001Hi, good evening. This is the policy committee meeting for Wednesday, November 12th. Okay. Um, should I introduce everybody? We have Dr. Peek, Mrs. Depay, Mr. Zeer, Mrs. Ratner, and Dr. Layman as our administrator here for this evening. So, did you want to go over? >> Yep. I'll take it through. >> Okay. Yep. >> Do we had a policy alert update? >> So, we had a small policy alert update. Um, and it's related to three particular policies that are all related policies regulations that are all related to each other. Um, and the change was really spurred by some change in legislation. So, they're updating um updating each of these three related policies and regulations to align with the new legislation. So, uh, 9130, which is a policy and regulation, uh, we've had, it's something that, uh,
002we've had for years and years and years, and it is, it's called public public complaints and grievances. that's being changed to public complaints and in essence it's the structure that uh a I'm looking for the exact word wording here but basically uh it's a resident or someone with a vested interest in the district would uh basically bring forth a concern about whether it's staff members um and that's not what the changes are related to specifically or resources uh curricular resources or library resources. >> Yes. >> So, um the changes here are specifically and again there's a lot of bolded and updates and things. Um any changes they did were to really align with the practice um and not not our practice specifically but district practices around around the state uh in terms of just timelines
003and things like that. But the the biggest changes are really around um separating library materials from curricular resources. That's the theme of of all these changes. Um so the public complaints policy and regulation they have that the library resources that's now a separate section and that leads us to which is a policy and a regulation. >> That's that's a new one. And the reason I'm going taking us there is because they're separating it based on the legislation in 9130 which is let's call it the process in which >> uh someone would uh bring up a concern about a library resource. >> 2535 is now new stress created it based on the legislation. Um, and the reason it's separate is because library resources are looked at differently than curricular resources. So 2530 is basically curricular resources
004and anything other than a library resource. So 9130 is the process of the complaint. 2535 is the library specific piece. 2530 is all other resources and uh the legislation said you need to define a process. We already had a process a challenge process for for resources again specific to the change in legislation. They had to create 2535 as its own freestanding feast library specific um and then 2530 remains the other resources and curricular materials. >> Okay. Now do we need to make any selections? >> Nope. There are some blanks, but the blanks would be things that we could add. Okay. >> Um, all of the blanks that are there, I there's nothing we had in any of our former policies. Um, and they're broad and general enough in terms of, you know, resources. One of
005the changes they did in uh the resources 2530 was they got rid of the word CDROMs. >> It's now, you know, they're updating, they're aligning this, it became more current, right? Um, and they have uh reference materials, not limited not limited to maps, audio and visual materials. They get rid of CDROMs, pamphlets. Um, so again, it's a it's an updated piece. Um, but this is specifically related to separating library materials. Um, and that's based off of uh that new legislation. >> So, okay, looking at the the pol like the the process. Yep. Um, so I'm just looking at it mentioned to regarding a teaching staff member other than an administrator or supervisor or things like that. Yep. >> I guess is it is there a spot on our website where >> if somebody has a
006concern, they go and they see this process or is it more like if somebody emails to register a complaint, it's almost like a chain of command. This is where you should go to register. >> If you look in the reg in the regulation, it tells the process that goes. So >> if there's a complaint >> 35 regulations um >> looking at 9130 >> Yeah. 9130 says if there's a complaint to someone right and it's and if the one you brought up was other than a teaching member they also have teaching staff and an administration right so each one of them has a basically a process the complaint would be directed to the a teaching staff member right if it's someone other than a teaching staff member. So somebody in the classroom, you go to this
007person first, >> level one, >> and you go to the next step and then you go to the next step or then it flows to the next step. So it's outlined already. >> It goes by level. Level one, level up to >> Yep. >> level four >> essentially a chain of command. >> Yeah. >> And and again, that's nothing new. Um >> now I have a question about the new mandated policy. Oh, actually the regulation, the process. >> Yep. [clears throat] Um where did I see? So request for removal form needs to be created. >> Yes, >> correct. And will that be available where? >> So >> parents can access it. >> It define it says they need to be available in the principal's office here. So um we will make them available. Um we
008will we're in the process of creating that. It basically says um what needs to be on that form. Okay. Um to be honest with you, it's the same thing that if you go to the other one 530 when someone says they uh they have they're questioning another resource, it's very similar in terms of the title, the uh publishing date, those kind of things. So >> the process for 2530 is >> um essentially it says you can email it. Okay, >> it doesn't say specifically, but it says communicate those things. Yeah, >> in this library materials one, it says you have to fill out that specific form. So, >> so we'll get we'll get the form created session. It's going to be created and it's going to be available in the principal's office, not on the
