Board of Education, Regular Meeting transcript: FUTURE HUDSON

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0:00and to the Republic for which it stands one nation under God indivisible liberty and justice for all thank you.
0:15Tracy Mar here gr here gson here Lauren Jones here Jones here here Walker here thank you.
0:31I would like to make a motion to accept the agenda as presented second all in [Music] favor student representa report my last one okay so for my student report today it's going to be a bit more lengthy because we had hoped to have a presentation um but it wasn't on the agenda so first off senior events you know graduation rehearsal walkthrough is tomorrow which is exciting um everything's wrapping up I think we just finished our last um Regents exam today so we're all good on that um so for the report what we had hoped to present on is um the climate of the school and everything and just what we wanted we as students like from the student council wanted the board to focus on in the upcoming year and some things that we found from our climate survey that we did earlier in the year was that they had issues with the bathrooms and the hallways mainly and where students were kind of congregating so it's no secret that like students really do like just have their own little meetings in the hallways so like that's really annoying for not only the students but the teachers I'm sure um and then the hallways for that reason um and also the bathrooms like although the doors do make it so that it's more secure and that not everyone gets to go in and out there is either too much security or not enough security at all so like some doors don't even have anyone there for people to go in so they can't you know use the bathroom during class and then they're like going on to look for someone to open the bathrooms and it's like there's no one there so they're just wasting more class time in that so it's just like less efficient I think um other than that that we just wanted to point those things out um so that you can focus on it next year and also one last thing that was that was it for the climate survey really like I just tried to sum it up because we did have a whole presentation but like it's okay um one last thing to introduce the um New Sun representative for next year I'm honored to present Thomas orbinski I have every faith that he will be a stellar student body representative so that's all thank you thank you very much presentations so good evening everyone tonight um I'm going to present to you an overview of our district comprehensive plan however um board members I just wanted to give you an uh update or an understanding of how the process took place it was a very collaborative process with administr Administration um and and and staff members so tonight Dr Corel is here to tell you about the process and how it went we also gave a survey out and we I think I attached a survey to to the board information so you can see what the teachers the feedback was on the whole process um we also had parents who were part of the process and we had um board members that were part board member that was part of process so um without further Ado I will allow um Dr carel to let you know how the process went on from the part of the teachers and then I will give you a brief overview because you have the entire DP plan already attached on to the agenda that since last we I'm Dr Corel I'm the department chair for English as a new language um I have been on school and District level committees making Improvement plans for 20 years or so um and this process was different we I found it was more positive than it sometimes is it was really productive and we took a different approach we had school level teams that all met together as a district level team um and Leia was there and Cheryl was there and Dr pressy was there um Dr pennyman was sometimes there and Turner was there um and we worked with a consultant um kaita Adams and she was really I thought she was qualified I know she was knowledgeable and she was very supportive and working this way let us get feedback from each other we would break down into our smaller groups and work on our school level plans and then get back together and present them and give feedback and discuss them um and as we were working on our plans Miss Adams was creating the district level plan from the school level plans and we started with brainstorming about where we are and where we want to be what and what the parents maybe think the school district is or the schools were and what the students think the schools are and what the teachers think the schools are and what we envisioned that it could be and then we looked at a lot of data um test scores attendance discipline student interview results and we took all of that and we started putting it into a template and we had a lot of examples a lot of scaffolding and every time we met we would get back together in the larger group and present and discuss it and at the end of it we reviewed the district level plan to make sure it aligned with what we were envisioning in our school level plans um I know it's a lot but the plan is a lot the plan is 30 pages long before you put anything into it um and I felt like it was a good process because most years or most times we've done this it was a top down process where the district created a big plan with a big Committee of people and then the schools were told to make their school level plan and fit it in so that it aligned with the district plan and this way the the school plans were combined and we made sure that the district plan aligned with that and with the six keys for school Improvement um and we have a plan thank you so much app so this is a brief overview of the district comprehensive Improvement plan and it will be posted on the website so that the public can uh see it um so basically the first priority um and the goal is uh pretty much we're committed to a culture of collaboration to improve student outcomes and continue to accelerate learning uh whereby teachers and leaders will engage in professional learning communi these that focus on a data driven on data driven practices instructional planning and continued
8:36Professional development, so over on the left we have strategies and then on the right we have how we will measure the success. So the strategies will include a professional learning community at the elementary. They will measure it by qualitative data that will be re reviewed from CPT notes quarterly to determine growth of a best practice and instruction planning. Another strategy is coaching Cycles, um, data teaming, coordinated master schedule and embedded PD. So second, a secondary, u, measurement of this will be 80% of the teams will demonstrate, um, with best practices using the district developed secondary CPT or of Continuum. So Baseline data will be established during the, um, the initial visit to each, um, CPT in the fall.
