 Okay, 602, call the meeting to order. We do indeed have a quorum. We're just missing Megan, but as I just quickly mentioned, she may try to remote Anne. The meeting purpose, among other things, self-monitoring. We have two policies that we're covering and the reviews from several subcommittee, subcommittees, the progress that they're making. But we'll start as we always do with public comment. To introduce it, I'll read our preamble here. The board welcomes comments but is not able to take any action on them other than to direct the public to the appropriate staff member or to the complaint procedure. Comments are limited to three minutes per speaker. Is there someone here who can be my timekeeper? Thank you, Sarah. Time may not be seated to another speaker. Comments are to be addressed to me, the board chair or the board as a whole, not to any individual on the board on the staff or in the public. Please raise your hand and wait to speak until you are asked to. Please identify yourself with your first and last name and your town of residence. Please refrain from restating comments that have already been shared. You can always express agreement with those comments. Order and decorum shall be observed by everyone. Shouting and profanity are prohibited. As the board chair, I will maintain the order and decorum of the meeting. And with that, we'll hear public comment. Yes. Bethany so I ran off center. I'm here today just because I wanted to ask that topic of the mascot change at the right elementary school. You put on your agenda for the next meeting very well to be able to discuss. I have a lot of concerns around that and I feel like it's been kept very quiet and just casually mentioned in some newsletters. I have worked with the principal to learn a little bit more about why and all the reasons why that's happening. But just wanted to share that I feel like changing it is a real waste of our resources time money. Things that just don't need to be done at this time when we have way bigger things that we need to be concerned about on the school level for kids. And I think that the public needs to be made a lot more aware of the fact that this is being discussed so that more people can weigh in on how they feel about that. So thank you. Thank you. Anyone else? Anyone else in the room want to speak? Yeah. Just say your name for us. Thank you. They did throw it over there. They were supposed to raise it up. They raised it up. And they were supposed to touch the saw. They cut into the saw. What's the stop sign over there doesn't need to be there because they can put it one way on both sides. When you bring your signs on the right hand side, not right slap. Follow me. Okay. Anyways, it's unneeded. And I don't know why you put breakaways in and get spotless stop signs at six feet like they're supposed to be. So then the guy took his dump truck and literally hit an apple tree over there, broke branches. He said, I asked him, I said, I know what I'm doing. Maybe he was told to do that. I don't know. But I asked him to bring a saw, you know, saw and I'll tell him where he caught him, turn him back and over just laughed it off. So yeah, I'm very upset. Like I said, the road wasn't supposed to be raised either. That's been raised. So he did whatever he wanted to do and not did not follow the directions. And then I was supposed to get a construction meeting. And well, that columnist, he only had about 30 seconds of time that he could spend with me. So this often been avoided. If we had a sit down construction meeting, like I requested. So yeah, does this need to go further? Yes. Can you correct it? I hope so. And also to continue to go past down there. I mean, they went they did good one day when the cars were released first before the buses. When Mr. Millington was there. That was that what plow was he had a traffic state slowed down and everything. But to go past, I'm going to suggest that we put a speedball for a six inch trench ball 14 you supply falling to it. Because my name is got kids and I'd like to see it slow down there. And that will that works better in a speedball. So I don't know where you're going to answer today or not. Okay. We I do not. We don't wait during public comment other than then directing to the complaint procedure. So I don't have a response right now. The board doesn't have a response right now. But your comment has been noted. Because I took pictures of the whole thing. Okay. I got paper state that they weren't going to raise the elevation leading to permission for my grass. This way I should have been in a driveway not my law not my neighbors on. So they said I'm not I'm not pleased. Do we need to set up for a different time to speak on that could very well be. I think the best course of action is for you to contact the superintendent and share anything there with Mr. Millington that you'd like to share and then we'll take it. So go through him to get the set up for the next meeting. Correct. See where we get from here. Correct. Okay. Please contact me if you get any of this stuff fixed. Feel free to knock on my door. Just I just sort of Mr. Millington wants to knock on my door but the other two understudies below him are not interested in talking to. And I also want to clear up that statements were made that I was one to stop contacting people. No, that wasn't I've got text message that can show you some time where I texted back and forth. That's it. No response. No response. No response. So that I would just tell you that because I want to clear my name. That's not what happened. So that is time. So that's the end of your comment. Thank you very much. Mr. Grail. Thank you. Anyone else? Okay. All right. Then we will move on. Thank you for your comments. It is now time for us to consider a student request. I know that Jamie Solis is here to speak with us so I'd like to hand it over to you if I may. Sure. Thank you. In executive session? Or do we hear it and then go into it? I'm sorry to interrupt you. Because it's a student issue and you don't know what might be presented. You're probably better off in executive session. Okay, because I'm assuming that folks will be talking about things that are personal under FERPA. Okay. Yeah. All right. Understood. Just more of it as a safety piece. Okay. Great. If there's a vote that happens that would happen outside of executive session. Okay. So because this is a student issue to protect the privacy and confidentiality of the student issue. We are, I'll entertain a motion to thank you. I'll move to enter executive session. I second. Moved by Katya, seconded by Sarah. So that does mean that I have to ask you to step out. I do hope that you'll return and we'll let you know when we're coming out of executive session. So stay close if you plan on returning. Thank you for your patience. Thank you for coming back or back in a 630 public session. And I will entertain any motions for a vote. I make a motion to approve the request for guest student status for this year. Any further discussion for open session? We want to amend until the school choice is available again for this year and then next year for the following year that they follow the school. So guest student status through this school year. Yes. They follow the school choice process. Yeah. For the following year. I will second that motion. Seconded by Sam. All those in favor please raise your hand or say I or both. Aye. Aye. Aye. Aye. Aye. Those opposed. Abstentions. It passes unanimously. Thank you both for coming in and speaking with us. Have a good school year. Thank you. Thank you of course. Okay moving on to monitoring a second reading of EL 2.0, 2.8, and 2.9 those were included in our packets. Let's start with 2.0. Any discussion, concerns? Yeah I didn't notice it until this afternoon and I'm really sorry. But we had changed our policy back in April to read after imprudent we had added inequitable to sort of have an overall equity emphasis. I remember this but bring me to the line. It's on the main part so it's the main part of the so the superintendent shall not cause or allow any practice activity decision or organizational circumstance that is unlawful unsafe, imprudent, inequitable, or in violation of commonly accepted educational professional ethics and practices. And for some reason it didn't get updated in in our policies. So it's in the policy is probably I got a little make sure it's up on the website. I remember making a change in the little yeah yeah I just had I I just happened to pull open the one where I had hand put in mine and then I was like oh no so then I went back and make sure that gets up on the website too. Yeah that's the only thing that I saw. No thank you for catching us. Anyone else on 2.0? And we can still it correct me if I'm wrong vote to accept with that edit okay but where I'd like to do these all at once if possible so moving on to 2.8 communication and support to the board comments concerns questions it's a long one no seeing none all right 2.9 policies required by legislative or regulatory bodies wait a minute yeah we're missing a why regulatory there we go the printer that could very well be a margin and comments yeah the only thing that I was looking at in this one is under the evidence of the handbook student faculty athletic parent administrator changes to handbooks are typically communicated in person to the groups affected at the start of school year assemblies meetings and forums and what do I mean by the trainings parents and students so the students I guess we all accept that we that these trainings take place they're usually advisory with the students it's their opening day assemblies yeah or you know the the first time they're communicating with parents and then the coaches nights the coaches go over the handbook or the co-curricular guide okay that's that's part of the expectations push the shoot expectations and the standards yeah recognizing excellence this kind of reconfirming and getting people back on board with making sure that that's happening to the system right I appreciate the 2025 onward annual review and updates each October and perhaps just a kind of not a presentation but an update or it giving us a chance to review not to approve but yeah to be informed in October and those are also those are your the all the different advisory board that each of the schools are doing a review of those as well right yeah that was a big part of the strategic planning stuff that we were engaged in this last yeah it's good questions anyone else all right then I will um entertain a motion regarding all three at once if there is one move to accept the monitoring report for global constraints 2.0 communication support to the board 2.8 and policy is required by legislative or regulatory bodies 2.9 monitoring and with the edit in that first and with the edit in 2.0 to add inequitable in there do I have a second second seconded by Chelsea further discussion great all those in favor they say aye those opposed sections great passes unanimously okay quarterly facilities monitoring report um a couple of specific things to uh to go over but lane do you want to start again generally or jump right into I think it probably would flow into the you know the next conversation as well so the the facilities monitoring report was put in place as a control it was one of the controls that was put in place probably my first or second year I don't remember when and one of the reasons for it was because when I was looking back to see how like reserve requests were made prior to our time here um there were reserve requests that were made but when we went looking to see if the work had been done or if the equipment had been purchased it was nowhere to be found and so in recognizing that um it was important to put a control in place and so if this facilities report does is a few things um it is the the long term plan it looks out potentially three to five years you know the major projects that we've got to do anything that's over ten thousand dollars is on here um but the other piece that it does is it's got the place for the direct inspection so when you see the lwm next to one it means that the work's completed and you know if it's lwm it's me if it's if it's uh you know rp that's robin on heather will add to the list it means somebody has actually gone out and physically looked and confirmed that yes the work was done or the equipment that was purchased this year and so that was one of the controls that was built in through this process um i'm not sure if there's specific questions on this or not i mean i can also leave it up to bob and lessor here to talk about it because there was significant work that was done across the district in the last year especially this summer as you know but just so you know a little bit about the work yeah i wonder if from the board there are questions about um the process in general to either request facilities funds or because again i know there are a couple very specific projects we want to talk about but are there more general questions from anyone um i have some questions um i guess i would like to know like how the reserve funding works in general so certainly let's go back to like the end of