable for going to those meetings and sharing out from those meetings like we don't have a good system for that maybe that happens at our public regular meetings maybe it happens in a in a short memo I mean I would love to see after our standing committee meetings and advisory committee meetings within you know 24 to 48 hours whoever the liaison is is you know shoot the rest of us an email or when we talk say hey we talked about these things we know that that's become an issue too when we have to act on something and we don't know what you know is happen in a standing committee so perhaps the Schoolboard member toolkit includes um again how to do the job well and serve the role well so for for consideration thank you
033miss m Mr Moon yeah uh as far as a a one of the one of one of the roles that Schoolboard members who are serving as a lean advisory committees was expected to do at least in the past and I try to do not always with a great success is uh you know after attending each adviser committee meeting if you are able to attend a provide a short summary of what has transpired in the particular advisory commiss meeting sh that with the rest of the board through uh you know via email and and I was not always successful doing that and I have to rely on because I'm not I'm not a really a good notaker myself I have to rely on someone from the advisor committee or my own staff to be able to
034take good notes and then provide succinct summary uh because when it gets too long we just don't have a time to read everything so provide to the rest of the board to keep them up posted on what's going on so was that just like a practice but it wasn't I guess the best way for me it wasn't a practice that but it was a codified kind of it wasn't it wasn't a c I don't think there was a codified was there was sort of like what we were all aspiring to do and I told you that I was not always successful doing that you uh but I think that's just something that I could recommend I you know I cannot force you know my board members my colleagues to uh do additional work if they
035have other things to do but that that will be a good practice I I mean I know that when I go to some of my meetings I'm really excited and I was like God I wish everybody else was here so I love that idea because I guess that's the way I could relay what I've seen and what's going on um and when I am at other meetings I'm like what am I missing by not being at the other meetings because I'm so excited at this meeting but like you say time is you know we don't have all the time in the world so we can't attend every meeting and that's why we have the Liaisons but yeah I think that's something we should look at you know since it's you know adviser communities to do
036need to uh have their minutes worked on as a part of doing their work advisory committee chair of the advisory committee or Secretary of the advisory committee could write uh not the full minutes but something just discussion part is a provideed to a ban and ban could take a look at and if adjustment is needed could make that and share with the rest of the colleagues thank you Miss marin oh oh M Miss Anderson thank you um really fast um U Miss mar Just so you know there is a quarterly email update um that has already been requested in the operating manual and thank you for pointing it out because I did need to put that on the committee responsibilities um so I went ahead and added that on that section um the other aspect
037that we do need to keep in mind is that right now the board member liaison is required to come to the first meeting of of the committee for the year but they are not necessarily required to be at every meeting and so it is it is encouraged for them to be at meetings where appropriate but that is what's in the operating manual right now so that would be a change that we would need to um discuss and probably have voted on in order to have the board me the board change the operating manual so just to give you a heads up that that's what's in there right now I'm not s I'm not advocating for that I'm just letting you guys know what's in there well thank you Miss Anderson you're becoming the guru of
038the operating manual as I was sort of the guru of the governance manual but I'm happy to hand that title off um that's really disappointing I did not know that um I certainly see it as part of my duties to attend the advisory committee meetings but I mean I I think there's two big things is one how much responsibility are we each going to have to make sure that information about our assignment is being shared but secondly these minutes are really it's an issue it's a problem that we don't have have our minutes and this has been something that's been an issue for a while we are required by law to have our minutes and um I know there is a plan to put them in place but it's just not acceptable and as the
039public engagement committee we should each I think be responsible for continuing to follow up that is a way that the public sees our votes so um it's I think it's hamstringing us and it's hindering us rather and not letting us be as effective as we could be so I just wanted to state that again with regard to the advisory committee minutes I I do just want to be clear that that's not a responsibility at the clerk's office that's a responsibility of each staff liaison we have been working with the staff Liaisons to get them um but it is a struggle to still get them from each some committees are very diligent about it and send them like they're supposed to and some do not um and that's something that the deputy clerks are working with