9:35So priority two is that we were committed to implementing a multitiered system of support, mtss, a plan, because what we know is that when students, um, when we know that when students to student and student to teacher relationships are caring and positive that all students can achieve an overall success. So we committed ourselves to Fidelity in tier one by implementing for all staff and by providing research-based professional development and targeted support to staff responsible for tier 2 and tier three implementations via feedback cycles and regular progress monitoring for academics, behavior and attendance. What I will do, because some sometimes we as Educators we have these jargons that not everybody understands, so once this gets posted on the website between, uh, now and the summer we will, I will have like a terms, vocabulary terms, what each things means so that when the public is looking at this that you can they can understand what they're reading.
10:47So strategies here for priority 2 was that to implement mtss, I know you've heard a lot about branching minds and mtss and that's the framework we're using that we're working on and we will have more trainings on June 15th and 16th for administration. Ju, sorry, July, still trying to keep us here another month, July 15th and 16. So we've established that we've got the dates. I mean the principals, the teachers, the teacher teams, Etc, from each building. So this is a k through 3K through 12 approach, so it's not just at the elementary, it's the high school, the junior high and the elementary school.
11:25So the measuring for, um, for Success will be 3, a 3% decrease in out of school suspension rate, a 3% decrease in chronic absentismo to measure is 100% building implementation of Rula K2 social emotional program. This is a social emotional program which is evidenced by pacing guide self assessment. This will help to support a multi-tiered system of support report mtss implementation, and then we will measure by improving identified District survey indicators and 80% of walkthroughs will show evidence of tier one, uh, Fidelity of mtss strategies and implementation.
12:18Priority three is that we committed to ensuring that all students will develop social and emotional teaching and learning skills and that they will be in which will enable them to identify emotions and initiate self-regulation strategies for fostering relationships between adults and students to ensure that students feel they have Advocates and are supported. What are some of these strategies? We'll look at ruler which is a social emotional validated curriculum. We'll also have social emotional Behavior initiative alignment and then we will have Fidelity with our monitoring.
12:59So we will measure success by 100% building implementation of the ruler in grades K through 12 social emotional programs as evidenced by pacing guides and self assessments, and then we'll improve identified District survey indicators, and then we're we will also measure this again by 80% of walkthroughs will show evidence of tier one Fidelity of ruler implementation.
13:24Priority four, we committed to reducing the gap between our intentions and outcomes by increasing student proficiency and reducing disproportionality in student performance among subgroups by embracing our delivery of instruction through implementing project-based learning. And some strategies here are professional development and training, curriculum integration and development, community and stakeholder engagement. We will measure success by incre 3% showing an increase of 3% in class participation as determined by the district, 3% increase in attendance, 3% increase in student engagement on a student survey and in 3% increase in family participation in family nights and parent conferences.
14:16This is basically the overview of, um, our priorities, uh, for a district Improvement plan. Now this was sent to the state and the state, I saw yesterday, I haven't gotten to it yet, they sent some small, not they just sent feedback to us, um, and I did skim through it a little bit. It was very positive. They didn't have much to say but we, this was not due until July 15th I want to say that, but we got our, we turned our plan in almost a whole month before it was due just trying to be proactive instead of reactive just in case the state's telling us we have to do something we don't have to scuffle and hurry and then not be able to turn in something something with quality. So this was just, uh.
15:05H, oh, don't leave yet, okay, I need to do something, don't leave yet, um, okay Mr Brisco I know you're next but Bard if we may can we rearrange our agenda because, um, Fatima has to leave, um, do we have permission?
15:23Yes.
15:26Okay, so thank you, you're welcome.
15:38Superint, super superintendent Court sorry, we have to vote to adjust the agenda.
15:49Who say, super, do we have to vote? Yeah to readjust, okay, make.
15:53Oh I thought you said you made a motion so I said, oh.
15:59I make a motion to adjust the agenda.
16:01All in favor?
16:01All right, thank you so much, so tonight, um, I'd, I'd like to say thank you to three very important people. I'd like to say thank you to our student representative Fatima chowri. You represented that our students very well excellent this year. I've gotten to know you. You're little, you're a fantastic young woman and I can't wait to see where the Places You'll Go. Thank you so much, um, for serving our student population and for serving our board as a student representative, um, and for that we do have a small token of appreciation for you to say thank you and Tracy will.
16:51Okay, do I go up or sorry, thank you, thank you sorry.
17:02If you have to, thank you, thank you.
17:17[Laughter]
17:23Okay, sorry guys, enjoy your night.
17:37And and then I'd like to thank you, then I'd like to also say thank you, a heartfelt thank you to miss Graham and Miss Jones dear. And I want to take this moment to express express my profound gratitude for your dedicated service to our school district over the past one and three and also three years. Your unwavering commitment to ensuring educational excellence and opportunities for...
