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Board Workshop 4-21-20

Added Apr 22, 2020 •

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okay everyone welcome to the meeting this is Rebecca Williams Senior executive assistant to the superintendent at this time that you keep your devices on you if you would like to make a comment questions on the agenda item please send your comments the public comments ccusd kcusd.org email address again ccusd.org email address all kinds of questions will be read by the board president thank you thank you Miss Williams I'm calling a meeting to order right now I'll just these are present and we are not going to do the flag salute because you don't have a flag the move on out entertain a motion to adopt the agenda favor 4.1 I just want to have this discussion one of the things that Erin O'Donnell mentioned in our last presentation and also mentioned to me is that we want to make sure that we're clear as to the parameters or how we're going to operate in our in our virtual board and and that that ranges from the thing that we post on our agenda how we can make sure that the public is included in and really clear about how they can become involved in in the framers of that as well so this format is very familiar to many different school boards I sent you three examples Beverly Hills Manhattan Beach download all different but they definitely have the one thing, does really clear about the framers and how people can get involved to help people to make public comment and that information so I wanted to make sure that we do the same thing as well and you really intentional about it because we know that we're going to be in this format for a little while and I want to make sure that our community is as clear and I don't want to make I don't want anyone to feel like you're not able to make public comment or they don't know when to make public comment since I just want to make sure that we make some decisions here and we put that out there so everyone knows imputed everyone get a chance to review the examples that were shared now are there things you want to highlight about each one maybe the thing that I think is most important how we're going to address public, so whatever we put out there right now we say that we hope there's a zoom link and how to get the zoom link you're able to make this is one thing on agenda which is that people can participate actually in the meeting by us unmuting them which is difficult to do hookah has been imagine our last board meeting for 150 people participated and so it's you unmute that would take you know Rebecca who's taking care of notes and just to kind of go backwards a little bit that last meeting it was Rebecca taken care of note I was co-hosting in admitting who were coming into the board meeting and reaction people continue to come in way past 10:30 so I'm monitoring people who are coming in as well as monitoring public, cuz that's attached to my email and then forwarded summer and as well as making note to myself to make sure I got all the public comments that came in and I didn't miss anyone so I don't know if it can be streamlined I think it's worth a conversation because we're going to be in this form for a while and I'd like to make sure that as we move forward it represents what you'd like to do and that we're being efficient and fair tour so what what really constant Amy was tell people we're dealing with public comment Ashley have YouTube channels which we don't have but it's interesting they have their own School District YouTube or a funnel into the the YouTube or news channel that the city uses I think that we kind of looked into that at one time the other thing that they do is they have a cut off of how many howl we're going to go ahead and accept public comment I think Beverly Hills may stop at 8 a.m. which I think is kind of early but they do have a cut off and they have like a word count so what you can have any and all or none but you just have to make sure you have those directions I wasn't able to look in Beverly Hills I couldn't open it but I live in Redondo Beach in Manhattan Beach the thing that I like about Redondo Beach was that they really clear it was written everywhere what the instructions were and they gave a lot of information about how their format has changed when I didn't understand what they gave him a phone number which I assume executive assistant to feel the comments but I didn't know what would happen after like after that if if I had a public comment I wanted to make a call that phone number I wasn't sure I couldn't gather from their website what would happen with that comment if the the notes will be taken and then it would be shared if I would be given further instructions so that was confusing to me so what I did like I'm sorry that I interrupted you it does say that they would give that to the board members prior to the meeting that's what I didn't understand like if it's a phone call I would have to trust the person taking a call with relay my message accurately so that's what I was confused about it seems to me like part of the Superior is the two kinds of public comments there's sending us emails which basically has always been around that we have an email address for the whole board people could always send email to the board then there's speaking to the board at the meeting where people want to make sure that you hear it on the on the spot and then everybody else hears it too and heavy somebody read out your email is doesn't feel as good as real and we don't have that procedure all set up so I wonder if we can figure out a way to tell people just if you want to send something and you don't need to do it enforced you don't want to see you here you just send it to the board email and if you do want to make a comment after meeting analogous to what you would do by showing up in person can we set up something you let let somebody know what Advance hey I'm going to want to make you come into and here's how you'll find me so you know which