the fiscal year right so in uh June 30th any money that is is left over on June 30th in the budget um is surplus what happens is during the budget process as we go through it um is one of two things um either at my level we just decide we're going to roll that into subsidizing taxes for next year so we can roll it over and apply it directly to the next year's budget or in the case of the board i come to the board and say okay um you know given the the projections for the future and making sure that we've got it up on hand to replace a roof when it comes to you know we want to add 200 000 to the facilities reserve the board actually reviews that approves it and then it goes to the second step after you approve it it actually goes on the march vote because the voters in the town have to approve the use of that money as well and so once it goes to the march vote that money then sits in the reserve funding can be used for those those uses um that we've set it for and so we've got a number of different reserve funds we've got a legal fund we've got the facilities fund we've got a transportation fund for the buses we've got an operational fund that we built in which was primarily for our software work that needed to happen so that's the process and how it gets there that was just like two or three years ago wasn't it which one the operations the operational one was two years ago it was um we were dealing with the fact that the uh state was five years behind and providing the districts with the financial software package that they had promised us um and so it got to the point where the auditors are saying you know your your software packages so out of date it's not doing the things you need to be doing for proper controls but here we are waiting for the state to approve the package because um if we went and paid for our own and the state then turned around and said no we are going to follow through on making sure that everybody uses the software that the state chose you know we'd be at eighty five thousand dollars you know starting out using software and then having to switch over to the state the state last year finally made some legislative changes on that and so we just re-uprated uh Tyler our financial software system actually did but it was a five year waiting game of the state some good questions um another question i have is are is any of the reserve fund granted money or is it all tax it all comes from from taxes okay and i have no control over it so after it goes into the reserve fund the only way i can access it is through approval from the court right but the reason there's so much is because of grants because we're able to fund things with grants and then we have so yeah that that's a little and then not so tax dollars that's a little bit of it yes um there are also things that we get reimbursed for um which means that we have to plan for it up front so it's got to be in the budget to be able to pay it's usually for special education services we pay it up front and then after we pay out the state reimbursement and so that money goes in there the other thing that happens and so this is important probably easier if i could put it on a board let's see if i can describe this in my my tired state tonight um with the surplus funding is when we come to the board and so i say we need a hundred thousand to repair whatever it is um lots of times we actually don't pull that money out of the reserve fund we we get your approval we wait until the end of the year and then if there's enough in surplus we just take it out of surplus and then we never access it um and so in some cases what'll happen if it's a large bill you know three hundred thousand for repairing the heat that we take out because we don't know in the middle of the year surplus might cover that or not we literally take it out we pay it and then all of a sudden we had enough to cover it under surplus and now we've got the extra money that we pulled out of and so that's a part of the reason lately that the the surpluses have been so high so there's there's a variety of factors that kind of go into that in excess so do you have any type of like performance chart that you could show us or this other stakeholders of how the reserve funds are being spent in depleting and gaining you have financial documents i can show you where all the financial documents they are you get a monthly update if folks are interested and that's public it comes out with every board meeting this is an area where if the board feels that it wants something you just have to as a board tell me what it is that you want for information i'm happy to provide but that's not something we usually do usually with the facilities reserve funds we're dealing typically with like matters of safety or things that we've been planning on for a while the reserve funds primarily started out especially the facilities reserve funds kind of like the savings bank account we were putting money into it because we know that there are certain big ticket items that happen on a regular schedule like groups have to be replaced every 10 years or excuse me every 20 years things like that and so by having the money in the reserve funds and available for that it means we don't have to go out to bond so i don't have to go out take a loan ask the community to vote to approve the loan you know add people's tax base and whatnot to pay that off over time we have the money right then and there and we earn a little bit of interest on it yeah so that's kind of the logic there so that that makes sense not sure if i answered the question but yeah but if there are things that folks want to know like i said none of that reserve money is is touched unless the board approves it so you are in the loop on everything that we've spent it on the community is because they're in the minutes and everything else that that come to you one of the controls that i put in place again that that first year here um actually i don't think i asked for any reserve funds it was probably my second year here i went back and looked at how they did it in the past they used to just give you a sheet and said you know we need 300 000 for this one of the things that i make sure happens for the board and one of the controls is you get the the quote directly from the vendor attached to that form so that you know what we're asking for there's a basis yeah and so but those are controls that i put in the place so can i just just because the board was had some concerns so for example on the cleaning of the gym three bids came in there were all over 40 000 so you had so you've had three bids um you chose one you requested the funds but the work hadn't quite been done yet and when i looked at the at the uh spreadsheet it shows okay here was the bid for what they thought the price might be for the cleaning and then finally the bill comes in in the end from the vendor saying here's the here's the actual cost and that's what's listed in there so the board approved that higher amount of reserve funds um i'm guessing that basically the process is that way because you know you're going to have a bill coming i got to make sure it's covered before i engage with the vendor so then so then if you don't need as much as you thought you would from the bid that they put in you just only use that little bit and and i would imagine it's tracked in some way there's three of us through the financial process there's always dual control robin double checks everything she makes sure that the three bids come in she makes sure the amounts and like i said our typical process is we ask the money to make darn sure we have it available to pay the vendor because it would be unethical to right and get them to come in and do the work you gotta put that in front of the we often don't even tap the reserve funds if we think that we're going to have the surplus at the end of the year we wait and see what the surplus is paid out of surplus and then if we don't even need to get the money that we requested from the vendor need them i mean they probably need to be paid that's part of the reason why i mean we have a monthly meeting and if you've got a vendor who has been engaged and you've accepted their bid and you've engaged them in this work you you probably know that you're going to get a bill at some point i mean you could i guess wait and call special meeting of the of the board to approve that reserve funding at that point but the point is we go ahead and we approve the reserve funding based on the estimate based on the estimate we wait for the billing to come in there are several eyes on it you then check to make sure the work is done and then we pay the bill as it comes in am i understanding that correctly yeah okay and part of the the process here in bob and wester here um they they're a little bit more intimate with the vendors than i am i'm i'm more kind of i'm uh looking at what's coming in because we all kind of did the same thing when we saw the labor but the labor was high um relative to what the final cost was the labor was high on all three bits so when we see that that's a control right we know that they're in the ballpark of each other so it should be legit a legitimate quote we're giving us um in this case you know bob and west can talk a little bit about you know what the vendor might have been expecting versus you know what they actually encountered and what not but all three were expecting to encounter the same thing which is why they were all high on the labor the other piece on the form here is um you know when we've got the the dollar amounts available that come in is you've got you know what the quotes were coming in at and then you've got what the actual you know what's complete with the actual amount was spent so this is also a public facing document um and what happens with them is after i've done the direct inspection when you see the lwm there or whoever's done the direct inspection those items come off this um the the month after this because it means it's complete it's done it's been reported yeah do you have a timeline for the for when you do your inspection you kind of have like a i wait until i see that it's done on the report we meet every tuesday two um but but usually it's it's uh when that when they're getting the report updated for the the quarterly pieces like a lot yeah um just a quick question nice that the vape sensors are on here and i know that those were or i think those are being paid for via grant funds or not grant funds settlement funds from the jewel settlement is that correct those were if i remember we did reserve funds for it we have not i don't believe we received a check in from the settlement so i had joined in with a group of state schools um to go after jewel to pay back some of the damages that we've suffered because of their product getting into the hands of our our students um but we have not received a check that i'm i'm aware of i will check yeah a lot of that if folks remember i what i said we were going to try to do with that funding when it came in was use it for cessation um because the students that are vaping and get getting caught um you know it that's a hard thing to break it's even harder than cigarettes i mean you know better than i do um and part of the rewriting of the um r u hs some of the handbook wording from last year was just that if you get caught a second time vaping in school you are required to go through cessation if you want to participate in our extracurricular activities of any sort and so that's what that money was kind of geared for originally yeah so good good memory i don't think that generally the source of funding is reported on the sheet at this time you can see in the top line it indicates the kitchen line upgrade was a grant but then when you go down to where the heat comes that and there's a typo in the heat pumps of brain tree they were not two million that's that's two hundred and thirty six thousand and that was that also was grant funded so we don't currently have a system of saying like where the funds are coming we can put another column that's actually that would be great thank you yeah well some of it with us is it's the older eyes looking at the yeah that's a lot of my time because i can't see this so as lane pointed out bob and leser both here thank you very much for coming we appreciate it so if there are questions from the board that you would want to direct to these gentlemen didn't now is the time or if you guys wanted to report anything to us without being prompted by a question you're more than welcome to every time that we request something there's almost always accepted i hope that's because we have our next role when we presented to mr billington who is miss sara okay that's me we were we had open door you guys have our emails many of you see me in the public you can see west in the public we're not hiding anything and we we actually encourage you guys to be participant or in the engineering projects that we have here because you have a school that that's really needs a lot of work and every time that we bring into something we find a dead body and we have to deal with all right um i'll give you two real quick case in point the belowgrade