18:13students has made a lasting impact on our community your leadership passion and willingness to listen to diverse perspectives have been invaluable in shaping the Ed educational experiences for our students your tieless efforts have not gone unnoticed and I am truly grateful for the positive changes you have helped me to bring about this year thank you for your hard work dedication and service to our school district you have made a meaningful difference in our lives and in the lives of our students and the entire community community and your contributions will be remembered for years to come on behalf of the Hudson City School District staff students teachers families a heartfelt thank you and we also have a token of appreciation and we also have a have a have a small cake for Lauren and for his Grand pror thank you
19:43uh good evening um Sean Brisco I am the athletic director as well as the Varsity Boys Basketball coach um and I have a small presentation um to do tonight um looking to get approval from the board to do an overnight trip uh with our Varsity Boys Basketball team um to go to a tournament over in Springfield um so the Hoopa Classic's been around for a really long time um it's a nationwide basketball tournament it is um it has always been top teams from the country throughout the country come and play um this year they are expanding it to um more local schools to the Northeast um schools of our of our size um so it's a two game guarantee um we'll have exposure to college coaches um we will play some high level competition um there'll be we will have an opportunity to potentially play teams from Rhode Island Connecticut Vermont New Hampshire Massachusetts
20:49um we will every um every player and Coach will get free entry into the Basketball Hall of Fame um for them to for us to be able to go and see everything that they have there um opportunity for our team obviously to bond together and have a different type of experience than getting on a school bus driving down the road to chadam playing a game and and and coming home um so who would attend it would be the varsity basketball team um coaches uh our scorekeeper um so we'd have three coaches there uh with our generally the team has 12 players on it
21:30um the cost to the district uh there's a $500 entry entry fee to the tournament um that is something that we already budget for in our athletic budget we pay for track teams to go to invitationals um any other team that wants to do these types of games or you know coaches versus cancer games that have entry fees that we pay for already um but the basketball club would then cover the cost of hotel rooms Transportation food costs um through donations and fundraising um so the cost will be very minimal to the to the athletic fund um and would put a lot of owness on the basketball team and fundraising and going out and getting those donations that we would need to cover the costs
22:10um costs uh were roughly um talking to the tournament director uh hotels would be around $150 we'd be staying one night um I've asked if we were to go we'd play on Saturday and Sunday so we would need to stay on Saturday night we'd be looking at 78 rooms so anywhere between $1,000 to $1,200 for the hotel um and again this would be paid for by um the basketball Club through fundraisers and donations um transportation um I've already talked to um Tabitha about potentially trying to do shared services with the Youth Department to um lower the cost um I haven't gotten there yet because I wanted to get approval before going through all the other Hoops um but looking at potentially using one of the Youth Department Vans as my assistant coach and my JB coach both work there um so they are already drivers um for those van so I thought if we could use their van plus the one we have the cost would be very minimal um in terms of what we had to raise to uh to get ourselves there um via Transportation
23:16um meals same thing um we would raise money for this too we wouldn't be expecting any of our kids to have to put any of any of the bill other than and if they wanted you know to purchase something at the Basketball Hall fame or something like that food cost would be covered their hotel room would be covered um everything would be covered that they would need for those two days the Necessities um this is when it is January 18th and 19th is Martin Luther King weekend that is when they have this tournament every year um so again it would regardless of what time we play get back there would be no school the following Monday um because it would be Martin Luther King King Dame we would have that off so any questions concerns comments um that you would like me to answer to to weigh into to help you make a decision
24:08they SI you against competition of uh or schools of of equivalent sizes
24:13yes so um in toer we would get placed into like a four team bracket um of similar sizes similar you know based off of school numbers not every state does it the way we do in terms of we we are ours are numbered AAA a b c d a lowed to do division 1 2 3 4 um but we'll be about the same we would play a game um on Saturday and then if we win we would be in like the championship of our little bracket or we were just playing the consolation game if we were to if we were to lose
24:48yes if the team has success is there a chance for a subsequent tournament you know bigger region
24:52no this is just a one time one weekend um tournament that they that that they host every year
25:04anything else yes would you be looking to go every year then
25:08um yeah I mean if it if if it's successful not in terms of necessarily how we do at the games but if it's a success in terms of what I'm looking for out of this in terms of a team bonding experience more than whether we win or lose the games obviously we want to go there and win um but if it's successful and you know we're able to this is something that we're able to to do I definitely would like to um you know be able to make it like a yearly yearly thing that we do with the team
25:38all right thank you I appreciate your time
25:42Thank you the process good question yeah that's a separate make a motion to open a 30-day comment period for the district safety plan June 25th 2024 and closed the comment period on July 25th 2024 as required by NY about to convenience the public comment period of our meeting. Although although state law does not require us to hold the public Comon period we've chosen to do so because we believe it's crucial for us to hear from our Comm community members about their concerns and issues having said that please note the board is here to listen public comment period is not designed to be a discussion accordingly please do not expect the board to respond to your concerns and questions tonight.
27:16It's because we take your concerns and questions seriously and want to have sufficient time to process and resource issues if need be we will however respond to your questions and concerns at a future meeting or have the proper after we get back to you with the appropriate time um each uh and I want to give thanks.
27:33I'm Rocky King I'm a school coun at the high school and this year I have the opportunity to serve as a mentor for the my brother Keepers fellow and I like to publicly go on record to thank a few individuals first Dr Penman and Dr pressy without these women this program would not exist. And I also like to uh thank our fellows Mr J Bailey and Mr fan Burgess Mr Burgess is not able to here because of their different he has a different um obligation tonight but I do want to say that the time I've been here this is something I've never seen before.