person to unmute ER or whatever even if we have a hundred people if you know you're looking for if your name is that that makes it easier to find a person in the music I'm just going to say that when when you you know as you see when you're on board but we're doing right now we can see I really quickly for I have my gallery like you know why I called The Brady Bunch you know you still have that with more than 12:15 orino 25 people you're going to have to swipe through all the screens to be able to find out who that person is next person can be staying there like I'm the one but you know you have to be able to answer who would do that, are they not listed in alphabetical order or something I was thinking maybe if you could scroll through all the participant list get out to lunch today when someone was speaking it was saying it seems that someone called another speaker Wednesday starts making me jump to the front of the the first screen so immature we could call on them and they could just be trusted to unmute themselves right everybody in the alphabet they're not there in the order of how they come in but I think trying to keep it as close to what a regular meeting is is probably the best thing in case all these people to start coming to regular meetings they'll also know you. 3 minutes are 2 minutes or whatever we're giving them and if you're over this figure out how that gets so that they know there's a NFL regular reading sorry sounds like we could do is call like Kelly mention call ahead of time sent it to that meeting I want to make a public you know verbal public comment during the zoom they could already let someone know they call them set up there again like that you know so we're going to have to have those like cards you know like you can't see it I'm holding like a fake one minute card you know or whatever whatever it is cuz we have to keep some sort of time and decide what is it in the in this format two or three minutes makes sense so I don't see why it has to be that different from us Rebecca from our regular meeting at a regular meeting they show up and they're expected to not speak out of turn to take me speaking they don't you just tell everybody you know come in put yourself on you and when it's your turn your he will be called and you can unmute it and speak out how we and what's the parameters of taking people's names right that's what we need to figure out because we need to call sheet so is it is it 9 a.m. the morning of is it one you know so what are the parameters around that because we need to have a call sheet so people can't just say I'm ready to talk now the same way we do in a regular meeting where people can sing we can have an email address that's the equivalent of submitting the cards just as summer looks and says how many cards do I have to check the email for today the emails are little bit confusing cuz I don't know the layout I'm looking like a whole separate thing but if we could if Rebecca and I could chat and we could utilize the chat box so if we're I get emails that someone would like to make a comment she could utilize the chat box and just put like one and this person's name and the item number they're speaking on and then I can see it right there in the chat bot because if we need I think if we I do believe that it will be better to take comments as close to the way we're doing and regular board meetings and I agree with you see if I can sometimes as much as I you want to make sure that all emails are read I know that people put their own emotions and feelings and in their words and they want us to hear that as well so people will get tired of speak and reading their words for them so if we could maybe try that out and have people have a cut-off time so that Rebecca isn't constantly trying to filter emails to find out who has put in a request for Public House break even on the public page so they can either educate I want to speak on this article or here is my public comment to be red common item on our agenda we don't go on to another item and it continued and jump into them horses and I would caution this all also cuz I think we did this last time not respond to public comment that aren't on the agenda which we do last time we're going to stick to those meeting protocols we really need to make sure we could do that but I am afraid that if we don't have an established communication to the public this is the time and that's only add more confusion we're going to have this sort of timeframe to keep as much to the honour as much as our regular normal meeting we would but knowing that this isn't a regular setup we aren't live and in-person we're going to try to set up some parameters and there is a feature on Zoom that allows you to provide a countdown I was I learned a lot actually I'm going to training on entirely on Zoom now and our facilitator had about 32 people in the training and she was able to separate us in groups and then bring us back together with the whole class and then she was also able to give us as we were working in our groups at a bar that have a countdown showed up at the top for a breakout room you're not with the rest of the day we will leave for breakout room but I'm just talking about that feature that gave you a countdown instead of us having to hold up a car. so I think that if we're trying to copy our real life board meeting structure if you can comment until we finish the item so you can comment until the board begins to deliberate right sofa so somebody wants to respond do another person's comment they have the opportunity to do that as long as it's prior to board deliberation before we vote I can do one more ask and see or Rebecca can send a message. another but there's another comment so yeah I probably have to turn off the background the virtual back you also just have to put it right up there cuz it was kind of screen and Screen don't like each other unless you put it right up there so I just want to get to the set of letters to the granular tissue of how this is being handled I get that