>> This February, 11th 2025 regular meeting of the Fairfax County school. What Public Engagement Committee will now come to order. We were going
to start with student voice where Miss Marion was going to give out court but will go ahead and move on to the community Advisory Committee
tool could update until this man comes in and then we'll switch back over to that the July 18 school board approved a motion. Okay, good. She's
she's here. We can wait a few minutes for her to settle in.
Okay. So yeah, just say we had a revote, robust discussion about how to incorporate the student voice more intensely with our board work last month. MS Merit and I
participated in and informative. The SBA, webinar entitled Enhancing Student Voice in School leadership. Miss Marion will share her thoughts and what we learned
to provide an update. And it was I will have to say it was very informative and very interesting to see what sudden another jurisdictions. Yes, good morning. Thank you. Will
I welcome your additions to what I'll share? So the there is a speaker who was sharing a study that he had done of school board. You know, the student wraps around the
common with just commonwealth. Think. Maybe just that come along no, it was also some other pulled in from other parts of the country. Okay. Thank And so I
had asked actually I'd love to know which jurisdictions they had talked about because it would be good to follow up. I think one of the local school boards, though, is that Prince William does have to representative. So I think
that would be a good step. 2, ask them how they do it. they had, I mean, it was think that was the sample size of 7. So
there are some really good anecdotes. But I know that we've had some of the conversations about having one or more to one or 2 reps or just other ways too involved. And we actually shared about
our board student leadership program and others were interested in that. So it was quite a lot and deferred. You Saint John hunting. If you
would like to add something else. I think that I found the most interesting was that and I don't remember the school board, but the student
representatives actually get a vote. That was very interesting. I think that right now what we have to finalize is. The second
student and I Mr. Moon had brought like graphical, you know, jurisdictions because our county is so big. So having one student represent
one geographic area and another a different geographic area because it would just make it mobility wise for them easier to navigate. The.
Timing of the election and then deciding whether it would be equal representation. Well, it would be a second or an alternative. Guests. And so I
did want to add, in addition to the webinar that we attended, I did speak with our staff in instructional services about the process of what he's done now to elect a
student representative asked about what it could be to have a second representative and they would really need to think about it and look into it as far as geography. I know
I keep a spreadsheet of as many student reps back that I've served with and they've all been pretty much from one part of the county. So if geographic geography factor in
anything, I mean, we could think about that. Even for the one student do have I think in the years I've been on the board, we had a student from the same high school twice, which is, you know, great. But
you know the process and there is also a larger discussion about how students learn about the school board application process. You know, I had a student asked me the other day. You know what I would
suggest to them to you know, enticing candidate. And I said it's out of my hands like it's not the board. So I think there's work to do from the board side in both
understanding the election process and in advocating for accessibility inconsistency, because I think it's done in different ways in different schools. And then also how we
on board that student and you know, so this is a little bit of a different thing. But, you know, I'd love to get really strong and how we support our one student. Before we add on a second that my son like a
familiar argument for some of you and I know one of our past students per not. He had done work to look into student
reps, voting rights and so there's a movement to do that. So there's a lot that could be done. I just think that it has to also be feasible for our staff and the really hadn't
explored that before. So we left it as I was going to report back to you all here and they're going to need more time. right now is the time that the students are, you know, applying. So they're
very busy doing that. So I think it have to wait until we go through this cycle of elections and then perhaps with a fresh start, can figure out how to find options are
just, you know, it's possible. I appreciate that. I one of the shoes.
>> I mentioned, you know, voting rights of students came up before long ago for some conversation among both members. At the Some of the
things that we needed to concede and accountability. Because we own a current member vote and then voting
They can devote it all. can get. can stay on. One can resign. Highly one of Is that a similar not accountability
to Austin on rap? Who's going to be for just one year? And if a voting Rights given on all the shoes, what the shoes.
What what the students want to be permitted to attend closed sessions. We You saw those things on came up as a part of discussing either boating
rights students and TN. That the board did not entertain, giving the voting rights. Those are okay. you know, we
could. From for many that. And what I have noticed over time is that. To from the wraps to
different way spot. Hi, 80. I had was to less participation on the part of a strong wrap to really speak on issues. The
board members of the board is dealing with one of the voting on. >> I E. >> I'm hoping that in as we see Washington voices deflect
it. And the matters that need to poured into black should unfold. did. He that the mission unwrapped, meaning
that it may be difficult It may not be easy for high school students to come to our meetings. You know, many meetings got in the past we
regularly seen come to work. Sessions even for part of the they exactly when and just scheduled on Dion and a fine
Tom calm and stay here for an hour and say what he was. She wants to say and then go back to school. He sent it Not for high school kids to because
they got a better. it Had been brydon. One could make it easier. You know, to wow and see in a calm and let us know what students feel. We're
about certain issues, but that's not that's the discussion. >> I agree because we're here for the students. And I think
that. I've participated in program mean where the students when they do speak up. It's amazing what they have to say and the more that
we can get from them, the moral voice and the more perspective, the better we'll be able to do our jobs. I agree. I think that I've been
in support of this since we startelking about it is an increasing the number of students that we have for division as large as ours. >> I think that it's it's definitely something that we
could entertain by having a larger group that is able to give us feedback as to what they're hearing that could be done in regular report outs from different organizations that are different groups that
are already meeting on a regular basis. And so that that is something that we can do. We can further discuss in terms of just making sure that that student voices represented when we're
speaking. I agree with Miss Mayor and that we need to make sure that we have consistency in the way the students are being identified at different schools. I do know. And even though I love that our high
brought 2 of them, it's a But I do think that some of that comes from the leadership's teachers dedication to ensuring that students know that it's going on and encouraging students to do
