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SAU29 School Board Emergency Meeting Agenda for Wednesday, April 15, 2020 – 4:00 p.m.

Added May 28, 2020 •

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SAU29 School Board Emergency Meeting Agenda for Wednesday, April 15, 2020 – 4:00 p.m. Meeting Location: SAU 29 School Board members attended the meeting remotely. The closed captioning is not necessarily reflective of the true words spoken during this meeting.

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starting the recording while now that we are recording I do want to just for the record state that we have five of the all five of the Chesterfield members in attendance we have all four of the active Marlboro board members in attendance we have all three of the Marlow board members in attendance we have two out of the three in Harrisville attending we have two or three and Nelson attending we have seven of the nine in Keene attending in I have one of the five and Westmorland attending at this time as well as a central office staff and I did not forget but I have failed to mention our stenographer for the evening is Jennifer Sam Parise and she is also on this call as well as irr public viewing area in the conference room which is up and running at the moment with that I turned it over to you madam chair great I'm going to go ahead and call us to order at for 12 p.m. the first order of business is the approval of the minutes from March 14th 2020 which was our last meeting greet I'd like a motion and a second please Indianapolis Second Great any discussion Corrections amendments hearing none I'm going to have to do a roll call 2 approve when I call your name I or nay Amy treat everybody put your mic on when you see the person's name before you on the list that could be helpful make it go a little quicker a meter Andrew Casper Christy Claire I Eric C Eric with a C Eric Moran Eric with a c you're still needed sorry I thank you Eric a i Erin I Janine immunity get the people icon on the top left of the column and you'll start seeing the list right between you and Siri you're always on the top of the list but it is alphabetical by first name in Thai Inger Jacqueline I Jeffrey Julia I I Karen who is by phone Kayla by Chris Roberts Mark Mike Nick I Peter I rich got I think that's it super thank you motion passes to accept the minutes next on the agenda are the updates just for the record Jen that was 20420 I believe thank you 1020 up there 24 total board members on right now so that makes sense thanks thanks Rob for County and shoes off to do it but me. updates so by now all board members are receiving the daily updates took us a little while to get that process underway and I do want to thank the IT staff and as well as our admin support staff here at central office to make a little bit more seamless so that you receive them in real time as they go out to all of our yes Tim the agenda is correct as I go out to all of our stakeholders we also make sure that we're posting them on all of our website so it anytime that anyone logs onto any of our sites whether it's a district site or it's a school specific site it pops out immediately and folks neither up to go ahead and read it or continue to the website as a determine the appropriate for whatever their intentions are at that point in time we have a survey out and it will be closed in 45 minutes that speaks do the communication efforts so far and we have been receiving over probably around 900 responses at this point in time so we're getting closer and closer to that thousand will I do wonder if you'll get over a thousand and we typically been getting really good responses with the surveys that we put out we ask them to let us know how satisfied they were with a daily updates and with a communication efforts and how frequently they wanted them until when that closes will go through that and we'll adjust accordingly if at all we've been using the surveys for four key decisions just to get the pulse of the community including our after students and our parents as well as all of the board members so that we know what the feeling is and consensus is out there right now that we're not operating in a vacuum and that we are being reflective and consider what the Perceptions in the feelings are Beyond in or office spaces in our building spaces within the district so I found that the feedback that we continue to receive on a regular this is us both through my person not my personal but my SAU email as well as other other methods of communication have been overwhelmingly positive there I've been emails have come in that have been pretty constructive criticism that we are able to help mitigate any issues that have Arisen with people who have reached out having Maddie as the point person for communications has apps we hope to streamline a lot of this effort and Riggs done a fantastic job as have the entire central office team now I don't want it I don't want to try to just pump us up because this is really been a true a team effort from the leadership team at central office who needs every day as opposed to once a week which we were doing prior to the school closure on March 16th we're meeting once a week now we need every day and we are making sure that we are keeping our fingers on the pulse has of the issues that we do need to address and we are proactively seeking what issues might come before us as we can I need to move forward beyond that the building level administrators have been fantastic and working with both assistant superintendent Fraser insisting it superintendent Campbell and communicating some of the issues that faced with four legged School populations and also reflective on some of the frustrations in the hurdles and obstacles at their their instructional app need the whole weekend I need to leave the buildings open because we have heard that there are no smaller numbers of staff that do wish to come in to facilitate remote learning from their classroom there are actually