we all want it to be as close to what a typical meeting is but like let's get to the logistics of how that would actually look because I'm not I'm not I'm still not processing how we're going to get these emails and get it up and you know so just being instead of real time and who's going to be doing what I'm not I'm not clear about them thinking that is similar to we were doing when I was reading the comments that were coming through the email which we will make through Leslie not Rebecca right so the the comments can still come through the same way because Rebecca can't do everything and so we went have I would know which people are actually going to read their own comments and I will call him or I would and I would actually so Leslie is getting emails and then basic in live time giving you a call sheet why do we have to put in a middleman you can set up an email address that's only for comments right should be set up so summer has it in front of her right and leaving only that email not your private e-mail. Forward it to you or something just your password here's how to read those email and then job to the Orchard the vice president or to the load that I don't actually think it should be the superintendent because she needs to be paying attention to all the deliberation in the comments and everything send summer a check because also the Ford president needs to be paying very close attention so one of us should be sending a chat here's what I got the last 5-10 minutes or so can I just mention one thing about the chat just to kind of add on and and I appreciate what you're trying to think you just to see how this looks can you only have the chat feature between like Rebecca and summer or Rebecca McClure because if not when we first had our war Workshop that was on there was a whole another meeting that was taking place on chat and so you know not that I'm like a squirrel but I am kind of like you know drawn to like what's going on over here with a chat and people are having is it not necessary even hearing what's going on in Port so can you can you only have a Rebecca summer chat or a Rebecca and chat so that they would know what's going on text you could do that outside of Tsum entirely that you can use text messages or something for meeting but the last one there wasn't a single, because it was a name is disabled disabled okay I was able to do private chats at that time so I can tell you then from that experience that disabling it for everyone does not disabled for individual conversations cuz people individually chatted me and I actually would prefer that it's filtered and sent to me by what I'm supposed to call because I did feel distracted I was looking at one computer for the emails I was looking at my phone for text message cuz I was getting text messages and I felt like just just as at 4 answers I don't want to seem like I'm distracted when people are speaking and I felt really rude because I kept looking away and and this is the my eye contact through the screen of the only way people know that I'm actually listening and so if I can look at the chat box that would be really helpful so I agree with Kelly like if we could find two people so that Leslie is not trying to do all of this and Rebecca is not cuz Rebecca's trying to manage the room especially if she's going to be unmuting people who are called up to speak I think that's the only thing she said have to focus on and then if we could have maybe another board member who has access to that email then that person could you know filter this is one that needs to be red and this is when you know that's going to be common and the other advantage to using the global with every attendee is the reality is again for all we can save those chats and if anyone ever has question we can say you know it can be X dance if we want whoever enters it received at 8:40 p.m. from Kelly chance you know and then there'll be a whole list that would be our version of speaker card yeah absolutely so your email and that email is going to and you want go to another board member so can we choose well before we shoes I just want to make sure you want the public, to go to a board member so that the board member can kind of take that information and re comment people are in the meeting and want to make a comment whether it's on an article or during the public comment section they're sending their name to through chat to who that wasn't my impression my impression was that we're not having people we're only having one means of public comment and email and email is immediate I mean it's not chat immediate but it's immediate so it's more how to make a public comments and their email would be I'd like to make a public comment that's all they know what to do in the email is the same as what they would do on a comment on a comment card YouTube I just want you to read this out loud I don't need to say it myself and you can say I just want the board to see this I don't even need it read out loud or you can say here's my name I want to talk about it so we would do the same thing with the emails whoever's checking the emails all they have to do is divide them up into those three categories and send them along somewhere we have three people who want to speak on this we have two people who if we have to be crystal clear with the instructions in. We can even ask them like in the in the subject right either I would like to speak or please read on my behalf and put that in bold wherever the the Bella dresses okay or just as well if if it's just for the word to say what why wouldn't they just use the board member email or regular board meeting where are everyone's admits their cards before 7 before the meeting starts so if we have a Time cut-off for their Thomas please submit them before the meeting which is normally what we do well I would only say want it once again something that is cut off by the start of the meeting for items not on the agenda but for items on the agenda is dr. Kent mentioned they can submit comments until we get to the point