040them on but we are not responsible for the minutes for advisory committees other than to post them once received them I appreciate that update but these are the board's advisory committees and while we might not be responsible for developing them these are our committees and we are responsible for them I believe so if there's something the Board needs to do to further ask staff to um get them done please advise us but um I just continue to be very frustrated that we don't have these minutes every time I turn around to some meeting or another Mr Moon I just a a one particular advisory committee which no longer exists uh must have done a better job than other other committees in coming up with the minutes meeting minutes because they always are meeting minutes somebody
041had to work on it right uh and and you know while that I was serving the Le on to the advisory committee I try to attend as many meetings as possible but I had not been always able to do that but even when I was not able to attend the meeting myself I had my stab Aid to attend the meeting uh with me or without me and then and then to you know copious notes and then was able to share some with me so I think that that goes back to um the work that we're trying to do in terms of training our advisory committee members um because the committee I'm on I get the minutes immediately after they're done so I think some are better at it than others so I think maybe with
042the adequate training uh and doing a toolkit this might help the Committees that are having issues in terms of getting those minutes in um can I jump in here for one fast second about that um we can have draft minutes that are sent to board members immediately but they still are going to have to be voted on by the committee before that they're posted as an actual um official meeting minutes so I just want to make sure that we're following the same guidelines that we're following with everything else that we're doing and so sometimes that's the delay that we see when things not being posted not not when we have extensive delays but just like just want to call and to to to make sure that that's pointed out that sometimes we have that delay
043because either the committee hasn't met or some other reason so that they haven't been able to approve minutes but they can't okay but we can okay so my question is if we get draft M minutes and this excuse my not knowing this draft minutes don't need to be posted do they they can't be posted until they're voted on by the committee okay but that doesn't preclude them from us getting them so we kind of have a sense of what's going on okay absolutely um the other thing is that there are a couple of question that I had in through here if if we don't if you don't mind just um touching base on those um I kind of wanted to ask the clerk team whether or not it was possible to create a community action
044committee drive that would allow us to house all of the information and then with that was shared with board members and then the toolkit would be part of that larger drive so that if you took over a committee that you had the historical information related to that committee but we all would be able to see what was going on with each individual committee if we had questions so I wanted to touch base and see what whether or not that was possible with the clerks yep that's not a problem we can do that via Google okay I think that that just means that like the next person who wants to become the guru related to the advisory committee operating manual and I'm happy to pass that torch to someone else if they would like to um
045that means like the word document for that docu that can be housed there and things like that so that way we don't we're not constantly and it creates organizational knowledge so that moving forward we don't have to worry about where things are or who has the most recent version which I think is some of the Version Control that we've had issues with in the past yep we I mean things are posted on board Ducks but it's not always the greatest so we are working to set up more drives and we can put that in our queue and thank you madam clerk as you know that I am I am a big proponent in ensuring that we are duplicating the effort off of board do since that is not our platform so I I am happy
046to have us have backup files for everything yep agreed the other question that I had for everybody is how do we want to like what are the thoughts about rolling out this training I am not suggesting that we need to do anything so extensive that it takes up anybody's time um and Miss Hall I'm really glad that you're here because I would love to hear from you in terms of what's possible um to make these available but not obtrusive so any thoughts that you might be able to share that would be great thank you Miss Anderson to be clear C you're asking about rolling out the trainings for I'm asking what platforms we might be able to use what I mean what would be accessible and easy to um get this type of training available
047not necessarily just in a a in a synchronous format but maybe in an asynchronous format so that if we had new members that came on in the middle of the year that they had a place that they could go find information and maybe watch a few short informational videos about where they could find what they needed and this is where they can find what they need for the board's uh advisory committees right we just I I am trying to figure out what's the best mechanism it could be that it's just a something with it could be a short series of YouTube videos that were on the community advisory committee page um that kind of breaks down what all the Committees are I'm just wondering I didn't know if it could be a Google Classroom kind