009internet, not on the website. >> It says in the principal's office. So, we will follow the >> we will follow it. >> Okay. >> Um and then it'll say like the written complaint shall add a include these things. Yep. Um, it says in writing by the complaint and to the superintendent. That's that form that would be in a principal's office that can then submit it to the superintendent's office with like the title, author, publisher, all that stuff. >> Yep. Yeah. Superintendent or designate. >> And and there has to be a review committee. >> Yep. And then we would put something that committee is really defined by what the complaint is, you know, because it it involves a staff member from the say it's a first grade some something first grade. It would be a first
010grade potentially first grade staff member. It would be a representative from the board. It would be a superintendent or designate. It would be a building administrator. So it's a fine, but it's not something we can precreate because every any situation could be individualized. Could be high school, middle school, elementary. Could be subject area based. >> Okay. So, I know 9130 is revised. Is there um right, this is not a new one. This was a revision. >> They're all revised. The only new one is this library. >> And what happened is library used to be in 2530. >> Okay. >> They've just taken it and pulled it out and then made sure the 2535 library specific one aligns with the new legislation. >> Right. My question is this something that comes up that often? No. >>
011Okay. >> Nope. >> So now when we move this forward for a vote, it'll be first read and then it'll be second read in in December. >> Y. >> So then after that, how soon do we have to implement it? As soon as >> Yep. Yep. >> All right. So right after the December board meeting, this process will be in place. >> Yep. >> Okay. Just so that the public listening will know. >> There is there is no change to any challenge process, >> right? the de the timelines. It It's really separating the library material from all other resources and making its own policy regulation. >> Okay. >> Right. >> That's really the >> the only difference. >> Yeah. Because we've always had the other two policies in place which define challenging resources, books, materials,
012and things like that. >> Um >> so that's the that's the significant change. >> Does anyone have questions or comments on that? Okay. So, um the other item on the agenda is our policy manual wellness check. Uh we had a preliminary agenda that in November we would be looking at three of them. Smoking prohibition, educational stability, foster care, and harassment, intimidation, and bullying. Essentially, it was discovered that we're missing the regulation. We don't have we just don't have it. So those those regulations aren't missing because they don't exist in Strauss estimated policy manual. The contents of those are embedded in other regulations >> uh that Strauss estate has in place. >> So just before we signed on publicly, Miss Ratner had brought up that Esme actually does their own policy wellness check for free. And
013being that so many things are not meshing with the one that we did through NJBA, we may the committee we can discuss this if you want to pursue. >> I just want to clarify. So I don't think they offer it for free as a service as like New Jersey schools does. But when I was at the workshop down in Atlantic City, I went up to the stress estate representative and explained to her the struggles that we were having where we did a a free wellness check and we're [clears throat] finding a lot of these policies aren't matching numbers or like it's just it's almost creating more work for us. And so she had said that she would be happy to do a check a re like a check for us at no cost. So, >>
014so I don't think >> for your advocacy then. >> Yes. [laughter] >> I don't think it's um I don't want like everyone to think they all get it for free. [laughter] Um but I do think that she understood that we're not the only people who have had this issue. And so she said that um she would reach out to us, but if we didn't hear from her, then I have her information and because there's obviously a lot of people down there that then we could reach out to her and she would set something up. >> So what does the committee think about having Miss RER? >> I think so. Right? Because NJSBA is trying to compete with Strath SBA now and they want to broaden their participation with the districts with policy >> and there's
015two different sets of policy numbers for every for each one and NJSBA is not I think there's four or five people that are in that policy department right now that are running it and they're trying to build on it. But you can't beat Strauss Esme. Yeah. I mean, that was a reason I shouldn't say that. The reason they weren't at Middle Sex County's meeting because of an issue with um a competition. Okay. >> I think there's a competition issue. >> Yeah. >> Don't quote me on it, please. >> But I think that's a competition issue. One thing we got at the end of workshop is we got a message through I think it was through the app um that said that you know here's an extra goodie starting effective and you know I don't know
016if it was a certain date New Jersey school board association will be offering free policy services to all districts that are enrolled as members with them. Um, so I'm curious to see if there are more districts now that decide maybe to move from Strazzme to New Jersey school boards for their policy because right now I think there's only like two or three that actually there's a very small number that are for policy because Straesme is really like the experts like this is their niche, right? >> Um, >> they've been around for years. I mean you can't go wrong with them. >> I mean we could always look to compare cost if we needed to. >> Sure. >> Down the line and see but we you know considering our unique needs here that we do not