are teachers who use their classroom space to record and demonstrate Labs that they share with their students Southern at it does make it a little bit more meaningful rather than trying to imagine what would happen. They are able to demonstrate those activities and share those with their students we know that the current the current order from the governor's office extends remote learning till May 4th and that also coincides with his stay-at-home order we have heard earlier this week that he was thinking it'll be very difficult to return back to the schools but he has not yet issued an order or a disposition on that we are anticipating that decision before the end of the week but I'm not going to guarantee your promise that that will happen or it won't happen because I don't have any influence or control over that that's really where we are at this point in time I do want to come in all levels of Staff throughout the entire sau4 what was a massive effort from everybody to pull this off in the manner that we were able to pull this off from I have heard from other Educators within our SAU who are parents and may work in different s use that they were really impressed with the level of effort throughout our our SAU in comparison to theirs I've heard from parents and staff members who have relatives in other states and they are absolutely amazed when they talk to their to their relatives outside of the hour essay you at just how well we are doing in comparison to what's happening in other place there's not only in New Hampshire but in New England and even Beyond true credit to the level of professionalism that we have in our SAU and we should all be very very proud of what has happened in the way that we were able to get this ball Road playing in such a timely manner when we met last on that Saturday morning you know I did ask for your concurrence to be able to close the school as it turns out a day later would probably wouldn't have need to do that and I will let you know that after we made that decision that Saturday morning I received numerous phone calls from the commissioner asking why we went the direction that we went and I explained that we needed a lead-up time to at least get some structure in place so that it would have a chance to be successful and after those numerous phone calls the outcome was that it was a Statewide directive so I don't know that I can direct me to take credit for that but it certainly felt very familiar when we heard the directive come from the office of the governor the following day and I think that is a reflection of the of the collective efforts of all ready traitors throughout the essay you both at the building is in the buildings and at the central office of walking through this issue and trying to best prepare on how we would be the best position for our students in so I think those efforts have really paid off and I think that we have been doing a fantastic job there are always going to be frustrations as I said on that Saturday morning. will certainly bring out the best of people as well as the worst in people and so I don't think that that has failed to prove itself throughout the course of this remote learning. We are out in the middle of week 5 we closed and it is exhausting at the end of the day I know everybody goes home and they are they are actually spent so those weekends are our rejoyceful time time for us to recharge our batteries time for us to spend that quality time with our loved ones and engaging with our families as well and so we absolutely cherish those times and make the most of them when they are available to it so that's as much of an update as I have for you right now if there are any specific questions I would be more than happy to feel them answer them or direct them. member of of the cult team to speak to that as well just before I do that I do want to point out that we continue to operate meals we have one question Rob our attendance levels so I would have to defer the assistant superintendents to chime in on that because those are probably conversations that they have more frequently with building folks I personally do Dottie and Brian do you have a sensor gauge on that that you could share with the board do you want me to go first okay entry level tech programs are set up there's you know they are minimally there has to be direct contact with students at least twice a week and it's often more than that it's not structured as it is at the middle and high school love and most principals are actually all the principals are reporting that with a handful of kids with exception of them that there are me knows that at least twice a week have direct contact and then working with kids in office a lot more than that but that's the minimum and the handful of kids that we've had that we have not been actively participating people been following up in using their resources their school counselors there in a behavior interventionist in social worker schools that have those have followed up with them and have make contact I don't think we have any family that we have not been able to reach and we're working on the level of participation with a handful of our kids but overall the response has been very good I've been very you know I'm active in participating with her kids overall in Chesterfield Westmoreland K9 Keene Middle the principles there and reported that students are participating as scheduled they have treated for face-to-face meeting for a week I would say like Dottie maybe a handful make easily Miss of our guidance our school men's department School social workers are connecting with those families we've also used our school such as Keene Middle School as you've been sheriff and we've done some home visit when students have missed an assignment or a Mystic class for two consecutive days so similar to what. E reported there are very few students who are not participating in an interesting manner thank you back to you Rob Rob I put myself on mute and forgot to pull this off