00:05:15 Jen DiBella, NYC Arts in Education Roundtable: Hi Everyone, Welcome to the NYC Arts in Education Roundtable’s COVID-19 Arts Ed Response Meeting. We’ll be starting in a few minutes. 00:05:46 sobhakavanakudiyil: Please mute yourself if you are joining us… 00:06:10 Shawn Sadjatumwadee: Good morning everyone. This is Shawn Sadjatumwadee from OneGoal. Thanks for hosting 00:06:27 Becky: Hi! It's Becky from CO/LAB! 00:07:00 Alicia : Alicia from Magic Box 00:07:03 Sarah O'Hare: Hi! It's Sarah from the Jacob Burns Film Center 00:07:03 larencibia: Hi! Lauren from Midori & Friends. 00:07:18 Laura Gravino: Laura Gravino from Bloomingdale School of Music - Lohengrin is also logging in, I’ll be leaving soon to sit with our Early Childhood classes 00:07:18 Erasma Monticciolo: Hi, Erasma Monticciolo from Power of Two 00:07:21 Sadie Nash: Hello! This is Jess from Sadie Nash Leadership Project 00:08:00 fa009: Hello- this is Seema from Free Arts NYC 00:08:15 Tiffany Zapico Literacy Trust: Hello this is Tiffany Zapico from Literacy Trust 00:08:27 Chickenshed NYC: Elliot from Chickenshed NYC here 00:08:35 jbenstraum: Hi. This is Jen Benstraum from GO Project. 00:08:37 Kathleen Dorman: Hello! Kate from TFANA. 00:08:42 Dena: Hello, This is Dena Isles from Arts Horizons.. 00:08:50 justindaniel: Justin from Opening Act 00:09:20 Steph: Hi this is Elana Safar from Manhattan Youth MUSICAL THEATER and more! 00:09:20 Mitch Mattson - Roundabout Theatre Company: Hello! This is Mitch from Roundabout Theatre Company. 00:09:50 Nancy Kleaver: Hi, this is Eve Wolff from Dancing Classrooms (it says Nancy Kleaver on my video window btw) 00:09:55 Asari Beale: Hello! This is Asari from Teachers & Writers Collaborative. Glad to be on the call. 00:10:05 Jen DiBella, NYC Arts in Education Roundtable: -Organization On-site Programming ( Public Performances) -Offsite School Programming -Support Teaching Artists/Staff -Resources to Share 00:10:32 Amanda Newman: Hi! It’s Amanda Newman from Community-Word Project 00:11:01 Becky: In case we get strapped for time, thank you for putting this together AiE Roundtable!!! Super necessary! Thanks for being the leaders!! 00:11:12 Danielle Guindo: Hi - Danielle and Marcos from Read Alliance here 00:11:37 sobhakavanakudiyil: Level 1 – Heightened Awareness and some Changed Behavior Level 2 – Multiple Cases of Coronavirus in NYC and More Stringent Actions Recommended Level 3 – Government-Mandated Closure of Public Assembly Spaces / Organizations Make the Decision to Close 00:13:50 Dancing Classrooms: Should we hold questions until later? 00:14:02 vanhornf: Farn Van Horn and Kelly Donovan from ArtsConnection 00:14:13 Becky: Loosen attendance policies! 00:14:23 Becky: I don't know if "loosen" is a word :) 00:14:34 Asari Beale: We're checking with the schools of our student interns, to see if they want the students to keep participating in our in-school programs. 00:14:36 Erika Atkins: Encouraging teaching artists to check in with their school contacts to see what their schools are doing 00:14:45 Dancing Classrooms: check in daily with teachers about how their school is doing today 00:14:48 Lynda Kennedy: we are putting together training for our ed staff on how to do online classes. 00:14:51 brittabwheeler: Some organizations (private colleges especially) are closed as of now. 00:15:03 E. C.: Encouraging teaching artists to cancel or postpone their classes if they personally do not feel well 00:15:04 fa009: Offering and planning alternative dates if feasible in program calendar 00:15:06 Erika Atkins: Letting each part-time employee know exactly how many sick hours they accrued 00:15:38 Dancing Classrooms: Building in hand washing/sanitizing time at the top of each class 00:15:41 dshookhoff: using videoconferencing in lieu of face to face meetings 00:15:43 brittabwheeler: Question about what the federal response will be for lost pay? 00:15:54 fa009: If money in budget we are also offering Lyft/uber to necessary workshops 00:16:01 jbenstraum: Sharing resources with teachers about how to interrupt bias and xenophobia 00:16:18 Becky: If you're a non-profit, see if a donor would consider making an extra donation and/or loan to cover unpaid TAs on contract-based payment 00:16:29 Mark Morris Dance Group: Considering streaming classes 00:16:29 brittabwheeler: Can government contracts continue to pay teachers? 00:17:02 vanhornf: Consider staggered work hours for office staff 00:17:18 Robert Torigoe: looking into streaming performances for schools and public audiences 00:17:43 dshookhoff: ensuring that staff has capacity to work remotely 00:17:54 brittabwheeler: If everyone is mandated to stay home, how to stay sane with online programs… 00:17:59 Dancing Classrooms: offering schools to postpone the start of their residencies 00:18:19 Mark Morris Dance Group: two week work projection in the event of closure? 