catastrophic failure of the heating conveyance that happened at november 10th um and then this uh fiasco that we found when we did a demo in the high school gymnasium from the floor repair those are indicative of the conditions the school is and it's not this current more it's not anybody's single fault it is it is the culture that schools are notorious and they don't be prevented and predicted maintenance and you don't have you know this school does a solid engineering staff or facility staff that is looking at that and you have not had in my opinion based on i'm an old guy and i've been around the block a long time and uh based on my observation of what has gone in this district uh as you had not had a proactive superintendent and proactive board until six seven years ago and the board and millington and mr milligan is my boss so i'm not going i can step out of the room i can step out of the room well yeah let's go to the executive session get him out of the room um but uh um but we you know we find it i personally find it in a 30 plus year career engineering um it's very very happy to see that he's engaged he got like he said he's he's in our office every two to three morning is zero nine and now mr edler is also and they ask some point blacks and difficult questions and not you know we we like that all right you asked me a couple not difficult questions but you wanted to know i mean things happen and we we look at them as far as the cleaning um we didn't go after three we we actually went after six people six different contractors to do that clean and we there are certain times that i see mr millington um apple click there okay and that was one of them all right because and we were all stutter shop when we saw that first day we got no bids from gw sandwich service master and clean way services these are and then service pro our server pro those are all the major players in this neck of the woods for this type of work three of the four no bids server pro did he came in at 180 no 163 163 or 168 something like that and and we were flabbergasted and so we loud and invited other uh contractors to to provide us with unfortunately harmony who we have a long history with um they said we'd like to call it all it mostly was um or is it's labor and buying equipment to get them up in the air getting the specialized equipment to capture those for the particulate matter that we generated when we did all the granting and they want to go to war and so the harmony came in they kind of did the first few days the way that serve probe we're going to do we're going to do it um and they they changed their methodology and they came in a fourth of what the cost was and so that that was a happy happy happy day um but it still added three to four weeks to the project so now we're looking we're looking one november before we're in that gym sorry sir easy easy he's making it up because he's he doesn't want to get people's hopes up that would be so so so bob sir second i could pick on you since you're here because somebody in the community was saying that you know we weren't doing the water chemistry who noticed that the water chemistry wasn't being done when they started doing in the heating system when they started their jobs here well sir you know the answer to that i i want the community okay i did i did you the in a closed loop heating system your water chemistry is a paramount importance of absolute importance and if you do not stay on top of that you are just you're deteriorating your system from the inside and and we caught it when we took when you took the job and we each have our our our we're not experts at anything but we have the areas that we like to deal with and that's the one that i particularly i like the chemistry side of it and and we did the water chemistry it was all off and we brought we went out for bed um i have my own opinions on what contractors are the best because of my experience in training and um and we brought state chem and they got us compliant but we knew we knew we had a problem and i was really hoping it was going to hit after i retired but it did and even before they're probably the same guy in the community i was flapping his job about uh we should have saw this coming and in the note of thanks that we put in the newspapers in the area did y'all see those okay i i clearly articulated that we saw it coming um i i put a rangers digest version in there but uh but we we let the community know that we saw it come in we were hoping it was above grade but it was very very apparent once we fixed all the small leaks that we were below grade and we were hoping this to what length until the spring and summer didn't happen didn't happen but and and i also i'm on my soapbox now this water issue out front here all right i'm hearing in the community that it's all repaired now it is not prepared at least and gentlemen it is not repaired we put a band aid on it so we can get school started we you know we've got a problem and we have to address it and mr millington and his facilities team we've got a plan to do that and we're hoping that it does not have to happen until next summer when most of the children are outside of the educational sphere so we're keeping keeping our fingers crossed that it's going to hold we think it will um you know we've talked about you know what about vacations and whatnot so it's the main line that comes from the the city water out on the street that feeds the the complex here um the part that failed and bot can be more descriptive of the part that failed was a connector the pipe sizes were different sizes what was coming in from the city versus connecting to the school and so there was a piece that connected the two is what what kind of thing what was with the similar metals yeah and the electrolysis and i don't want to i don't want to when i said the word band aid it is a good fix all right it is a good fix and it should be fine but we do not want to say that it is correct because we need to we need to parallel horizontally drill up because we don't want to tear the school apart um because we'll have another fiasco like we did in november through january um we won't have be able to have that convincing that part of the the facility but um so we we have a permanent fix um but we just want to wait but i i just want to caution you that don't go out there and say that it's fixed because it is not we still have a problem that needs to be resolved and that this similar material we need the material the ductile iron that goes from the town to about six or eight feet from the wall okay and then it goes right into black five cast iron pipe and and that's where that's where we're like uh that's where the problem will occur if it doesn't occur yeah and it's it's like he said it's a good fix but it's this is another you know going to be a reserve under quest and given the fact that the majority of that main feeder pipe runs under the foundation of this building you know we would have to you know rip the foundation up except for the idea that they have which is to bore a hole put a parallel pipe in there and and get things reconnected there's some good good things that we noticed is the outside service entrance is below footers so it you know if we get real lucky we'll only have like west said he was looking at the prints and um if we get real lucky we'll only have to go through one wall if uh if we get lucky it won't be two but it's not going to be three and four so we to put the put the pieces together which i think is is really important is you know the the plumber was out here and then these two actually added a good piece to the metaphor to see if i can remember it's like you know you got a 70 year old building you know if it were a 70 year old car you wouldn't expect it to come in and fire up happily every day and then the the comment that came up do you remember yeah if it didn't change that 70 year old car when you first bought it you did not maintain it for the first 15 years and that's exactly what we have done and it wasn't 15 years the first 30 years we didn't maintain it when we started maintaining our building we did uh pretty yeah seven eight years ago and um but although we did a good job thank you miss caplin for saying this to me during the week my son at btc is is the contractors did a pretty good job making a silk purse out of that sows year of an su office building have you all been in there okay it looks pretty nice um even still this building i mean i i just got it may have pretty decent curb appeal but you got some broken parts in here and major ones and that's why that's why you guys have assigned us to look at this potential for a new school so we're doing that and you have two of the best facilities managers in the state well i don't know about that but the the the superintendents right you guys have a group that you meet together you two of the best well um all i all i want is i want to convey is i because our appreciation in western china and to you is i don't think that we would come to you and ask for anything that you did not provide for us you have sometimes pushed back and asked for more information and again i applaud that i like that actually that means you're thinking you're looking at and uh and i don't want to be taking it it's just my word unless unless i really need you to believe me um so anyway that's all i'm sorry i spoke so much talk too much west told me that he would shut me up if i got out i thought i saw an elk offy um i do have one question quickly um with that cleaning because obviously it came in almost a hundred thousand dollars less than the estimate um so that i guess it turned out was just like a general construction cleaning not an abatement post like there's also another i'm glad you brought that up a lot of people talk about the biologics that we found okay when we did nine war host to try to give us understand what i mean we did some destructive boring before we decided before we even we knew we had a problem before but before we presented to the superintendent um what we our vision was jump in if i'm okay okay before we presented it we wanted to know what we're dealing with and we had we had the cream of the crop flooring company come in here and do these destructive boring and we did nine holes and we would just said pull an airboat an airboat just randomly and every one of those borings missed missed what we found when we started to do the big demo every one of them hit wood into wood and then into concrete it didn't hit wood into wood the the inch and a half it went down deep so went for the full four inches is what we anticipated so we thought we were dealing with just a normal four we did not realize what the clowns did 30 some years ago when they put that new floor in there had i've been an engineer in charge or code to the walking spirit and charge that project maybe i would have done the same thing maybe i doubt it but maybe i would have based on whatever type of pressures were were coming up but i will i would guarantee that there'd be drawings um available and notes that said we were squawking about what we were asked to do what we found and i have i have some some diagrams for you want to be more limited on what we found in there um but what we found is not what we're putting in there now we have with pre-existent and that's all been demoed and we're putting a state-of-the-art floor and it's going to break my heart if we demo this whole place and build another i'll enjoy that project but we are putting in an ordinary amount of money in that in the high school gym and it's going to look nice it's going to look really nice but so so bad i would say so to answer more of your question the abatement itself was primarily done by the floor company that's doing it they jack i mean they actually had two skid steers inside of jack hammers hammering away concrete tearing up all this old benign material but we didn't find any biological nasties that had to be taken out when we did the boreholes we found we knew that we had probably anaerobic bacteria just because there's not a lot of oxygen there um and and it it was a smelly mess it was black greenish black and it smelled so we capped those boards and said okay but as soon as we opened that up and dried out that out so it became benign so then the cleanup became mostly dust airborne dust and as far as the labor who saved the hundred thousand dollars harmony who got the job came in and they started out whole hog and then they're like well you know we're wasting their time we don't really need to do that we can vacuum it as opposed to wetting it down and capturing it that way drying it out and so through their process of learning they chose other options which got the job done a lot quicker so that's where the cost savings essentially was it wasn't like they were trying to capture asbestos floating in the air or anything like that they knew it was just basically concrete dust but as part of essentially there was no wasbestos found in the floor was it there a test done with that black wet stuff that was dug up with the skid steer was there was there any test done no we and that actually wasn't dug up by the skid steer when we initially