thank you no egg on my face that's okay those are all of the updates that I have at this point in time and if there are questions are you won't give me a new board for the Vineyard support that you have shown and demonstrated these are very difficult times they are very difficult times for everybody all of our families all of our staff all of our central office all of our administrative buddy is trying to navigate a situation that they are unfamiliar with and their everybody is really trying to do the best that we are able to do with the given circumstances probably have another question do you want to Circle back to meal that you want to go ahead as you know we are doing meal distributions at two sites in pain this is for every student eligible for a free meal pickup we do three meals I'm sorry to meals on Monday and I mean actually it's 4 cuz you get breakfast and lunch in a bag but too too bad breakfast lunches on Monday and 3 on Wednesday to cut down from 5 days a week because we just didn't have enough traffic the last day we did a Friday we had over two sites we had 10 family stop passed out 10 Neil so it just wasn't wasn't working we also deliver by bus to each one of the Town School where folks can get the same two meals on Monday 3 on Wednesday the reason we only can give we can't give all five star meals are pretty much rated for 3 days and then you know you probably shouldn't keep a sandwich longer than three we have also started in Keene a grab heat and serve two will freeze chili soup sloppy joes they can go home heat them up and reconstruct them that's not required but that's something that we batted wasn't working hot meals because a lot of parents are picking him up and then bring him home hours later and so we just didn't have that Bandits stop last night we're serving usually about 150 meals a day on average are not meals hundred fifty students should I be 300 meals a day and that would be a Monday through Friday average today we had rap participation think the good weather helps but we served over 300 students today like 3:50 so much it was good if it's raining we don't do as well Jacqueline has a question about technology go ahead hi I so just a couple things how are we doing in the whole sort of Technology of rain are we have we worked out all the Kinks with any students that maybe you know I'm assuming everybody's got a Chromebook now that needs one have the number of let's say inquiries you know to our tech department of those started to drive to we feel like our students are getting what they need not only in terms of equipment but at least accessibility internet I know that that varies depending upon where you live. Just curious what we're hearing in that area thank you yep so before I asked Bob Milliken to chime in on this I will say that the IT department has done a huge huge job of the pouring all of the equipment that the students that needed. equipment to make sure things are formatted the correct way to make sure that it got to the students who indicated they needed a device of some sort of the access remote learning beyond that they have and strategize how they were going to screw you all other difficulties that families and doors were experiencing and as a result of that created a couple of different help desk Channel levels that people could utilize they have also gone above and beyond to provide other Support Services through videos and and approve apps that folks can access see what those are they've been very active with the daily updates and providing new information as it becomes available and with that outlet I wear my residential ukulele and go ahead and China so we have with giving out quite a few Chromebooks we have some extras most people have used if they had a device at home they've chosen to use that we have hundreds of almost out of gas and other devices we have some issues sometimes with all the free software that's available there are bunch of companies right now jumping on the use it it's free right now but some of it does not comply with the laws of New Hampshire so we have to read those things out live we're answering all kinds of calls you can imagine that people have pulled out computers from closets and are starting in o started them up to try to use met home now but wait we've been pretty good with only had one broken Chromebook so people are taking care of the equipment which is great and I think that was a cat's fault not the person's fault so I think we're okay there we purchase some new equipment for the Keene School District that we have on hold right now but if we need it we do have it available sounds pretty good and just a comment that Jacqueline wanted to make about the new app yes Jack Lambie to that or shirt just wanted to say that I'm that new app that you rolled out Cami seems to be great my daughter started using today and she was the 7th Heaven she's like this is great I can do my imitation so that's awesome where we're looking at others to now on the Google Suite is it stop so we're trying to add those as we speak there's a bunch of things like just a whiteboard type thing that the teachers can actually use and it's part of the Google Suite so we're trying to roll that out now we just have to test it and hopefully that'll help them out as well just one more thought I swear to troll around and see some of the comments on her essay you learning remotely and some other Facebook groups something to Tamil over might be that we've got just as we have different skill sets and picking up on technology quickly among the students I think we were seen any been wider Spectrum with parent minutes were settling in now 2 weeks I've seen a few more posts not a ton but just a few where you can tell the parents are sort of getting a little overwhelmed and if they don't do much technology-wise let's say for work or just run around I guess I'm not suggesting more more work on on you but maybe there's I don't know either Forum or maybe we make another SAU group like tips of the day