that. I know that's part of the pathway that happens. And we have particularly interesting kids. I thought at that location. The other thing that I will say is I think that those those pieces can be
done in tandem. So I would love to see consistency in terms of getting information. I think we can start that with the student leadership program ensuring everybody knows. And
I think that we've worked some consistency issues. They're already. And so I think that those can be replicated when you're talking about the actual student that's put forward. I would love to see
us do all of that work in tandem with figuring out how we would like to get more students that are actually available to come to the meetings in terms of having another rap. So I think I
don't think that they have to be exclusive to each other. I think that we can do some of that work together. And so I would love to see may be working on the consistency and then but with an eye towards
adding something, the recommendation that believe that scream gave us last year was related to having too many She knew her section of the of
the county better just because graphically she could get there. I think that splitting it into at least North south or East West. However, we want to do it, having it be 2 sections. I think that it
also. It makes the pool little difference. You're getting kids from different locations. And so I think that it would be interesting to have kids kind of split so that they each take a side of the
county. I do think that that causes a problem with having one be considered an alternate, which is also something that we're going to have to tackle and figure out how to move forward with. When
I was talking scream about the options, one of the things that she recommended was having it be more of like a either. Basically each student up would take one a month. One
meeting a month and that way we're not. We're not exclusively getting the voice from one, but they also can work out which one they're able to cover. And so it just makes it a little easier for them to manage the workload
related to this. And there are lots of other meetings that they go to that. I don't think that we have full visibility of. And so that's the other aspect that I would really like to see how we can make
that happen. So, you know, I the this came up member worked with our student wrap of the time to present. The idea of should be have 2 reps. And I
think, >> you know, we're giving that consideration. But I don't know that yet. I'm convinced that that is the solution. When I look at the way that students are engaging in that current student leadership
program, I think that that is an excellent avenue. If the goal is to increase student voice being on the board as a is not the only way and I have long tried different ways to,
you know, have like a hunter mill when it was like 100 mills student, you know, group or you know, we can also help by. So so that's one thing.
I'm not yet convinced about the 2 reps. And even I think with our current rap and there yes, questions too. So. I think getting more information about it, whether it's from
Prince William and how they do it. I think, you know, the voting item, I mean, we make fiduciary and legal commitments. So I don't know that that's appropriate for
student to be making those decisions. I think our current does a great job presenting things and going all these other meetings. But I did want to share that. At the end of the calendar year just about a
month ago. Our current soon wrap tonight outlined a whole bunch of ways that information could be better shared with especially high school students on all the opportunities. So whether that's applying for governor
school in the summer or, you know, the applications to TJ or different types of internships. And one of the things was applying to be the student school board wrapped because it is different the
way that information is is rolled out. So I've seen the superintendent does plan for next year to be more consistent in rolling out. You know, announcements of even coursework selection. So we
together made a list of all those opportunities that are, you know, school-based maybe but also fcps based and even state based. And so I would
like to see more consistent and get the practice so that it's I mean, this is a big theme with us, right? I mean, the grading policy, it's always how do we get consistency for access to
these opportunities? So I would like keep working on that angle. So just want to
share that update. Christina. So just to we, one of our deputy clerks, Kevin Jackson is working. He's working with the student leadership program on this. One of the things
I've tasked with is starting to work on the student Rep Manual. >> So that's something that he's going to be starting to work on. A couple things that we've seen to the points that
have been raised things for the board to consider whether the student reps should be a senior. Just because those who have been juniors tend to have more responsibilities with
their classes. It does make it harder for them to come to work. Sessions and to go do things like school visits because their schedule is so packed. So that's something to think about is whether it
should be just for seniors. They seem to also have more abilities in terms of just transportation, quite frankly, because that does seem to be something with our younger students. One of the other
things that we've seen that has been an issue is we don't usually this year there's been a little bit more consistency, but we don't always get informed when even the election is happening. So we
can inform school board members to advertise to their communities because we're not informed. So having the clerk's office be more informed with things that are happening with the students would be more helpful as well
because then we can infer include things and chairs nuts and other things because I think that's one of the reasons students don't necessarily know about the opportunities. That's because
board members don't advertise them and board members don't advertise them because we don't tell them and we don't tell them because we don't now. So just something to
consider. And of Kevin is doing the handbook that something that would be put in the handbook saying that when we're going to have elections. >> You need to
>> They have both is more designed for things for our student rat for it would help them with training things that we're doing. I think one of the things that's come up recently with our current
student rap and R former is there questions about PD professional development opportunities? We don't have that in the budget for them right now. I think there were questions as to whether they
would go to conferences like with the school board, which we said no, because they need to be in school now if they found something during spring break that they wanted to attend or something during a
fall break, maybe that they wanted to attend, but we would need to build that into our budget. So that's something else that I think the board needs to consider is what kind
of opportunities we want to provide to our student rep as well. We they have opportunities through the SBA and we've told on our current
rap that if she can find things virtually where she doesn't have to go places because that makes it easier in terms of travel and makes it easier with her school that we will help try to find funds
for those. But I think that's something else we need to think about is what we're doing there. And with the student leadership Program Development Leadership program that we have currently we're
making consistent improvements to that as well since this is the first year we've resurrected it. And I think 5 years. So we're working to I know they had a meeting just
last night actually where they had school board members talking to them about how to be better leaders. Mr. Moon.