28:06These two young men have represented Hudson very well they're volunteer firefighters they're athletes um they're involved in the community and they work and they also um served as fellows and they basically learn leadership uh skills uh Mr Bailey I call Bailey Burgess Mr Bailey actually was interviewed uh for documentary Dr pry made that happen everything that occurred Dr Penman supported us uh and also they attended a symposium in which Mr Bailey served on a student panel talking in front of thousands of people.
28:41And then Dr um Presley let me know that because of his participation an overarching group called um nbk Alliance is interesting and talked to Mr Bailey and his other cohort so this is just a really um outstanding program uh moving forward I think it's going to be in really good shape with Dr pman Dr prey's leadership but I cannot thank these young men enough and it's been a blessing serving as a mentor so I just want to give thank you to you and thank you to these young men for serving H.
29:22Hello everyone my name is graduating senior for this year and Mr P kind of stole my thunder but I just want to thank the whole board thank you Dr Penman thank you Dr prey you know Mr P thank you for all the support and the program honestly is very positive and it opens a lot of opportunity. And I I hope to see it keep going and you know people getting the recognition you know cuz honestly like I didn't like when I had my all my opportunities man you believed in me so much I really like thank you and cuz I was like very shy but again that the program like opened me up like here like I'm yeah I'm nervous but like I'm used to it now cuz the whole program like that's what they do they like prepare you for moments like these so I just want to thank the board thank you thank you thank you again for all the opportunities thank you.
30:31[Applause] yeah right.
30:45Good evening foror again so as we wrap up the 2023 school year I just want to extend my deepest appreciation to the Board of Education and the entire Community for your incredible support during my first year as your superintendent. Your dedication to our students and the collaboration we have shared have truly made a positive impact I am thankful for the opportunity to work alongside such passionate and hardworking individuals. Together we have accomplished so much and I'm looking forward to continuing our work together in the future thank you for your trust and for making me feel like a valued member of this amazing Community thank you.
31:50Um for consensus agenda we're going to pull um item H and Item B um so make a motion to accept consensus agenda items a uh C through G and I through X.
32:16Second all in favor.
32:25And then uh make a motion um make a motion to accept consensus agenda Item B.
32:35Second in favor.
32:39And then uh make a motion to accept consensus uh item each.
32:45Second all in favor okay thank you.
32:58Okay new business so for policy um we have a couple of policies that are up for first grade they're actually they're not new policies they are um just policies that we've already have that we need to just do like every year um so it's policy 0115 0115 D and 0115 R policy 1900 policy uh uh 5100 policy 5300 and 5300.26 policy 624 policy 6240 R and policy 6700 and policy 67- R so all of them up are for first read.
33:46And um so we just say that if you just take a look at it and then if there's any questions or concerns um you can just let us know before our next policy meeting.
33:58And and for D the only changes were to the athletic code of conduct not the regular code of conduct for D yeah uh yes.
34:13And you worked on those with uh oh bris yeah we are okay y awesome thank you so much.
34:21Okay um Tracy okay important date February 26 can you hear me.
34:39Wednesday June 26 2024 second grade award ceremony at 9:00 a.m. in the mcsc auditorium this already happened today. June 26 2024 third grade award ceremony at 1 at 10: p.m. in the MCS Auditorium. Friday June 28th class of 2024 graduation at 700 p.m. in the High School auditorium. Tuesday June 9th 2024 reorg me at the high school area at 6 6 p.m. June 23rd July 23rd 2024 a policy committee meeting at the high school library at 5:00 p.m. Tuesday July 23rd 20 24 regular board Education meeting the high school library at 6 p.m.
35:36You don't need a executive session.
35:41So at this time we have the community report right the community report okay yeah.
36:29All right at this time we'd like to welcome um organizers of the Hudson children's book Festival uh for conversation with the board um and yeah guys come and have a seat and have a discussion welcome.
37:06Thank you thank you for being.
37:08here thanks um yeah I think our our goal as a board is just to you know ensure um that the Book Festival continues obviously means a lot to our community and to all of us and want to just make sure that there's Clarity for um employees administrators and the community at large and we want to work with you guys to um you know make sure that that that's available for everybody um who needs it.