where we're taking action. in the past we generally accepted cards not until the start of the public comment. But until the end. And that I think that's the most I want you sold beginning now and then people start kind of renting app and giving me card the bulk of them weather be public comment weather be on a specific agenda items before the meeting starts today submit important to allow people to comment in response to somebody right so in public comments if some he gets up and says you know whatever things are horrible at my school yesterday because blah blah blah and there's someone else in the audience who wants to stand up and say yeah me too or no actually I don't think it's like that I think it's important to allow them to put in a card before the end of the public comment period. Just before the beginning I don't think there's anything wrong we're encouraging people to submit buy it by a certain time so whoever is collecting and I'm happy to do that is able to sort of organized it and then as things go to trickle in it doesn't become like you know this person has to look at 50 cards or emails at one time so I think we can encourage people to submit their whatever cards I want to speak before you know 7 and then but we are happy to accept it after but if we can get the bulk of those before it would be very helpful for the organization I also think having a set time really first to eliminate any potential future differences in practices based on who was wanting to give the card or anything that way it's sort of allows some transparency in the process about it being life-flighted to throw in because whatever it was yeah I think it's I do I hear what you're saying Steven I do want to give people the opportunity to or to have a response to maybe enough speaker but I think it is important in this format to have some hard fast rules to keep order because some of the emails that Leslie sent didn't come through right away and so we could be accused of like like ants like you didn't read my email well what if it came in like 30 seconds after the last speakers, and we went on to the next thing like then it's a legitimate been because you know we received the email too late but they could say what I sent it I hit send while you were still in Publix hummus so I think it's as if we could find some balance there protect ourselves but not change our format is to have the board president every time say before we move on to board deliberation and action are there any final comments documentation verbally confirm I've checked that's the last I've received as of 5:05 p.m. before we close Publix, do we have any final comments you know by no emails okay I'm okay with that and wherever she liked the public comments on emails to go so we can make that change I mean it's just a matter of access right I don't need it to be dumped into my ccusd I can just if I'm just can I just be added to that email account I think so I mean it goes to my email so am I don't like log into a particular email just kind of jumps into my email so but that's just it gets forwarded you probably if they gave you the name and password right to deny sending it to Leslie Lockhart they're sending it to if that's a sure way for things to get lost if it's dumped in my CC and then my other question is so you don't want did you want a cut off as you want it to be like by seven 7:30 did you want what did you want for that I likes of Sean Smith Deshawn's Makita encouraging you know we encourage you to get comments in by 7. Language is fine and then we will always remind we will take comments up until the board is ready to and then we cut it off by and we name the minute but encouraging is definitely a great idea it should we say the word is ready to deliver it or the close of that we don't deliver until public comments so maybe we can we can say the close of that item and we determine when an item is closed so can I ask you a question and we're at the members of the audience so right and so I can send emails coming I'm real time to shine his checking and then at that time when we're about to go onto I guess it would be like superintendent's report comes next is it at that time you would check with Sean to see if there's any other emails or at the end of that section because I think what happened last time we have public comment coming in continually after we had moved on and so I wanted to make sure I'm clear about what that is because I really think that whatever we just right at the beginning of each board meeting we should kind of have like a review for everyone I think we should publish you know our board netiquette I think that before every meeting we should review that because I think it's the right thing to do hey pretty I just don't think it needs to be that different from what we do at our regular meetings when it's not online at the regular meeting we say are there any more public comment and people if somebody at the last minute says oh yeah and what's 2 we wait forever and then we don't do that anymore you know bring the time they also don't really have almost 200 people at a board meeting we definitely will I think that it's actually easier to access a board meeting on zoom and I think that is more convenient people are at home in and they don't have to go somewhere because have to go onto their computer so I think we're always going to have a lot of people update as well so I think I think that's why I wanted to make sure that we did this now because I think that's going to be our new normal for a while then I would suggest we do we we ask people to try to get before the start of the meeting and at the meeting we can we say okay we think we've got all the public comments is there anybody who submitted something that has been seen unmute and say hey I said something email settings expect the public to be reasonably well-behaved and we can solve the problem if they're not if there's somebody who just you know speaks up when they're out of church we can view them but I don't think we we need to