001We are starting at what? 6 5 5 9 due to the chairman being late. I will admonish myself later. That may I have a roll call? Jim Bian late here. Jason Naps here. Lorraine Rosner. Hey Coutach is absent. Also in attendance, Dr. Ken Sarinich, Kristen Santilli, Amy Romano, and James Orizetti. Is that pledge of allegiance please to the flag United States of America one nation God liberty I'll entertain a motion to approve the last agenda I'll make a motion the current agenda I'll make that motion Jim I'll made by Miss Bevis, second by Miss Rosner. All discussion, sir? Yeah. Uh, chair, if I may, um, offer a recommendation before the agenda is approved. We have a pretty packed agenda. um which is fine, but uh if we can rework this agenda to make the new
002fundraising draft policy first, um several of our board members worked on that particular revision and are ready to speak to that tonight. And um it is a pressing matter that we really need to tie down before this school year ends so that when the school year begins this fall, we have that communicated to all of our groups of what we're going to do the changes to our fundraising policy. Um the other policies themselves, I mean, it's just part of the process with CABE if we table them to our next policy meeting and we could put one next month. We don't have one scheduled, but we could do one next month. uh those particular policies uh those revisions are current policies that we have that we need to update. So it is going to be a
003timely process of um looking at our current policy looking at the cape recommendation and how do we want to merge those together and I know members of the policy committee received those on Friday um and I think it's going to require some prior review working into that. So, if the my recommendation to focus on the the fundraising um but I leave that up to the discretion of the board, the fundraising is that's currently not on the agenda. No, it's it's G. I'm asking. Yeah. Okay. I did not see that number on it. Let's see how we do with it and uh see if we want to grab any of these start taking pesticide application. I don't know if that's really going to be something. Let's see how the how we move. Anything we don't want
004to cover or we want to wait, I'll be happy to table or entertainment. With that, I do have a motion uh for approval. I will take it out of order uh when we go. By the way, fundraising next time. Just ask me to take it out. Further discussion on the agenda. All those in favor say by saying I. I. Any being opposed? Hearing none. Motion carries unanim. Uh let's see. New reports. Uh let's go with our last meeting. I'll take a motion to approve. I'll make that motion to approve. I'll second. Same two people since there's only three of us on the committee. Any any further discussion? That was any discussion? All those in favor say by saying I opposed carries unanimous. Any public comment on any of the uh Yep. Okay. Would you like
005to speak ma'am? Nope. This is the perfect time for it before we start talking about any of Well, just afterwards uh would be kind enough to uh really you asking for number address? Address, if you wouldn't mind uh stating your name and address for the record. Hi, my name is Caitlyn Botszford Tucker. I'm a teacher at Shelton School. I live at 15. Um um it is great to be that last year the therapy dog policy was put on hold of various other policies. I am here once again to regarding establishing an policy for therapy animals at shelter. I don't think that I need to various ways therapy analysts benefit setting but I will anyway average test scores crises cut in half some signal joy calmness and establishing a policy as a school that promote The
006last time I was here remembers that perhaps it had a tragedy or crisis like new therapy dog program. My friends, we have had two suicides in we are in a crisis. I implore you and policy that I have presented and then to establishing. Thank you ma'am. With that we'll move directly on to agenda items and I will take item G, learn raising. Thank you. Thank you. Just for the subject of uh well let's just open it up. Ken, do you have comments that you'd like to make regards to this? And I know the chairman has also been involved in this. This one that you also did, Lorraine, you did all the work on. I want to make sure I I I do want to say in public, I know you did a lot of work
007on this. Not have to do that. If I remember right, you were the past chairman of policy when this was under. I wanted to thank you for doing work on behalf of all of us. So, thank you. But thank you. Let let me do this then. You worked all on this. What comments? Um B policy that Allah Um, red is and um then um Alice everything. I believe whatever I'm Madam chairman. Um sure. Um yes Lorraine that exactly what happened and what we were in discussion myself Dr. Sarinich other individuals as have been trying to up fundraising we we get feedback right like Lorine is saying so people are saying well I would love to have like a sample of what you're exactly looking for or oh I didn't know I had to do that
008even though it was really in our policy so as we look back at our policy we're like let's clean up this language but then also doing that besides cleaning up the language I think we realize that we have to maybe up the process so let me just say that when someone asks to fund raise, they do submit their intention whether it's the school you uh you know principal or the athletic office depending on what their entity is and then it does come to the full board for approval. And in that package of information, they state what their intent is and they submit last year's financials. And what we're noticing is is that by submitting last year's financials, some people are like, well, I don't have it anymore because it changed and now how am I