37:43yes anybody yet questions
37:48yeah um the first question I'd like to ask is where are the uh headquarters for the Hudson children's book Festival where where's it house where is it where does it live throughout the year when it's not in happening
38:01there isn't really anything to live throughout the year per se
38:04so if someone wanted to a sponsor or donor wanted to contribute or donate where would they how how would they find you
38:15uh right now they would donate to the Hudson literacy fund the Hudson literacy fund is a nonprofit organization
38:21M so we just wanted to know because as of right now when I ask where does it live when you go to the Hudson ch Book Festival website the address listed is 215 Harry Howard Avenue which is this address the school's address MH um as far as we know the Hudson Church's Book Festival is not the Hudson City School District
38:41it's been here for the last 12 years which is why the address is to5 Harry Howard avue
38:46when you say been here meaning like you have the event here right but this this statement on this website presumes that this is where it's housed like this is where it lives this is where it it's owned we don't own it the Hudson City School District doesn't own the Hudson children's book Festival
39:01correct
39:01correct
39:01right so when I ask you how where is it housed if someone wanted to send a mail a checkin where would they mail it to
39:07the Hudson literacy fund
39:11so shouldn't that be the address on your website
39:14if people go to our website and they want to know where the Book Festival is held that's the address on that's not what reads here it says husband children's book Festival 215 Harry Howard Avenue it doesn't say where the event takes place it just says that is the address
39:31again because that's where it's held
39:33that is in incorrect actually um the next question I have uh what business structure does the hudon children's book Festival carry right now what structure
39:52I'm not sure I understand
39:52is it a DBA is it a LLC is it a es Corp is a C Corp is it a 501c3 what is it
39:57we have a DBA
40:00you have a DBA yeah and so you're physically sponsored by the literacy fund
40:04no
40:04so what is the relationship uh we're I'm on the board of the literacy fund yes so as a DBA shouldn't where's the DBA registered then you have to put an address on the DBA
40:20my home address
40:20so shouldn't be that that be the address on the website because it's if if the DBA meaning doing business ads the husband children Festival is doing business as is is what DBA stands for and you act and they ask you where's the address of the place and you say your address for instance that's the address that should go on the website for transparency and Truth
40:41okay
40:41so the next question I have is um last this year that just passed we had uh Hudson surgeons Book Festival listing the Hudson City School District as a sponsor to your knowledge has the Hudson City City School District ever sponsored the Hudson churches Book Festival
41:00we have always been in partnership with this District
41:05so have we ever sponsored it
41:08we've been in partnership with the district
41:10when you say sponsored it what do you what are you well cuz at the bottom of your tagline you have sponsors and we're we're one of the sponsors listed right and as you know let me uh let me just be more clear here sorry so a sponsorship the definition of the word sponsorship the position of functioning or a person of group who vouches for supports advisors or helps fund another person or an organization or project so does the Hudson the Hudson City School District does that we we fund you
41:41don't fund it but we up until this school year it has been it's been held here it's been supported by the people in this District it's run by people in this District
41:54it's run by people in this District but it's not owned by the district
41:57no
41:57right so that is the issue um we support it you guys rent a space you fill out a form and you get your insurance and you come here and you you you rent it you rent the space right just like the fireman's home Brooks prob anybody who wants to use this space right so the issue is is that all those people have an address that is not listed as the School District's address do you understand what I'm saying in terms of when you look at it based on Dr pennyman's letter telling people that we do not sponsor because sponsor means funding we do not fund your event sponsorship means funding but you didn't put in Partnership you put funded and so that creates a misunderstanding in terms of the public looking at us and saying well why are they not sponsoring it this year we're not sponsoring because we've never sponsored it we've been in partnership in terms of saying you can rent our space and we support it but we don't sponsor it
42:48okay well we the school district's logo has been on the poster since Inception of the Book Festival so if anybody would actually agreed to meet with me ahead of time and and knowing that there was an issue with that then we could have clarified that ahead of time before the logo was put on the poster but no one no one would meet with me
43:10oh wait so in order to we to clarify the the role that the Book Festival has within the school district we we welcome partnership with the district we we are all you know all of the volunteers are members of this School District we do this for the students of the school district when we use the term support or partnership it is in terms of the the venue the location the volunteers the space the everything it encompasses all of that it's and it's been that way since its Inception it's been that way it's absolutely been a partnership with staff students teach teachers Administration board members from its Inception we welcome partnership absolutely but partnership is not sponsorship the language is different it
44:07has a different definition do you agree we want the school district to I mean I I'll I think having a the school district logo on there is important because we are partners and it doesn't in in in my mind intimate in any way a financial sponsorship. I mean it's it's a sponsorship of what you read when you read that definition of sponsorship includes other things besides Financial it includes volunteering and space and the venue and Logistics and all of those other things which we welcome and are happy about. We we we put this on for the kids of course I volunteer I come every year with my kids that is not the debate the question is transparency that is the question here today.
44:51I'm going to give other board members a chance to ask questions. I think also I think you know I he you know you keep saying like we've done this before and I we all know that the Hudson's um Book Festival was started by the prior superintendent and I think with new superintendent and new board it's just questions are coming up and because we just don't know um which is why we want to we're asking our questions because we're a new board we have a new superintendent and um we do want to be transparent. And there is there is this when you know when the the statement came out like the whole Community went in uproar because it was say basically everyone felt like we were saying we we weren't going to be apart and so we had questions as a board and um you know so that's why we're here now and it's not saying that we're not a part of it but it's just to get clear presentation of what exactly our relationship is with the Hudson Book Festival.
45:51And which kind of leads me to my question that um I have because you mentioned about the teachers and the staffs and all the volunteers that we have which is great but um has any of those teachers or staff members ever reached out to the districts to The District employees or officers including the former um or current superintendent to sign checks as representatives of the district or ask donors for checks from other organizations and where are the checks District checks were they District checks? Yeah like were are checks being made through the Hudson City School District?
