11/15/23 Policy Committee Meeting

001to order um Teresa is there any way that you could take notes I know you were uh tasked with that yesterday and I hate to ask you again but I know Bridget is uh in the car traveling so sorry I I've got all I could do to do the last night's meeting I'm sorry and I'm not feeling that good okay sorry that's okay that's I'm sorry it's okay it's okay I'm just gonna start a document real quick then that way I can take some notes Here right okay all right uh so we are opening the meeting now at 6:06 pm and we do have a quorum at as well as being joined by Mrs Cooper thank you Mrs Cooper um we're going to uh start with the agenda and uh Kelly I'm gonna turn it

002over to you as we go through the 2000 series thank you sure um good evening everyone I would like to actually start with the first if it's okay with you um miss canetta the first item that we had was the codification which is part of the 2000 series as well as the others um as those committee members REM recall from our previous discussion when we went through the C policy audit um they did help us to rec codify or organize our policies into their coding system from the zero series through the 9,000 Series um and so this chart which I'll display in just one moment um what I'd like to propose to the group is it takes the old code and the new code recommended by cab and is just a chart um that outlines

003and we could make one action um at the board of education level we would do a first read and then a second reading with a vote um to just um Rec codify or rumber all of our policies in accordance with K yes tresa um we've already done it we're just doing the approvals finally correct what cave did is they organized all of our policies on our website into their numeric system um but we should do an official vote um that we're maintaining the or moving towards the new number would be our recommendation um so that way we don't maintain two numbers our original code and the new cave code thank you so Kelly if that's um to take place what will H what will happen on our end it'll be different in other words we've

004been going through doing a comparison back and forth so we'll just be looking now numberto number comparison correct so we would we would still go through um the original way we were tackling it as I don't know if you remember in the zero series there were I think there was one policy we we agreed to reum um and to bring it to the board level this would allow us so that every time we go to a new series we we've taken care of the numbering system and we would just focus on the content of the policies um but I would list old policy number for example 2000 new policy number 2000 um so that way it aligned and makes made sense um and if it' be helpful I'm happy to share my screen um and

005just quickly show the um show the um chart that I'm referring to just to make sure everyone's following along um what I did can everyone see that the K policy review um so what it shows is um the cave number is listed uh for it's the policy first the title of the a policy um the cave number so for example last time we did the zero series um and you'll see see the old number was 8 d101 and it's renumbered to be uh just four zeros um and then it's it goes down um by uh series um and this would just align old number with the new number that's organized by cab um so there are quite a few pages as you look through it um but simply just a match between our original policy

006number and the C and the new cave number this is not a vote to change any content or substance of the policy it's simply the numbering any questions from committee members about this thank you this is really really nice nice job Kelly thank you I did I did copy and paste from just so everyone's aware directly out of the cave audit but reorganized it so that it made sense for this this committee to review thank you I guess what I would questions sorry I'm good for me go ahead kin I was just gonna ask if we um wanted to uh make a motion to bring this to the board for um consideration yes the board would be the board would be voting on this Kelly correct yes so we're just making a recommendation correct okay

007all right thank you Teresa for the motion may I have a second please thank you Julie all those in favor please signify by saying I I I I I I motion carries thank you all right let's go right ahead Kelly if I could just add I just wanted to clarify for the committee um we what I would recommend is that we put this on the first uh for first read on the first meeting in January just so that we have the same group of people that would be looking at the first read and second read if we were to do it at our upcoming meeting um there will be some members that will change so I think that would just help with the approval process um so do we need to adjust that motion in

008any way or amend it nope at just information that we would put it as long as this committee is okay with that that we would put it on the first agenda in January okay and that will be for a first read is that right that's correct so um we would do it the same way that we've been doing our previous policies first read and then a second read with a okay thank you very much is it okay if I go on to the second item please do yes thank you um so the second uh second item consists of quite a few different policies um these are all of the um you'll see in the chart here we have our current policies um I did put in the number the new number there just for consistency

009um assuming that we took the recommendations the previous one um and then the revised policy or the recommended policies um in this section right here the chart that we're talking about starting with 2000 um every one of these is a required cave policy except for one and when we get to it I will explicitly um show that one it's a subset to a policy that's required um so these are all policies that currently exist in your policy manual um we can go through one by one I will say with the exception of one that is quite um quite a lot more um meat to it most of the contents of the policies um you know carry the same essence or weight but they have been rewarded slightly um so I don't know if you want

