uh on Monday February 10 2025 Governor yunan declared a state of emergency due to severe weather conditions expected in many areas of the Commonwealth in view of that declaration and the ensuing weather emergency that has made it impra practical or unsafe to assemble a quorum of membership in a single location this
committee is meeting by electronic means today through the zoom platform with Public Access provided the through the fcpa page on YouTube you can also access the YouTube live stream and copies of any items and supporting documents being presented today by visiting w w.
fcps.edu backboard dos you may also access the live streaming on the FCPS website https colon toes www.fcps.edu backstreaming meeting all right uh review of policy 2611 procedures for hearings and appeals
to the school board we'll Begin by discussing policy 2611 procedures for hearings and appeals to the school board I will give the floor to Mr Foster if he wants to start start good afternoon um good to see
everybody um I am having some technical difficulties pulling up the agenda but I understand if my recollection I looked at it earlier today that um policy
261 is first on the agenda is that correct yes yes so um this involves uh some proposed changes to the student discipline um policy and the uh the bottom line is that the uh the changes
uh have been made to be consistent um my reading with the Virginia Co code um which takes a a broader definition Beyond just parent and guardian and also clarifies that um for uh hearings that
involve The Taking of evidence or testimony uh certainly parents can attend but um for those hearings that are on Appeal on the written record that um such attendance by parents or Guardians uh is uh not provided so uh
with that uh happy to take any questions from members of the committee right so I guess the redlining that we received which was not an entire policy which was parts of the policy um had to do with um guys I'm
discombobulated so can someone else take that the edits from we thought I thought it was from the auditor general but maybe it was from you Mr Foster related to terminology related to a guardian or app parent yes Miss Lady this is uh miss
setlo the clerk to the school board so the edits that were provided or edits that the governance committee reviewed back in November of 2023 related to changes that the then governance committee had asked for which
is um to change how we Define parent guardian and to add in the other person having control but also to make edits to um subsection F which is the attendance at hearings during The Taking of live
testimony or presentation of evidence which is the language that Mr Foster added in because there have been confusion from parents who have asked if they can attend when the school board is trying to make decisions about their students uh dis discipline appeal so
there are those so as point of clarification is that F currently would that be page three of the policy that would actually be page six of the
policy so it is page five on page six so it is under section three procedures and then um letter capital letter F which right now is titled attendance at
hearings or appeal proceedings so this is what's confusing about this version that we received is I don't know where you're inserting this language attendance hearings during The Taking of so it's comes prior to win a discussion yes so the language that
was I can share the language right now that we would provide it back in nov I'm yeah I'm looking at that yes so that would be to uh that subsection F on pages five and
six of the current policy then there's an addition the end this section shall not apply to appeals of displ decisions considered by the school board on the written record right to make it clear that this uh the subsection would only apply to the parts
earlier in the policy where there's generally a a hearing before three uh members of the school board in person that's more like an actual hearing I'm I'm not clear where this is perhaps the clerk can put up the current policy and point to exactly where it's
supposed to be so if you look at the current policy it would be in this it's rewriting parts of that subsection so question Miss as to why this was not embedded in the regular policy as has been
practiced can't answer that this is how it was sent to me oh I'm asking you if I can ask that question it's not to it's to staff it's to Mr Foster or um I don't know who to ask but I know it's to staff go for
it um why was this not embedded because I was able to figure it out but as you can see it's caused some confusion and typically whenever we have um additions deletions anything any changes it's just
been redlined and this one was done separately is there a reason for this that maybe we are unaware of I I don't know uh Dr um why the changes came to you in the format that they did um and um I don't
know quite honestly uh whether they came from my office uh or came from another office in FCPS um regardless I you know I do apologize uh for that regardless of which office they came from and if it
would help I've got 2611 as it's currently worded on my screen and and if it would help I'm happy to try and walk the board through um through the uh the different changes U I won't speak for others um but I will let uh miss lady kind of work
that out Miss Lady should I continue with the rest of my questions or should I pause here for you to entertain Mr Foster's suggestion well um I will say this the entire
document simply adds it deletes or rather basically is terminology the entire document is terminology of and or other person having control or charge of a child I don't need to we walk through that in every single place it exists in a CF all
those the only thing that substantive is the section F that we're talking about um so if anyone else would like him to walk you through every T every place where we're going to change terminology to add and or other
person having control or charge of a child then let me know otherwise I think we're talking about F but for conversation with the clerks there's more to what needs to be done than just F Rob are you able to see is Robin are
you able to see the screen when people have their hands raised uh well only if they're in my I can't all the time I see your hand raised now I I I still had some other questions
should I come back how do you want this to be handled miss lady do you want someone else to call names if you can't see the screen I'm just trying to I can see the screen so Ricky if you have I mean I feel like we're starting at the very last page of the policy when there's a lot to the policy yes riy why
don't you finish your questions or we can go through the policy from beginning to end I I you want to chunk it that's fine otherwise I have questions with the other components of the policy just let me know how you'd like to proceed you
have questions related to Mr Foster's or whoever's edits on this one document I have questions about the entire the the other parts of the policy not just what has been provided as the red line okay pause for a second miss
maritt this is really not acceptable Dr Reed this is a really important policy all of ours are important but it's not acceptable for us to have this I don't know if I should be addressing this to the clerk or not I literally cannot
figure out where this language goes because I believe the clerk said it goes in section F attendance at hearings or appeal proceedings and yet there is a full page of content on what's been Redline before that section it is not
okay for us to do business like this our practice is to have redlined documents that we approve to go to the board we do not approve sections peac meal to go to the board so I unfortunately think that
I I don't know how comfortable I am or I'm not very comfortable moving forward with an incomplete document I also am confused about the possible involvement of our auditor general that has been mentioned I don't know if that was just a mistake but if it is then she should
be here I don't believe she is this whole thing is just a very poor way to start off this meeting and reviewing of this document that we've been trying to work on for a year so miss lady my recommendation would be is to at least put this aside for now and do something
more productive in this meeting such as ticking off two of the no Chang um but I I'm confused without it in context I don't understand exactly what's being proposed and I'm not comfortable making any action on it I
um have yet to have a board meeting where a committee meeting where I feel like we have complete information so um as hard as we work offline it is frustrating so given how how heavy a lift this policy is except for the fact
we have staff on here about this policy um you know I'm not sure I want to abandon ship we can jump to the other item items and just approve a couple things quickly if we want to but I'd like to get to this and have some kind of conversation even if it's just our dialogue with staff around things that
we think about the policy but I'm going to pause there and give the rest of the committee members an opportunity so miss seore Heiser thank you um I just I had one quick question I agree that the double is kind of confusing but in section F on
the actual policy draft there's a paragraph underneath where this Redline paragraph is it says Any teacher shall be permitted to be present during a closed meeting is that section still in the policy I know it's not in the red line but I'm guessing it's not in the red line because it wasn't changed I'm
just trying to figure the two different documents that would be my assumption Mr Foster that mine too but I want to confirm that yes that is my understanding is that the the paragraph that is on current policy 2611 Page 6
that starts Any teacher shall be permitted that paragraph will remain okay thank you I wanted to I just wanted to confirm that and then I do think if we're going to discuss this policy um I know I think there are some definitions
that may need to be either referenced to the srnr if they're defined in the srnr OR defined more clearly with it throughout the entire policy um I think that's an important piece so Mr when you're offering to walk the board through were you offering to walk the
board through the red lines or you offering to walk the board through the entire policy CU I think it might be helpful actually to walk through the entire policy just to kind of explain the the history and the reason behind some of these procedures then we can have a more fome conversation about
whether we want to continue those procedures or tweak the policy or different or do something different so I was just trying to get a better understand what you were offering to walk the board through yeah I was offering to uh walk the board um basically a crosswalk between current policy 2611 that is on the share screen
right now and um the uh proposed changes which are in the separate Redline document that I understand has been posted docs for this governance committee meeting yeah I think I apologize didn't mean to cut you off
there Mr Foster I agree with this lady I don't think the crosswalk is all that helpful because most the changes other than section f are fairly minimal um but I do think that the overall policy I'm sort of curious why there aren't either some more definitions or
at least references to the definitions um and I I think we should make it clear the hearing part right because I think the way this red line in section f is with that last when it says
attendance at hearings during The Taking of live testimony it's and then the last sentence does not apply display decisions considered by the school board on the written record maybe I'm missing it but I don't really see a section previous to that talking about the written
record it it there's the whole section talks about the three member committee it talks about expulsions a hearing committee on expulsions but it doesn't really talk about written record hearings unless I'm and again if I'm missing it please let me know but
I'm I'm kind of that's why I was wondering if you could walk through the whole thing there's written appeals to the full school board from hearing committee decisions but that's different than just decisions I'm seeing expulsions so I'm going to pause you
right there um I I do agree with Miss seis Mor Heiser I do think and and Miss seore Heiser I don't know if you know I did work with Wendy and the clerks and made a lot of edits to this and I actually it was late coming to you I like sented to everybody at like 2 p.m.