00:18:30 Mark Morris Dance Group: Can you clarify 00:19:11 vanhornf: Connecting to DOE if things escalate and issues fulfilling contract requirements??? 00:19:26 Kati Koerner: policies for paying TAs for 00:19:40 Kati Koerner: paying TAs for missed work? 00:19:43 Becky: Question - is there a reason the field/country only thinking about this through March and/or programming / policies are only changing through March for now? Is it just the best we can do? Will it go away in April? What's the logic behind it? 00:20:19 BronxChildrensMuseum: We are researching using NYC sick leave hours to pay TA’s for missed work.. 00:20:25 brittabwheeler: Should we hire new people for coverage? 00:20:30 Steph: Can organizations who are cancelling classes (where we don’t get paid if the classes are not held) consider having teaching artists engage in professional development hours and other remote things so we dont Lose income? 00:22:29 samanthahirschph: Museum perspective over here (Poster House NYC) we are considering having our TAs make up for lost hours by doing outreach or research for upcoming exhibitions - various remote options to not lose hours. We pay different rates for training & teaching, but we are prepared to pay at the teaching rate for any lost hours made up by research/this work 00:22:50 gsaimprevil: Can you share an example of the extended sick time that other orgs are offering? 00:23:45 gsaimprevil: thank you 00:23:55 Asari Beale: Any ideas for teaching artists who work as contractors? 00:24:17 Dancing Classrooms: or employees without paid sick time? 00:24:41 brittabwheeler: The Feds said they would give some funds. 00:24:42 Aarti Ogirala: For the extended one week sick time, do you then subtract those hours from future sick time hours accrued? 00:24:57 Becky: If a non-profit, might be a good idea to get your Board to approve using a percentage of a reserve fund (if you have one!) 00:25:32 pchristu: We are looking at extending our cancelation policy and paying our actors/TAs a percentage of their rate 00:25:49 brittabwheeler: What are local government responses to those who work part time and are contract workers? 00:26:17 dshookhoff: Business models vary enormously, Tricky to devise one-size-fit 00:26:25 Dancing Classrooms: Clarifying question - if a program is canceled you pay performers/TAs a percentage rate of the lost work? 00:26:45 Sarah O'Hare: Westchester is definitely in a Level 2. As a West. org we are rescheduling all school visits to our site in March to May/June. Waiting on April visits until we hear from surrounding districts and policies around visits. Working now on a two week work plan for my staff to be prepared should the office close. Actually looking at the repercussions of this bleeding into our Summer camp offerings should the school year get extended. As of right now, there is no waver for the 180 school day rule for the state. 00:27:01 Laura Gravino: we just had a partner cancel classes, i’m still paying my faculty for those classes as planned 00:27:41 brittabwheeler: Can you clarify what the 180 day rule is? 00:27:56 Dancing Classrooms: state law of required instructional days 00:28:03 Sarah O'Hare: Yup! 00:28:37 Becky: At what level do we think the DOE would close and/or cancel after-school programs? 00:28:38 brittabwheeler: So if there is no waiver, that means they would need to extend the school day if classes are canceled... 00:28:53 iPhone: how long are you prepared (budgetary) to pay TA’s for cancelled programs? 00:28:59 brittabwheeler: Sorry yes, school year. 00:29:15 Dancing Classrooms: We are not prepared for it 00:29:27 brittabwheeler: Us either... 00:29:33 Jen Thatcher: For us, it depends upon whether there is a waiver In the 180-day rule, I think. 00:29:33 pchristu: I just ran a report for our ED to bring to our Board for programs through May 2 00:29:33 iPhone: nor us. 00:29:37 Kati Koerner: we’ve been adhering to our regular cancellation policy (full payment for classes within 10 business day window). But if this extends, wondering what to do? Also, how do we engage funders in explaining that their money is being used to pay TAs for cancelled programs 00:30:11 jbenstraum: (in superstorm sandy, NYC schools clsoed for a week...did we extend school? I can't remember!) 00:30:19 Erika Atkins: We’re in a tricky position because most of our income is tied to our gala, which we don’t know if it’s going to be canceled or not. We’re reaching out to our stakeholders to encourage them to fulfill their pledges. 