>> In tubs of attending give you an opportunity to attend conferences. Professional didn't mind. I mean, I understand he pushed China's
concern. Palestinians getting to class. And that that goes to law students. inability to
come to work sessions as well. They taken to work sessions with the permission from their scores and Cafferty could could continue coursework. You
know, Lincoln, I actually do without really sacrificing school work and don't make that those are decisions. And then we respect decisions. And
I have should unravel. Represents close to a 185,000 students. And could buy 180,000, but they represent. I
that. I ending a conference in Williamsburg Leachman even the odd and maybe quien what time off. I think providing death
kind of put, you know, harp. He's someone parole. As a future leader as well. That was get to see on a broad
scale or what he entire Commonwealth continued and with what the nation dealing from different school districts in So you may not be
held over 3 days. could be a You know, come dating you would be up to him a present with enough forcing anyone to come. And this representative,
just he was, she wants come. The work session and having to take a time look the same to seize on that person would have to make. I think providing you know, some
opportunities for such wealth. We've got a long way. >> I will say when it comes to time off for school, then I think that the board need may
need to make a directive because schools aren't consistent and whether they give their students the time off. And so if we are going to say that it's an excused
absence. That might be something that needs to come from the board. So that schools are more consistent because you don't want one student being told that it's
an excuse to another school saying it is excused. Do you know whether or not we have a policy specifically regarding Mr. If we do, then than it
probably needs to be something that we look at. And when the last time that policy was revised and whether or not there's additions that need to be added to the policy to protect those types of
absences. Because this while I understand that it's a mix. It's an absence from class. It's still something related to school that they're going to attend similar to a field trip. So I do think that there
there are protections that we can put in place. So that gives direction to staff on how those absences should be treated. So I think right now
what we're going to be looking at is them just going out and getting a little bit more definition. >> Of where weekend getting some more infant from Ation to bring back to the committee. And we can, you know, to find
that so that we can come back so we can have some. Better decision making opportunities. And madam clerk, if you could
just keep us updated on the student handbook. That would be helpful. >> We'll do. And we do have a
policy. Its policy 18. 0, 2, It was last updated. in 2021. It is up for duty. January first 2026. If we follow the 5
years. Thank you. And I concur with Miss Anderson. I think that there's education doesn't just occur within Walls of a
school and it would be a great educational opportunity for our student reps. So I think we're ready to move on to community advisory committee
to could update which I will hand over to Miss Anderson. >> Okay. So I went ahead and went through the operating manual again just so that I can refresh all the different
components that we are going to be developing an order. To get this rolled out effectively went to with our communities. So I created a
handout that you guys have and is on board. Docks. That will actually outline each of the different components that the that the advisory committee and the operating manual
commits to. In addition to a few other things that I've noticed related to the changes that remain operating manual that will need to be adjusted in practice. So if we want to just run through the really fast, the tool kit, that is a
tool kit from board members, it's not necessarily a tool kit for advisory committee participants or nominees. This
is related to information that is helpful for for board members. I see this as part of potentially a larger the tool kit is actually related to
determining who is going to be you're appointee, but it doesn't necessarily incumbents. Everything that could happen around these advisory committees to help make it easier for us to find the information that would be
except, you know, helpful for us. So look, the historical. Layout of what all the reports have feedback from staff like just in one location. So that way it was easy, particularly
when you took over the liaison position for an advisory committee. You may not have the history and trying to go back and find it all is sometimes difficult. And so we kind of streamlined not just a
little bit. So I actually see this is larger part of a larger project project that wouldn't actually be very difficult to pull together. And I think it would be very helpful for all of And I started creating just a list
of the things that I think should be included in the tool kit personally. So it would be the standard application, which is one of the things here, a copy of the operating manual so that everybody has a clear understanding of what
we're doing. Description of each advisory committee along with the current charge for that year. And so that way, it's one easy place and then contact information for those
committees just so that if you were trying to determine a minee for one of the committees, that it would be easy to put them in touch with the chair in touch with the with the committee's email address. And so that's the type of information. Does
anybody else have anything specific to the tool kit that would be helpful to include? Yeah, >> You know, potentially happen. Kunz. appointees and
lot of times you want to kind commitment. Well, that it's it's not just ending. Meeting was a prep work. You know,
they need to to cause important work. And if stand sit commitment, you know. In may give them a pause. I as a
board member, you and not necessarily noble. You know how much work is being by different committees? Usual that's possible that it varies depending on which committee.
Sure. But, you know, could the company to jump over last year's? >> Perhaps, right. And then and you know, you could with the Pats, get that information
from charity about from prior years saying that yes, for each we need a monthly basis. Pulled in committee meeting generally takes about 2 hours
for the prep were probably audition. I hours, 4 hours, 5 You know, given that so that we want to be favor to appointees who have we
encouraging to serve and the committee, you know, we might be able to create. >> Some sort of guidance based on the committee and actually use the staff liaisons as a helpful person to kind of help
us understand whereabouts coming in. So I think that's a really good point is that we could almost make an information sheet about, you know, here's here's the information and I'm seeing this is part of the larger
spreadsheet of of contact, not not to make the information overwhelming for board members spent to have just the information in each one. Easy location. So the idea behind the 2 could eventually air
originally was in. It was meant to make this process easier for people's. I think that that's a great point as to what what should be included. Absolutely. actually
just literally. Responding to get my math resources Committee person finalized and I'm sitting here thinking about that. And you know, my
office, we developed our own Google formed. It would be great to have a standard application form for the school board. And, you know, if members don't want to use
it, that's their option. But I think just having a drop-down menu, you could pick your district. I think that is a no-brainer. an option could also be to allow entry into a
word document. But also we should make it accessible of someone needs to apply in another format or a video. I know even with some of the students I for the leadership
program, I said if you want to submit a video submitted video so but I really appreciate this. And I was I totally agree about the standard
application. think absolutely describing the language about the commitment. I think, you know, sometimes put that in the body of the form or we say it. But if we look at even the
model that staff just use for that, that means little math. Basil resource appointment, that could be a model. I and
the committee Web site with the redone website, it's changed the location. And I don't think it's as noticeable as it used to be. It's kind of buried in a bulletlike here in the school board committees. And I think that should be way more front and
center. >> To find the committees, I also would like to know if this process for community advisory committees could
apply for when we do need to a point constituents to more focused committee such as curriculum review or challenge materials review because that comes up. So can this be broad
enough and do we want to include that in here? It's not just advisory committees. It's these other committee is or can at least maybe the application be used for that
in some way. And then finally, do you picture a Sanders and that this guide would include a description of the staff liaisons role? As well as our clerks because that sometimes
as a point of confusion for board members operating manual already has that has or that I do think that it would be important because the other aspect that we haven't talked about is that there is some amount of staff liaison expectation that we have.