um but I do have a lot of questions about this policy um as well but I'm gonna pause there miss Dixit well can I sorry I thought you were three minutes um I can give some of my time to
miss seis moiser do we have a timer somewhere I'm sorry to jump in but I'd like to be able to track that too yeah there's a timer going if you look in the upper right corner um near where it says view there should be a little box right now it's red it says 21 and uh it is
timing the other option is to pin me um and you should be able to see the timer in the top left corner of my screen my apologies Miss seiser yes you do have 21 seconds left go ahead and I would like to go back to my turn too miss lady I didn't get a chance to go
through my questions understand we're trying to figure out how we're going to attack so before you start asking questions about the policy I wanted to hear from everybody so you will get to go backis it say Mar Heiser you're muted sorry I I was lost my train of thought a little bit with all the
different conversations back and forth but I believe what I was trying to get at is that um I think it needs to be made much more clear what written appeals what appeals on the record can go to the school the full
school board when you read this it talks about expulsions it talks about appeals from the three member committee and it so I think that part I would send this back to get that clear thank you I mean um fix it hi um so yeah I'm just trying to understand the format in
my the previous meeting and I'm New U committee me you know member for this one is we have uh a lot of discussion around the policy and then we start doing edits and we talk about changes um I don't know why we started off like
discussing all the red line um and and it just like confusing right of the bat right like it's a shouldn't we start with the purpose and then go keep going down and then then whenever there the red Linings are applicable we bring them in the
conversation um question ter if if I may try to answer that in terms of how we did the grading policy yes that we but that's how we well we actually started talking about the whole policy and then we went back and did it sort of like part by part so um there's potential to do that yeah um I think that what Miss
Marin was communicating was that the fact that we would expected to see the this policy with red lines on it and not things pulled out of this policy and condensed into 1.3 you know one one of the third pages when it's a six page policy so I think that was the the
conversation at the beginning um so you know here's here's what I would like to do um I I would like to have the entire policy explained to me because I will say that when I was reading it I'm like
are are we talking about our Clos session when we hear an appeal are we talking about the actual hearing that that the family initially goes to like there were places where I lack Clarity and I agree and again like I said I sent sort of a edited version of the policy
with lots of questions on it to everybody at 2 o'clock uh I but I think that we would share a lot of the same questions so um it may be that we can go through this ask questions for clarification and then possibly have staff take it back to redline it based
on our comments as opposed to us you know doing it all right here um but I'm going to pause and um well first of all is that would that be amenable to people if we if we through the policy Mr Foster explained it we could ask questions um I
want him to go through the entire policy then we go back and start over and ask questions just because I think some of them might be answered further in the document possibly um and then we can ask questions about it um would that work for other members of the board so take your hands down and then let me see
hands if if you have a yes is that would work are you talking about doing that right now miss lady or we're gonna I'm going to put a time limit on it um because we've got to get through it so I see yes for Miss Anderson a yes
from Mr seis Mor Heiser um and certainly I'm a yes um I don't want to not get back to your questions Miss Anderson um are you okay to wait until Mr Foster goes to the policy would you like to ask those now can wait until we go through what
he's provided okay so Mr Foster if you can go through the policy I do think that there's consistency among the board that we are going to probably need to add a definition section to this this document but if you can go through and explain if
it's a hearing who's at the hearing who you know when is when are Schoolboard members present and whatnot as you go through the document and hopefully you can do that in about 10 minutes maybe okay um glad to do so um so we'll start on
page uh one um and this lays out as you can see at Roman numeral 3 uh the procedures um and I'll get into in a minute uh there are different procedures
depending on the type of hearing that's being held um some of those uh hearings are evidentiary hearings uh where there's testimony and evidence and others are not so um we have here a
under ran numeral 3 at the bottom of uh page one and that talks about hearings on expulsion recommendations of the division superintendent or her uh design um and it provides the clerk's contact
information now um this is key language here on page two there was a question earlier about um ref reference to the written record so the First full paragraph on page starts out appeals appeals of a
school assignment decision by the division superintendent design resulting from a school's exposion recommendation or from a school's recommendation for reassignment to an alternative education program shall be considered by the school board on the written record and
so you all are familiar as board members with those Clos session um hearings appeal hearings we've had those have been on the written record there is not been live testimony for the uh
introduction of evidence and that is based on this paragraph here that I just referred you to now uh different from that process is which starts to be laid out in number one on page two which
involves Schoolboard hearing committee this provides that hearings on student expulsion recommendations are conducted by a hearing Committee of three school board members the procedures for a hearing by a three- member committee are outlined
in number two and go on to page three there as you can see they're very detailed and these three member committees that hear expulsions this is basically like a a a trial there is as
you can see here um it's conducted as an administrative hearing in 2A that's noted at the bottom of page two there's an official record of the hearing made by a court reporter um in 2B it provides that the
division superintendant or her designity may appear at the hearing and be heard and present the testimony of witnesses or other re evidence relevant to the recommendation similarly in 2C it provides that the student and his parent or Guardian
or other representative which may be a lawyer may appear at the hearing and present testimony of witnesses and other evidence so then we go on to page three as I've noted this is essentially a trial um the right of cross-examination
of witnesses is provided um in these uh three member committee hearings and it so on it it goes down through um it's conducted in closed meeting um and then the hearing committee determines whether
Witnesses are allowed to remain in the room or if they're excused from While others are giving testimony a provides again uh similar to a trial there's a essentially an opening
statement made by each party or his councel um Witnesses and other evidence are first presented on behalf of the division superintendent and then a presentation is made made on behalf of the um and then again like a trial uh
each side gets to Mo uh make a closing statement and then the committee excuses everyone from the room and deliberates um and the student and his parents are notified in writing of the
um of the uh hearing committee decision um it's required the decision be by majority vote that is in uh M at the bottom of page three and if the decision of the hearing committee is not unanimous uh the
student and his parents are informed that the decision may be in writing to the full School Board using the procedures that are set out in Section 3 A3 and so um we go back
to that language um and that is uh Ro on page four here um and it provides unanimous decisions of the three the member committee may not be appealed to the full full School
Board um but if there is a split on the committee um and the student can appeal um and it provides here uh the uh appeal is directed to the clerk within
four work days after the parent or Guardian receives notification of the committee's decision the appeal from the parent or Guardian needs to explain why the decision of the hearing committee should be reversed and then uh the division's uh
superintendent design um presents uh their position in writing to the school board within four work days after receiving the appeal that is um the uh the hearings office um that that provides that um then the
school board is required again in this same paragraph to consider the written appeal from the three member committee uh within 30 days of receipt and inform the parties of uh its decision then we go on the next section
of the policy is appeals of long-term suspensions um and long-term suspensions are those of um more than 10 days you'll see here that the school board does not consider appeals of suspensions of 10 school days or
less um and an appeal resulting from a decision of the division superintendent that is more than 10 school days is considered by the school board um and again um those appeals uh
as provided here in B should be decided within 30 days of receipt of the um of the appeal um and then we have the next paragraph C at the bottom of page four appeals of EX
expulsions from the school system um this is pretty much self-explanatory but provides that an appeal uh a decision by the superintendent or her design to exclude a student as
authorized by law is uh according to the uh procedure that is in D which is the next paragraph So that brings us to D um it provides that appeals to the school board to uh pursuant to sections 3A 3B
and 3z 3 C excuse me [Music] um are to be in writing and shall be directed to the clerk of the school board within four work days of notification of the decision and um the
board I know has seen these appeals um during it it's tenure they State the reasons why the the decision of the division superintendent should be reversed or otherwise modified um the school board should record the date of receipt of the appeal
and provide copies to uh members of the school board and then the division superintendent's uh design the hearing office presents the administration's position within four work days after receiving the uh parent or guardian's uh
appeal um and then if provides the school board should consider the written appeal at the next regular business meeting or at such other time as is practical practicable excuse me um and inform the parties of its uh
decision uh paragraph e is petitions for readmission um and that regards uh students who are expelled and not permitted to return to school um and there uh is an opportunity for them to
petition for readmission um and you'll note here that it's no earlier than 10 months but not later than 10 months after the date of the expulsion um and the hearings office May at the discretion of the hearing officer hold a hearing and issue a decision prior to