had bored the half inch holes yeah we noticed that there was moisture and then everything was sealed right back in at that point and what about indicating is once we pulled the floor the maple floor up the floor dried out immediately and before we could even really do anything so I mean it it was just the capture between layers of the moisture that was underground and the folks at Cosella Waste Management they came in and retrieved all that they knew what we're putting in and so it goes and Cosella wouldn't be in some business if they weren't doing it correct so but my guess is and you guys can answer this is that probably the reason because that was part of the discussion that we had about you know potential abatement and whatnot the reason the quote was so high was because they didn't know just in case yeah they didn't know they had no idea so the assumption was it was high because there was going to be an abatement there was going to be a physical chemical wipe down of everything which didn't ended up not having to happen the the folks from harmony who did were eventually awarded a job they still had to have you know filtration on their map because concrete dust you don't want to do anything that either I mean we all know what circumstances so and harmony did they I mean they did it correctly and we and as you saw we sealed that area off and we fanned pushed everything out to the outside in capture in part of God and I will just correct every surface was wiped down indoor vacuum and to take it into the point is for probably 30 or 40 years those rafters those joys have not been cleaned I mean we went from the ceiling down and they every surface the weight room that's up there every way has been moved multiple times once you get to see in there you approve lighting we have new LED lighting in there it's it's quite a quite a spank that's you're going to be happy I think you're going to be happy because you're going to have a brand new floor brand new artwork like we'll say we'll put LED lights thanks again it's just it's going to be it's going to be a showcase it's it's a weight room still on the stage the weight room is still on the stage currently yes you can just build a new building around the existing gym I just have one more question you had mentioned before and then again in our previous conversation about purchasing of tools for these products so when we're purchasing away tools so when we're purchasing tools for these projects to be done um to your facility team like do they get to keep them or are they we try to have the contractors either buy them or rent them and most of the time they rent them all the all the equipment that that the contractor used was already now I think they have one lift of their own right yeah okay so so but most of the time that's that's running equipment we don't quite frankly our our staff our maintenance staff or they don't have the skill set to be doing a lot of that okay okay I saw on I don't have the space to store stuff like that okay as I saw like on your invoice the finalized one there was an air compressor for like 1500 dollars is that something that was rental that was the rental of harmony to bring it in their large air compressors okay to use through the process just like they rented one of the lift basically they rented it to us we paid for the use of that is what so they bring it on site they use it and they you know they have formula things and Colby went his equipment it was bobcats out it's so much per hour to use it and you know most types of things so that the compressor for 1500 dollars that was Tim's cost to us to use that equipment even though he was using it for the project but that was what he figured you know just like hours we're going to charge you so much in every four that's an analogy of that is if you hire like really hired Gilman to do the front water main break you brought an excavator in here and paid $200 an hour for that well when you add that up it was $2,500 it's $2,400 so we didn't buy that accident excavator it'd be a couple more zero at least one more zero on that great thanks for answering the question yeah I promise to help I mean absolutely and did you have a question well no I just I just for the board's education I think it's important to understand that they have procedures that they're following they have protocols they have relationships with with different vendors and you know and we have policies that also require when it's going to be over 40 000 they're going to they're going to get several bids because I think that's the level that the board needs to be concerned about I mean boring how many holes and the air compressor that that's too much detail for the board to be looking at what we need to be reassured of is that there's a system in place we have two professional engineers they have a good sense of of who the vendors are out in the in the state they're working on a five-year maintenance plan for the building I'm kind of curious I'm assuming that you probably walk through just yourselves with your own expertise but you may even pull someone in that I don't know does proves I don't know how to bring that up if you know the answer that already and I appreciate you bring that up because we do um I want to clarify something I'm not a licensed engineer in Vermont okay and neither is west or neither is west thanks for calling me a PE in Vermont but I'm not okay um the uh the reference that that you have is I think it's your your you call them EL 2.3 and 2.6 I believe and those do they put they put very clear procedures that we have to follow and and I don't know if you know Robin Penbrook can she she'd be really thirsty okay and if we don't follow those procedures she's all over us and if we push back too hard on her he gets mr she gets mr. Miller can't involve that okay so we we follow those procedures religiously um she has a button on her desk that says no as soon as we walk in that's how we start our meetings she sees me walk in there and she just looks at me and says no but I like that okay I like that but there is there are the processes and procedures but aside but aside from that I think maybe part of your question too is if we don't know something we're going to reach out to get advice also to help us be guided assess kind of where are we at what's what's the next thing all these projects we've got a third-party engineer in here all right because that protects you know folks asked I think I think miss sara asked me in a phone call what how we prioritize or what we do and health and safety of course but the next one is we our job is to protect the assets of this district okay and and we do that we do that with the diligence and so before we do anything structurally anything we bring a third-party engineering group and it's similar to the project for the new school because we have an architect we have a civil engineering associates that are coming in and that's going to be a big project so does that mean that they're going to be awarded part of the project if we do decide to go at all I got it because none of those guys are big enough to do a project of that that in on us so um but anyway does that answer your question in addition to what you said though and I personally think it's important to say that while our monitoring is up here it is not necessarily an implication of distrust or or assumption of wrongdoing to ask for more detail or to have you'll see in in what Sarah and I have been working on in the annual agenda proposing that part of the quarterly facilities monitoring report is inviting these two gentlemen to come in and allow us to ask questions that on a day-to-day basis no our monitoring is up here but I just I think it's worth saying out loud that asking for more information or even hmm that doesn't sound right to me that's part of our job and it's not that doesn't necessarily mean we think someone is being is bad at their job or doing something underhanded or or illegal or negligent um but I welcome it yeah and I think and also this is very transparent if you want to meet with us if you need to talk to us at any time just let us know yeah welcome to every meeting if you need us oh we'd never do that thank you it's we like you too much for that so well just for comparison some of this was the policy governance so when I first started I'll call it board version 1L there were and it was probably hold over from the previous superintendent but you know the the principles would come in and talk and I think probably Robin you know would come in during the budget presentations and things like that prior to but as people were interpreting the policy governance piece it's like oh if Millington is the you know sole point of contact or operations then maybe we shouldn't be talking with and so there was a weaning back of the folks that were coming in to talk it is in my experience it is highly unusual um that the you know it's usually the business manager that's talking budget it's usually you know facilities are there you know especially if there are projects and things going on that folks are interested in there are other people at the table it's not unusual so if folks are asking for that they're perfectly appropriate it's normal model in those places I think that was just the policy governance piece that you know so I know we have a lot to talk about tonight but I just I have a couple questions um do you guys like look around and say this is what's going to be the next big catastrophe absolutely we try to what do you think is the next one oh yeah that's that's I mean you have a list like a going list break this is number one this is number seven this is number three unfortunately and actually we had this conversation with mr montan Heather the other day um we try to be very proactive but unfortunately with this district every day we are so reactive because the water main breaks the you know the access control has gone down in this building whatever that is that it's so hard to we don't have time to really forecast what's going to be the next big one because we don't really know especially with five buildings you just don't know the last 10 days we lost the heat pump in the hot the last week we lost the heat pump the ac but the main office and we lost the culinary program and our tcc's freezer compressor okay and that took took time to to get the resolution for that um so so then in the middle of all of that there's a teacher history teachers or whoever had the classroom and they're like I want this to be moved around because this group of students like how does that fit in we just have to deal with this sometimes we go to that teacher and and ask for adaptive building and patience and almost 100% of time we get it we we have good guys there were good crew not enough um we have two two maintenance slash custodial staff on during the daytime that handle work orders I believe I made a note in the report might have been on top that they uh first line yeah they completed 253 jobs we declined to request from us um out of uh 207 that were submitted so some of them just take time to get to we again prioritize with what we can do um we fix the broken toilet as opposed to move in the cabinet if that's what it comes to but when we can we get there um so those people that work for you during the days and then you have a night time we do have a nice time staff of five six seven people and one person is cleaning both Braintree and Brookfield school by himself currently and it's just um a lot which yeah they're overwhelmed um so do you so there must be like jobs we've been trying we did actually make one new hire just recently um he's actually started this week yeah he's our davis he's the former Tuesday of this week you asked about prioritization this is how we prioritize uh now I don't want this generated a bunch of questions because I have to leave I've got it early in the morning but um in your past time we we are trying to recruit additional staff and we are proactively working with mr. Millington and robin pemberick to expand the budget if anyone else wants you know so that we can hire additional staff we can't get any staff we advertise and we get nobody you know we actually look outside of the box and we thought about hiring our custodial staff or janitorial staff and uh with a with a outside source and that got shot down union union with a union yeah it's bar union who said no to that so you know we we we're as creative as we can be we've got good people and they do the best they can do but we can still only do sometimes my day yeah we've had that discussion we talked about two two of the budget but we also got to be able to fill out the ranks thank you for coming in thank you very much see you later your time is over here remind your mom i won't my goody okay mainly stapler is broken can you get on that see you guys thank you all right um we're only a little bit behind uh and moving on to monitoring so these are both policies four point two and four point three we have 15 minutes uh uh allotted to this topic and i'd like to keep it to that if we can um yes so what are my votes here all right starting with four point two uh i'm sorry i'm just gathering my thoughts