Board to pilot consolidated workshop model for committee business; vote approves pilot

The board voted to pilot a consolidated evening board workshop intended to streamline committee business and meet new state requirements for agenda posting and audio/video when a quorum is present.

Staff explained several new state requirements affecting committee operations: agendas must be posted three business days before meetings when a quorum may be present, certain meetings that include a quorum must include audio/video recording, and the law was interpreted to require meetings to be held outside typical business hours (interpreted as 5:00 p.m. or later) when a quorum is expected. Trustees debated alternatives: reduce committee sizes, set a standing calendar of committee dates, convert committee business into workshops, or continue current approach but with higher administrative coordination.

Trustees weighed tradeoffs: some said a fixed calendar makes attendance and transparency easier; others preferred retaining daytime building committee meetings where contractors and staff are available. After discussion the board moved and passed a motion to pilot a consolidated board workshop approach (6:00 p.m. start) to consolidate committee presentations for a pilot period beginning in January, with the understanding that staff will develop a standing calendar and share materials in advance.

Ending: Staff will prepare a draft standing calendar, work to post workshop agendas consistent with the three-business-day requirement, and pilot the workshop format in January; the board retained flexibility to revert to committee structure if the workshop approach is not effective.