the expiration of the uh one-year expulsion period finally paragraph F which we've talked about um is uh the provision that talks uh about if there is going to be uh evidence taken or testimony taken
that the parent uh and the student have an opportunity to uh be present um and uh similarly Any teacher is also permitted to be present uh if it involves the teacher and a student or students so um I know
we've covered a lot in just a few minutes here but happy to take any questions right I appreciate that that that was helpful um and it now I have more questions than I had before um but I'm going to start in the order I see folks on my screen so I'll start with
Ricky Miss Anderson Dr Anderson sorry no problem um just a couple of things I'm going to get all my things out one I just definitely want to confirm that not having this embedded is a problem and whoever is responsible for that I don't know where this came from if we could
just not have this happen in the future Dr re um secondly um lwh hanging fruit here just the organization soor somebody speaking okay um secondly the organization of the document I I think
needs a little bit of work everything is kind of dumped into the procedures when there are several different um activities happening under the procedures so I would like to see that be broken out from the expulsion hearings to the appeals I I think
there's some space there for that to be um defined a little bit better um also I think there should be a section for communications this is where parents who are looking at this policy have a little bit of clarity in terms of what is it
that they are able to do we have the procedures but kind of the timeline who to reach out to because it's all Schoolboard office based I don't think that's clear if I'm a parent who is picking up this document doent um getting into some of the substance if
you could speak to this uh Mr Foster um the decision to have the appeals on the written record is would there be a reason why it could not follow the same procedure as the three member hearing
um I think the short answer is I don't think there is any legal prohibition on the appeals following the uh procedure for the three board member committee um my understanding is that um that has not
been done um simply because of all the other uh important items that the board has on its plate uh you know as a general matter and particularly at Thursday regular business meetings um
and uh because those uh appeals if they um were essentially like a a mini trial with evidence and testimony um the the time requirement would be significantly greater than um than what it would what it is I think on the on
the written record thank you but it's still a possibility yes okay um the other question that I have is regarding the appeal piece about long-term suspensions
is this cumulative or just a suspension that is greater than 10 days would this also be applicable if a student had been suspended over a number of different events but for greater than 10 days don't think it's cumulative I note
that uh Lisa Forest who heads up our hearings office is also on this meeting I I would ask her to confirm that for us yeah it's for suspension days that are consecutive not cumulative thank you um the other piece that I had I think it
was the same thing with the written appeal um I think I'm going to pause here thank you you um siser and actually before you go I want to make sure someone's capturing these notes because if we send this back to staff to work on they need to have the
conversation they they need to know Dr Anderson asked these questions and then they need to know Miss seis Mor Heiser ask these questions because otherwise we're not going to get a Redline document that's going to be something that's that we can work on in a more concise um time efficient matter uh both myself and Miss Brown are
both capturing notes and we'll put them together to make sure that we have what's being requested thank you m seiser thank you um could you just restart the time just so I could see what it is and be helpful to me thank you um I don't see it yet but I
I'll just start my turn I had some of the same questions that Dr Anderson did so that was helpful um in the same question about cumulative versus each incident I do think that the section A 3A is confusing um and that's why I was trying
to get at the written record piece of it because when you look at 3A it says to be reviewable by the school board appeal must challenge the disciplinary sanction I exclusion long-term suspension or Rec Commendation expulsion or the decision to assign the student to another school
and then list the areas that aren't reviewable right and then section A talks about just expulsion in school assignments so if you were reading this you would think the process under Section A only applies to expulsions or
School assignments but section A applies to expulsion School assignments and long-term suspension so right there that I think is confusing because the long term suspension seem to have been dropped from the language after that first paragraph So I think this should
be Rewritten to be clear so that's the first thing right like why is section A only talking about expulsion and school assignments and not long-term suspension unless there's a separate process for full like a hearing on the record for long-term suspension but so that's the first piece on on bottom page one then
when you get to the second on top of page two you have in instances where the school the parent does not not request a hearing the school board may consider the expulsion recommendation so the question I have is seeing as how longterm suspension has disappeared does
that actually only apply to expulsions or does this is was this meant to apply to expulsions long-term suspensions and school reassignments that's the top of page two you're on the wrong page top page two very top thank you that first paragraph says in instances so um and then if it's May
what's the process by which a school board knows this has happened and may consider it is it who's requireed to bring it to the board to decide whether we want to consider it or not and how does that process happen then the next paragraph down from there says appeals the school assign decisions from
expulsion or reassignment shall be considered by the school board on the written record but the first one expulsion may be solely on the basis of information provided by the disv vision superintendent that first paragraph is that also on the written record or is that separate information not on the written record and I asked that question
because if at the very bottom an F if ask you're adding that one section about this is on the redline version about written records we need to be clear exactly which pieces on the top of page two are considered the written record so this whole thing I think needs
to be Rewritten to be really clear because right now I don't that just above section 3A it talks about long-term suspension but everything I read here even appeals does not mention long-term suspensions it just mentions
expulsions or school reassignments so the question I have is does all of these hearing processes apply to long-term suspensions and if they don't what does so if anyone can answer those questions that'd be great so for from our standpoint in the
clerk's office generally we only apply 3A and the long procedure for a three- member committee to expulsions when a parent has asked for a hearing when it comes to um long-term suspensions and alternative uh reassignments to
Alternative educational program usually those are on the written record as we've been doing um and as they've come to the school board and how Schoolboard members have help dealt with them I just don't think our policies are clear in here or that we're following what we have here
and I know my time up go back on this but if if Mr yeah Miss Foster questions I think Miss Forest yes so there are times when a long-term suspension is attached to an expulsion recommendation at the time the
student was referred to the hearing's office they they are suspended and we extend the suspension Beyond 10 days so there are times when there's just a long-term suspension where they've been referred and the hearing officer decides to long-term suspend more than 10 days
those are done on the written record however if it's attached to a hearing officer's recommendation to the the board for an expulsion that they were will be entitled to a hearing because it's connected to an expulsion
recommendation if that makes sense it doesn't really answer my question but I know my time's up so I'll take it to go back um I just like to propose that we create a next step and move on we've spent nearly an hour on this and we have other things to discuss and from what I
understand everyone is saying we need to see the full thing so um I would just ask Miss lady that we wrap it up and move on um I'm gonna go through it and give everyone a chance to share some thoughts so we have some good notes to go forward
so um Miss Dixon I uh first of all um agree with Miss Marin that uh we we do need to um do this little Deep dive in to this uh as a a committee this is very important
lot of Futures are you know dependent on this policy in our schools and and and uh and the community looks up on the school board for making the decision for their their for their child at the time and um doing this thing um in this
manner um I I'm not really feeling very comfortable because the the purpose itself is so just like a line of it we could you know write more more elaborative information a little bit more details for somebody who's not aware of how discipline is handled by
School Board um should be able to understand that and then it just jumps to like procedures and the procedures like paragraph after paragraph which is good to have all the detail but it has to be structured a little bit better um I feel and I also read somewhere that um
the three member committee right um I I guess somebody asked a question I wanted to clarify get some clarification on that so I think the question is if you convene a three- member committee because of an expulsion um who who Who's on that
committee like is there a magisterial representative is it automatically the chair like who who is usually on that committee okay and also the the hearing committee uh is not very clearly defined who are on top on the members of the hearing committee and why is it for a
number of three people because in three people if two people say no uh you know you know it's it's a no like it's it's a very small subset is it a reason that we are only have three people on the
hearing committee and that's also my question there was two questions that uh if staff want to try to address those quickly yeah so I I'll start uh miss lady and perhaps Miss Forest can
add um so I understood the first question to be um who are the members of the of the three member committee and it's been a long time since we've had one of these uh committee hearings um my
recollection is I believe they're they're assigned at random but um perhaps Miss Forest could and I see Miss setlo uh nodding um could confirm that I can't see Hands folks just speak up please yes from the clerk's office in
terms of the three person it's generally done at random there when I first came in there were uh every Tuesday I believe there was three people that were assigned to potentially have to do three person hearings but we never get them
and board members were having holds placed on their calendars and then there was confusion as to whether they needed to meet so we took the holds off because we don't ever usually do this so but my understanding for my predecessor uh was that these are done at