something like that that might be more specific to the parents unless to the students just to help the parents feel a little bit more in control and then obviously the beat to that with a positive impact on that is everything going to be able to help their students so it it's a win-win so cannot find it more to you but just something to consider don't we have I added a link on our website and I think I should get the word out there then to the parents clear that they can visit that as well it it does have all videos near that'll show them how to use the applications and I do feel that this is taught us something that the remote learning that as a districts all our districts we really need a committee to get together to decide what apps sorry that we use so that if everybody's using a following some sort of you know not to have a million apps out there that is different in each school lets you try to combined it all and see what works best for the kids isn't in the teachers I think that's smart particularly too because we all know that families in the SAU 29 geographic area will often move from one school district to another so consistency would help I agree anyone else have something to contribute through the chat or questions or comments suggest a kind of full circle if I might out Mega with the survey that that closes in 24 minutes we did ask people to list topics that they would like us to address and so we have one over 300 comments on that we're going to take those categorize those synthesize those and prioritize those as well some of them are related to technology and so we will make sure they get where they need to be best addressed and while I like the idea of of of University of proving proving apps that people use across the SAU I do know that the reality of that is that every individual teacher has their own fuel preferences and we'll fight till the end of the Earth to be able to get the use of their preferred app the I just I'm just going to put that out there it's not as easy as saying that's all you can do because there will be there be repercussions I'm just giving you that heads up now so that when that does come up you were you were well notified thanks if I could have a moment okay yep sure Jacqueline has one more comment go ahead sorry thank you I'm on a roll today thank you how her week 5 again we don't have the crystal ball for to know how long this is going to go on I would ask that were looking down the road from a mental health aspect not only between now and the end of the school year but leading into the summer again we don't know what the fall is going to look like and you know it as time wears on I'm just concerned for all of our students or faculty or staff you know short-term right we all scan sort of rally but just thinking ahead to next school year you know what we can do to make sure we've got enough counselors and other sort of related therapy staff on hand because there's going to be no this is Patrick like event and it's not just going to disappear at the end of the school year and Kim so happy to speak to that because as things started to unroll not just an artist but around the state of New Hampshire and perhaps this is reflective of the direction that we took a head of the governor's order I have I was selected to sit on a Statewide remote learning committee the commissioner and I am one of only five superintendent's that is on that Committee in the end we started those discussions earlier this week about what this is going to mean and the impact that this is going to have not only during this in school year but beyond into the summer and into the fall and one of our our takeaways is the mental will the social emotional and mental well-being of all of our stakeholders not just our staff our students but even our parents in our families in our communities and so those discussions have begun and we we are taking those considerations from from a much larger view point than specifically here but the advantage for us is that we're getting that information before many other districts are great thank you Rob and I don't think this is going away I think they'll be continued work best financial office to make sure all of these needs are being addressed and we have an opportunity to continually communicate with you as well from a board perspective and I want to move into some storage protocol at this moment if you have not held a remote board meeting yet they're happening I'm not sure if every boards had the opportunity yet I would highly recommend and and I can't mandate you but I noodles quite a bit over the thought of in June we authorize our superintendent to hire Fire 2 I spend funds Etc I think it would be very prudent for all boards for their next agenda if they already have not to hold one final meeting for this academic school year that would look a lot framed out like our June meeting with all the authorizations and stipulations and placed these meetings would be strictly for essential business of the board they would be designated as emergency meetings which houses to hold them remotely we would also most likely not hold public input on those meetings which again is not mandated and we have vehicles for the public to communicate with us with central office and administration if needed so to keep these meetings focused direct and productive the best case scenario is and we've held them like this just as we're doing today central office is the location there facilitating the Technologies proven and effective we all remote in and there is access for the public if needed for viewing and that is the extent of it I would really encourage all the boards to to function that way to allow central office of the time in the focus needed to address the business at hand that they're dealing with and they're in the trenches with it is not easy and to hold a meeting for the gratuitous purpose at this moment we don't need a meeting to authorize our bill to manifest we can authorize central office to do that and as