048of thing like I I run an LMS for for two organizations so I have lots of this in my soul and I want to make sure that I'm not creating it as something more difficult than it is um and I don't know what platform certainly I'm not suggesting that we get them all enrolled in schoology so like I am trying to figure out what is our platform that we could use to create a learning opportunity if you wouldn't mind Beth Beth violi executive director of communications may have some ideas I think it might also be helpful to connect with um di the department of um technology just to make sure that we're on the same path together there may I think there may be some very uh easy solutions for this so that work is
049not being duplicated or increased for anyone so just let me check on that Beth I don't know if you had any ideas you were right about in terms of the video the website hosts YouTube if we wanted to use um YouTube as the platform for the website I guess the question would be um do you need this to be password protected or is ease of accessibility more critical to you because in that regard I would suggest using the website because people don't need to log in the website to access materials and if you want anybody to be able to go in there and for transparency or other reasons to see what the training is or to experience it then I would suggest using the website and you know we can integrate certain Platforms in there
050but if you did have a desire to have things be more password protected or more interactive there are things that our it folks do to make trainings interactive um that I don't know if those would embed into our website Andor again the that protection of things being behind places where you know only certain people are viewing the training tracking whether they've accomplished it things like that would be done through our it partners that do all of our internal professional development and yeah we yeah we would have to and Beth I'm sorry I didn't see you you're off camera for me um but yeah so I didn't I I don't see it as something that needs to be behind a firewall because of the fact that the document itself is not so it's not like it's
051proprietary information or anything this is the way our committee committees are committed to running and so I did want to go ahead and just have it be something that's available it could also be a marketing tool so that if people are questioning whether or not they wanted to be part of the committee that they could go see what was involved and what their expectations were um because I think that that would be a wi thing to put in our toolkit that we're showing people what the time expectation is what they're expected to do those types of things what what they're being held to so I think that that's probably a better bet and anything that we do is transparent to the public anyway so I think that it's wise to keep it that way yeah
052and then when you're using YouTube then you know that you're having the close captioning and other features that make it accessible um which is also true for our website as well so those are important things to take into account does that help Miss Anderson it does it does quite a bit um and so I think that what our best bet is going to be figuring out and Beth it may be a conversation that we need to have um and maybe you and I could touch Bas before the next meeting um about what those videos could look like rather than just having it be a talking head if there's anything that we can do to make them a little bit more interactive and still get the information out quickly I think that that would be a
053really cool thing to be able to have them be kind of fast expectations particularly if we could break them into bite-sized chunks because then again if we're using them as a marketing tool there may be something in there that's more important in terms of time commitment and things like that for people to watch and that way they'll they'll know right where to go so sounds good yeah and I do like the idea of using it as a marketing tool because I think some people are not aware of what you know the what they can do and how they can participate so I always like to look at that positive of look at what you can do look at how exciting this can be so um it's providing information but also maybe helping people getting intrigued
054and interested in in participating so miss St John cunning there was only one other thing related to the community advisory committees that I wanted to touch base with the committee about if it's okay if I bring it up of course okay um right now we have one of our community advisory committees that's bringing forward um a vote to the board about their Charter and I had a concern about whether a charter is not listed as one of the things that is available in the operating manual as something we very explicitly request that each committee have bylaws which is one of the aspects that we're going to need to work through to ensure that all committees have bylaws in place but that's different language than a charter and so I was hoping that the committee could
055talk a or our committee could talk a little bit about how what we think about that and how we want to move forward forward with that with feedback to that particular committee Miss Miss Marin yeah thanks Miss Anderson um and again you're the guru on all of these advisory committees and um I appreciate that because we've worked through some of these anomalies of our structure and I think that's really important the board clearly agrees because we are slowly trying to get everyone in sync and this seems to be as you've said I think prior the last one standing so this was listed as um something as new business on a recent uh regular meeting I feel like I have it okay uh February 20th new business item 8.08 and it has revisions to the facilities