009supposed to get that? So, you know, Dr. Sarin said, listen, that process doesn't work. So, we're revamping that process to say, listen, you're going to submit still your intention. We do actually want to see what you're actually going to do to fund raise like what you put out there like your flyers because we've had some problems with that and what they're what those advertisements actually look like. You're going to submit your intention. You're going to submit your advertisements or publications and then it's going to go to the finance committee because somebody needs to track this like it is just not being tracked. So now the finance committee will look it over, make sure that it's copacetic and in line with fundraising because it is obviously a legal situation that we need to it's accurate. It
010will then go to the full board for approval and on they go. But then in this policy we added at the end of the season at the end of the season now submit your financials to finance. Okay? So that now we know that it's still in the hands of the people. And so at the end of the season, the finance committee is going to have to keep track like, hey, did we get baseballs and soccer and we're baseball like in softball and girls lacrosse and boys lacrosse and track right for spring or for the spring? Like we have to have someone track it and then that will come in. They look at it, they make sure it looks good and off it gets filed because the old process just wasn't working. people just someone was
011just submitting last month and I think you might have heard we had to approve the fundraising but contingent upon receiving the financials because the poor people we didn't want to stop the fundraising but they just didn't even have them. So we just have to we think that that process is going to work a lot smoother going to be slightly different now that we're asking for them at a different point but we can explain to the clubs on right like we want to change that process um so everyone done yeah so um basically we we took these policies combined them into one to say everybody has the same rules you you know, whether you're a school, you're a PTO, the booster club, you know, the athletic office, or even just an individual. So, there are individuals
012that actually, you know, fundraisers well and then here are the rules. Follow that, follow that procedure, and off we go. I think that obviously we'll have our board secretary, you know, highlight certain things because now this policy is, you know, now combined into one because before we had like five and you're like flipping from policy to policy. We're like, let's just combine it and then now, you know, I'm sure she could clean up a little bit just so it's because is longer and um and I I think it would hopefully go well, but I think that we need the finance fundraiser. Well, first I want to echo what you had said earlier that I appreciate um the time that Rain spent doing the leg work on this this final revision that's being submitted to the
013policy committee. So, thank you for the putting that together. This has been um conversations that we've had quite often. Um, I think the first thing that the board recognizes and and I want to support is that we appreciate all of our parent volunteers who do this work and take this work on. The reality of the situation is and and why the recommendation is is to submit the financials after is more often than not just by the nature of the way things work. Normally the parents who step up to these positions to run the fine to run the fundraisers to do this are parents of seniors you because their child has been in the program for four years they do it and then their child graduates and it's left to the next year and the next
014year is like I don't know what happened that year. So it's really really important that we close that loop. I I think everyone's doing their best um um efforts at doing this work, but if we work with the same people in the same year, it'll bring a lot clarity and we'll be able to support each other. And and as I repeatedly say to our board all the time, I mean, our policies and and my action as a superintendent is always to work in the best interest of the board. and working in the best interest of the board to clean up this policy is because when the board approves a fundraiser, anyone doing fundraiser, the board becomes liable for their actions. And I don't think anyone is doing anything um overt, you know, to try to
015uh undermine the board. It's just their lack of understanding sometimes the ramifications that could be with the IRS if they're doing certain things, if they're giving money to people, um if they're buying things through vendors and not having receipts and accountability. And I think putting all these steps in place will protect the people who are volunteering to do the fundraisers and more importantly the board because you're approving their actions. So I I'm supporting of this work and and I believe as I said earlier this is step one. The board solidifies the policy and then administration will work on the procedures that will be communicated to the people on how these how the operations are done. Well no Amy uh Mr. answer my question more more to do with the process but I do yeah actually
016one question the all the blue is added everything you'll be adding. Okay. And and it's not like the process is really the only thing that we're really asking for for them to do. They always submit their entire. So all we're asking for now is like we want to see publication, want to see what you actually put out there. Like you'll see the car wash, right? You know, April 13th car wash. We want to see because it is important to know what you're asking for us to fund raise, but now what did that actually look like? So really that's going to be different from them for them. And then just that you're spitting your financials at the end really that should too much. They shouldn't like people shouldn't complain I have to do this. You're already
017making your publication anyways to put out there to you know social media. So now you're just simply handing that in and you're submitting your financials at a different time. So realistically it's not like it's going to be the way that I feel. Even though there's a lot of blue on this, it's just really because it's the verge of how we're asking clean up and especially the fact that we're combining these policies into one. So it might look like there's a lot of change, but really that's it. That's really the only thing asking. Okay. For the for the for the clubs or finance chair, you think it's the right place or Of course, Mr. Rosetti, if I could just remind you to so you can speak into the microphone. Thank you. And I'm okay, but not