preemptively do any of that I don't think that I don't think this is about us assuming this is really for the Public's protection as well because if we don't set up the parameters we could very well have frustrated people who wanted to make, I didn't get it in before we move. there were a lot of comments that came through for public comment well after we were past that point and I think the district attorney in it's not we don't do it when I'm saying that but where is if we want people to have their comments heard I think it would be more responsible for us to encourage them to get them in earlier because we cannot promise that if they give them later even if they have the right to submitted any time we can't promise that it will be read especially if there is a delay in the email coming through or if one of us doesn't catch it in time I just this really seems not to prohibit anybody from speaking the thing the worst about the public it really is to say we want to protect your ability to speak and be heard and so because this is such a I'm not sure if people are really even looking at the agenda resume screen is open because I had to open a separate agenda while I was looking at the gym screen and they may not on the agenda share the screen last time right or no for me I had to open a separate the only screen sharing we did was with the presentations from Aaron and Tracy so I don't know if that's something question was about whether we would take it again after the attack that section exactly so we we you have the students report we have members of science we have superintendent and then we have board then then are you checking for public comment during that at the end my heart is there any more public comment or you saying at the end of member of the audience is there any at the end of member of the audience like we do at a normal meeting Lansing on what you all have set right when is the respond to them where appropriate for you respond to them where we made an attentional decision to move public comment up so that the public can be heard first and I think that was the right decision I think that's where it should remain because I don't want to have to undo things when we go back to in-person board meetings as well so it is important is too close to this but if we let them know ahead of time please you know we will read your comment or hear your comment any time during the public comment portion and wants to close your email will be forwarded to the board but we encourage you to get it in as soon as possible preferably by the start of the meeting so we can ensure that your comment is hurt and you're able that all makes sense and I think also then what about trying to share the agenda on the screen when we when we're not sharing something else can we have the agenda up on the the shared screen play more important for people to see that our faces well you would think that but know when we have the patient from Aaron or wait I think was Tracy's presentation very odd that the presentation was up there and they couldn't see the faces because I kept getting text and email like please stop showing the screen the size too big so if you want I mean what what I could do is I can do like a quick share of the screen of the agenda just so people see exactly where we are because you know even in our board meetings in City Hall we were going through the agenda we're moving people are seeing on a large-screen kind of agenda so I mean I can Flash people see that and then I don't want to take up the whole screen to people hate that they love to see the faces and people's expressions of Redondo Beach putting their protocols on the Don every meetings opening page or whatever that is too I think that would help that's what I want to do I just want to make sure that before we put anything on there that we actually have so when there's a whole bunch of people in the meeting there's all these little windows or they can set it up so whoever's talking shows up right to Bayseas board preference anyway or do they just switch as mixed in with all the other hundred people and they have to figure out which ones are us spoke so that free sample Rebecca's showing her the face in general anyway can we have the agenda be in that window screen instead of having a second pair device her own device information yeah it's not it's not a future I don't know why that says that Steve but I can't Zoom account that's called so I guess I can't cuz it won't show the agenda would only show the title is gender something maybe there's a way to like send the agenda search everybody who dialed in and I think it's important to screen share of a presentation and I think flashing is okay A little monkey you don't want like at that like moving to a piece of paper like this is where we are no joke like joking aside I can be mindful of herpes item 12.3 right now is not abnormal. It's the norm for this in the reason why we're getting is mainly for us to see the visual as well hey it's nice that they want to see our faces but at the same time it's more important to get the content and so I don't want to stop caring friends because of that I mean if you really if you're really dead set on showing it Prezi just came out with interactive whatever that you can actually put text next to you and you can scroll through your you know so if it's you know 2.1 you can have it actually show up like this background and you can go through the agenda but it would just require some people behind me it would actually could be next to you I mean I'm doing my own school but it does it does interact and you can put up the agenda next to you it'll just be like oh I don't know is there a way that I know that we can privately messaged each other but if there's no way that there can be One Direction on messaging to all like tobacco enable it would be a lot so I don't want to do this if it's not an easy way to do it but could she indicated in the chat just the item number were on I mean I think it to be honest I think summer if you're saying 14.1 