random so my following question is that why do we do this differently for the entire why doesn't the entire board and see hear them as we do all other disciplined cases why there is a subset created which it because it can cause to
like you know a small subset of people deciding on something right based on what I heard Mr Foster say it's because some of these hearings take multiple days and it be hard for 12 board members to be available for a multiple day hearing it's like a trial
that correct Mr Foster that you've summarized it well uh miss lady that's exactly right um you know given the you know this is recommended exposion of a student um the uh those hearings can go on like like
any trial um over multiple days and um that is a challenge given everything on board members plates to have all 12 board members available thank you Miss Anderson do you have a comment Dr Anderson have a comment red on mtic question or you have
your hand back up it's kind of U yes it's based on a question that she asked but I can let her finish her turn um I actually finished my turn I just wanted to have the three committee three members committee everywhere
should be changed to five in my opinion that's all I'm saying I have not had a turn so if people don't mind I'm going to take a turn um so I just want to be clear we did a definition section I'm not even sure every board member on here and I
mean no disrespect because it just I just had my own Epiphany as I was listening to Mr Foster expulsion is when we're putting a kid up from expulsion from our entire school system okay that's exclusion is when we have a new student who's trying to register who has
some sort of crime or something that we can exclude them from enrollment is that correct Mr Foster yes that's my understanding okay and then what we see often is reassignment when we have it enclosed so my advice is this whole thing has to be reorganized and I would
start with what is maybe least punitive which might be a you know consecutive 10day suspension then you're going to perhaps a reassignment and then perhaps you're leading to an expulsion and then you have an a section on exclusion I agree it's very confusing with how it's
laid out for for we need a definition section because you need to Define exclusion in expulsion and long-term suspension those need to be defined as does a couple other things in here there's also places where it says say three days three work days and some places where it says four work days I
think it should be consistently four work days throughout um I don't I don't know whether we need to define a work day is that a day that there's actually school um or is that a you know we've got to define a work day and then it it comes to mail are we talking email are we talking certified mail like a letter
sent home and there are a couple places in here in my opinion where once something is decided it's almost like sometimes it says up to 30 days but sometimes it doesn't so I I think there just need some time timeline Clarity throughout the document um I don't need
to belabor the point I have other questions that I had but I think that if we do some realization and put some definitions in here and the flow makes more sense um I think we'll be in a better space so um I don't need to go back um because I do agree with Miss Marin and Miss dick that we need to move
on but Dr Anderson I I see your hand and I I'm going to go back to you now yeah just very quickly um I think we also need to Define the makeup of the committee and how that comes to be and I could not stress enough the communications piece um but
the Committees uh for the expulsion hearings how that's determined should be articulated and I'll pause here since we'll see this again uh yeah so just to reiterate definition section and perhaps a
communication section um Miss seore heis thank you and I agree I don't want try to be laor the point either if it's coming back but I don't think my point earlier that I made was as understood as I would like so I want to make sure as it's taken back that's understood but when you read section
3A and you it the hearing process does not ever refer to there about what the process is for long-term suspensions um and when you hear the Committees it committee specifically on 3a1 the page two says hearing on student
expulsion recommendations right I think it needs to be made clear what's the process for long-term suspensions what's the process for expulsions what's the process for school reassignments and if they're the same all three of those should be mentioned because when you read it it
looks like you can appeal all three of those things but section A on page one just talks about expulsions and school assignments if I read that I would um think that that does not apply to suspensions because it's not mentioned there right so I think we need like it's
and that's what I was the point I was trying to make like the the words matter where you put it and if you're only saying section A is hearing on expulsions and school assignments then it and what I understood from Miss forest was she said well when a
suspension leads to an expulsion this applies so then what's the process for just suspensions that don't lead to expulsions because that's not listed here right so if it's saying under section three that the school board can
hear an appeal around long-term suspensions and it says right there to be reviewable by the school board appeal must challenge I the disciplinary saction IE exul ex exclusion long-term suspension or recommendation for
expulsion but then when we're reading the rest of these it only talks about expulsion or School reassignment and the way I understood what Miss Forest said that when exclusions come from long-term suspensions it's covered so what covers long-term suspensions that seems to be
missing and I I don't want you to answer it now but I want you to when whoever is reviewing this whether it's Miss Forest Mr Foster or whoever else on staff is reviewing this please look through for that consistency that's what I'm trying to get at thank you um I don't see other hands
the only other thing I would add is I don't know the clerk should be capitalized in places where it should say Schoolboard office not just school board but just to get those things in the notes okay um so can I um perhaps move that the governance
committee send this back to staff to be redlined like we're accustomed to um and brought back to us um know I don't know how much time staff needs um I think there's an urgency to get this done um can we put a timeline on it of no more
than 30 days is that work um Miss Dixit do you have a question are you agreeing agreeing okay I guess in theory um I I'll make that motion I have a second and miss diit so all in favor of
taking this back to the board looks unanimous for folks in the room okay all right thank you taking it back to staff not the board right I'm sorry yes thanks for the clarity taking it back to staff and then having it return to us like it like we're like
redlines way they most documents are Redlin so we can see every change um and no more than 30 days hopefully even sooner so miss lyy I'm just calling out since we're on video that was Dr Anderson Miss esor Heiser Miss Dixit Miss Maran and yourself are all in
agreement yes that Mo thank you I'll I'll do that better next time that's okay can you confirm that the change will be reflective of the discussions that were had here I would not want us to start this all over again uh yeah I think that's the
expectation we we there were copious notes taken they will be shared following this meeting after they're maybe cleaned up a bit with uh Mr Foster uh and miss and miss forest and and perhaps Dr King and then they will work with
that I think we had a very healthy discussion I think each person made some great comments so thank you all right I think next up is um Aly 51 is that correct yes policy 5001 the Food Service
correct so um I'm just going to be bold and say do I have a motion to recommend policy 51 School Services programs as revised be sent to the full board for [Music] adoption this Mar I'll second
that okay can I I don't know that I can first it so I'll have you first it and I'll have Miss seore Heiser second it all in favor well you got to speak to the motion oh I got to speak to the motion would you like to speak to your motion well also I mean this should be grouped as a no change memo this should
be listed in our agenda the clerk should be pulling together there's this and another one well I don't know if it was no change but there's definitely this one this way we just move through the the things together but anyway that's that's that yeah these were just the
names of departments and uh and like all right so it's not no change you're right so it's not no change okay uh I think Miss seiser would you like to speak to your second no I'm good thank you okay anyone else like to speak to
that I have a quick question okay um being that the only change here is to who this is um going to be responsible um for this it just made me wonder because most of our policies the responsible party is the superintendent
I wonder if we have you know when we when there's a new superintendent and they decide that food needs to move under Finance they'll be right back redoing the policy I was just wondering if there's an evergreen way of writing this so that it could withstand
um changes in the you know the operational changes when you just reorganize um who's going to be responsible for what that's the only thing I was hoping for I don't have any other questions I I think delineating that the superintendent would be responsible would take care of that I
would actually agree so I don't think we should um create a policy that reflects the clo being responsible so I would I would like to take this back to staff and change it back so it stays consistent to superintendent or can we just amend
what's in front of us and have it indicate um would it still be part of the operations Department that edit still be correct but then we would change the superintendent shall be responsible all functions of food and
nutrition services just change where it says coo to the superintendent both times I I feel like and I apologize but I did not take a look at this before it got before this evening so I I'll take full responsibility but I need to go
back to staff and make this correct before I bring it back I don't want to edit it right now um maybe there's an opportunity uh miss lady and Dr Reed since it's going to be fairly minor for this to then be floated to the um governance committee
maybe in a few days so that we can just push it along rather than waiting for next month's meeting so I going to take that as a motion on the floor that after staff reviews this it goes great directly to the board for approval have a
second miss lady hold on we had one motion on the floor to Move It Forward by Miss Mar I can withdraw that motion and okay so that's what I need is for that motion to be withdrawn to raise my hand about to withdraw that one so I mean it's also we're meeting next week I
believe so I don't know if it could just come back here next week to look at but I'm I'm fine either way I'm fine you will so I just want to meet with staff and get it corrected right well why don't we just bring it back to governance next week because that's going to be before the
next board meeting Mar I have a point of order if we are going to change how we direct the superintendent we need to be consistent we just took a votee on something and then in this case we're just saying oh we'll just send it back and get it back or we're saying we'll