010to go through item by item but the first one that I would propose we look at um is a 2000 uh policy which is Administration basic concepts and I'll pull that up so that hasn't been changed um so the old um the old policy Teresa is very similarly worded um so uh if you look um here uh the Board of Education I'm kind of looking right here the Board of Education um expects the superintendent and other administrators to understand the practices effectively the old policy reflects the same three um items they're worded a little differently so item one for example in the former policy says the processes of decision making and Communications here it says decision making and communication um the second one is methods of planning organizing implementing and evaluating here you'll see that

011they've added evaluation of programs and Personnel so both things um and then the third one is how to coordinate and guide the various centers of power within the school system and the community to enable people to do things together for educ sorry for Education uh which they may not be able to do separately um and you'll see here um an emphasis on coordination between the school system and Community to work on behalf of the um Board of Education um so very similar content uh we certainly can talk through um whether or not to adopt you conser we are proposing or recommending the new language in this policy consistent with Cade um but this is subject to make um any edits that this committee wishes to do any thoughts from committee members about this Terry yeah

012well go ahead ahead Michelle go ahead um I I just would you be so kind as to reread to me the old number three point the change with the um the language sure thank you so the old policy reads how to coordinate and guide the various centers of power within the school system and the community to enable people to do things together for Education which they may not be able to do separately thank you I that's I you're right the meaning is the same but it the wording is totally different uh I'm not comfortable without a proper uh revision I I don't know what do you think Kate um Terry can you um help me understand what you mean by proper revision uh Kelly's asking the um the the intent and the wording is is

013just little different than the original um wording and without doing a formal uh approval process for the change in wording I'm just not comfortable leave you know doing it willy-nilly or not willy-nilly but just going ahead and and changing it without uh it's it's just like doing the numbering system you know we didn't approve it in the past and now we're doing the right thing we're going through channels to approve it and you know and send it to the full board and this is why I kind of feel a little bit uh uncomfortable so maybe I can help clarify a little bit because in in all of these circumstances when we go through the review process at the policy committee level what we do is we take a look in depth at the policies and

014the recommended policy and we come to a a sort of a decision a consensus here and then we make a recommendation for review of this policy at the board level so we'll make that recommendation there and it will go for a first read at one meeting and then it will come forward for a second reading at a second meeting and then it will be put up to board vote as to whether or not board wants to adopt the policy so there will be a a point at which everybody is looking at this information and reviewing it it's not just uh you know we're not exclusively making a decision here except to whether or not to send it to the board level does that make um does does that feel more comfortable right right I mean

015I Kelly's asking us should we do that or should we just stay and just accepted as it is the the reion if I could try for a second too I also think it's important that we did enlist the cab uh policy service for this so this is the model policy for 2000 according to cab um so they look at all the latest you know research uh legal court cases all of that and and really revise the policy um are just for reference our Administration concept policy number the former uh policy 2000 was last adopted in August of 1999 um and so another um part of our C policy audit is we should be looking at the policies regularly um and really uh keeping up with the with recommendations which is one of the reasons so

016this was not written um by anyone in the district um this is the cab uh policy uh Rec as recommended um by their service um which we have agreed to partner with um and typically take um you know advice on many of our policies um so we are recommending that this that this policy in front of you um with the proposed new language um is the one that we are recommending for consideration of this committee um certainly if there was wording in here that anyone felt strongly you know against that they wanted to tweak or change we can those are conversations that we can have here um but all the policies you'll see tonight we are recommending as written by C uh I right now I have no problems with the way it's written it's

017just that I do want to reflect that we we have reviewed it we've updated it and and proposed it to the board for their first and second read or whatever uh that's how I look at it I um just changing it the way C wants it without going through that I think is um not what we're here to do we we actually cannot do that so I think when I'm saying I recommend we we make the changes I'm recommending to the policy committee that we make the recommendation to the full board um so I just want to be clear on that I am not recommending we actually do not have the authority in the committee um to make a decision on behalf of the bo board we can make a recommendation to them for their

018full consideration so if maybe my words were not chosen um as carefully as they should have but at my recommendation to the committee um is that the committee considers making this policy um update a recommendation to the full board I apologize I thought uh because the wording was very close know you just wanted to no keep what the cave was and you know you know I agree I agree I I would make a motion to accept it as readed to the board so before we do that and I appreciate that I'll keep you in mind when I call for that motion but I just want to make sure that if um any other committee members um have any uh feedback for us that we hear from them so I don't know if Michelle Julie or