00:30:26 Erika Atkins: Most of our income during this time that is 00:30:30 Kati Koerner: After Sandy, they canceled February break 00:30:31 brittabwheeler: School was not extended because of Sandy 00:30:43 brittabwheeler: Oh yes. 00:31:01 dshookhoff: We've budgeted for a designated number of residencies, so we have flexibility regarding "kill fees" 00:31:27 Dancing Classrooms: in our MTAC there is a cancellation policy that says the DOE can cancel with a full refund with over 48 hours notice. If they cancel with less than 48 hrs you can recoup 20% of what was allotted on the PO. This puts us in a terrible position for schools that are thinking about cancelling their spring residencies 00:31:27 samanthahirschph: We have a 72 hour cancellation policy, and so far all cancelled programs (only 3 so far) have cancelled before that window expired, but trying to think ahead for later cancellations/more widespread ones 00:31:35 Brigid Barkley: From an organizational/manager standpoint *Employers may communicate confirmed cases of the virus, but may not reveal identities of employees infected. *Employers may not ask an employee if they have been diagnosed with the coronavirus. It is ok to ask if the employee may have been exposed to the virus. . Employers can require the employee to provide medical documentation stating they are not infectious before returning to work. 00:31:36 Chickenshed NYC: An idea: move around the professional development schedule (and use those funds) to train and pay TAs if classes are canceled.. 00:32:47 iPhone: can you go back and read the one about mtsc 00:33:17 Dena: along with discussin on DOE..How might we determine if the NYC DOE would even honor billing for potential online learning or other dissemination means for teaching or performances 00:34:07 Dancing Classrooms: Or rolling over work to summer delivery (or fall delivery) but that has been budgeted in this year’s school budget 00:34:10 iPhone: have you gotten anything regarding ploucyes from your colleagues at the doe? 00:34:17 fa009: Question for later…if orgs offer April Spring break programming …what are folks doing? Hosting programming or cancelling? 00:34:37 Jen Thatcher: What was the diff between Level 1 and Level 2? 00:36:29 Dancing Classrooms: We made the decision to cancel this week’s team dance competitions 00:36:34 Dancing Classrooms: hoping to reschedule them for june 00:37:02 Kati Koerner: I’ve already been asked to teach my college class online for next two weeks, and possibly beyond 00:37:05 Amanda: A conference we were supposed to attend in mid March was cancelled yesterday and rescheduled for June. Conferences across the country are being cancelled in advance as far as April already. Amazon employees now have a travel ban and all meetings are remote until further notice. We are developing a business continuity plan via the World Health Organization. Good framework to follow. https://www.youtube.com/watch?v=-xdaUxryVKM&feature=youtu.be 00:37:21 Mark Morris Dance Group: For our onsite programming ,we will cancel in alignment with DOE with the plan to make up at end of semester. If the DOE closes school by school, will be a trickier call to make. 00:37:23 pchristu: Hopeful for rescheduling, but know at a certain point there won't be enough time left in the year to reschedule all lost programming 00:37:38 Chickenshed NYC: Our host (a school) who provides donated space on weekends has cancelled all weekend activity (for the foreseeable future) because of the hygiene protocols they say they must follow. We are trying to figure out whether and how to replace that space 00:37:38 mdonohue: What made you decide to cancel, and for other orgs what would make you decide to cancel programming before officially mandated? 00:37:55 Mark Morris Dance Group: For DOE partners, we will ideally make up classes and thinking how to financially sustain TA's in the interim 00:38:00 vanhornf: At hat point will Board make decision about F2F? 00:38:24 Mark Morris Dance Group: Also, developing a COOP 00:38:42 iPhone: we have our benefit tonight, still having it as we will need to have unrestricted funds needed in the future - should the DOE close and not honor contracts and/or PO’s 00:38:47 Becky: This isn't a solution but, I'm thinking a lot about privilege in this situation and those students and/or TAs and/or staff that don't have their own tech to participate in telecommuting. In an ideal world, there would be an amazing rental program through Materials for the Arts or something like that! 00:39:07 Mark Morris Dance Group: COOP=continuity of operation plan 00:42:34 pchristu: We have an event coming up in April, as well, and we have contingency plan to reschedule, but keep our ticket holders engaged with weekly online raffles 00:43:05 Mark Morris Dance Group: For those who have programming on-site (a dance studio, in our case)...what is the refund policy for families even in the likelihood that we can make up classes at the end of the semester? 