here we're good pages four job description here we are right four point two we have our charts someone kick us off here you want to give us your scores the always most of the time some of the time never anybody wants to bring up where our specific i won't say problem areas but in need of most uh improvement that might be a good way to efficiently and productively move through this yeah in in terms of board job description we could at some things we could not ask that at others i think that are being proactive by um doing that superintendent evaluation that we've been working on um by meeting with the vermont school board association um one thing i feel that i wish we could improve on that i felt personally leaving that conversation with when we met remotely you were a part of that right or was it just no it was chelsea ann and i um i felt that i wish we could somehow involve the stakeholders more in that process which like the community members yeah teachers yeah yeah so that was kind of a bummer um for me and i've been trying to think of ways we could involve them more in that but i just i feel like her answer was kind of just matter of fact that it's hard for them to be involved in that process because how they don't understand the way the evaluation really works that was what i i got from it which kind of speaks to how are we reporting to the owners on performance or how are we um the ownership linkage piece of it right for sure you know it said i thought we did a good start with the portrait of a graduate and we're working on that but how are we educating owners on issues and how are we reporting to the owners and i the only thing i can come up with is just you know our little letter that we sent out to the public i think people really appreciated that like doing one maybe at the beginning of school the beginning of the next semester the beginning of the summer just kind of telling people what we're doing i think people would read it and i think that goes kind of a long way that's one way um yeah other suggestions i'm for sure i know i know it's a requirement of open meeting law but i mean i i think obviously our meetings too would be considered in just general like our school board meetings the fact that we are you know actively trying to engage with the comment and actively you know trying to send out notifications of meetings i i think we just don't not lose excited about you that even that even that is a way for owners to be able to access the school board too yeah although it occurs to me that engaging people in different ways reaching people in different ways how easy would it be for me to you know copy and paste the warning into from porch forum like we did that letter because i too think that people had a really good response to it acknowledging that we want to reach them i think that was really heard and how transparent we are trying to be and i think frequency i'd like this idea i don't know why you know it seems like such a normal idea but we should regularly send out something like this hey this is we said we were going to work on this this is where we're at right we said we were going to do a superintendent evaluation we are and this is what is happening with it we are doing these other committees the ends the end which is huge i mean let's be real where that is where we are hopefully representing what they want us to guide the district to do right and i think often people don't really know i mean yes they have access to the meetings they could come and watch them but meeting people where they are in a conversation you know this is what we're doing i think a lot of people don't understand the complaint process they come and they're like oh this is driving me crazy i'm like this is the process you have to do this and this and this in order to get to the board so you have to do these things and not everybody quite understands that or or has the patience to go through that process and i so again if if we did do a trump rich forum monthly hey our meeting's coming up this is the agenda and there is a public comment we always invite people for public comment fyi this is our official complaint procedure so that you know kind of hint hint public comment isn't only meant to be a place for people to come although please do you know yeah but if you don't like this saying that's happening in your school you have to go talk to your teacher and then you have to talk to your principal and then you have to talk to the superintendent it's not going to just come to have a conversation with somebody right i mean it's got to be like those three things have got to happen before it can be on the agenda or a hearing can happen or anything and i think the more we talk about that process the more people will know that that's what they have to do it would be also very beneficial to the community and the morale of at the schools for it not to be discussed on social media and rather for us to explain the process to using the system rather than just complaining about it or they're just talking about it and not you know using the tools that we're offering what we have to do we we now have an apparent advisory board in for each of the schools in our district now correct so that might be information that we might want to gather from the administration to sort of help because some of these complaints may be things that people because it's more at the building level and they may and to sort of help get the word out you know you have concerns about because oftentimes and it makes it a little bit uncomfortable when we say come to our meetings come to our meetings and then they come and they're like you know what's happening in the recess or whatever you know it's particular to a building and a certain issue and i'm thinking these advisory i think to just share you know hey folks we're trying to engage the community we've got advisory committees in each of the districts or each of the schools here are some of the things that they are looking at and working with the administration on if you have feedback here's how to do it and that's just the board working along with the administration in terms of helping people know where and at what level your you know what your concern is is it a concern that is at the board level or is it really more of a concern at your local school level provide so that with the resources yeah yeah so then they're not like huh i came to the board or i emailed the chair and they just said here's the complaint procedure and if you're concerned about your school then start with the teacher or whatever and they sort of come away feeling like or they come to public comment and we can't really have a dialogue with them we're just sort of like thanks for your comment and it feels one as a board member it feels kind of and i think for the person coming i think they feel like what what is what is this board doing you know what i mean so i think that could be a great addition to our our linkage with the ownership is letting them know these other ways because it may not be a complaint they may have things ideas that they want to share and encourage in their different schools i don't know so if i may propose because i'm trying to be a real time task master here because i want to be able to talk about the other policy but i'm thinking if not to vote on now but if people want to think about kind of another committee to put together a almost calendar of hey maybe this can go out in october and then maybe like chelsea and i did with with then work on a mid-year letter or something like that kind of give assignments and a calendar to do so ah so what i was wondering is for these letters maybe we should put them on the yearly agenda like a month before they are going to go out or two months even to start the committee to draft one so it doesn't always have to be maybe the same people it could be like okay i volunteered to do it this time that's a good as part of the ownership linkage plan yeah communication to community newsletter like the end of the semester newsletter like as a semester ends kind of send a letter before the next and so what is the process with that that we would do now that ben is not here would we just he would be just like a subcontractor you can still use that yeah we still use them for the you know you actually just emailed me this morning we can use him for the annual reports and things but he's quite happy yeah so he'll usually produce a little contract he's got an hourly rate and that's what we pay he's a he's a really good resource so we didn't see that which piece the contract with the fee and whatever that's so prior to this year we had a website that was a proprietary system and so we had a contract he there was only one person who knew how to actually change anything on the website that was Ben and so we had an hourly contract with him for that with the website that we have now where we can do our own he is not on contract with us but we can easily you know connect with him about his hourly rate to get stuff done you know and usually it's you know he would give us a I don't know what you call it not a quote but he'd give us you know we'd outline what we want and he would give us a little report that we'd sign off on and agree to terms in terms you know for our how much for the project so maybe for that calendar like if we're going to send a letter out in august then the committee should be formed in um june june right and then the same if we're going to send one out in january it should be formed in november and then for sending one out in june it should be formed in whatever uh april may june yeah april all right i think if we're developing kind of a newsletter type of format like where there's some consistency to the information shared or like a structure to the information shared that might be best and i think that we can do that with like without outside support you know the experts about what's happening here well i i have and yeah and and looking back at the letter that was drafted earlier this summer we just changed the whole thing anyway so maybe we should come up with a format for it like the the next one we can look at this one and say this is what we said here maybe we should have like a consistent format for each going forward and then we can just kind of fill in the information so maybe we put it on agenda for next time yes and consider it so committee next time that might like so it's easy to kind of plug the pieces in yeah that's a good idea make sure everybody hears that follow something almost like your small news that's what we're just saying we have a uh product that folks could use to send it out that heather actually had a good idea on the you or so we're gonna have to bring in um you could easily be trained on that and that way it's a consistent format it's meant for publication for easy reading for um that would be still bad and you know the while from yeah as you said wherever you want to yeah mr. secretary so that's on the agenda for next time that will be on the agenda for next time which is a fabulous segue into our next policy that we can have a short discussion about because i do we can talk about a bunch of stuff in here whatever people want to but i do want to highlight number three which is submissions for the agenda no later than five days before the agenda is to be warned anybody here can request for something to be on the agenda me and chelsea and lane and heather meet and we put the oh yeah we put the um we have the agenda planning meeting a week before well two weeks before the meeting but that's a week before the warm we can have yeah it's usually we we want it like 40s ahead of time has to be more okay 48 hours ahead of time okay so the five-day thing is still okay okay um yeah and also just in terms of number two the annual agenda shall include consultations with selected groups um i don't know i didn't grade us real high on so far doing that but uh i think sir and i are trying to put that stuff in there that's that ownership linkage plan like going out and having a plan for reporting on the ends and maybe not necessarily planning on doing it in a meeting but sort of having an event or having you know somehow coming up with a way to get that information out to people the news yeah yeah newsletter um focus group yeah and um lane invited and i know and you've done it before as well chelsea right is speak at the um the top of the inservice week before the school year started and i've had several staff members come up to me and and just say something about thanks for telling us what you guys are going to be focusing on i mean it was basically based on the community letter um but i think taking advantage of opportunities like that and thank you for inviting us to do things like that um there you know we gotta think of ways to get to the community outside of the school community but we've definitely got to take advantage of the opportunities with the school community as well for us to be speaking to them sharing about like setting up this is just this is crazy but like setting up at the big sporting days like the one the big one that happens in the fall with the bonfire like a table where we're a school board