>> That we also should include. And so I do think that there's eventually room to with my training background. You know, I always go to training first, but I do think that it would be an easy like checklist that we could
create for some pleas on so that they understand what the expectations because there are some changes that have been made in the operating manual related to that. They're in charge of minutes and things like that so they can appoint
someone on each committee to be the one that takes the minutes. But they're responsible for ensuring that the minutes get the clerk and so understanding what your expectations are. I think it's always best. And so I definitely think that's
something that could be included here. You brought up to standard application. I did the same thing with my curriculum review committee stuff that I I utilize one. I
think that what the best that we can have one central. But the problem is, is that there were putting more information on the school board office to maintain. I think that it would be awesome just to be able to have a Templet that we
create that you can re safe to be yours and then you have control of all the people that come in for you. But it's just an easy way because I did notice based on which committee you're dealing with,
you do have kind it. We will need a standard application, but there may be more that you want to put in has a question for your particular. Yeah. Remember, I understand but the
2, here's that things like when we were doing the student leadership application that we get emails from students who are not my constituents. >> And now I feel responsible for making sure they get to the correct place. And if they
were drop-down form where the link we seize the county's my neighborhood linked to look up an address. That's one thing taken off of us to do and the people get to the right place.
So I don't know what the right solution is. It sounds like a standard application is something we want to maybe figure out the mechanics, but also think that we should help facilitate for the student
moving on to that. >> How the student wrapped to actually have because their student liaison or student representatives appointed to each of the committees as well. And I think having the same type of tool kit
available for the student repi, even though and Mr would be in the same exact having those resources available for the student up is going to be really important to ensure that they can easily pick
because they're actually under a tighter timeline than we are because after the student rec gets picked, they have to turn pretty fast to try to get all those 2 representatives in place. And I think with the work that you're doing that Dr
Reid to ensure consistency of availability of those options and it built in opportunities. I think that that's going to be a really important thing to happen. So. One thing that is in the operating manual that
we haven't really discussed as a board fully as the bylaws aspect. We determined when we were working on all of this, we discovered that we have some committees that have bylaws some committees that don't have bylaws. And then
this year I was made aware that we have some committees that have charters. And the problem is, is that's a whole lot of different direction. And I think that there should be some consistency between
the committee's dictated by us. And so I think giving bylaws, you know, and we can take those committees that already have bylaws and create an example of that. And it
could be plug and play type of document where we can create that document and then they can just decide on the things that are in there I think creating a standard set of bylaws in terms of
expectations and things like that would also be helpful and then make another flavor on top of it. So I think that there's lots of things like that. But I was wondering what you guys thought about whether or not we have when we have
folks that have committees that have charters. How is a set of bylaws? an a bio that >> So I have rental charges.
which committees to have a child reaches far as I know, at least of PAC, has a charter. Is there isn't
created charter from what I understand, which I'm not 100%. Sure how that is different than the board charge because I really see the charge in the bylaws working together. But I'm not
100% sure. I understand how the charter works within the bylaws because packed into something created by board. It is not the community and then
coming to us to on the whole. They get to have a charter me there. So that was the question that I had is. So I do think that we need to determine with a deluge in the
charter. Does pylons just the media chatter as a plush? That's a good question. I don't And that's what my question If we're going to give them the language of bylaws that everyone all the different advisory committees
are expected to have bylaws. If that's the case, then we need to help help everybody understand that. That's the expectation and not necessarily a charter because
I do see them as different. So just as a heads up the chart, charters actually coming to CPD see this week. >> This may be a question we
need to solve sooner rather than later because I know that Mr. Jackson has let me know that one of the reasons PDC needs to meet possible is to deal with F charter. That was
just approved by >> I I'm sure you have to conversation with Mister Dunn. What? >> guess my question is there
legal difference between charger and bylaws? >> I mean, I would say the charter are charred usually document that would create something. About that was
created by the board. Not by surf, not union members gathering together and that we would do and that would create and they were The school board meeting. It's not that they
were going to create it. And then aunts and arch. things creating Hap minute detail included by and he said up
since I haven't seen this chatter is an impact on the weather heats one, Michael bylaws and they just calling you kind create great Madam
Clerk. >> Bylaws are immune. The charter can be approved by CDC, but it would have to come up to the full board for full approval, correct that it's my understanding. I think it's
coming to see PDC for CDC to approve and then it should be coming. But I do need to double check with Mr. Jackson, that that is the intent. And I do understand that those 2 committees work differently. One standing Committee, one
advisory committee work differently together. But I do think that it's a good point. Is that if? All of the advisory committees or board directed, then I do think that
is important to make sure that I am fine if there is and is language in the charter that would be similar to what would be included in the bylaws. And if it's just semantics, that we can just call it bylaws and
move forward, I do get nervous about. Whether or not we are going to have some sort of external direction, 2 to the committee that the committee has created itself a kind
changes, the dynamic of that game, how that committee is working and do each own work as opposed to what the board wanted problematic because that and look that. But I think when I was a consumer
staff's time as well. >> I agree. So I do think that we. >> Maybe. >> Is there a way Christine
user way to request or figure out which committees have charters? Because I was under the impression that so that
fact wasn't the only one. We're not sure if we can cause one. I have something that I would like to bring up about
CAC in just a second. But that's a different discussion in just a SEC. But we can check with the staff liaisons. See, I can ask the deputies to
check in with their respective committees to see who has bylaw who has bylaws starters and who is >> because that is part of it is that I assume that there are some committees out there
that don't have either. And we need to this is an alignment opportunity for all of us to make sure that we're all headed in the right direction as we move forward can I get just using Can can I ask that
the chair gets general consensus as to whether or not we want to move towards just having everybody have bylaws. But that's what I was going to say. I was like, I mean, part
of what this board has been doing is since I've come on board, just trying to get consistency. >> Across across the board. So that everyone. Is aligned. And
I appreciate that. You have. Seeing scene pointed out to us that there are some committees that have truckers and some that have bylaws and it shouldn't be. Both. It should
be one or the other. So we can get consensus that. We want that alignment.