017get equalization aid. I mean, I don't I don't know how grand of a a cost would be in and difference, but it's something we could always look at. >> SH's estimate would do it for nothing. >> So, SH's estimate pay for the service, >> right? I'm sorry. >> So, I think the difference would be >> the policy cost would then be embedded within our membership courts. So it would be that would cost nothing if we decide to move forward paying that >> and then we pay something extra to stress estimate. I don't remember what the cost is annually. >> I don't know either. >> It's probably >> in the thousands >> 5,000 around there maybe. I would say let's monitor school boards >> because knowing that this is heavily centered around legislation and legal issues
018and >> things things can evolve out of having something that's not synced, >> right? Um, we want to make sure that the resources that they're using to keep everything up to date. The policies that they're creating have a history of being in line with what districts need them to be. >> I would say um we monitor and in a a couple years if they're they're doing well or something like that, maybe consider. But um just with the gravity and the potential flip side, you know, if we save say it's $5,000 and we save $5,000, but we end up in a legal case because something wasn't synced in the right timeline or whatever, then it's gone in multiple years of savings are gone. So, >> um we have a good relationship with them. They actually do
019some staff development for some of our staff members as well. >> Um >> related to some of the intricacies of these policies. I would just say let's monitor, let's keep an eye, especially if there's a cost savings down the road. But since they're working with two or three districts, um, >> I'd like to see a proven record, especially on a topic >> of this gravity, correct? >> That was only two or three out of 600 and something. I mean, >> I think they're trying to build it up, >> right? for free now >> and for now and and it's going to take a while to bring all those districts over to them with four or five people managing school boards. >> Right. Right. >> Strauss. Um I'm assuming that the representative from Shme did not
020email like >> I can ask Rashima. I haven't received an email. Okay. Um if >> maybe I'll have Rashima touch base with you if you remember her name or >> I have it at home. I have to get that. So maybe they'll be willing to do it. Okay, that'd be awesome. Yeah, sounds good. >> And that'll save hopefully a lot of work because I know >> it's a lot of cross referencing and the other piece is we don't have their regulations >> to cross reference. We'll go back and do that. But for right now, those numbers, >> they don't line up. They come up with a different regulation. Stress never had anything called that. So, you know, we're not seeing a sync right now for the things that they say we don't have. We have
021things that are these titles >> embedded in and called other things. So, um >> should we then pause this? I'm thinking >> at least finish December because we got that far. >> Yeah. Uh what do we >> uh just two for next month? >> Yeah, I can let's I'll look into those two for next month, but that after this it goes into updating, >> right? So, we'll just continue on and we'll start taking chunks of older. >> Okay. the ones after this that we have and we just need to update. Okay. So then maybe continue. >> The only other thing I had when you mentioned that the HIV component is in a different policy was it? I just checked. >> It was a regulation. >> Regulation. >> Um one thing that I had seen was
022our I think is it called close session policy? I was just trying to go look for it. It does not list HIVs as one of the discussion topics in close session. I don't know if that's something that was supposed to be in the one that um >> let me I mean let me see >> our what else would close session be consecutive session? >> Because it lists like the specific things that we discuss and HIV is not listed as one of them in our policy. Where was it last? 2019. 2019. So that that's the executive session policy 0166. But I don't know if perhaps in the HIV policy it lists that those would be discussed in close session. Um and if that needs to be then incorporated into the executive session. >> So that's like
023the that's the policy that says what our meeting is. >> So this is specifically a 0166 executive session. bylaw. >> Um, >> right. >> Yeah, by is a >> bylaw. So, if if Strauss hasn't provided an update, >> then legally, >> it doesn't need to be in there. Doesn't mean we shouldn't have it in there because we do. We have it on our agenda, right, as as a >> but I I I can have >> Oshima take a look and see if there was a policy alert since 2019 that embedded it in there. there's a newer policy or that's a bylaw. It's not a policy, >> right? Yeah. >> Just to see if it sinks. >> Okay. >> Yep. >> But again, that will be one that we cycle through. Probably I'll take a look
024and see what numbers we're looking at. Maybe I'll start with the time frame. Like maybe we'll go with the ones that haven't been seen in 15 years and then we'll go 10 >> less than five, you know, five more. >> So, that might not be the first one we go through, right? But, um, >> as long as we're following the law, it'd be good to update it, but it's, you know, we're doing what we're supposed to do. >> Yeah. Um, >> but I I'll I'll see. I mean, if we we do all the updates and bylaws and things. So, if there was some regulation or something that came through, then we would have it updated, but I'll just double check and make sure we have that as the most current one. >> Okay. Or else
025would you discuss the FIPS? You'd have to do it in executive session, >> right? >> And the the process was put in place 10 12 years ago, 15 years ago. They had plenty of time to be >> up when it hit started which is what about 15 years ago. >> So yeah. >> All right. Anyone else have anything and comments? All right. So that concludes our meeting for this evening. Thank you for joining us. >> I thought you meant we didn't have it as a check mark upon our public agenda. >> No, we have it there. to your