table and people can come and talk to us or at a basketball like see a pink day when that happens or i don't know other things that happen in town just you know saying i'm on the school board ask me what i do yeah i mean i the only hesitancy i have with something like that is the speaking as one um uh boundary well i can't think of a good word um that if someone starts a one-on-one conversation and wants more information about a particular topic there is at least for me if i'm getting into a conversation it is very hard unless i'm in this format to remember that i am not just speaking for me which is why i try not to get into any conversation with anyone but i so i think uh the training for that would be you know we're going to be presented with people who are upset about whatever and we just this is the complaint process this is you know what we do if you go through these steps you can come to the school board and add it to the agenda like these are the this is how you this is how you work within the system not oh my god i totally agree with like whatever grievance it is that you have and how you know it's easy to do that sometimes but i think um for this purpose it would be sort of a public face just kind of engaging with whoever is around i mean you're also a target for people who are really angry and i don't know i kind of feel like that's kind of our job sometimes is to hear that stuff so i think it's a great idea i just don't think that should be at the end and maybe we do it maybe we do it in a group of two or groups of three or something so it's easier to so we have someone there with us who also understands i don't know i i don't think it should be at every single basketball game or every single soccer night or whatever but maybe those big ones i think there's one in the fall spring in the new field house this thing right yeah but i don't know if we want to start that soon like at the fall is there isn't there a bonfire some some day where there's games all day and then uh when is that do you know i have to look at it but like do we have a banner that says ossd board should we get t-shirts made like those are things that i think that we should have there's there's a lot of great i think we should have a t-shirt that says ossd board and then has a bullseye in the back you could get the dunk tank on maybe there's a lot of like board member town unions going on right now um in randolph especially like around the police force and things like that you know if board members you're there you're going to be bugging in the different segments of the community that you might not and the t-shirts are actually a really good idea you know you might just be able to strike up conversations with folks and i'll get the t-shirt i'm i'm joking about about the bullseye i think it's a good idea i think it would be a good comic relief for i mean it doesn't have to be serious and it doesn't have to be serious i think if we're going to do that it has to be something that we plan we're going to go to this meeting or we're going to go to this bonfire we're going to because again representing the board and not just ourselves yeah because i wanted to go to that police committee meeting which i didn't end up being able to do but i was going to go as me not as a member of the board and i think if i'm going to we have to remember that if we're going to go somewhere and say i am here as a board member everybody in this room is also at that meeting as a board member at that event as a board member being represented by the person who's there so you can't oh go ahead go ahead and i was just going to say i think i think just randomly showing up with with no sort of idea of what you want to share i don't i i think i think we need to plan a little bit with you know here's some things that we're working on or sharing some information like i don't know if we want to share you know our we have been looking at our asset management uh policy and we have this older building and there's stuff coming down from the state to sort of have something that we're sort of reporting out to the community on not just sort of coming out and kind of like oh my gosh okay here we go like we're looking at replacing the facility we've started the the conversation like you can't say the process because we haven't really but we're looking at our ends we're you know like five bullets on a half a sheet of paper and maybe have the ends out there what we're you know what we're trying to merge together or or do us or you know have a link to a survey you want to give us some feedback on what we're thinking of doing for for an end i don't i don't know because i gotta wait for the ends committee report but um you know we have things that we're working on that i think we need we need to report out we have ends reports that we get you know we're going to have a budget that we're going to be putting together and approving you know do we want to talk a little bit about the budget um when you did the uh evaluation who was supposed to be presenting the budget to the community well in our in our system the way it's set up that falls on you primarily the state system that falls on the board i'm happy to do it so i'm just the board approves it but i'm just throwing it out but i'm saying this is a this is a way that the board could right but it is exactly and we can work with you because you want understand and robin understands the ins and outs of the specifics of the budget and then we can go out i mean if we approve it then the assumption is we're going to help to encourage folks to take a look at it and understand why we approved it and what we're aiming for and you know but it's that kind of information i think the board needs to be proactive in in getting out not just sitting at a table waiting for people to come in and say oh you're not doing this right or whatever i think lean just brought up a very good point of um maybe we should be a little more involved with some budget information and knowledge because that is absolutely question our community i feel has so yeah taxpayers well and i'm just thinking about that you know i think that one thing i want this group to think about is the um the idea of having subcommittees that are that are um always subcommittees language isn't working standing committees thank you so that there would be a budget committee and maybe that just has two people on it but boy those would be the people to sit during budget season at that table and say hey this is what we're doing and you can ask pretty needy questions about it and those are the two people that would be able to speak that's just an idea maybe to i'm planting a seed to it would add trust to the discussion because if i'm the one that's doing all the presentation and holds all the knowledge that would make anybody else right and that's why you know most boards do they they have three or four different standing committees and the budget is one of them what are the other facilities yep they have facilities and the facilities planning committee they have a committee that is preparing always for negotiations with the union and in some cases it's correct but i think it's important for all board we don't have a huge board i think it's important for all board members to be educated on all of these different aspects of running this district of course and not just relying on one or two because they tend to like numbers or you know somebody likes to do facilities i think having that overall big picture is the role of board members also yes i think it i think get lost in this would be in charge of right educating taking some of the owners off the plane to come back to the larger meetings and say hey like we're about to do in our next agenda item this is the meaty subject we're going to bring to you with a little bit more detail but really relying on those that subcommittee and you call us in and say you're the you're the experts it's the subcommittee kind of like a senate hearing you know what are your recommendations what are your thoughts and it's it's information but the decision piece is is a little bit more shared right um typically you know the budget like i said under the states typically the boards and so that would be awesome there is a lot of work that this position is had for the the time that i've been here that superintendents are involved that don't do um so it's been quite a challenge to try to balance it all so i i would actually appreciate the subcommittee work and we just need to remember we've got to warn all those to remember by open meeting law they're supposed to be subcommittees yes sub so subcommittees that do not do not have the power of the board the authority of the board to act for the board and do not contain a quorum are not really are they're not required to be they are recommended by the bsba to be open but they are not required to be by law if you don't have a statute and you don't have the power to act for it it's under but but mission wise if you want people to be involved if the goal is i think that's why it's recommended by the bsba yeah but the idea of being that that subcommittee is kind of doing the stuff and then reporting in the public meeting or exactly what happened and no decisions are made it's just a decision the decision is made by the board oh well that's news to me because during i was in they said all committees all board committees have to be warned so but maybe that's that might be new i don't mind it's not it's in the statute okay thanks for clarifying that and speaking of subcommittees let's jump to the next agenda item thank you everyone for the obvious work done at home for those two for 4.2 and 4.3 um but are we gonna are we gonna collect these are we just gonna because that has been the other problem with these as we kind of like that whatever oh i think it's again i see these charts as a jumping off point for discussion for discussion and then i think for both policies we came out with with actionable things to consider so i think the notes i mean i take my own notes right when we go to our agenda planning meeting we can talk about the things that we talked about and if they need to be added to the agenda or whatever but um so far from this discussion we've talked about the newsletter subcommittee on on the agenda maybe for next time and adding it to the calendar um anyway and then the t-shirt design and the fall events winter events i put that on my list just because i think if we don't start doing that there's not a social subcommittee chelsea but if there were um there could be an outreach subcommittee right there could be uh and then the standing committees as an idea which i think is a great idea budget facilities negotiates in this curriculum i'm gonna write outreach because that would for sure jump up our what do we always talk about ownership linkage no that no and if you would like to if we'd like to collect them and i can consolidate them so people know i'm i'm just their specific notes are we got a filing cabinet somewhere we can put them on around the shape towards no thank you um so i do feel like some of the input that we get from the sheets and people talking does get put into the notes and the minutes and the ideas for next time and do we need more than that do you think uh peers not all right all right uh so been moving on to subcommittee reports this is meant to be a verbal report um you know five minutes each uh if there were things that wanted to be shared that should be done as materials for the meeting so this is more of what kind of progress have you made and what what we're at um so the superintendent evaluation process i have chelsea on here to report yeah so i talked to sandra and she said everybody should have gotten um we met with sandra and she outlined the whole process for us which is basically she sends out a survey to lane as a self-evaluation but then the board and the people that directly work with them so that would be administrative people the principals the people in the offices the facilities guys i'm not sure who else i can't remember all there's anybody else all of the departments that he's yeah so that there's transportation for yeah so i thought it doesn't happen yeah oh um and then all the board members yep she said the current response rate as of september 11th was four of the 19 administrative people so that was 23 percent two of the eight board members which was 25 percent um the lane had not done his self-evaluation but he has since done that no that was she confirmed that i submitted this morning you guys were on the email uh well no i got that but i and i knew that you had done it but i didn't maybe when she sent this out you hadn't yet or it was a mistake or something anyway she said we generally consider 60 percent to be a fair response so i guess if she gets 60 percent by tomorrow or 80 percent is better i thought she was going to close it on the system 15 yeah friday yeah friday oh i thought was thinking tomorrow was friday nope yeah friday slow down so if you haven't done it do it because it's great information um and then once the survey is closed uh she's going to summarize all of the information into a report and set up a meeting with