>> Well, I have larger question and I'm trying to ground then this aspect of how to receive the best value from these advisory committees from these constituents who are trying to inform us. And I'm
thinking about some committees at the superintendent runs and Sheen is meeting with on a regular basis. Like think that's called the quiet, you know, meetings where she's in a portion of the county every
quarter. I'm thinking of the community boundary advisory meeting. The student reps even the principles and even before I was elected, starting 2020,
I had served on advisory committee and had lots of ideas on how I thought could be better used. And I think we've made some progress and not relying just on that report. Is that beyond We're going to have a focused set of
days on that later. But I think the benefit of these groups also is hearing from them and engaging with them throughout the year. So I tend as many advisory committee meetings as I can for my my
committee. But I I wonder, you know, is do we need bylaws for a group that is meant to advise us? I don't really know. And I'm not ready to
give consensus on it. I also raises the bigger question of do we have topical areas that are best serving us right now. We've talked about, too. We should we have a technology fit, focused advisory
committee. Is it appropriate to have 2 committees Well, ones that advisory committee on facilities and ones are board committee on facilities. Is that still necessary? Given
all that's changed, including way more data about our capital programming and the boundary work. It's like we're working on it all the time. And we have all these other
advisories. You know, I'd really like so one thing at a time. I think, yes, let's do the operating manual on. But maybe in the next month or 2, can we start to think about what would it look like to
talk with oulleagues in put up a process to say are these the right topical areas for this time for the school division? but I do, I would love to see us do something
more where it's like I know in the past, some members have had a quarterly meeting with all of their advisory committee members. Now, I don't know if that is interesting for everyone because if you're interested facilities and then you're
talking about like that, you know, but I try to do that. You know, one off with a constituent, but it's hard to do that. And I wonder, is there a better way to do this
could be have quarterly meetings with, you know, the board and our committee I don't know. But I just think this approach is kind of. It was a stale, but it needs some
rethinking. And I think that will cut is a great step for having us rethink because we're asking people to give up their time away from their families. Just one report is
not often the biggest return on their investment. So all think about that. The only via the thing I wanted to mention was the bylaws or already currently in the operating
manual. So if we decide that we want them taken out of the operating manual. >> The reason that we ensure that there was still there is because we have many committees that feel strongly that the bylaws that they've
created are important to them. And what I the reason that I liked the bylaws, what I was talking to different groups when I went in depth with us last year is the idea is that
it gives their group members an understanding of their process and it also gives them we gave some latitude in the operating manual to allow for the timing of speakers that
how many public speakers you could have, how long they could speak. There are rules that are specific to each individual group that as to how they want to deal with depending on their topic. We
have some community advisory committees that have a ton about side CST is one of them. They have a ton of people that come and talk. So they need a place to codify rules that are
related to how they operate. Well, I agree that the state sanction ones are in a different category like advisory CST. >> But also one that matter and even the name the advisory
Committee Disability is different than the state's name for it. So it gets confusing to some who are in that, you know, words like, oh, you mean that's the
state-sanctioned committees. So they're just these things that, you know, if it's a state mandated sure than they've got to have. Definitely the clarity. But again, even if there are
bylaws fine, but a bylaw charter, I'm not really sure I'd be open to considering if. You know what they need and what's what's consistently? Let's stick with that theme of
consistent that we ask whether or not is that OK with you? If I ask all of the advisory committees to provide me a copy of what they currently have and that way we can kind of do a deep dive to figure
out. >> What's what's being done? Because I agree the intention behind this was that the board was going to approve bylaws. I don't think that's been done up to this point. I think that they've just been approved by
the committees themselves, which I do think those outside the realm of what we're looking for. I do think that there's some amount of oversight that we need to be able to provide to our committees. I know that the
committees do a ton of work. Many of them have served on on these committees for many, many years. So I don't want it to be absent of their voice in some of the best. But I do
want to make sure that we do have that consistency. So I think that the next step on the bylaws would be. To collect what exists and then we can. I can bring them back. We'll synthesize and bring him
back and I can look for commonalities in those documents and so that way we can come up with a path forward. But I would like to put down that we do have this in the operating manual right now. It was considered as part
of the decision last year. And so that is why included here is just to make sure that we keep on track with that. Committee Web site says the same. We want to make sure
that we have a consistent, consistent information that is outlined in operating manual. And so what I'm suggesting for that is that we create a checklist that the chair and
the liaison would use together. to make sure that we had all the information that was appropriate on all of the websites and create kind of a consistency of luck so that it's easy find information.