46:27no no
46:31okay so like so this is like this is what's important is because we this is the questions that we have because it just the correlation between both of the organizations are just so close we have to be fiscally responsible as a board for what goes on and what is being you know coming through and leaving out of the district and we have we don't know so we're we're asking. And um I just also so has any employee or a volunteer ever ask a current superintendent which is our Dr Penman or a former superintendent to sign checks as a representative of the district?
47:13no no that's not our experience
47:17well that's not true so I don't know what to tell you it actually is true
47:22it actually isn't no
47:22I I think some of the the confusion is with the endowment fund which does require the superintendent to release checks so if the literacy fund is the fiscal sponsorship then why would why are funds going through the endowment fund as well?
47:45they're not anymore anymore
47:48so so when you say anymore that means that they were for a time when did that stop?
47:52this year yes
47:52why?
47:52because the super superintendent wouldn't agree to have anything to do with it
47:59so if you're being sponsored by the literacy fund and let me just understand because fiscal sponsorship means an organization is saying that we will take in your monies we will take in your donations and we will pass it along to you and we will take care of Central Services and any reporting that has to happen through the government and the IRS. So if that is happening through the literacy fund which when I check the literacy fund they're not even listed as a.org and usually organizations are.org and not a. com um they would be the one that would handle your checks and process why haven't they been doing that?
48:30because we've been doing it we we've done it through the endowment fund until this point
48:37anybody else have any other questions?
48:44yeah I think it's I think we just want to be clear about um first I want to say that you know I support the the book fair I bring my kids to the book fair I would say outside Flag Day is most attended events in Hudson and I think that's excellent that that's that that's here that that's represents fantastic success to now. Um we want to make sure that Financial uh you know distinction is clear for everybody um for transparency for ourselves and for our staff uh so we want to clarify if any Hudson school district teachers uh or other staff are paid um to perform perform work for the district or excuse me to perform work for the Book Festival um and is any uh distinction made to ensure that that's not happening on District time?
49:37no one has ever been paid okay no one
49:40all right um what about the time part?
49:43it's done on our own time
49:45so on your website you have an email address listed to getting contact and the email is listed with the Hudson City School District email so if somebody reaches out
49:54no it's not actually has my email listed and that's a Hudson City School District email
50:12we took a large bullet um when when Dr pennyman decided to be more fiscally responsible as well as the previous superintendent Dr spinler Who had made this original arise um of notifications that something wasn't right within the work of the relationship um we weren't really sure how to proceed. We've acts legal um and as of right now they're being told we have to have you remove our address from your website because that's not correct maybe it should be your address or literacy fund. The email address needs to be changed to an email address that represents the Hudson children's book festival or the literacy fund um.
50:45we have Hudson children's book festival at gmail.com that must have been changed recently it wasn't that before
50:53it's been over a year since we changed that over a year and before that it Wason y
50:58yeah so these are the things that we've been having to clarify there there is there is still an email address on there yeah but um I I guess just would you guys be open to you know we we don't are any partnership or um anything that this board approves
51:24or otherwise is is in right would you guys be open to some sort of written agreement between the district and the Book Festival that clarifies a lot of these points um and you know sort of makes it clear what we have approval and oversight over what the superintendent and the rest of the District employees have oversight and approval over and like what is handled by a separate entity and it seems like that would be the best way forward um so that it's it's clear and written down on paper and just removes any chance for the be confusion in the future
52:01I mean I guess you've made you've made it very clear that we're not really a part of the district so I don't understand why overs would there be
52:10right well if there are things that you guys are are expecting the district to provide and and like want us to support then then there's nothing we other than the venue other than the venue I mean we hold it here but that's if that is not something you want either we can move it
52:26a question that Kristen kind of said I guess mine was a little bit more specific um in saying um cuz I'm I think I got off the website um when you guys talk about the funding that goes on to the event for author visits and hospitalities for authors and um we I just wanted to clarify if any like teachers or staff during their time of work um have they been called to as part of their volunteering I guess um help prepare for this event how like are they showing Hospitality during their time that they're scheduled to work like and then like Subs are being called in that's me being specific
53:09okay no not not to your knowledge or no for sure that's to my know because we knew last year um the request was made that in order for them to participate and do the things they need to do for the hus and children Book Festival they needed Subs to sub their classes so that they could go and perform those things whatever those duties were as well as using our children which we're not sure that there's anything online that any kind of a statement that you're giving to parents to use our children's images for the for the event um that's supposed to be a fle thing anyway as well as putting a banner up and leaving it up for weeks on end
53:40these are all things that are within our perview to regulate and we we are asking that those things be put into our mou like Mark said so that there's Clarity because as of right now even with the name and the coloring people assume that we are one and there's there's there's no way to we have to make that distinction that we are not and it is not saying we don't welcome it or we don't want it it's just it has to be a clear distinction
54:15you can draw something up I guess I I and we'll have to look at it but I don't know what else but
54:26it see it does seem like there's there are things that you are would be looking for support-wise outside of just using the space that it feels like you're not getting and and we're we're open to that and and like want to you know again be be supportive and be partners but we just need a little more uh specifics from you guys as to like what your expectations are um out of the situation