and then the title I think it's not fair because we do make the board agenda you know available as the love you know Friday at Friday night or whatever and oh my gosh do you have to refresh your you can make your background a video but I don't think you can make it a streaming video of so my guess is no I have to refresh my credit actually we are never going to be here I've made a note for myself to just be the facilitator to remind the public where we are throughout the and to bring them up to speed you know ever ever ever so often especially if we're on an item that is particularly long as they have them I mean there's no way they're going to see more than 4 people at a time anyways they're not getting all this month cast from phone for sure so it's just we're going to work in the constraints of the technology we had to because they can actually put their phone on the video Leesville Middle just go to the top and they can open the agenda item as the item that they see that you know what they say on their phone or they can split their their computer screen so there's some other ways that cuz that's what pretty much I did so we'll just share those tips and encourage them to find a way to look at the agenda of agendas and I will just keep everybody up to date on where we are and I'll help me not lose track to thinking of the agenda that I sent to you and I just cuz I put this out there just so that if this is something that you want or not you want word counts do you care about that do you want people just do kind of right as much as they want to 3 minutes till 2 or 2 minutes whenever you decide should still apply so you just have to train yourself if you're reading their comment so I did like Manhattan Beach down to Four Hundred Words which is about three based on the average person's so I would have to keep you to keep your comments around find words or three men try to keep it down to 400 words in that email and if they're speaking if they're speaking then it'll be a 3 minutes right and then the same message is going out every time right it says here's your sargenti here's the Zoomer saying here's the room right so that can have on it for email and say that if you how to get a message to the poor you don't have to do it through a meeting send your email to this very few people what is our regular meetings send us an email saying please read this out loud always been an option this is most people either want to be there and have a see their faces and their motion or they just want to get the message to the Ford forgive me for playing Steve go ahead yeah so so if we spell that out carefully in a way that people really see it I suspect we won't get a whole lot of messages that are please read this allowed it to me. I think we got all those last time because realize they had other options of just send it to us it will be do it otherwise you're or speaking okay okay so I'm sorry can you edit that well I just I just quickly but that is how what it would mean you think there's lots of different templates I just picked one and then you can just try to scroll through as we get like two point 2.3 and half display so this is via Prezi but you have to input that's your problem your Camp your lens or camera be a present president takes over the the problem is it then again we're going back to is it more Logistics as we're trying to sort of be engaged in the meeting with someone having to retype in so you don't have to it's it's already set and it's just loaded so all you have to do is kind of scroll through it populated it would have to be populated and then as we move to the next one it would just show up could you show us an example of God use that yet I do think that this could be useful is so it would if you just put like you Note 10.1 came afterwards and that you would just hit the scroll button so it will go to that next image is that you said the Doom in advance so you have a Great Gatsby have them ready to go I mean I can give it a shot for the next next one to see how it works cuz I I just started playing with it cuz they just launched it a couple I like that thank you to Sean you're welcome I'm going back to my regular camera really quickly set alarm 400 or fewer I'm going by Manhattan beaches protocols which stays 400 words and then parentheses about about 3 minutes only concern about that is that it's different from people who speak so I just for me it's like any time there's something different it's room for error and it's room for critique and I feel like we can just tie the person reading the comment we time everybody what are you reading for yourself or you read on behalf of someone else is allowed to speak right you don't have to go by email so if you're worried about whether your emails too long and you think it should fit in 3 minutes do it in person say I just want to speak I don't I'm not going to split hair so it's like if somebody's if somebody sends in something that's and they follow the instructions and it's a write 400 words because that's what we put out there and safe Christmas Eve ends up timing me Rize 400 words and it ends up being 3 minutes and you know tense is there something that could be because of me reading too slow. I would I personally wouldn't split hairs of it I would continue reading to the last words because it's helpful to have parameters for both those who want to speak and I think we need to have something for the people who choose to write in some number of words so when you're saying that it's different for people to speak to you think the number should be greater or no I don't know are you on that sounds fine I think that our regular board meetings maybe it hasn't come up or somebody asked to read a message out loud but I've seen it it city council meeting since I said something once it's just in Counce cuz I was out of town asking it to be read aloud and they don't count anything they don't sign anything they just read it I thought we had that and we time that as well consistent so I mean I'm hearing what you guys are