When you go from one committee to another. There's a quarterly email update Templet that we were going to create that gave just a form that your liaison could send you
about here. The things that we're talking about or just general, this may not be necessary. I have several of my committee appointees that awesome about keeping me up to
date. And I have others that I don't hear from very often. And so current trying to create some consistency that board members can use or not, and they can. We can give that to both them. The other aspect
of this is how are we going to train all of the committee members as to what this information is and so how can we make sure that they get it across? And that's where I
definitely want feedback from. You guys have. What should that look like? How are we going to set this? Obviously they'll receive a copy of the full operating manual about how do we synthesize it now to
be digestible, particularly for new members. I would very much like to have this done before the new folks come on in August. 1st. And so that is that's little bit tighter of a
timeline to see what we need to get developed. But if you guys have any idea. Ideas about how we want to might want to do that, that would be awesome. My inclination would
be to create kind of like a cheat sheet for the. For the document and kind of point out the points that are report facing and then hear the responsibilities of your board member. Here are your
responsibilities. Here's your staff, liaison responsibilities and just maybe a coming down to. >> When the school within the sector, 20 have owned
appointees. Mind up and have they will play Sometimes we have difficulties for things competitions. And so question,
if there could be for the interest don't work in August to a September, if could be contagion for on. Don't Buy your committee meetings. Cent.
And someone from school board. You know, office with a church what Committee chair of calm and show with them. The expectations from the board
and or so explain that. And the information that I given to that as of 2 wars that should be looking at should be
used and there no help them. 2 law. >> I think the intention was to create kind of a webinar to do it and then record the webinar so that it can be utilized to create a class.
That was just a quick training that was available for people that came after the fact is that still that was the direction that the committee and come up with last year's. That's still something that that you guys think would
work. Is to kind you see, create that yeah, time. But at the same >> You know, those coming in
that have question ask of questions ask and ask rather just right would be a moderate in groups, right? That would be a easy way to do And then you could use he didn't. You
know, you're not going to force everybody attend less than a brand new appointees to lead the first time Mike. You know, benefit from such
opportunities. And I wasn't going to let you know if I may. What you know said are you on about how we can best to utilize the work of the
committees. What the committee member shot the plane a lot of time as a moderate voters. How is that? You know, correct me if I'm wrong, but I still
don't see. It just cannot just been a consistent challenge over many years. So it's not just And then board about going back to mid 1990's
>> Committee members will not work. On the charges. We keep to them. end of the school reports to us and then we
would jam them. And 2, nights like 2, 3, days and that we get are not part Shannon and board members of a tough time being able to digest do with
and then we get. You know, sometimes the porch them staff's responses to recommendations. Is that the oncomments and on or you get responses? Subsequent to
aide are too much time. Do they set if the other place that he committees at the art to fly. So screw board and bringing recommendations. The
scoreboard school report gonna provide it's. Actions responses to recommendation. That part has been pretty
pretty lacking because I guess we hold BC. board members business may be quieting a scheduling additional meetings about. I think that we have
Kim not try. each. response time by the board does not have to be 21 long even an hour long. I think we feel
committee members to charter more respect from of your work because devising that's probably not you really saying to them when they were going to lead, what not. But I do a
little more like thank Thank you. Are we don't do that, those 03:00PM. But I what do we have 20? And so we are just
Very quickly go through porch. Ask a few questions. Single next one. And then put it aside. I mean, that's speed the consistenly things. Handed
over the I think. We cannot be able to do it better than that. So I'm just going to
talk about my past experience when. >> I worked with some advisory boards. And also what I'm learning now being on the school board. A lot of the
recommendations that come forth take time and I'm just going to speak specifically to when we were looking at parent liaisons and getting them a contract. It took several
advisory committees came up with the recommendation that that should happen. But it took some time for that to happen because there's the budgetary constraints. There's
a lot of things that go on. And so I think. I agree with you that we have to have a response but there are some
things that I'm realizing not. We can't act on immediately, but we can be working on and we can say, okay, we're working on to help us. You know, as their charges are going, how can we move this forward? And I know for the
5th parent for that will now the family liaison position. I think it took a good 7 years for it to get to it. It's still not where it should be because not all schools have a
full-time family liaison. But I know when I was working on that, and I know that there were several advisory committees that we're recommending. This is, you know, all school should have
full-time family liaison, but they were. But to budgetary constraints, there was a lot of hoops that have to. Be overcome that still have not been overcome. So I think
what's important for us to communicate to the advisory committee report says that we're working on it. >> And then we're going take that some we can act on immediately and someone's going to take time. I mean,
I'm just talking from my experience. he has a pot. If I could just respond quickly. >> response that could
>> he sounds like p** in peace to put information got from the staff. That's going quite honest tool, 15 billion and which we don't have and they
made quiet new approach. 5 don't approach will. you ask 100 petitions? Maybe we started with the 5 petitions. I know that's it's a small
portion about you know, I think is another. The shoes that I think is more urgent for us to deal with. So I would put that, you know, so many are you set that aside?