056uh planning committee Charter and then also um I'm sorry was it there was two things um but as I think you know I talk with a lot of you I agree that it should be that it should be consistent um you know the two things that stand out to me is the fpac term is three years of service and there's a charter and that is just a total anomaly across any of our other advisory committees also the this Charter was written 10 years ago and so much has happened since then we have updated our boundary policy we have uh way more data systemically about our facilities and our athletic fields we have the queue so I think a lot has happened and so the updates that were proposed on February 20th as new business I
057think most of those updates dates are fine but it should I think my recommendation would be is to make it one-year terms and a um bylaws so it would have to be reworked and I'm aware that fpac who is amazing those folks has done work on this I think that since they've done that though we've had the change to another advisory committee putting it more rightly in the curriculum we've had the C CIP we've had the boundary policy so there's just been a number of things that have con merged that I think Merit making those two changes so I support what you're saying Miss Anderson and then I support putting in I guess it would it be our governance manual that we list you know this is a structure for all our advisory committees because
058we might want to add different ones we might want to add a technology committee or something right so I would love to know Miss Anderson if you know off the top of your head does our governance manual have a statement of what the structure is of our advisory committee or perhaps the user guide do we have that written down anywhere the governance manual outlines the structure for each stand each standing committee and each advisory committee so the reason that the fpac advisory committee was set up the way that it is is be and it's such a time um it's a longer time is because the of the professional requirement so I am not suggesting that we remove that professional requirement I believe that requirement I may be Mis mistaken it's it's outlined in the governance
059manual or in the policy that it but it is actually supported by regulation in terms of how they're chosen um because it's a strong it's a more much more signific significant professional requirement in order to be part of that committee so it's a little bit of a different setup um so it is outlined as an exception to that to the standard um year term in which I actually think because of the owner's task that it takes to get those folks voted in that it's probably makes sense to go ahead and leave them in that in that capacity what I am concerned about is whether or not they're well not concerned but I wonder whether or not their Charter is actually just their bylaws and so if we ask the committee and cpdc to look at
060that in relationship to what the requirement for bylaws is in the operating manual I wonder if that would satisfy their requirements because I'm certainly not asking them to undo any work that they've done I just do think that the N the nomenclature of it matters because Charter indicates that they created themselves and they're definitely one they're definitely our committee so I want to make sure we are in line in terms of all of the different ways that we're naming things Mr Moon I just want to express my concurrence with what has been just stated by Miss Anderson I so I think we does everybody concur with that that is on this committee do we all concur with that in terms of making it bylaws versus Charter yeah okay it's it's you know asking them whether
061they would satisfy the right right I agree and I I I agree it probably is just nomenclature but it does have to be changed because because they did not create themselves as a charter Miss Mar yeah I don't know like procedurally how we go about doing that do we just vote on it and then fpac is going to have to adopt that um as well as the terms but I think because we did just recently move an advisory committee to a curricular committee where it was really best housed it's and we've also acted on human resources advisory committee it does seem that we have the um you know the ability to change the structure advisory committees I would of course want to inform FPC and get their feedback before we actually propose like an action
062motion and certainly talk with our colleague Mr Dunn who is the Le is on for that committee like so I would love to if we could um iron out before we leave to like what's the next step and even a further step thank you my suggestion is a pack committee chair to contact Lon to fpac and have their conversation and have that conversation and if uh uh and and go from there you know you know if it requires a vote by fpac to change the name of Charter to bylaws and if that also requires a little more time on the part of a scoreboard to act upon the due business that request can be made to the chair and vice chair to adjust the agenda I I'll follow up on that does that sound good
063Miss Anderson I think it absolutely does I do think that it would make sense for us to have a vote that we were going to request that be considered just to have it be actioned by our committee to request them to do that yeah I I make the motion Mr moon has made a motion Miss Marin has second it all in favor oh oh can you speak to your motion I've said enough I've said enough too thank you Miss s joh hting I'm learning all in favor it's unanimous thank you uh thank you for bringing that up um and noting that difference Miss Miss Marin can I just ask who will let our fpac chair know is that something you could do Mr okay great just want to be sure he hears the news second
064after our public conversation right no no I'll give him a call and and thank you so much um so is is everyone good with this Miss Anderson do you have anything else on this no ma'am okay um um so thank you for for everything you've done Miss Anderson um so I would like to at this time bring up a pull through item that this committee has agreed to at our December meeting which is on the board charge to review Community advisory committees with an eye to Future Strate strategic division needs uh to get started in this we should look into how new board committees are formed it will also be important for us to create a plan to assess which committees will be the most effective in addressing our division future um strategic needs and