vote ahead and just assume that we'll accept what she's doing that's very inconsistent and also this gets to the questions we raised when we're doing the grading policy about having a consistent format for our policies so rather than Rush this
through either we table it unless it's Absolut absolutely vital right now again I don't know why this is so urgent um when we have lots of policies that are not current I mean when was this from 2019 I don't know if the superintendent
is just trying to keep on top of this but this is just one more thing that needs to go into the hopper about how are we going to be consistent with our actions in this committee and the format of our policies so I do not support whatever I don't even know is
there a motion on the table now I don't even know one got withdrawn and the next one I think Dr Anderson said but I mean we're being very sloppy really really dislike it I'll own that okay I'll own that um and you are
correct so I think that the withdrawn motion leaves the motion that I think is on the floor to go back to um staff and then they bring it back to us the next government's meeting I have a second for that okay Miss Mar so Miss Dix oh I was
in seconding it's sorry I'm trying to look at hand so um I saw yours first so okay do I have a second maybe somebody wave their hand second okay and miss lady were you the
one who made the original motion for it to go back she can't because she's the chair right they will make the motion so that it goes back to staff to review to organize in a way that is consistent
with what we have been discussing and will come to governance at the next meeting which is next week the Dr Anderson made the motion and I believe Miss Dixon seconded it all those in favor we have to discuss it oh
shoot sorry Dr Anderson would you like to speak to your motion I do not except to say that if we are going to to retitle we might want to make sure we have those sections discussed um so that we could
also hand that over to staff so we could become we could get in the practice of using those headings over and over and over again thank you would you like to speak to your second I feel like this A Min change and
it doesn't need to get pushed back in the queue or anything like that for just uh what we are trying to do here um so I think we can just do that next meeting and vote on it at that time um and um I I just want to say like just keep fixing
things as we go on this um policy should be packaged with other policies in the food and nutrition services that's my moving forward that's going to be our should be our goal and I think that's what we're going to discuss in the last
uh agenda right last item on the agenda yes muted I I really am asking my colleagues I'm trying to appeal to our prior
conversations we talked extensively about reviewing policies in the number that they're in I find that even 2611 that we just discussed we have not reviewed the srnr policy in a long time
and so when I was reviewing for the srnr conversation I looked at our policy the srnr policy doesn't even say we should share it with families this is why it's problematic to do these one-off things I don't know if the superintendent finds there is a rush
for us to particularly change this food and nutrition policy if it's related to a grant or some funding otherwise can we just wait until we set the format for our policies and how we're going to do things it's on the
next part of our agenda if that's wants to be the first directive but are we going to talk about it I mean I I just really feel like we're we're going in circles and um I'd rather just wait to do any more one-off policies until we
determine how we're going to review whole sets unless something is urgent so I don't support this motion anyone else want to the motion's on the floor so anyone else want to comment on the
motion all those in favor of the motion which I understand Miss Miss setlo can you read it I have it that the motion for policy 5 01 to go back to staff to be consistent and then to come back to
governance once it's amended all those in favor see Dr Anderson missar Heiser and myself all those opposed Miss are you opposed I couldn't see when yours came up I was a seconder on the this policy
okay so you're yes yeah okay and then nose that's four to one motion pass may I be recognized yes um RNA Ricky SEMA Robin I don't understand what we're
doing when we commit to a process and then we do these things one off at the very least it would be a courtesy to me as someone someone who you know is dogging our process who has a written document with ideas it would at least be
a courtesy to me to not push things through like this and it's literally one week it's it's really demoralizing for me to to try so hard to keep a process going and you all seem to agree and yet
we just didn't do that so let me know how I can further help because I feel like I've put a lot of energy into to trying to make this process smoooth and it doesn't seem to be a reciprocal thing in
action miss lady may I speak yes the motion that I put forward was fairly lengthy it was to get this back to staff and to also Encompass the things that we've been talking about which structuring it in in a format which is
perhaps bringing it up with other things I did not say that explicitly but I did not see these as separate activities I just did not think we should just go ahead and act upon it today so miss Marin it wasn't counter the plan because I think we were all very excited about that conversation
last month was it last month um in January and I did not want for this to be outside of that and I mentioned that in my very long uh motion I also uh agree wholeheartedly that this is a path moving forward we consolidate
our policies um in fact I said when all the HR sick policies and everything should be combined and and so forth and you pulled up a lot of CP related policies and facility related but that will take a little bit of longer time um
as a committee to go through the process I thought this one is a very quick change of just reporting to one person it can still be one of them them we review as a part of our consolidation but this could be one quick chain and that's the only reason I I said it's
okay otherwise I'm I'm 100% want to go with the consolidation relooking at all our policy U um with you miss Marin so I'm going to take a turn here folks um I'm going to tell you you my entire career I never volunteered to
chair something or a committee I never served on before um and I was assigned to chair this committee and I never served on it so I I continue to learn and I continue to make mistakes so um I I ask for Grace I'm also going to say yeah it'd be great to have a great plan
it would have been great to walk into governments and had this organized but it never was done by anyone in the past so maybe the Legacy will be we'll get to that um what I need to know right now before we perseverate more on this process is the urgency of the other
things that are on the agenda for today because I can jump right to the to the end and let's let's talk about the plan and let's start over and do it in a in a more regim regimented way where it makes sense um but I don't know what is urgent
I think there's something urgent about procurement but I'm not sure and so I I guess I'm going to ask staff on here is there a policy that has an urgency that even though it's going to feel like a oneoff that we need to focus on right now so that staff can effectively do
their work and I need honesty because you know that's there are several policies I'm trying to I don't have them at the tip of my finger right now that I know are more important than other policies but I
don't know that they're on the agenda today to be honest with you um so I apologize that I'm not really at my best to answer that right now but um there will be policies that way although I do think we would be better served to
take these in segments um that are like Department uh to get these done but um I think one of them the restraint and seclusion was definitely a high priority and we're working on our way through that that was one I know that's been out
there but beyond that I don't have one for today so long answer to a short question this lady well the only other thing I'll say and then I'm going to go back to hands is that policy 8240 which is on the agenda for today but yet again very confusing because we didn't get a Redline version we got an edited version
and then we got the current version and you liter it's so hard to crosswalk it back and forth we can't really tell what was changed um so if that's not urgent then I'm I'm happy to based on hearing from my other uh committee members tabling all of this and just getting to
me a better way to organize how we're going to tackle the work um it's Marin okay so I have a question Dr Reed policy 5001 School Food Service program is it urgent that the name of the staff person responsible for that policy be
changed immediately is that urgent no ma'am okay so colleagues again I appreciate the responses but not urgent and we're just pushing things through second Dr Reed I you do a wonderful job
in everything but it's really not okay that you're not coming with the policies we need to do I mean we are wasting time here there's 19 people on this call you know whether it's the clerk or the superintendent's office you guys got to
come to us with the right stuff I I don't know but um you know not having the right things posted if there are other ones you said Dr Reed there are other policies that are more urgent why aren't they on the agenda I'm just hardpressed to understand why it's
not one of your top priorities to have our policies be aligned I mean these CIP ones alone I I don't know I'm just really frustrated with how this is going right now and miss lady I think you've done a really you know you've tried hard and done a good job but you know we are
part-time people and we are trying to do this and this is a uh regarding the CIP policies I mean we can talk about them but until we're ready to really have a conversation about what staff thinks I mean there's a start in in the report but you know even
2611 any thoughtfulness about our conversation should have been you know what we got to do the srnr policy which has I just send it to the board hasn't been reviewed um I'll also ask my colleagues I sent you I gave you a hard copy on Thursday of the process notes
and I believe I sent it electronically I guess I won't ask if you've read that but if you did again I'm hardpressed to understand why you would push through a non-urgent policy just to get something done I think it's we need to be more disciplined so that
that's it miss lady do you want to call on the next speaker sorry my my audio was off Dr Anderson thank you there's clearly a lot of frustration because we have we're not getting through things and I don't want
us to stay in this place we have a half hour left so I would ask that we spend the next half hour planning so that we can be more successful for the next Tran of policies that we review I would like for us to at least identify the content
sections so that when staff is reviewing they could organize it in that way so we're not Reinventing the wheel every time I would also like to speak about the expectations last time we talked about um processing our process it was
quite a surprise to me regarding how staff reviewed the policies and what they looked for if it's just a change in legis ation or any legal issues that they need to attend to I was under the impression it was a deeper dive um I