the committee and the superintendent um and that we'll we'll talk about you know themes and goals possible possible goals for this next year and then she's going to draft a final report and that we can take all of that to this meeting and talk about it and come up with i mean i guess we just look at it with lane and say these are what we want for goals for this next year and then we take this next year to evaluate it and reassess it at the end of the year which would be end of the summer i guess or be september usually the best thing is that if you're going to do like a survey that they're recommending if that's the baseline is just just pick the same week every year um to do it so it seems to me that since we've started it that it should be happening every single year going forward so that it's just a part of the yearly agenda and it's part of the input into job performance and goals and direction and ends and all of it kind of goes with this like i'd say we do it in june because as the you know we're going to set these goals now with him at the next meeting or so right so then we're going to go through the year and and at the end of the year is basically june school year school year yeah because otherwise like even when we were trying to figure out who to send it to we're at the beginning of a new year now and people that he worked with are gone so i think if we we get it regularly set up for the for june and then use that the results the june results to then set the goals for the coming school year big thing for me is as long as the goals are set before we start or before the budget process is complete because if there are things that are going to require resources to be able to accomplish on behalf of the board i've got to be able to start working them in the budget which starts october 1st my only concern is um i think the last time this was done was right when when we started as board members and it felt very as a new board member remember getting the survey and i was like i've been on this board i've gone to two board meetings like i don't feel like i have a base of which i can provide feedback because i just didn't have a familiarity with it so i just caution if we're going to do that recognizing that who if there are new board members joining in march if it's completed by june and we're sending it out maybe in april may those board members may not feel that they have the ability to to really provide feedback yeah she talked about that 60 percent of the board to at least yeah maybe excuse the ones that yeah there's a there's a not a not enough information i remember i was like in there and i think it's fine as long as we're just aware and like when those new board members come on board to kind of help them understand the expectation is that you may not feel that this this round right kind of you can participate as much as you will next year but this won't be doing anyone it may be helpful for them to just even look at the questions so they know what you know what the kinds of things that we're next year yeah um so that's the thing that we contract with the bsba to help us run i think it's the best way to do it because then it's outside people coming in and that's sort of a neutral group so that's something to also when we're figuring out the the budget for us that we're budgeting that in yeah annually yeah and it's not excessive $1500 which i think is worth it for something so important awesome thank you very much uh rachel would you like to report out for the end subcommittee yeah um we met and talked about and and looked at the data that's been collected primarily through the portrait of the graduate about the ends we're trying to be a little bit more prescriptive because we feel like our i think the board has said we feel like our ends policy is too general and leads into broad so we're trying to figure out how to be more prescript prescriptive and incorporate the information that we have about what the community values and we've started with what looks like um you know moving foundational knowledge to the to the forefront of our policy potentially you know this will all be presented to the board to be discussed further um foundational knowledge breaking out into academic um foundational and life skills foundational and then enumerated with specific topics like ELA math science social studies and then under life skills communication um citizenry world languages creative expressions the arts financial literacy digital literacy but there's more work to be done so so thank you progress work is work is work is ongoing questions from anyone for that subcommittee so will you guys meet like again every like every month or yes so we're thinking maybe two more times before our next definitely at least once more before our next board meeting but probably two more times so we can so we can bring kind of a something to be considered in right by the point by the rest of the board and when when the board accepts it then then it has to be it's a policy but it has to be read twice so it will be like at least three board meetings from now right before it's working on his budget or at least thinking at it and one of the things that we're going to be evaluating him on is meeting these new ends so but my guess is they're not particularly they're they're not going to be at like a right turn from what we all have they're just going to be more more specific there's there are no surprises we have a fortunate graduate document that we're working off of right can I ask you an embarrassing question can we just say who's on these committees because I just don't feel like I know who's on your subject yes I think we formed them at the last meeting in the middle of an air here right crazy situation um Ann and Sarah and I are on superintendent if you want to jump on any of these committees still free if you if you add to a subcommittee we may hope for it is it is Hannah Meg and I on the on the end subcommittee and Heather yes but she's not a board member yes she she joins in the discussion yes okay thank you uh the annual agenda oh the annual agenda committee is me and Sarah um and we uh Ann shared her revised from that she put together last year and we've been adding to it um putting things in like uh principles kind of each school reporting to us each meeting and in fact uh we would oh god it's so the high school we would have in october coming to to um report and kind of be open to review and report no attend and report um if we wanted to do that for next meeting we could maybe put it on the agenda but then we have all all of the schools in here in different months we tried to work it so that like if the meeting was at the high school then the high school would be the one reporting it doesn't quite work out that way um but we tried real hard we also we're not making bring tree go to brook hill right oh now we are um also in board education we're trying to be very specific and for each meeting have a topic that we are educating ourselves about um one idea is i was looking at the vsba website and they have these really helpful and informal which is helpful to me webinars um about certain topics so at this point what we've been thinking about doing is each month having kind of the homework before that meeting being um attending or reviewing watching one of these webinars and then a conversation about it um what we learned as part of board education the webinar it did a couple of them last year and i want to say one of them was for new board members so that one was quite lengthy but on the i think on the average i would say about 45 to an hour and a half yeah um for the new school board members those are two hours and i believe two parts so that's a little more of a commitment but right now we don't really have a lot of new that would probably be a separate thing anyway for the new members coming on but i also think yes two-hour webinars are hard to sit through but i also think that saying we're going to commit to that kind of training and education every month and and bring it back here and and talk about you know open meeting laws is one of the webinars i think that can only help us it comes up at least once a meeting hey are we wait do we have a quorum so one to two hours in that month but i won't speak for everyone but i kind of feel like that's that's appropriate that's reasonable thank you um so i guess the the one thing we need to know is if people are interested in and i i think we have as a board have agreed this in in having principles and maybe a principal and a student we'd leave that up to the principals attend and and report not read their principal report but just kind of review what's going on and give us an opportunity to engage with them and if that's the case if we can go ahead and i don't know if we vote on it as an agenda item for next month also i'd like to put on the agenda for next month sarah and i actually presenting this document that we're working on for the board's review and consideration so what and what do they get a report on just sort of what's going on in the schools kind of like what their projects that the schools do any other anything anything sort of like a uh in person the newsletter the high school is who we had of course it's in brain tree it's going to be in brain tree it's going to be in brain tree but then the november we're suggesting it be rtcc and that one is here december randolph and or elementary and that's where that one is and january's brickfield and that's where that meeting is so next week is the only one that that different so next time you want to review the yearly agenda and vote on it not vote on it right away i'd want it to be in the materials for us to review and discuss them you guys suggest further edits or changes and then the following game to vote it in would be my hope we are we going to be in brain tree next in october or at randolph elementary i'm saying randolph elementary oh do i have the wrong i think we're in brain tree in january we're in brain tree in january won't that one just all mixed up it's it's whatever you vote on for it to be brain tree was supposed to be august i believe but there was something going on in school right right we couldn't be in there october confused okay we had some distractions we digs thanks to my children and my dogs sorry about that i think it was my dogs your children oh fair okay that makes me feel better okay well um then i need to look at where i made a mistake on this and that touch piece okay yes ready to move on okay great oh we are on to advocacy determine the high misfit the sba proxy the um oh in this uh i know we need to vote the conference is october 26 and 27 the information has not come in the mail yet but i was asked to leave it on the agenda in case it did so okay i don't have it i didn't have any materials to show you because it has not arrived yet gotcha so i'm not sure they just given the dates yeah well we can register for it you can the sba has been sending it out yeah our electronic so maybe it doesn't come in the mail anymore i was told it came in the mail i bet you're not on the i bet linda's still on the yeah that's probably what's happening carry lamb i would get in touch with carry lamb all right it's on to you remember yeah okay so i don't you've got the information so that's good and it's on october 26 27 and um i can share with you the registration like glory yeah should i register i'm gonna go i can only go on the 26 i'm already registered great i'm registered as well and i've already created the p o for the invoice so you don't have to worry about it just register yeah and everything else will magically happen except for your lodging if you want lodging you have to set that up wish that's the 26 and 27 but then can we vote yeah on the proxy no you have to assign someone to be the person who goes to the bsba meeting and is the voting member yeah they'll have so they'll they'll have a members meeting as a part of the conference and so you're born we vote today for who is the voting member from this board to represent the board they're voting on those resolutions that come up right so we are voting on the proxy tonight yes yes yes okay we know that's a 26 or 27 but that meeting happened yeah she knows the vpa ones are usually the first night so i'm assuming that uh so good night and i can't trust me is my guess i'm not 100 sure she knows that i'm only going who was who will be emailing with knows i'm only going 126 so hopefully yeah i will also mention really quickly that the regional meeting is tomorrow night um and it's all virtual it's zoom uh i registered for it i think it's six o'clock but go to the bsba uh go inside if you're interested they're going to highlight the Thursday yeah that's why they wanted to make sure that yeah yeah that you were there now if it's all right the subcommittees i i haven't been showing up to the subcommittees unless i'm invited um if you want me there just ask i'm happy to but i also don't want to be i can dominate things so you might be better off um so but but if any of the subcommittees if you feel it's important to have me there just for information or things like that just just let me know i'm quite happy well