a follow-up to that how we know in the business office has been downloading our bills and manifest to our Google Drive and Scott the town DJ and I are working on digital signatures cuz that's how I'm doing all mine and he thought that that would be really helpful. I'm sending him a quick and easy seizure so everybody can digitally sign documentation so please if you're a chair think about this and if your chair is not here please bring this to your chair for consideration and the other thing I wanted to do was share with you there's there's been so much communication and as SAU board chair I just wanted to know it is a huge print search for me to be able to collaborate with all of the board members I feel it's very unifying to put all the multiple districts in one room there are 33 of us as board members and during our most recent meeting I felt Anything could happen after we met and what we saw happen was central office our staff at our families and especially the students everyone has embraced and a person hearing through all of the challenges that were being met with and as we all know these days is public education is hugely challenging on a good day and I want all board members really to hunker down and refocus and realize the importance of our roles and responsibilities as we move through today and each day going forward please follow best practice stuff Elite stay in your lane it is not time for us to try to micromanage central office or a building administrators or our families or our kids please let people do what they need to do in order to Fuccillo take the best possible education that all her schools in sau29 can provide during this time and adhere to your policies adhere to your procedures and do not under any circumstances and you're mine are compromised your official board actions there is a ripple effect when this happens and it hurts all of our boards and all of our ability to do business I would ask the board where is work with their board chairs reach out to central office social media or Facebook if you want to put a picture of your dog today it is not fine for board discussion or person diatribes and I want to add this is I'm rounding out my fifth term and my last two have been either is vice-chair or chair of the SAU board I know it means a lot to me I hope it means something to everyone that's on this meeting call and if I have learned anything and try to share anything throughout it is been that we must work together as equals we have to establish trust and by golly we have to honor the work of the board members it is so critical and key and I just want to say thank you to everyone what a challenge and what fabulous outcome all things considered in and I just want to say thank you I needed my my little poppet cuz usually I just facilitate I'm not that I'm not a talking chair but I really wanted everyone to know there are there Good Thing tab things are great things happening there are some negative things happening and I I want boards to have that sense of purpose and focused thanks thank you for the encouraging words of support I guess I truly truly appreciate that's why I know I speak on behalf of our team Joel office hue play some dinner as well and they appreciate that support and I would go even Beyond and say that all of our staff will appreciate that support as well and I'm looking at the comments that are coming up and I think that that's a universal law perspective amongst all of our boards and I thank you for that I did fail I did fail to bring one thing to everyone's attention just with the massive thing that we work through one of the things in this kind of goes back to what Jacqueline brought up as we're getting toward the tail end and possibly coming out we are looking at a policy that my assist us as we as we work our way through this pandemic to help prevent any type of rebound or at least minimize any chances of above a Reba and amongst our schools and our districts and so I want boards just to be aware that we are working on something and that we may be coming to you for the consideration so that when we do get the end of the tunnel we have something in place ready put into action so just wanted you to be aware of that great thanks Rob any further updates or I and I believe we might have also hit on remote learning discussion during that agenda item would you agree Rob sorry I was reading the comments do you think that we adequately addressed remote learning discussion through our last agenda item we were sort of on updates something burning for many of the members on the call I feel also we we adequately addressed it if you have continued questions obviously in the you're not there in the Daily Brief reach out to central office that's the best way to do it if no further discussion on those items let's move to the amicus briefs it is in your Google Drive dental office speak to them so apologies for getting those documents into your drive a little bit late just a lot of things being juggled all at once and then we got that in there probably about 2 they're right around there about four people to consider if you all remember when conval initially filed the lawsuit against the state of New Hampshire in regard to funding an adequate education I spoke to all of the boards and said that we received legal advice that it was not a good time to join that lawsuit there were some flaws in the lawsuit that they thought it would not be pretty to invest in that lawsuit at that time and so none of our boards signed on to the initial filing of that lawsuit I included the letter and some communication with a different attorneys so that you could see firsthand that this is a good time for us to consider signing on as a friend of the court or a friend of the plaintiff with regard to the there are no Financial Obligations now or financial considerations in the future if each board Ops to join the Amicus brief on behalf their District it is my recommendation that you do because it will show strength in numbers as