would like to speak about those expectations because at the end of the day you're the content expert you're the content matter experts and so we need a deeper look um at these policies which would also help to um lay out our
timetable because if we have a tranch of 10 policies that have to do with food and nutrition services that we expect staff to do a deep dive on then we have to manage the time that they will require to do that um I I just want us
to have a plan getting out of this meeting even though some of the conversation has been good but we need to start heading towards a little bit more efficiency thank youis so um I agree with Dr Anderson we have
talked earlier about having someone kind of project management manage this and also have more clear expectations as to what staff is reviewing policy for because staff are educational experts here and while you know policies belong under the purview of the board it would be helpful to me if staff reviewed them
and and maybe they already are I just don't know if it's clear what the expectations are review them from a legal perspective from a best practice perspective of how to update it from whenever the last time it was reviewed bring that to the board we can then give
um whatever feedback we may want to give we may pass it we may not and then it can either go back to staff or go onto the full board um that's kind of my um my thought process on that and I think someone needs to own that process um both from a staff side in terms of
you know maybe Dr E once a policy is is coming for review you decide which staff member should provide that subject matter expertise whether it's you or somebody else right and of course the legal review just as it's a policy and then it kind of comes back to us knowing that that's the level review your staff
have done to it you know and also maybe from a you know flow and logical P you know perspective to make sure you know you know from a technical sort of um definitions and all that sort of stuff right but I think we lay out who is who is in charge of that workflow who's in
charge and what is the expectations on what a review looks like before it comes back to us and who's doing that managing that and then so I think maybe you know there's I understand there's a lot of frustration right now about looking at policies without looking at that process
so maybe we should just look at our process right now and outline what that could be and then come back bring that to the board to this governance Comming next time to start with to say here's our process and then while we're waiting for that to be implemented for the following meeting let's at least try to
get some of these more time sensitive um policies off our plate and and so my suggestion would be that we spend the next half an hour maybe starting with Miss Marin's document about the process taking some notes on it that could then be come back for us to finalize next week and in the meantime Dr Reed maybe
you and your staff could look at what policies are those time sensitive that we may need to look at that would be my recommendation let's talk about the process now let's bring back a um updated process next week for us to adopt hopefully and then let's spend the
rest of time next time on time sensitive policies that we need to look at my two cents thank thank you I will agree and say Miss Marin the document that you commanded that you Shar which I have currently up on my screen um is an as an excellent starting
point or outline for how to how to approach this um but I also know that at the last meeting um we had asked Dr Reed to come back with a plan so I don't know if we want to start with your document um or if Dr Reed wants to share what she had in mind um
so you know I know Miss seore Heiser just said let we could just start by going through your document Miss Marin um um Madam clerk do you have the document referencing I'm fine with whichever just my suggestion was to start with the process whether it's Miss Marin's document or Dr Reed's I don't really care but to start with the
process right well I'm I'm I'm comfortable because it's already written down and it's been shared and we've all read it um with putting that on the screen and sort of going through it and kind of having a discussion around it and especially with staff in the room because it does kind of involve our asks
of Staff when it comes to policy review um that something you can post Madam clerk well I don't I don't send it to everyone I need to download it and send it and again these were just my ideas and some capturing of thoughts from you all and you know but we did ask the
superintendent to return with something so it makes sense to start there since that was a decision by all it is shared with the Madam clerk though in a Google drive it is and I have it I just didn't know Miss Maron if this was for public
consumption no no it was for consideration but I'm certainly happy for staff to have it but so it's an internal use only document it sounds like um do you want to let me can you send
that link again please so that it's top of emails want to go to Miss Dixon I I just wanted to ask uh did we uh I don't know when we asked Dr Reed to
like give us that uh document was it a month time or did we have like a specific timeline for that I think the I was going to try to get it as soon as possible Jane who's working on it I'm working on it with somebody had a longer than anticipated
uh onboarding to get all the Contracting done and so forth so um she's reviewed a number of documents but we'll need access to the actual she can only uh to date look at what's public facing and not what's internal so by the next meeting I should have something very
concrete but essentially what we're doing is we're creating um every content area a chart of the last time the policy was reviewed is it still within statute uh when is it's uh fiveyear up to create cycles
that we can move forward on these so um we actually never find ourselves in the situation again um and right right now um we deem that that should be able to be done within the next four weeks to have all of that organized and able to
move in the meantime we wanted to talk about the CIP all of those polic es that uh have you know byplay and so forth how do we want to approach that was more before I set staff off to begin integrating or redlining or collapsing
or um you know there are a lot of ideas on what to do with those not just 8240 um and I'm not sure why the redline version isn't with you because we've provided it so I will send it by email um and perhaps someone could post it because it is done and um so I'll send
the 8240 that's Redline because that's our been done and um also I think if we could spend some time you know are you comfortable with me asking Janice to have her team just redo that series of CIP policies some of which they wanted
to pull together and delete some and combine some but what I don't want to do is have staff head off to do that process and then come back and have the committee say that's really our purview to decide which policies we're GNA have you do that too like I I need to know if
that's work you want done before I send the team off to do it um but I'll forward 8240 for you right now Dr Reed if you get s that to me and I can get it posted I I post it when I was provided so if you send it I will post it right
away just one last thing with 8240 Dr readed every page is labeled as page two outside of the first one so I'm not the one that I'm reading so may I hope that's cleaned up on your Redline version I think it is cleaned up so I'll
send it to you in just a second Mar yeah well M uh you know to our clerk I I just asked that you know there's some review of what's being posted and not just an automatic posting of things because we're in a situation where we
have two formats that are not useful to us so you know we're relying on you to check to be sure we have what we need um regarding the CIP you know this has been 10 months in the waiting so I I am in no rush to send this off today I have
questions I'd like to discuss um you know I there's a whole chart here with all sorts of things so I I would like to discuss them staff has given their initial feedback so I want to know what my colleagues think about it it's also from April so it's dated I
mean doesn't even have like the boundary policy updated in it so I don't even know how you know there's going to be things in it that aren't current so I'd like to talk about the CIP policies I would love to talk about the CIP policies and because I would like to get
to a point where staff can go and organize it and and bring them back to us but I think that they need to know what we need so um would you like first go at that no actually I think I still need to
gather my thoughts Anderson just to be responsive to what Dr Reed asks um regarding you know what's the lane of staff to go forward and to to work on things without it
being um without a response being you know that's not your lane as we just talked about a little bit it is you all are the content experts and so I would be very comfortable with um staff going ahead and reviewing the CIP documents
redlining it in the way that we've just discussed would be helpful so that we can have a conversation just because that is the recommendation of Staff it doesn't mean that's what we have to do and we have done this in the grading policy you know Dr precidio and staff
came in with a lot of things and we moved things we took things out we massaged it we made it um reflective of what the board needed to have happen I see it as a good first step for the board to um to respond to without with
knowing that any and all of that can be up for for you know removal but that RAR happens it's just you know gets massaged and it gets moved around and it gets to be reflective of what we need to have so I would be comfortable with that
seeing no hands I'll um also Echo what Dr Anderson just shared um I also and I hope this is okay Miss mayor and I do love uh an idea that you vetted related to a sort of cover sheet to policies that gives an explanation uh for example
if it's a no change policy perhaps why it's no change um when something's Redline does it have anything to do with Virginia code or laws or other statutes um or is it just the evolution of maybe you know terminology or how we do things
you know as we've evolved in education but also in all the other areas of food nutrition services and and Facilities um just so instead of just getting a Redline version you know um as we read it if staff can read it and think um
what might they wonder why we did that if you could provide a cover sheet that might be layman's terms and try to explain that um so um and then anyways that that would be
my ask and then um I need to have Clarity on once that's done because there there was hopefully you're looking at the follow on motion and looking to make sure that that those expectations are met from 10 months ago
um then um you know how is it communicated to I think what ha would happen next would it come Dr would to go to you for review before it would come to us for review yes that's what traditional okay
so if you went to Dr Reed for review and then once you're comfortable with with that then I think it's then communicated to the clerks to share with with me as the chair is that is that right yes it goes it moves through the board Ducks process so it generally is
uploaded by the seaa to the chief or to um or the EAA to the assistant soup if that's the case it works its way including a review by division Council It ultimately makes it to Dr Reed once Dr Reed approves it then it comes to me does it come to you via does it come to