i think for sure you will be invited to the next subcommittee for the superintendent valuation i was talking all about you so who do we need to who do we need to elect or nominate as a proxy you me okay so so moved thank you so have a second you can pick sarah rangel they said at the same time i don't care uh moved and seconded okay um further discussion have fun all those in favor please lie opposed great passes unanimously thank you um okay consent agenda do we need to talk about any of these let's see minutes does anyone have a couple things great perfect thank you no you guys um depend on you i was not here on the night on that faithful evening um but my name is on here as an attendant so well just your first name so yeah just i went incognito um so i guess i would just request that this be edited to not have my name as a present board member and then my other question was what was the special board meeting on a 23 at 2 p.m. what was that it was a committee meeting i believe but we also met to approve that it's from a special board meeting on a 23 these are also um the dates here so this is 89 23 i think that was the superintendent yeah i'm pretty sure that was a special board so that was a special board meeting on wednesday that we meant to have on monday but we were concerned it wasn't warned that was monday the 21st but it wasn't at 2 p.m. no it wasn't at 2 p.m. it was at so the dates on here are incorrect on our agenda just fyi 23 not 22 that took me a moment to be like am i in the wrong way here so oh the years years are wrong and then i was assuming we did not have this special board meeting at 2 p.m. on the 23rd that was a subcommittee meeting that was the evaluation committee so that wouldn't have minutes on correct okay and then just in our our board packet there's just no date on i know i'm being really new here there's no date on for our i'm assuming this was our 8 23 special meeting where the meeting was called to order at 6 o 4 p.m. and chelsea moved an i second then to add to enter executive session and we just need to have a date i think on on this to have this be considered yeah valid and that was 8 23 document so the second item under consent agenda approved minutes from special board meeting on the 23rd at 2 p.m. should not be there there are no minutes i'm just reviewing what kati just brought us through there's an edit to the 8 9 minutes the first item in the consent agenda and that's just taking kati's name out of the attendees and for the third item the minutes from the special board meeting that document just needs to be dated yeah and just noting that the dates on here like this says the years thank you i'm not seeing the years i'm sorry on the agenda on the consent agenda the dates say 8 9 22 sorry i was looking at the minutes yeah and well there is that one that has no date on it oh yeah that one's on me they didn't give me a spot on the paper okay change of signers any questions or concerns there yes please i'm just curious why linda's on here as a new signer if she's no longer until until March okay thank you so she's continuing okay thank you for my appreciation facilities reserve funds requests do you just want to yeah you want the long version of the short what do you think uh well the the brain tree so i'll shoot for the middle um brain tree for folks that have been around for a while know about the massive water issues that have been there for a time out of mine so this is this should be brookfield we had run through we had had a bunch of engineers and geologists come out take a look and they had given us kind of a plan to follow to try to remediate the water issues starting with the lowest cost option first lowest option was to try to reclaim the current well that was there we tried that first it didn't fix the problem the next option was to go into drill a new well which we tried the water was even worse and radioactive which was interesting so we did when that happened we went into the building we did test for it on and stuff like that so the building is clean and clear so we've got water there you know it's great for flushing toilets and things which can't use it for much more than that maybe wash in hands we've been providing drinking water through the portable bubblers that have been in there for a while what we're trying to do is at least making sure that the critical areas like the kitchen have free flowing water that comes from the faucet and so we're planning on putting in an osmotic system so that will take everything out you know it'll be pretty much the equivalent of distilled water when it comes to that osmotic system so the kitchen can have it the only problems with the osmotic system just so folks know is there is an ongoing cost the concentration of the matter that's in the drinking water as it stands is so high that when we concentrate it through the osmotic system right so all the bad stuff gets concentrated it's pretty much going to have to be taken away as special waste so there will be a cost with that it's not astronomical but it is an ongoing cost that we have to deal with but this is to make sure darn sure that you know the kitchen's got water they don't have to be using it for the bottles so it'll only be in the kitchen not kitchen and I think they're trying to connect connect the water fountains with it as well yeah yeah I mean there's one of the reason I'm just stuttering a little bit is because there's so much to the story I'm just trying to give the important pieces over the years I mean it's definitely spent a pretty astronomical price on this building already just to try to fix this well issue there is no good water to to be able to get into you know the we took the best shot with the state geologist advice and whatnot and so so when we talk about a new facility for this I'm assuming there's discussion regarding a new facility for our Brookfield community as well well part of the part of the the discussion and this is a bigger one for the community has to be had because of the potential cost savings but people aren't probably going to go for it is that we build the centralized campus and all students go to it and then we convert res into the new tech center so I think that the satellite schools would go for that if there was adequate transportation and adequate opportunities for participating in the extracurriculars and it served the students in a way that better serves them now students will be better served the they've done a darn good job the principles here of trying to preserve equity between the three elementaries but it's not perfect just because of the size differences it would improve the the equality of education and especially the additional services that students needs if everything was centralized it would be a dramatic and that's part of the study that you know Bob and Wes were talking about is you know what would be the efficiency savings you know if you know just converting to a new high school rtcc complex versus having everybody together on campus so I again I think it's probably coming and it's important I also think that you know the students that live on east hill in Brookfield it's really far and if their parents are going to bury every day there is just not time for them to come all the way to Randolph so if there's buses and efforts put into that I think that would be well received yeah I'm in agreement but like I said it is it is a discussion and it'll it'll make more sense we'll have actual kind of numbers to be able to talk with people about once that study is done which is why it's so important but you know we do have we also have our after-school busing now the town is which is great yeah and so that would be an ideal thing for yeah they can participate in the activities in the sports and the extra creepers and still get them home yeah and I know this isn't on the agenda so I don't want to dive too deeply into this but I do want to say that saying that it's going to be better very broadly very confidently without more information is feels like I want more information when you say oh it's it's going to be better for these students how right I want more information but now is not the time to talk about it or other opportunities yeah so it feels unfair that you make that statement we can't get more information about right now the students and parents in Brookfield are going to want that as well yeah they should that's that's that's why we want to prepare it yeah so this idea was brought forward years ago and it was met with a tremendous amount of resistance when the OSST merged all three boards and from the Brookfield residents and I think it's important to be mindful of and sensitive about those kinds of things going forward because it just is well we get it we the reason why the question has to be asked is because you know this is a once in a hundred year opportunity to make darn sure we do it right so that we get a hundred good years of service yeah so very good points I appreciate going a lot for rails here so coming back to the consent agenda are there further questions about that facilities reserve funds request great how about the list of professional contracts issued since the last board meeting the contracts after tonight are back in your hands got it so then with including a couple of edits to some minutes I will entertain a motion to approve the consent agenda as a whole so thank you thank you Chelsea uh for their discussion all those in favor please say aye aye opposed passes unanimously thank you um superintendent's report edit anyone have any questions okay the um principals and director reports newsletter links anybody got those action items I mean really it's about next meeting this action pack um yeah there's we have a lot to we've already had our agenda meeting basically it's been right here uh boop adoo I mean that's pretty much my action recap it's going to be a big meeting next time and get your subcommittees together um considering that next meeting was so busy mm-hmm I was gonna uh maybe get do a subcommittee update on facilities on the idea around building new campus because we have me on that alone um so I was gonna meet with so sorry no that's okay um it's a very efficient subcommittee all the time our meetings go quick the minutes are wrong um but maybe not next not next meeting with the following meeting I can give a report on that okay really the following November yeah yeah okay well I don't know this one's it's it's mentioned in the superintendent's report okay it's on November things are moving like there's no decision to make it it's not it's not okay I'm really sorry I should have had you on the subcommittee oh it's okay okay sorry uh report okay financials any comments um questions yeah actually they're they're good I think there was a handout that came out um if you go to just for fun so you know where some of this stuff is uh Orange Southwest school district revenue and then top lines is local revenues and then it says tuition and you see that 507 827 that is the amount of money that we are taking in from students who are tuitioning to which is it which is a good chunk um so we've got a lot of students in terms of the overall I had the wrong handout hold on hold on it's the separate piece of paper but I didn't get one well I would but I can only feel like I want just one piece you should have three there should be three sheets of that oh there there should be uh there's a there's usually a summary there's uh oh my god from mob them was oh you know what they're there there are other there are other tabs so it's okay we'll figure it out but I'll share it out with the board great but in terms of the finances we should be spending about 8.3 percent of the um the budget every month um so we're in this is at the end of month two so we should have spent you know 16.6 percent we've only spent 9.4 um so we're well on the black uh there was nothing that jumped out I they had a good conversation where Robin said nothing that jumped out as unusual or you know over spent your things like that facilities is is a little ahead of where they should be but there's been a lot that they were doing to get that water pipe replaced yeah so maybe you can just send that out to us and if I'll get that questions next meeting we shouldn't have to pay for the excavator to move twice all right um we've made it through to adjournment uh but it looks like we have an executive session on there so I will entertain a motion to move into executive session what's it for yeah personnel I would there was a discussion from I think board evergreen needs to be discussed to potentially add it to put it into this executive session because that legal action legal action so I would ask that the board add that to this but did we have personnel we do to discuss okay and we're bringing in Lane and Heather okay so are we waiting for movement all right yeah I move to adjourn this meeting and move into executives we're not adjourning just moving into a session I should okay yeah I move to executive session for personal and legal issues and I am inviting Lane Millington and Heather do we have a second a second great thank you Chelsea we are moving into executive session at 8 36 p.m