018as far as I talk loud. Anyways, the hallway. Yes, as the finance uh chair working with Jackie, uh we were asking for receipts and uh it's very hard to ask somebody who wasn't in the position of being maybe uh the head of certain organization uh still in in charge uh to come up with these all these receipts and we were find I I I even I asked one person it's do you have something on the back of a pizza box? anything because there was some of these outfits just don't have anything. I think this will clear it up. I think I thank Lorraine for u doing all this work the chairwoman and her superintendent and anybody else who worked on this because I think it'll make it a lot easier. You're okay with it going
019the right place finance? I I think it's absolutely the right place. I think when you're you know that's uh we're going to have uh Jackie working working on this. She's she's already doing it. So, um, yeah, we'll be able to we'll be able to make sure that the kids receive the money, you know, that's where we want to make sure that the it goes, you know, we want to just just, uh, well, it is remember like Dr. Sich is saying, it's we're responsible for it. So, once we approve, so that is a financial financial situation. Yes, we we can handle it. Fair enough. Uh any other comments? I I have a Thank you. Um so where do these who do these groups contact? What's their initial contact? Who is their initial contact? Is it uh
020finance? Is it the board? I the initial contact should always be my office because we're going to distribute it to the right place. I just want to understand I want to understand the process when when they when they are able and willing they they contact you. It just makes again we're really searching for clarity. So if we make it one point of contact always everything goes to the superintendent's office my job and working with Kaylee is to make sure the right committee the right board members receive that information. Well we understand and then from there it goes it funnels down to finance and finance or or is it uh yeah well the the the board the full board will need to approve whatever fundraiser they're looking for. They're fundraising like we normally do. Okay. And
021then the the monitoring and closing that loop of what happened in the fundraiser falls as the responsibility of the finance committee. Got it. Okay. Just want to understand it prop. Okay. Thank you. or I call the is a town gorilla important what I've seen some of the issues board has a fiduciary duty without proper policy hard to enact that fiduciary clearly what I can see states but realization that board is in charge charge involving fundraising sports activities. Uh this definitely fills that but we do have that duty bill. Um surprising hadn't been hopefully this will clear up any that being said the comments. I'll entertain a motion for board fuel. Yeah, I'll make that motion to move it to the full board. And proposes second. All those in favor state by saying I I motion
022carries unanimously. Is there a particular since is there a particular one we think we can tackle currently on this or has anyone not had enough time to review these? So I I'll just state you know this is a shift between what we've been doing in the past where in the past we've received multiple versions of something and then the board has asked me for my recommendation. So this is not something where I'm recommending something. were doing work of merging policies together because I my I of course can I say not recommendation but I am I'm saying it would not do the board justice to just throw the baby in the bath water out the window with our old policy and pick up a new one. Obviously there was something of value or something specific to
023the sheltered community that prompted the original policy. We just want to update it. So I do I do believe there's work that needs to be side by side. Now, I I would, you know, as superintendent, you know, uh I could and I don't have that for tonight, but I could do the the merging and present um to the policy committee. This is my recommendations of the merge. I I didn't know since this was a shift of how the policy committee wanted to go about it. the policy committee wanted to see our current policy the recommendations or if they want administration to make those merges and present a merge and then you would go through it that way. I I I thought we'd have that discussion tonight. I I as a chair policy, I'd rather see
024come with a recommendation and not sarcasm at all. Um and have the recommendation like to see run not to have us hire our hand policies that know them inside and out better way have it. I'm guessing that you would like time at the table. I I would. So then if I may um through the chair to the committee to say I will either the next scheduled policy meeting or if we schedule a policy meeting before that next one um to the members of the policy committee and the other board member who's here and wants to give input. If you'd like to provide me with any input, I would gladly your recommendations. Otherwise, I will look at as my responsibility for the next policy meeting to have recommendations of the merge policies. Motion to table all
025the rev uh I'll make a motion to to uh table all the remaining policies. Second. No discussion on the motion table by saying I I opposed. Motion carries. Haley, items A through F are all tabled. Superintendent comments. I no further comments than what I've already shared this evening. Thank you. Uh only comment from the chair is if you have ability to go next month, we schedule. If you don't, don't feel any pressure at it. Take your time. Make sure do this one time correct. And if month after going to keep plowing as we've discussed started take it at your pace. Okay. Have many things you're doing. Thank you. With that entertain a motion to adjurnn. Motion to adjurnn. Second. Oh. All in favor state by saying I. I. Motion carries. earn debt.