you via email or does it come to you through generally through board Ducks but sometimes we end up going outside the board Ducks process but generally through board ducks and then for governance and for policies so all directives generally go
through that once the policies for governance go through the board dos then I alert the governance chair that I've received a policy through the bardocks process so who who from Dr Reed's office puts it in bardocks who whichever seaa or
EAA is uh Staffing the chief that's requested like we often get requests from eaas or Seas for placeholders um we just got one today from a department and so we'll put the placeholder into board
docs and then they'll load the documents I think we're talking about two different things I just wantan to yeah yeah go ahead Dr re please okay um I think for policy approval and regulation approval that those come through board
dos I don't do any kind of approval for things go on the governance agenda so I'm not I don't have so I just want to be clear about that I don't have an approval for things that are going on this agenda um but I do approve policies
regulations and directives that are posted within board dos but those aren't always in fact I haven't necessarily noticed that they bear any connection to what gets put on the agenda for governance so if there are revisions to
policies um like like policy 5001 for instance it worked its way through boru Dr Reed reviews that what they're putting forth what her staff is putting forth she'll sign off on that and then it comes through the board dos cue that
way um and then once she signed off on it then it shows up in my queue and then I will let uh the government chair know that it's that it's gone through the LT review I'm so
confused and I think there's still gaps because 50001 Dr Reed hadn't seen it and it got to us in some way because when I made mention of the titling in terms of the reporting structure that it
identifies she made that comment that it needed she needed to look at it or it may have been something I looked at a long long time ago I don't know I didn't know it was up for today though and I should have it's that's on me so I will pay much closer attention
to when the agenda gets posted to do a double check that I know that I'm familiar with everything that's on it so that's on Me Maybe having that be part of the routing cover sheet that might be helpful just to make sure that whoever needed to see it had eyes on
it there are changes to the routing cover sheet that I would like to make because it's not necessarily the clearest yeah because I I'm swimming in mud right now I'm going to go to miss Marin okay the way I see it there's
there's two issues one is board docks and I don't really want to deal with that the other is we're not posting items far enough out from a meeting I see it in this this committee I see it in the public engagement committee it's the fault of a few people but we are
supposed to have our agendas posted in advance if we were doing it would it matter that it wasn't in board dos Robin if you want to mute please I think there's Fe back thank you if we were doing that then someone could send the superintendent at least a week
ahead say this is the agenda and what we're doing because it's clear that something's going wrong with bardocks and that's part of the process piece as well but there's just a whole bunch here that's getting haywire and I think if we could get back to what we used to do
which was having our agenda set and posted a week in advance which were sort of required by law to do that would help resolve a lot of this too youze maheer I was just going to suggest that
perhaps um you miss setlo Dr Reed and and Miss Marin you know maybe get together separately and kind of hammer out all of these in in talk all these I'm not sure maybe this is the best space for that um here and I think you know come back to us next time with that
if there's anything on these policies that are quick changes that we can discuss I would recommend discussing them now but I'm not or if we want to give ideas of process kind of similarly what I think Dr Anderson and I were talking about earlier in terms of having somebody shephered and I think that
would be useful but I'm not sure the nitty-gritty of boards and things maybe that maybe a separate my suggestion separate meeting to kind of hammer all that stuff out I agree that those sort of like things need to be hammered out outside the meeting I will I will try to work on
that Miss Mar well actually we did have that meeting we had that meeting with the superintendent the clerk the chair of the committee so I think that's why I just want to raise because we're not getting anywhere so if we want to make a decision about what to do with the CIP
policies that's fine but the the pattern so far has not been that we are getting back from the superintendent the level of analysis and recommendation that we need if we want to do that for CIP I know I had some questions for
staff around um you know there was one thing in the report that said they didn't recommend putting together too many policies because it would be volumous but then there's things all then the draft that we we sent has a lot of new red lines with a lot of new
sections so um and one definition and that's for at zero so you know I I don't know if there's a better way to transfer this information to the staff but I I just don't know I I've
tried everything I feel like I can um so I'm fine you know if a chair if you want to take a step and have it go back to staff um this is the first time this committee has had to talk about it so I I don't know I'm happy to provide very clear
direction to staff I just need the committee governance committee to be clear about what you're asking me to have staff do and then I'm happy to go direct so I think we're caught in the middle of a couple things there are some policies
that need to be revised and voted on in a timely fashion there's this overarching thinking around reorganization of how we write a policy
um and and it's I can then what I'm hearing often is a definition section for example right which is not traditionally in every single policy I don't know if it has to be but when there's terms that that you know maybe someone who's not as familiar with the
work would understand that it would make sense that it would it could be defined um so I hope I'm capturing that correctly like we we definitely needs I mean I trust staff to go through policies and Redline them I have no problem with that I trust staff and for
the most part um as long as I understand what I'm reading um you know I don't know that I you know you know I might have a question for clarification um but I I trust staff to do their work um but if they do their work under the current
format of policy and that doesn't meet with this committee I think that's part of what Dr Reed might be asking is because we've talked about laying them out a little differently is that is that am I am I being clear other committee members
Anderson you are being clear and I think this needs to be hammered this is really not the setting um I I could not stress that enough I agree with what missis moiser said and I get it fatigue that Miss Marin has
articulated I will help if if you would like Miss Ro miss lady but we need to not do this in this recorded session we just need to go back and Hammer out some list of expectations distributed to the commit to the committee so that we can
get into the business of the work we're still planning for the work and this is good stuff but it just needs to be done outside of the cameras um just to be be honest so it is now almost 5:00 so if we
could at least maybe come to some conclusions about our next steps like how will we proceed and I will put on the table for us to have an offline conversation to hammer out the the what what policies and this is again if you
had this conversation with Dr Reed what are the things that are most pressing bundling that together outlining the expectations using the resources that Miss Marin has said and see what we can put in place for the next time what I mentioned when
we met last time is let's start with lwh hanging fruit so we could kind of work through the process without it being a heavy workload and I know timing of that is a challenge so but I will still offer that so we could begin the process without slamming staff with a thousand
policies for them to redline which I think we are all asking for we're asking for their best thing and their best recommendation when they're review reviewing these boundaries not just cursory glances for or just the legal um review so we just
need to put this in writing to move this ahead and I I will help with that offline can I also just let staff know that are on the call to please we're not going to get to the policies drop off drive home roads are getting snarky and
I'll leave when I'm done with the meeting but staff head on home please yeah I'm I'm at I'm I guess I was completely misunderstood because I was simply trying to help Dr Reed understand what directive if we're giving her any around the CIP but I'm G to just stop
talking and I'll defer to the other four people on the committee so miss seore Heiser um I also wanted to offer my help I think if we can get together and hammer out a process and then for both there's similar to what Dr Anderson was saying but I wanted to add a little bit
to that a process for how we review policies which includes which policies are being reviewed like in terms of time sensitive bucketing whatever it may be what the process is for reviewing policies before they get to our committee and who's sort of shepherding
that process through and then bring that to start with with the next meeting because I do feel like we've spent a lot of meetings talking about getting started and I would like to and I know that I think you are doing your best to you know sort of do both bring a process
and also you know we don't want to just hold on all these policies while waiting to do that process so um I would have been fine reviewing some of these policies that have more minor changes to kind of get them through while I me I know it takes the board just directed Dr Reed to create this process so it takes
time but I don't think this is the best use of our time to continually discuss the need to have a process um and I think I'm happy to offer my help if it can be helpful to sort of bucket out one what is the how are we determining um
what set of policies are going to get reviewed at any one meeting um two what is the process by which policies are reviewed and updated before they get to the governance committee and three where are we going to start with for the next meeting so we can in some
ways finalize this process and review some policies and move things forward so I'm happy to help if you need it we have a meeting in a week uh I have no agenda um so I'm happy to defer that to somebody we can talk but I just need the public to understand that us talking
offline means that I can talk to one of you at a time so I just want them to understand when you say we're going to take this conversation offline it we can't take the conversation offline we can't be in a room and have a conversation about this Sunshine Law doesn't allow it and so as much as you
don't want to make the tofu or you know me false at the table here sometimes we have to do a certain amount of that I'm just trying to help Dr Reed know how to direct staff because staff I believe want us to pass some policies and to review them I had full intent for us to review some policies today but then I