54:54I mean that's I'm I I'll will speak for this I get that we've had a turnover in leadership over the last couple of years I get that and I get that you know um but this is practically a Hudson institution okay and um you may say that you're feeling you're you're welcoming us but I am not feeling welcomed at all right now and I'm just this is like a a Hudson institution that Jen and I put literally hundreds of hours into on our own time outside of the school day
55:29and we've carried this from when Lisa Dolan who was the teacher here had the vision to start this in partnership with uh Maria set Meer our you know our retired former superintendent all of these Logistics that you have questioned were in place four years without there being any question whatsoever about trans Arcy about financials and this seriously feels like a gotcha where it's like oh but this oh but that and none of the things that you are questioning are things that we did in any way to ausc or not have transparency
56:12these were set in place by people in leadership to provide for this to happen and all Jen and I want and ever wanted was to down and talk with you guys ahead of time and say this is what our goal is and this is what our vision and this is what we want to do and we would certainly happily share with you our funding and how we get our funding and what we do with our funding
56:38and because at one time we used the Hudson email or because at one time we used the L the endowment fund which what is a separate entity all of those things you know you feel like we're being questioned now and and and it's all been very much in place and it's the way we have been doing it and and it was certainly was for never for any nefarious reason and and I think we're both happy to give you all clarification on that but this is not a gotcha where it's like oh you did this and you did that and you didn't do this and you didn't do that
57:18everything we've done everything we've done has been for the goal of providing a beautiful diverse first lovely program for children that kids and teachers and parents alike love and I mean the questioning of what we're doing during our day we don't do any of this unschool time any of this unschool time at all we're very clear about that
57:45with the exception of the day before the festival and I honestly don't see how Jen and I could not host eight or 10 authors and be hosts to them without running around and and I mean if if you want to question getting a sub for that day it's literally in the building use form that says Hudson children's book Festival because as I said for years that's been an accepted use of a teacher taking a sub for the day before the festival if that's something that moving forward you know you don't approve of well there'll be logistical issues with bringing 10 authors to to present to you know a
58:28th000 kids but you know I just want you to know that our goal has always just been provide books for kids promote literacy promote literature and there were some you know Growing Pains this year but all of this could have been handled by just sitting down and having a conversation with us thank you and I just want to make sure that you know know that part of the reason or that the reason the meeting looks like this is because of open meetings law we can't assemble as a board and sit down and have a conversation without inviting the public so I want to make sure that you know that that is that's why this meeting looks the way it does.
59:10well I I will I will say this we were invited to Executive session so I'm feeling a little like startled by this we have been invited in writing twice to meet an executive session and so there was no warning for us that we're sitting down in front of cameras and people and not that it matters because we are an open book and you can see everything we do and but it is startling and it is not what we were asked for.
59:37if if I may just clear that statement up Tracy you sent out the invite so I just want to make for the record that we are being authentic in our delivery and um we don't have anything to hide or any reason to not tell the truth up here so Tracy how did you invite to it?
59:54was invited through executive session when I sent the invite because at that time um we were not aware that we could not have it during the executive session and we consulted with the attorney first and then
1:00:13so did you go back though and let
1:00:17did not well that should have been done you should have gone back because we knew that this wasn't going to be an executive session so I apologized for that because I thought that Tracy had taken care of that with you guys so I didn't know I would have definitely made sure so because I went yeah we knew it couldn't have been an executive session so I said but I thought you went back and told them that
1:00:40no I just basically you told me to change it on the spot and I changed it on the spot and they had said they were coming to the meeting so I just I never even
1:00:50but it wasn't on the spot Tracy we'll talk about it but it wasn't on the spot like you just knew and I change you've known for a little bit that it was and and I I just thought that you had done that I didn't even it never even occurred to me to just tell them it wasn't going to be executive session I just you know I knew it was going to be at this meeting and okay we can talk about it on me okay
1:01:12and I just want to add like this you know I know it is weird with publicly but it's not an I got you our my our hearts are not I got you moment it's just you guys are new we're new and we have questions and you were handled handed something and you're just doing what you were handled and you're we have new Administration we're a new board and we have questions and this is like the only way that we can ask the questions and I think it's it's not we I like the Hudson I don't have a problem with the Book Festival I think it's great that the authors come in with the kids I think what you guys do is wonderful but we just have questions and this is kind of like the only way that we can ask the questions and to make sure that you know things that are happening are happening um you know rightfully and and legally and so it's important that we have this conversation and and I I know well now I know that you guys didn't know but I just want you to know that it's not like we're not have to be able to ask these questions.
1:02:23yeah I think it's just it's just just Clarity for everybody and if writing that down you know that's everything that we do has a policy or an agreement or or you know some sort of statement that that everybody can refer to so that you know people don't um you know feel confused or or or um think that everybody can refer to and you know we we also never got requests to um to meet with you guys until you you came to the board meeting um they didn't go beyond the superintendent.
1:02:54I'm sorry I asked the superintendent to meet with me and she
1:02:57I met with you before not about the book Festival but I don't remember you asking me to meet with you.