saying I'm just trying to figure out like recommend comments be around 400 the but you know we have three minutes for each public comment so know that if you write something that 700 words at 3 minutes you're going to be here cut off right so we can also say that we're going to abide by our regular policy of 3 minutes perhaps to give the number of cars that they would in a regular board meeting and then their recommendation could just add like if you're sure you know this is typically about 100 words if you're typing a letter I'm sorry since we're not going to the words it would be a good idea for you to keep count I keep time even for those comments yeah and if and if you tell me times up and they're still like three more sentences and I'll just cut it off but if it's a few more words then I'll finish it the right thing to do and then we apologize so I think I have an idea of kind of what we're going to go forward and so I will Rebecca I'll work together to put this in one cohesive you know thing that will show up on all of our agendas and be on our website so that everyone you know knows when we send out anything about the board meeting then that will always be do we have to run that past the board to put it up we're going to work on it and we're going to send it to you so that you can kind of give your suggestions or your edit and then you can't officially approve it until the next meeting but we could use it anyway like you can use whatever you've got for the next meeting and we can you know at the end of the meeting of the board business confirm that everybody you know like the way it was was done and we're going to do it that way from now on oh I wasn't thinking that we needed to have like board action around it but if you feel better about that than what we don't because you're the executive manager but we could put it on the last board business area to a special meeting to discuss what went well and what didn't go and so if we added to the to the bottom of the agenda we can sort of reflect on what went well at that time and make any changes then so if I'm when Rebecca can I come up with it 13 guys make your suggestions changes I get like a somewhat of a thumbs-up we'll use that as we send that out to the public and then we'll talk about it will reflect I've been exporting which is next week I can say one other thing but it's slightly different topic related to this and that is if we find that we actually get routinely the whole lot more people on Zoom meetings than we do in person we should be working hard to find it away when we're back to normal to allow people to join those meetings by Sue I'm hoping that we can continue what were starting a new interest keep it going we have a lot of people were sending out like hey make sure you, she would tend you know I think this isn't there a lot of educating that can be done informing people how board meetings work purpose of board meetings and the kind of work that's done during this time so I am grateful that even though this meeting does not seem that interesting to people board meetings Methodist free store attendants next more me they're going to hang out later captioning will pick it up anyway the captioning for that's going to say oh I like potato soup but yeah this is an opportunity for us to use the broader audience to inform the public about it and how it should be done and reviewing me to call but actually really help us when we go back to regular Brittany understanding what we can comment on what we can't comment on and and the purpose of the public okay so one last thing I have is update workshops check-ins we have a board meeting next Tuesday and part of that agenda is the covid-19 distance learning update that's one of the agenda items that's always going to be on there and then we have May 5th we have Workshop which is covid-19 and then May 12th I have a board meeting which has covid-19 and then we don't have anything on May 19th May 26th we have a board meeting that also has an update and then following that June 2nd is a workshop Vista covid-19 empty so I want to talk to you about check-ins how do you feel about that is there something that we can add on to our other meetings that you need to have on a loan to me what you just described is essential fine except office and then 19th is everyone in this Wednesday June 2nd as a workshop June 9th is a board meeting my suggestion would be that the board try to keep the whatever the missing Tuesday states are available and leave it up to you whether something comes up that you don't want to wait 10 days for whatever it is but otherwise if you're talking to us once we making you anymore and the batter worrying about skipping one week is just you know when posting on your time without a whole lot of benefit okay just want to say I do what I want but I'm hearing you know you know a concern about being able to have discussion or check in with each other so I just want to make sure that I'm so concerned we had a. Where we were not walking and the world was coming to a screeching halt I was very uncomfortable during that. Because I didn't know what my colleagues were thinking and I felt very concerned that I took the public didn't know what the board was thinking in comfortable for me we've been Scott and back to a new normal so I think the Steve suggestion is fine that if we need to use that Tuesday we can and will according to your desire but sit continuing to have the checkups is better even if so Prince's now it sounds like we're going to get off early I'd much prefer to have met get off an hour later to keep what's on the schedule on the schedule what shops are short the workshops are store and that we do have a means in place now especially with errands presentation and this conversation did if we need to meet because there is a big break during when we would typically that we can about that I have to say that you know I know that we're having a workshop on the June 2nd and then a board meeting on June 9 my concern of horses what what the world looks