My What can something we need to think because we all respect work, but we're not
Responding to a work. I I appreciate that point, Mr. Moon and agree with you and >> just getting back to the idea of how we more regularly interact. Think what if? The
advisory committee like what if? In the month of January, February, each of us goes to our committee. And that the
structure of that is like a feedback session and a discussion and it could be more than one of us, right? Because we wouldn't need a quorum because we're not voting. It could you know, could be advertised as a
public meeting. So any of us could go. But it's spreading that out. And then we do that again in May or June or we just do it in May or June. Now
the benefit of that is if we're talking in January February, that can inform the budget process. And then if it's May or June that the budget behind us. And now we're looking at the next
year. I would probably want richer facilitated dialogue over a report or at least maybe it's a short memo that they're providing But I've seen makes things like I've
seen some committees give really outstanding recommendations. And yes, Steph has responded. But you know, what is the you know, there's a lot of information we get that we don't always
act on. have talked about that. The cip we have 300 pages recommendations and input from the superintendent that we haven't you looked at in a year. So there's that whole idea of head of the
board respond to, you know, input that we're getting. again, just looking at other models of committees. You know, I just again, like even if I went to all my advisory
committees is just me. But I'm writing here now. Michael can't want to make sure that I update my colleagues on this, this and this. But then we're back to all of us. We need to check in together. So
appreciate calling it out that board behavior. But I do wonder if even for this coming year, you know, again, we have these 2 Saturday meetings which are challenge for me personally to attend. But
could we have, you know, maybe advanced Academic Committee and 5 go to the other one because I think what people really want is that face time and to be heard and have a dialogue and maybe it's not a
saying we're going adopt these recommendations, but we're going to really be informed what they've done. And I will say that I think that that's part of the intention behind the quarterly update is that
the committee would have the ability. >> To create that document. That gives us an update. And then it would be sent to a board member. So at least then that is a step towards the right direction that I think
is sustainable at this point where we can build into something bigger as we move through, but at least getting those quarterly updates. This is how it's going. This is, you know, is that the problem, the issues that we're
determining, you know, these are the research put points like those are the types of things that gives us a way to just have some feedback from them as we're moving forward. So if you guys have ideas, that's one of the it's one of
the smaller portions of what we need to do here. So if you have ideas of what should be included in quarterly email Templet, please let me know. And so that way when we're creating that document that they would could utilize. And
I intend for that to be like a one page. Pretty easy to do kind of thing, but just gives the board a fair amount of mix of information. I haven't been a liaison to an actual
advisory committee yet because I've been in other things. And so it's very possible like some of us just don't know how they work and it could be that they don't have any update that they need to provide
because if you're talking quarterly and that's in the fall, they may not have anything for us yet, but it could be that you they let you know what guest speakers they're hoping to do. Are we having any retreats upcoming events, that kind of thing I
want to f pack retreat last year and it was awesome to hear the guest speaker that they brought in that was talking about the PPE Oppor opportunities. They're utilizing their division. So
there's some really cool stuff that we could that we could look at. And so I think that you're you're 100% right, getting away to hear those updates as we go. It gives
people the interest. All of these meetings are public. So there are already there already published that way. So any of us could go to anything. And we just need to figure out which ones are
really excited about going to see because they're bringing in a guest speaker or they're doing. That's the type of stuff that I would love to
hear populated more often. So. We do get the staff responses the recommendations we but we usually get this in September October. We do post and the
board docs, one of the things I will say is looking through them. Sometimes they agree. Sometimes they don't. >> But we don't necessarily give a board response to the recommendations. So that may be something that board
members want to think about as well. Right? Like the staff's responding. But once we get the staff response, even if it's the next fall, whether you know, considering with the staff have to say and then
figuring out if the board wants to give a response, because I think that is sometimes different. One of the other things that was done under the passport is a mish-mash when she was on the
board was working with Ms Tolan to try to get things incorporated into the budget because that was some of the concerns that were raised to is the ideas coming forward. They had budgetary
implications and the board wasn't really doing anything with them. So that's something else to consider. So again,
getting stepped response is one thing but boards >> Could be a one thing good
that you could be nothing I spot depending upon how little control a time. But I think in as much we. I want to point
that appreciate work. By actually putting one action by. Letting them know how we are reacting to recommendation, I think is.
Has been docked for. I haven't seen that being done. But I think. If we to support can't do it. That's 2 of issues. My style.
>> I concur. It's. It's a level of respect and gratitude that is invaluable.
>> OK, so one of the other things that I recent missing turn, cutting to put on the agenda for today was related to something that we had discussed previously. But I wanted to bring back up as
when I was going through all of these documents. Again, it it again reiterated the farm topic that I bought up last year related to which advisory committees we have and things like that. I would like to
make a motion that the board recommend that week Ack. Advisory Committee. Converted into a curriculum committee.
The same. Our current curriculum review committee the same way as every other one right now, the boards, this is the only curriculum review committee that sits with the board. All changes
related to a fight. We would still have to come to the board for a vote. But I have spoken with the superintendent and it I have requested and whether or not she would agree
to us moving this into a curriculum review committee. That is the same as every other curriculum review committee that we have that gives the committee the space to have the conversation about
their curriculum before it would still have our appointees the same way as the Basil, the math and social studies are doing now, but it would see would give them the space to have the conversation
about what needs to be in the curriculum without the intense public scrutiny, particularly for this topic that's going on. And I will renew my concern about the fact that we have students that are on this committee. And I would like to
make sure that they are protected as they are moving forward. That just the nature of having it be an advisory committee for says it in a very public way, rather giving
the space and then the board will discuss what the curricula curriculum recommendations are without the into the focus on appointees and the students.