heard we shouldn't be doing one offs we should look at them all together so I'm trying to react and respond to what you all as committee members are are sharing with me so this wasn't intended to be can I finish my time this wasn't intended to be at you I was just trying to offer some help here here this is I I
know as I said in my comments I know you're doing your best um so I just wanted to offer my help I understand that we can't all talk together offline but I think we could probably come up with a plan a process outlining in the
buckets that that I mentioned or some other buckets you know um and you know email that individually to people and so we can have a little more of that back and forth individually with people I I agree it's hard to discuss it until it's here but I think it'd be easier to
discuss something here together right even if it's just an outline as opposed to kind of talking through the need for this so I think you're doing your best this is not a negative on you at all I just think we we need to either start with that plan or start with reviewing policies but I don't think we can start
with the plan of reviewing policies and then keep going to this conversation I don't think it's a good use of anyone's time so I'm happy to do whatever it takes to move us forward re thank you I have Jane working on a plan she got started late because of our
process for hiring and she's now ready she's moved through every single policy and needs access to look at the internal policy documents I can come with a plan or I can stop her work stop her contract and
have someone else do the plan just I need to know which is it um and I can we were planning on bringing something for the next meeting that I think is hitting I hope will hit the mark that we're talking about but I'm also happy to stop
her and have someone else or someone's else uh work on it just I just need some clarity before 5 o'clock because I have to make a weather call at five o'clock and hope I can get home this per we shouldn't have a meeting until that plan comes back it sounds like that maybe the way to go but my two cents maybe instead
of having trying to have a governance meeting or we make an agreement as a committee that while we're waiting for this plan we're going to just go through policies one off but I I I really want to make that agreement as a committee that either we're going to go through policies one off or we're just not going to have a meeting until the work is finished because otherwise I think it's
just not a good use of people's time so I would make a motion on the table and if you all want to support it support if not not that um until we've we've got a Dr has a plan to have somebody come in and and do the what was she was directed to do by the board so
while and we need to give her the space and time to do that work so it's done well because we don't want to be back here in six months so while that work is being done I would make a motion that we just go through the policies that miss lady and her and her staff Aid and the clerk have pulled over here and just
talk through them and if they have to be sent back to staff that's fine or we don't meet that's my motion is I'd like to just do that next week unless until do is ready with the process and then we can pause everything and discuss it but I really don't think it's a good use of our time to continually discuss the need
for a process while we're in the process of creating it so I'd like to make that motion if anyone wants to Second it di yeah I'm gonna second so um all right so we we will
well would you like to speak to your motion M seiser I just don't think this is useful right either we decide to continue how we're doing it before which is reviewing the policies that you've worked very hard to put together even if it's not the most ideal process in a one-off while the process is being
developed which is what I'm recommending if not then let's just agree to not meet until the process is developed and then we can start with discussing that process but I don't think this is a good use of our time would you like to speak to your second um I agree with Miss isum Heiser
um this is definitely has um been an unproductive meeting we U and we discussed this last time also this time too I'm we're going somewhere we are not going in circles I think we're going somewhere but um I believe we have to have very clear directions um now moving
forward when Dr Reed has ready to give back the direction and the information for us to work on I would just say we should just hold off our meetings because I believe some of us don't want to do this have oneoff me oneoff uh uh
thing and and Miss Marin want our support for not doing this oneoff uh things till we do the whole process so I think we should not meet in honor in just keeping it with uh supporting my colleague and also most effective use of
of our time I'm fine with that Mar um miss lady what do you think of this as the chair what's your preference well I certainly want to be productive because it's the only way I've ever been in my career is
productive um I also want people to know I didn't just run around and say oh 6240 sounds like a good one for me to throw on the agenda these were all brought to me by the clerk as needing to be reviewed so I I mean yeah they're one-offs but it's how that was brought
to me and you know I'm doing my best but no I don't I don't I can't stand working like this I mean I I I you know it's non productive I've never experienced anything like this in my life where I get nothing done so I'm very happy to let Dr Reed come with a plan and and not
meet until we have one me too well thank you for sharing that I um I'm looking at the calendar so after February 18th the next governance meeting is uh well we can we move the 225 so the
next governance meeting seems to be March 18 it's over a month me so if that's the time that's needed I guess um I'm just trying to think of any other things if they're urgent we could con
or we could do at a closed meeting um but yeah I I don't know what's urgent um I just like I said I've been trying to take Direction and there's and put together what I think I'm asked to do so
um it's definitely um not working so I'm happy to take a pause um Dr re thank you I I believe we can meet on the 18th and I believe that I will have the skeleton of the plan and I'll want
your feedback on pieces of it so that by the March meeting we're good to run so I I think we're I can deliver on that there may be one or two urgent Redline pieces that I can bring and I'll get out my
commitment I don't know about that but I'll have the plan pieces ready for the 18th thank you so I'm comfortable if we have a plan and if we may have some uh Redline policies that have a sense of urgency that we hopefully can accomplish those um next
Tuesday can I sorry I was wait for you to call but to the motion I understand there's a motion on the table so um which was the motion was to pause until we have a plan Well Ricky had her hand up and so did I
right okay I don't know who was first so Dr Anderson uh Miss Marin was first please go ahead Miss Mar I was going to send an email about this after but now that the schedule's changed I do want to point out that there are no meeting minutes for this
committee since August 20124 um I also add there's no meeting minutes for the public engagement committee and so I just went to look back to see what we directed the superintendent to do and this resource is not there and that's not acceptable
so I'd like to move that the clerk have the minutes ready to be put on new business for the next regular meeting there's currently a motion on the table well then I'll wait and I'll put that motion up later the minutes typically for the committee would be approved by
the committee we are working on getting them done because there is the backlog in regular minutes and work sessions we had been directed to focus on those first the motion that's on the table first otherwise it's not in order I'd like to speak to the motion if
that's okay Miss Marin if you're finished oops disappeared okay Dr Anderson yes yes thank you I I I think the motion is essentially almost moot because Dr Reed has just said she will
have a plan for us to um review on the 18th the only other thing I wanted to add to that is we have the restrain and seclusion document which I also know is in the works maybe that's something we could work on if we don't have something
in the hopper but it doesn't appear that that's going to be the case um I I think we're going to move in the right direction here folks but I also want to put on the table you know much of this work really falls to the board office to organize to make sure we're keeping on
top of Etc Dr Reed has contracted with someone to kind of get us started and you know we're we're here that's what it is but I think we need to staff our Board office I think we should make a recommendation for the full board for
this consideration to continue this work because this is reiterative this is going to need to happen on a regular basis and we need someone who's constantly tracking that whatever lists are made are going to obviously be as good as they are for that time because
new policies are written on a regular basis so I'm not going to make a motion right now because we have a motion on the table but I wanted to put all of that on the table di I was just voting for the motion okay um so You' like to call for
the vote Yes ma'am don't call the question then we have to do an extra vote please just I have well I have a statement I want to it's five o'clock um Dr re is there's a weather emergency also miss Marin so in the interest of time I think
we should just you know maybe discuss it um you know next meeting we we are meeting on the 18th call the question Miss digit and then we have to take a two-thirds vote and then we have to vote on the motion or we could just let the chair manage the meeting okay I'll call I'll call the
question siser heard Dr Anderson's comments are you still you you're still good with your motion yeah I just don't think that the comments address what I was trying to say but I mean if the questions in called then I mean I there's something I don't want to be here again next week if
it's not ready next week been called there's no discussion we vote on the call the question vote so please ask for for the vote chair all those in favor or not all those in favor of the motion okay Miss Dixit Dr Anderson Miss seore Heiser Miss Maron all
are for um miss lady is opposed I think we're meeting next week but the motion passes that was just to call the question miss lady now we actually have to take a vote on oh okay so I vote to call the question sorry it's confusing I
failed my test in Robert's rules um so okay now all those in favor of the motion raise your hands Marin Miss seiser Miss Dixit all those supposed Dr Anderson and myself the motion passes
3 to2 which I'm I'll be honest and say I'm not sure I understand because Dr Reed said she's GNA have a plan ready for us next week so I assume we're meeting next week okay can I just say two seconds to that yeah if the plan isn't ready for
whatever reason and things happen the motion is to then not have the meeting next week so I don't want to do this again next week that's why I voted for 100% agree 100% agree okay so the governance
meeting is adjourned at 5:3 next meeting of the governance committee will be held on February 18 2025 from 2 to 4 p.m. which is different from the usual 300 to 5: p.m time frame so please ensure that you have this difference marked thank you thank you everybody drive safe