00:46:37 Becky: Can we consider making a private facebook group to continue this conversation, share policies, etc? 00:46:45 Dancing Classrooms: Great idea!! 00:47:33 samanthahirschph: Would also be interested in that idea, becky 00:47:44 pchristu: I would be interested in that, too, Becky! 00:47:57 Laurie Lessage: +1 00:48:04 fa009: Any chance it can be a google group vs facebook sorry a lot of folks are not on facebook :) 00:48:21 Dancing Classrooms: we thought about that “paying in advance” as well 00:48:34 Dancing Classrooms: But were also concerned about the leaglities 00:49:27 Dancing Classrooms: same here! 00:49:44 Amanda: Yes, it would be great to have a place to share resources. I'd be happy to share our developing business continuity plan. My husband is an infection control specialist and has lots of resources and insight as well (Amanda from Strike Anywhere). It would be great to post trusted sources from local public health so we can share the same info, 00:50:55 brittabwheeler: How would a small organization begin to make the decision to cancel their programs even if DOE keeps the schools open? 00:51:08 Asari Beale: What are factors orgs would consider in deciding to close? 00:51:16 Dancing Classrooms: Is anyone concerned that sharing alternative approaches to spring programming might preemptively lead to revenue loss? 00:51:28 fa009: April Spring break programming ? 00:51:35 Dancing Classrooms: i.e. schools cancelling programs, choosing shorter or less programs? 00:52:23 Dancing Classrooms: we are wondering if/when they can file for unemployment 00:52:33 Dancing Classrooms: If they lose some work, but not all work? 00:53:33 fa009: We have Spring break programming but are def unsure right now 00:54:48 brittabwheeler: Repeating this: How would a small organization begin to make the decision to cancel their programs even if DOE keeps the schools open? 00:54:50 Lohengrin Velasquez: I wonder if anyone has changed the way their front desk or registration staff interacts with families. Any precautions in place there? 00:55:09 iPhone: slight shift in questioning: nyc council member discretionary funding - will there maybe be a shift in their priorities - from arts after to school to health programs? 00:55:26 s_mirvis: We are supposed to open registration for our classes tomorrow with a big email notification to our members. Are other organizations planning to change their registration dates or any other important admin dates that in the midst of the all the overwhelming CV19 emails? 00:55:51 Steph: I work for an after school program that takes place in DOE public schools. Can you reach out now ahead of time and beg these orgs NOT to cancel because we lost 100% of pay and it disrupts the programming for the children 00:56:06 Steph: For example, if schools are closed, can alternate sites be offered where we can meet? 00:56:44 samanthahirschph: Re: Front Desk (Museum): We have put a massive bottle of Purell at the desk and encourage our staff to use it after any transaction/coat check- but nothing beyond that. We did send an all staff emails with CDC suggestions to try to calm some of the fears, it’s been OK so far.. 00:58:05 Chickenshed NYC: Does anyone know where we can find Purell/hand sanitizer?! 00:58:09 gabrielleprisco: Re: how does a small org consider canceling in advance of the DOE. No silver bullet answer. We are small, and here are the variables we are considering: 1) the interconnected nature of our wellbeing and immunity - meaning we are trying to think about the public health dimensions of our org decision-making; 2) talking to all teachers and assessing their comfort levels (which vary); 3- following the international news and what other governments and orgs are doing; 4- thinking about equity within the organization (eg - for now, admin staff are working remotely, but teachers cannot b/c of the nature of our work) - question for myself: am I asking teachers to take risks I would not or do not want to take. 00:58:10 Dancing Classrooms: Make your own 00:59:00 Aarti Ogirala: Is this group interested in speaking to an infectious disease specialist? 00:59:20 gabrielleprisco: You cannot make your own without diluting alcohol 00:59:26 gabrielleprisco: percentage. If