065so I would like to open that up to discussion so I know so I will start because I know there has been a lot I'll start even though I think I'm supposed to end but I know there's been a lot of discussion about having new committees advisory committees particularly when it comes to Tech or AI um I think that there's been that concern I don't know if there's other issues that we think that we need advice on um I think things are moving fast in the tech World um and how that applies to education and how that applies to How We Roll things out um I think there in this area we have great minds and people that have expertise on this that can advise us uh but that doesn't that's certainly not the only
066need that we might have and just discuss what we as a PEC committee think are important if we should have it new advisory committees and what issues related to I bring up the tech one because I've heard that mentioned by a lot of colleagues a lot of colleagues have brought that up um so I'd like to open it up for discussion and hear what your thoughts are yeah thank you um I think I'd I'd like to look at like maybe for next time can we look at the list of all our advisory committees and then say like is this still serving us does it still make sense cuz I know that our student health advisory committee is has been very helpful like with cell phones but as you said Tech I'm like well we could
067also talk about it there um but I think it might be good to look at the list um I'm also interested in considering some of our board standing committees although that's not a public engagement thing I guess that would be a governance piece but you know how all of those fit together and I'm also very interested in the joint committees which again is not exactly public engagement but that is such a big piece of our work and me more and more talking with the board so should our advisory committees be joint with the board at some points or you know we do have places where our funding Blends so um I guess those are my immediate thoughts I thought about tech for a while you know I don't I think it's probably a good idea
068I'm sure we'd have a wealth of resources I just also wonder and this is actually just coming back from South by Southwest lots of innovation lots of aspiration and we have limited resources so um I wouldn't want people to feel like we couldn't deliver but I would love to learn so those are my immediate ideas any in oh miss Anderson um the only thing that I wanted to mention is that Miss Marin we actually in the charge that was that came out of the Forum topic that I brought last year that was actually a leftover from your Forum topic many years ago um that that actually did give us the right to look at standing committees just so you know so it we we do we were given the charge to go ahead and look
069at both standing committees and um advisory committees thank you Miss Anderson I I think my concern be because I am not a tech Guru um and in terms of how fast things are moving particularly with AI and what it's going to look like in terms of what our policies are going to look like in how that is or isn't used in the classroom or by teachers or staff or students um I know that I don't have a depth of knowledge or background on that um I don't know if people on our board do I know that it's moving so fast that we might benefit from having advice an advisory committee in that that's in terms of not what we can promise in terms of tech but what is our role going to be as policy
070makers and how all of this new technology is managed as we make policy so I mean that's kind of when I look at an advisory committee in Technologies I'm looking to learn and how will this be beneficial or not be beneficial Mr Moon yeah I I coner uh that I personally uh constantly feel uh in advocate in understanding about technology issues to have really a intelligent in-depth discussion with anyone uh the roles of the advisor communties play is you know we get we get recommendations we get professional uh you know opinions from our professional staff but rules of divine Community is it's it's a community how Community see they may see it differently they may bring additional perspective so uh in that sense you know having you know people from the community who Community with
071and expertise in education technology or other technology could really help me as a board member yeah and again I'm just bringing the tech one up because so many people have talked about it that doesn't you know take away the fact that there might be other ones um you know other considerations and how we maybe speak to our fellow board members to see what their interests are and if you know how we would decide on which ones if we are if we are to add any you know um but for sake of this discussion that that's why I brought up Tech because um I too feel woefully inadequate in terms of everything that's happening with AI now and how is that going to look in our classrooms um and it's moving so fast um but that
072doesn't mean that there aren't other areas of concerns that the community or board members may have um so uh I think taking Miss Marin's suggestion that we look at all of our committees um and go from there um is some is a starting point is there any other discussion on this no okay well um I think we've got our marching orders and uh as of now this this meeting uh is now adjourned at uh what time is it at 11:08 I love to be this I love to be on this committee on L Marcia you know meetings don't go for two hours have a great day guys e e