this moves on to the Supreme Court and with that I would have each board to consider approving emotion or approving the resolution to join the Amicus brief and for the record I will read the Amicus brief in its entirety so that if I board decided team did actually sign on to this brief last night formally just for the record in it formally and unanimously but I do want to read that for the records show that if the board wanted to make ammo listen to join the Amicus brief you could meet the motion to approve the resolution as presented on behalf of your school district so we can you still hear me all right yes okay so the resolution would read be it resolved that the that the board of the enter your school district degrees to be a signatory to the Amicus beef to be filed in the New Hampshire Supreme Court and the conval school funding case on behalf of a number of school districts across the state the board understands that this brief is being prepared without any calls to the school district. filing of this brief does not commit the school district any ongoing route role in the conval case and that a draft of the brief will be provided to the school district several several weeks before the filing date already have a draft of the brief so it's in the file today tell if a if a board was so inclined they could move to approve the resolution Benjamin the Amicus brief for Marlow this is Kayla dulle I make a motion to approve the resolution on behalf of the Marlow School Board Marlow you would need a second for your District actually Karen beat you I see it in the check for the district as a come up on behalf of the Marlow School District on the motion to join the brief how do you vote Kayla Christie Karen Natomas 320 Vogt Murillo I will prepare a resolution on behalf of your District to join the brief thank you Barbara has a comment I would like time to read the brief before deciding whether it's a good idea that seems rushed if one does not have prior experience with this brief that's fair enough I just want you to that they will be they will be filing the brief with or without your your District I believe it by the end of this week or early next week so Michael does not have Forum when is approval needed thank you George answer. Janine would like to know which organization is preparing the brief John Tobin is the lead on this I don't know his organization is specifically Janine I think the important factor with this brief is that you are not contributing or committing anything financially it's really just a statement that says the Third $600 that the state provides and calls an adequate education level of funding is not acceptable to local districts I think that's really all this is saying which is why I'm Wrecking Nick that you consider joining the brief I'm happy to move Chesterfield Chesterfield as a motion to approve is there a second in Chesterfield I'll second Nick Bell Street okay got a first by Edgar and a second by Nick bielski I'll do the Roll Call Before You Dig A me Aaron sorry my mute button I minion Janine Rob Culpepper I got you it just I couldn't pull up I guess I'll go I'll go I would have liked to have more advanced notice of this Verdi eye and Agra okay Chesterfield by a unanimous vote I will submit a resolution on behalf of your school district as well Michael you ask the question regarding Westmorland School and give me the poem to approve. But I try to submit something conditionally and we can try and back that in later while when that approval comes chart that sounds great rich like to make a motion for Harrisville sterek I'm going to first for Harrisville we only have Claire on the line thank you okay so I'll do the roll call for Harrisville Eric and Claire High okay motion passes I will prepare a resolution on behalf of the Harrisonville School District thank you okay this is Rich popovic I'll make a motion for Nelson Thank you Rich are Duran II okay Kelly is not with us today on this call so I will go ahead and call do the roll call for Nelson Rich i i k i prepare a resolution on behalf of the Nelson school district for the Amicus brief teen is already done it anyone in Marlboro want to consider I am I saw Jeff's input in Westmoreland we were unable to facilitate emotion room a vote at this time he has done being relatively new to the board I'm not familiar with this brief it's 36 stages of a put on the drive to ours before the meeting we were not notified and we're given five minutes notice to decide whether it's a good idea or not and I'm just don't think it's advisable to take the public trust and act on it so you want to do something conditional if there's a mechanism for having us granting us the reasonable amount of time to digest in that boat on it that's great but I'm not going to do it at this meeting I'm in agreement with Jeff Casper where is the brief account where it is if it's in the shared drive for the SAU board Casper I guess I haven't figured out how to access that yet I'll work on that okay no worries no worries all right I think that summarizes the Amicus brief yes okay that is actually the end of the agenda okay then we need move into non-public do you need a motion II and then a roll call staff staff personnel Julia Atkins and you got that George made the motion I got my switch beards okay get ready I'm real calling Amy yes Andrew Casper yes Christy yes Claire if Eric was a c yes Eric Kay Erin Janine did he having trouble with that thing today George Jaclyn yes yes Julia Karen has said yes Kayla yes Chris Mark yes Nick hi Peter yes yes and Scott and myself yes Tim I am not sending out a c link to this one and I will pause the recording can you take down if there's anyone in the conference room just give us about three minutes before we begin to take that down and come back and confirm alright thank you

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SAU29 School Board Emergency Meeting Agenda for Wednesday, April 15, 2020 – 4:00 p.m.

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