like at that time and we will need to be able to have some flexibility to meet we were talking about developing kind of a re-entry plan that's going to be critical so Amy like additional workshops that we can kind of in a grapple with that and figure out what that well and I'm sure that we'll need to add onto one of those as well I'll be meeting the midi Workshop or maybe some other way just in conversation about I'm sure they're being happy we're going to handle end-of-the-year activities for seniors I think for a while if the emergency was so emergent that there wasn't time to talk to stakeholders about a lot of things we're sort of getting into a new normal where we have a ton of important decisions to make and there's a little bit more time a little bit of opportunity that we should take advantage of to fight all the states, so if it's happening at a board meeting then if you you get to come in and say hey when you go back to school don't forget XYZ or you're talking about what to do about graduation there's a chance for people to say I really want graduation to be on the same day even if it's electronic or I really I don't care what day it's on so I'm just wait till we could do it in person or whatever you want to allow people to comment on things when there's time to go out you know just like we have kind of updates on our board do they want to have something like this on our board agendas moving forward that's maybe not necessarily so Define but just be able to kind of have a discussion about whatever that topic is so that we have that flexibility so that we're not winning for Friday no more we're not waiting for Workshop just so that we can come have some type of instructional update we have talked about that we want to focus on hidden achievements so we need to be able to probably put that on there with intentionality so that we can actually address that and whatever that means I think there's also is it there's more latitude to interpret what the subject means based on what's coming up with Vincent information I like if we were voting on something where the topic description was a little vague and we pick something different people wouldn't realize was part of the topic I be concerned but if it's an information I demand you just passing along here's what's going on and we're talking about it or not voting on anything then deal if the topic was kind of you know we'd talk about somebody that maybe the public didn't know we were going to talk about that detail right cuz we're not taking a decision for the update will be on most of the board agendas going forward will there be specific areas of focus so we'll just be will it stay like covid-19 update special education or it like yes I know for a fact the next two I think one is student Family Support Services I don't know which one comes first but when the other one is special education I know that those are going to things that were just going to call out and speaks the sea did I do think that the public does want more and more information about the same time if we like to Steve's point about having like so many like feeling of all those Tuesdays they may become less engaged them or that we're having this meeting from and get burn out and will miss important information from parted with weekly email daily calls and emails and her staff and parents are just kind of like numb to it now and still in doubt we did have a pair I mean not funny but kind of funny I think our last communication that went out I think the response was stop stop sending me information so I mean that's kind of a good sign because then maybe were you know rather to over-communicate the lender communicate but it off paranoid too but nevertheless so I guess place people can get to it but send an email box and also sending only since we're all big on Essentials essential information like bullet points and gravity and Joanna's what is it six word poems or something like that like me more and more like something that's like with the with the protocol for the board meeting and make it really simple and easy to follow because I am stopping a lot of stuff to not selling a house and when I feel like getting an update on what's going on in the city I'll read those but if they're coming all into my email it can become overwhelming. so I have what I need do you have any final thoughts are can I just have to do this as a PSA on Instagram these are not my glasses these are blue light blocking glasses that I ordered for my entire family so I wouldn't ready to do the same because our eyes are really taking a beating those of us who are exposed to the did you know on a Mac at least you can tell the computer to do that rather than wear glasses to filter that you can visit I was reading about that the apps the apps can help a little bit but not as much as they say the glasses do so maybe do both and you'll be doubly protected but I'll light the blue light blocking sure technology built the blue blocking when all my Consulting work on a Mac under the display parameters one of the choices is night shift it could be turned on manually or by timer and what it does is shift the colors to the warmer into the color spectrum at your time tended to be for so you won't be looking at Blue right before bed cuz that keeps you awake but you can set it to whatever you want including to just beyond the warm and all the time and it's a range you can shift it from listen to show what you can see I can get it from there yellow to very blue and anywhere in between I don't have that setting on your phone that I would encourage you to get some glasses especially for the kids because they were on technology a lot more than they normally are we want to protect their eyes that's it for my PSA nobody has any other thoughts I will entertain a motion for dairy Church motion by dr. Levin second by missile are all in favor say everybody thank you everyone show me where is working again to see what I printed with it yeah oh my God

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