So I am making a motion that I would request that we send a recommendation to the full board that this be transferred into. We would maintain all of
that. Everything is going act the same way because this is actually the only committee we have that's in regulation. And so it's already being acted on
as if it's 3rd, the superintendent's committee. It's just right now. It lives under us. So I appreciate their Well, we got to figure
out the exact language, but yeah. >> Yeah. Thank you for for doing that. And that analysis. I agree. It's gets outsized attention and it gets pretty
ugly. And that's not fair for anyone. volunteering their time. so wouldn't meet regularly or would it come together when there are, in fact, changes like this math?
Basil Committee? I think that from what I understand, I'm not sure that the functionality of the committee would change in any way. >> Except for the fact that they would have the opportunity to actually examine their work in a way
and then bring the full recommendation to the board. This again is a different committee than any other that this the only one that is the chairs, a staff member like so
with its are already acting as a curriculum review committee in the same way that the math or the bays are social studies would this just changes the functionality to be in line with the curriculum review.
And I did determine last year when I was working heavily on operating manual, there is no legal requirement for us to have an advisory committee. The legal requirement is that we have a family and that we
vote on a folly when changes are made outside the state requirements. And so we would still be doing everything. And it still is our decision. This just changes the actual way
that the committee is working. You had me at consistent so. So are we prepared to take a vote on this?
>> I'm not going to support that, but but a book. >> So when we get the exact language.
>> I I make a motion that we that the chair of the PAC Committee takes a recommendation to the full board. To convert. The Family
Life Education Advisory Committee. To being a curriculum review committee under the superintendent's
office. In looking. And I would like to add in line with all of their curriculum review
committees. And I will send out information to the board that explains the nuances of the fact that it would keep. And I will talk to superintendent about how we
want to do that. But it would it would keep the same structure. It would just it's just who who's office. It's under. >> That's part of solution, right? You know, that's going
explain why what I'm going to do OK? All those in favor.
And this is wet. I asked you want to speak to your motion. >> Can just a point of where I want to make sure that I understand this correctly because we haven't done this
type of motion coming out of pocket before. Is the motion to take it to the full committee or is the motion to actually change the language
of about governance manual adopt this change. That's what I'm asking for. A clarification of just couldn't
process can I as far as just consent prices just that? >> For consideration? Motion
to state. Peace. name of the committee, AIPAC, that comment struggle for convert for the cat. And the rest of the look
to just all. Well, it's it's about adjusting all governing documents. >> So to to move CAC. So not it's not it's not chilled with the public need to
uncommitted, but these. Yes vote was public Engagement Committee recommends to the affordable to convert. That's the motion we committee. Yes,
I got it recommended. Is the layers and adjust all governing documents. Because this is going to need to be changed and the policy,
operating manual and the I mean, as technical as it is like this is actually what the governance committee is discussing. What's the >> format when we do things for changes. And so I would
think that, you know, if we're going to convert something, all the things are going to have to be changed. So I don't particularly think it needs all the technical, like let's let's not every place that has to be changed everywhere,
because I'm what training. And what about you? Like? Let's. We want to recommend to the board that the board direct the superintendent 2, right? Because the superintendent's
going to have to this, know, that the regulation already exists. But then with nothing with that is going to have to change its only are documents that would have to change and pack was in charge of making the all those changes to those
documents. We did not send that governments last year. >> So that's why I'm saying that we're going to recommend that we do it. That will will bring the changes with So
>> I mean, technically we got our just ago rained on Sunday are going shift to communicate it out. I mean, to be want to list all the steps it's going to take over just saying we're going You know, I'm saying like how Mike or do we need to
get in the list of to do is low. Logistically. I'm asking how we do that. we when we removed a cherry C when we
when we removed a track, we actually just changed the Gov. Where all the only thing we voted on was changing actual documents. We change the government's money on. We change the policy, right? An
order to do it so we could do it few different ways. You could do it that you recommend to the full school board to convert flee CAC. And so that's why at it and adjust our governing documents to be
in line with the change. >> And then that way as mayor point, you don't have to list everything that's fine that way. It gets to what weren't.
Trying to which would be the government's manual right. So you're recommending to the full school board to what we can do. There is after we you have your motion. We can then take work. I can work with
Missy John counting to make sure that we have the documents that need to be so that when you bring the motion to the full board, everything is post on board docks accordingly. And I'm happy to
help you with I with the red line on that. does this motion work? This man, you're good.
Second Would you like to speak to your motion? Okay. So. Nobody voted know, OK, so all
those in favor. Opposed. Abstained. Okay. So 3, 4, 1,
abstaining. with 3 in favor with Epstein. make the motion
passes. I'm learning the lingo here. And those are all the
updates that I have related to
the operating manual.
I'm looking at this rate quickly.
Give me one 0nd. That just I just wanted to mention on the part of the what we were looking at the structure and
framework which Miss Anderson was discussing and where. >> We're talking about the user experience and where the minutes and agendas. We're all
posted working it. We've started an audit to see how that's all done again, going to consistency that we will bring back to tell you where everything is and see how we
can. That consistency. For ease of access to the public in terms of making sure, again, like we were talking is that, you know, is Borgen says it on the Web page, it done.
And so we're working on doing to audit right now. And as far as I think that is all that I
have to If there's anything else, anybody is interested in bringing up in discussing. >> You know, we all want to get on the road before the
storm. >> Yes, this was a stormy session. So, yes, this is a Well, this is the calm before the storm
>> so the bruary 11th 2025 meeting of the Fairfax County School Board Public Engagement Committee is adjourned 11, 13, the next meeting of the Public Engagement Committee will be
held on March 18th 2025. be Safe. Stay warm. >> You know how we conduct this meeting? Packed committee is a moderate for all the
other communities. >> Thank you.