1:03:02I asked your secretary and she said you would not meet with me.
1:03:06yeah like they were saying this is the this is the only form in which the board exists so this is the only way that we can do it we're happy to you know continue working with you guys you know write things down create an outline that that makes it it clear for everybody so that you can feel confident you know moving forward and and putting the event on and you know we can feel confident about you know the ways that the um you know district is is involved and and you know what exactly is is expected of us and you know happy to again that's really the only way to to solve this is to is to write it down and have everybody agree like yes this looks right and this this meets our expectations this meets your expectations.
1:03:49so who would put that together you as the board or um um I mean how does that work?
1:03:56I'm actually looking to Dr Penman for to be done if it's an so it would have to be I would have to consult legal to make sure that we're doing this in a legal and ethical and lawfully way um ongoing with any any any Partnerships or what it's going to look like with the Book Festival I just have to make sure that we are moving forward in a legitimate legal way with this process
1:04:26I guess I don't I guess I I'm confused as to like how so if if the only thing that we're doing is H is holding the event here how is that difference from say the Youth Department renting the gym for a basketball tournament or Brooks barbecue?
1:04:42you no you guys filled out the facility request form and yes anybody can rent it but
1:04:48when the statement was made that like where the district doesn't sponsor sponsor the festival there seemed to be this different expectation from everybody else's point of view that that there was some other Arrangement and there were other um ways that the district was involved and and and if that is true and if that is what people expect and what people want then we just want to make sure that that's that that's documented and that we're 100% clear on what that means. um and and again we're we're open to to supporting in countless different ways that that we have the legal Authority and liability to do so but we just need to have that written down we need to have those requests be you know made in writing in in some kind of agreement that we can all approve as a board.
1:05:42and I think one of the concerns that we've talked about is for the benefit of both organizations which is to make sure that there is public Clarity that these are two separate organizations the district and the Book Festival operating in Tandem and in Partnership essentially um so that if uh you know and that's where the color Co the color um scheme and the email address and things like that come to play so that there's Clarity in case I'm going to go with a really weird example everybody who's operated this uh the Book Festival up until now has been you know devoted and given of their time 30 years down the road a weird nefarious person comes in and and takes money from The Book Festival.
1:06:34we want to make sure that there is public Clarity that those two are are in Partnership but the school district isn't isn't essentially liable for that um or if something happens with the school but similarly it doesn't impact the Book Festival so the two are operating in tandem but not not as the same institution and that's that's good for both partners and that happens in Partnerships everywhere.
1:07:01I guess I'm just confused because that's really how it's always been.
1:07:06I bet they've been right but we want to make sure there's public Clarity with that so it if we're confused it's entirely possible that there are other folks in the public who are confused. so just some you know looking at some of those distinctions to figure out how we how we use how we do that with language how we do that with Graphics um I think is good for both of us.
1:07:34I work a lot with nonprofit Partnerships um yeah mine is like slightly in a different angle but just a curiosity question that I think hasn't been asked yet um just curious how authors are chosen to be invited to the Book Festival. um it's always so interesting to see who's in the room in a different year and it's exciting to see books you know authors that I know that I've never seen a person show up um and I'm wondering what so additionally what efforts does the Book Festival make to invite authors that reflect the diversity of the Hudson City School District student body?
1:08:19so we put out an application every year to to anyone and everyone who is an author um and one of our our main goals is to pull in authors that represent our divers student body so we do we work really hard to sort through this year I think we had over 250 people apply um and to kind of sort through their content and make sure that we are trying to represent as many um different groups of people as we possibly can to come into this District because we in in Hudson we're that's we have kids from all walks of life so that's really one of our number one priorities when we're choosing authors to come in we only have so much space so we cap it at 80.
1:09:09this this is a nationally recognized Book Festival authors from all over the country and the world ask to come here it's a huge um something we should be really proud of as Community as a whole as our school district as a community and the Book Festival itself it's grown over time from 50 authors to over 80 and as Jen said 200 more than 200 applicants people are already asking again can we come back next year can we get come back next year and we've always striven to have our um the author makeup be rep reflective of the makeup of our community.
1:10:00you know like I said we all agree that it's it's a great it's a great event and you know I was aware of it even before I moved to the area my mom was a kindergarten teacher and came for years and years um because it's it's it's so well done you want to um see it continue and and yeah I think just just uh writing some of this down would just help everybody and also hopefully ensure that you're not caught off guard in the future that you can say we've had this conversation that would be nice here's what you know and we can both point to it you know here's what we've talked about.
1:10:36we we really do want to work with the school district I think that this has come kind of backwards from how in a perfect world it should have happened instead of talking about after the fact very in advancement next year.
1:11:09we we'll um consult with our lawyer and and get back to you guys with some suggestion and steps.
1:11:16really appreciate you being here you apologize if it's not what uh what you expected it's a first for us as well and you know looking forward to all uh you know growing and learning here thanks.
1:11:47thank make a motion to adjourn this meeting at 7:14.
1:11:52second all in favor thank you thank you all for being here.

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