019bridg has anything I have ack question sure go ahead Julie in order if they want to or not I'm sorry Julie could you say that again please he access to the all and new verify check anything I think the question was and correct me would would the full board have access to the old policy and the new recommended policy um and the answer would be yes in the board packet we would put the recommended new policy um but there we can certainly put a link or reference um to our website which currently hosts um each of the prior policies okay perfect thank you in as well of course brid go ahead I just want I just wanted to say I'm comfortable with the policy as presented and comfortable with moving forward and recommending it to

020the the board uh in January as had mentioned earlier Mrs Cooper did you want to U participate uh Kelly I I just want to say thank you um you know we've been working on this uh for a while this is the first time that you did the leadership role in in our policy and it's a very uh time consuming job and I I really want to thank you uh and I think there's no reason not to move forward with the recommendation that you made uh Cave is our leader cave have sit beside us and directed us all these years and uh we have two meetings that if we want to insert something new or insert something different that going to bring a different tone uh and as we make these changes we got to also

021remember that you know at different time there will be different board members that comeing up and make other changes where things uh might be different so I apport you and thank you uh for working on this and making this uh much more accessible so board members can understand how we go about setting up policy thank you Miss Cooper anything else I'm Kate if you want my opinion I'm I'm okay with the language it looks like it's been streamlined a bit um the third one was the only only one that I just you know would be concerned to make sure that there's transparency between the coordination of the school system the community and the local education you know but other than that that would be the case I believe in the prior policy as well as

022written so I'm I'm fine with it going to the board for a first read or whatever review okay so with that in mind and thank you all for weighing in um may have a motion to recommend to the board for first reading policy revised uh sorry policy 2000 as presented by C i' I'd like to make that motion please I'll second thank you Michelle thank you Bridget any further conversation okay all those in favor please signify by saying I I I I I okay thank you motion passes and again as we discussed before this will be on the January agenda so that um new board members will be looking at it all right please continue okay thank you Kell you're welcome thank you um next policy up um is 2100 uh and this is Administrative

023St staff organizations um again between the prior policy and this policy you will see that the content um is very similar speaking to uh the supervisory responsibilities um of the superintendent um the prior policy was a couple of sentences in length and this further spells out the responsibilities of the superintendent um as uh uh this is the policy exactly as recommended by cave um so this is what we would be proposing for your review and if anyone wants me to toggle between the pr prior policy and this one I'm happy to do that as well yeah could you do that sure please bear with me on my uh Tech skills here um so here you will see um this is the former policy uh that we're speaking to and again it was a 1999 adoption

024which you will find consistent with most of the policies in this series wow could you make it a little bit bigger Kelly just a little bit um give me just one second to do that because it's yeah I think I got to get B focals I think I'm just gonna have to stop sharing for one second give me one moment if you can't don't worry about it I'll I'll do out I can actually it just I have to unshare I think just to do it for one second I will reshare again in one second there you go I hope that's a little bit easier for much better yes much better thank you Ellie will we still be able to access the revised ones tomorrow if we wanted to pull them off yes none of everything

025that is in the agenda will stay linked the only time the link would then become obsolete would be after a full board vote um because when we when we um if we were to approve a policy it would be replaced on our website um but until the board makes a full vote um you will have access to each and every one of these um for the time being thank you is it do you want me to toggle back to the recommended sorry each time I toggle I think I'm gonna have to reset that thank you [Music] K the first time I've seen the words e excellence in education on anything please if there's any questions about the content um please let let us know this is definitely a more robust version of this uh policy

026so Terry have we ever seen uh a district Staffing plan or did I miss something there are organizational charts that I know have been shared in in the past um and those tend to be things that are updated as there are uh changes or upon requests so um yes there there is one um and certainly if that's something you know this this policy allows the board to make the request if they want to see an updated one or would make well what what I've seen is what we need seven in this school we need eight in this department I mean we've seen it that way I uh so I I think you know we can get into that conversation separately but I think you know in looking at the policy stuff because I I just

027want to make sure we've got you know other um items on the agenda we want to get through that we don't um we stay focused on the policy piece of this so if if you feel that there are parts of the policy that you know would be helpful to us as as a group to you know Foster um better oversight and and cooperation then by all means I just don't want to get into a conversation necessarily about the specifics of it um I agree Kate with Teresa i' I myself have requested that information previously and as um we just Kelly just said that that's information that policy can committee can request I would like to see that outlined you know it doesn't have to we don't have to go into it but I definitely would

028like that produce sure and I think that request would probably better come from the board directly Michelle from okay whatever you think however that best works that that's great I just definitely want to make that not comment okay thank you um any thoughts on the the policy and the policy language here that was recommended by cap Mrs Cooper any thoughts you want to share no all right then in that case I'm going to look for a motion to uh recommend for a first reading of this policy uh I I make that motion thank you go uh Bridget appreciate that and may have a second please I'll second Kate thank you Michelle any further conversation all right all those in favor please signify by saying I I I I I okay thank you all all right

029Kelly I'm going to do the same thing uh project the old policy which again dates back to August TW uh sorry I almost said 1999 um this policy is I apologize 2131 um and it's again another one under Administration superintendent of schools so this is the old policy um and you will see I'm going to scroll down I can certainly go back up if anyone needs to look at it again the way this policy was structured is it wrote out 16 different responsibilities of uh the superintendent um as proposed by the Board of Education policy this is the old one this is the old one let me know if you want to scroll back up I know everyone had these materials in advance but I know it's a lot to cover as well so I'm

030happy to stay here as long as needed if committee members have any questions or any comments please feel free to jump in what's hard is not seeing what's xed out and what's added uh on such a u such a policy there's just so much you know what what is missing or what's added compared to you know doing it back and forth and I even have a hard copy here I certainly understand that this one is the way in which it's restructured is it's not numbered in the same fashion um you will see that um the vast majority of of the um they're worded slightly differently um but the intent of the responsibilities of the superintendent are um written in paragraph format and um aligned under multiple sub sets actually if I could just go I

031can certainly go back if needed um here is I'm sorry for the scrolling um here is the the new policy um as recommended by cab so again this is 2131 um and it outlines uh the super intendent of schools and then it goes into subcategories relationship uh within the school organization personnel and Staffing curriculum and programming budgeting and fiscal operations facility and transportation planning p and parents um and community relations um so you will see those categories um take the content of the 1 through 16 and write it out into paragraph form um I also just want to note that many of the follow-up policies are going to further explore areas here so for example when you're talking about personnel and Staffing um we have specific policies on hiring certain positions within our district right

032uh things that are voted on by the board so those will be further spelled out in that section um you know how we um you know our facilities and transportation and how we go about budgeting and so forth there are additional policies that will come later that will further detail each one of those areas as required by by law um so this is this policy is meant to be a general overview um of all the responsibilities as and remember this comes at the beginning of the policy manual and the series to F follow further spell out each area in in much more detail so Kelly I noticed at the bottom there's a note here it says where whenever the term superintendent or superintendent of schools is used it is understood to include and or his

033or her design KNE is that a note that we should carry over to this other policy or is that implied it it is typically implied but I don't think it's a bad idea it was strategically added into your last policy um and I think um and I'll also jump forward uh the next policy also speaks a little bit about in the absence of the superintendent what would happen until um the board was able to convene and appoint someone um so and we can go over that in a moment but it is generally understood in here um the superintendent's responsible for everything in the organization so he had he or she would have designes um to do you know a a vast majority of of things um particularly you'll see your your core cabinet members are

034typically delegated certain responsibilities as well as your building principles teachers and so forth thank you so I personally think it's a good idea to put in there so that it is explicit do you do you want me to scroll a little bit I I've I've read through these quit a few times so I'm leaving this other uh committee members to to offer feedback on that any questions or comments about this okay so I I'm gon to um Mrs Cooper did you have something no um I'm gonna uh ask for a motion to bring this to bring this uh revised uh C policy 2131 to the full board for first read um with the uh notation that we're going to add that uh that explicit uh note at the bottom that whenever the term superintendent or

035superintendent of schools is used it is understood to include Andor his or her disign Terry are you making the motion I am making the motion thank you may I have a second please second thank you Michelle uh any conversation on this all right seeing none uh all those in favor please signify by saying I I I I all right motion carries at 6:40 PM that will go to uh the full board in January for our first read all right point one point one um so this remember how I started uh by saying um that there all of them were mandated policies and there was one exception um this is the one exception this is because it's the point. one it's a subset of the policy and it essentially is meant to get at um this

036was voted on in 2000 um that uh as you guys are all aware the superintendent um the Board of Education appoints the superintendent but if in the situation in which the superintendent was unable to perform duties this is meant to be extreme circumstances um that it would default to the assistant superintendent um uh until the board were able to convene and and appoint an in term um and so that this is what this policy so we were recommending it to continue as is um this would not reflect a change to any policy does not need to be recommended as a vote but we wanted to include it in here because it is kind of an addition or a subset of that 2131 and I certainly would open it up for any conversation ation um one

037thought that came to my mind Kelly is that we now have two assistant superintendence so is there any kind of modification we should make to the way that this is written you could put um either an S assistant superintendence or in parentheses an S if you wanted to capture that that it would be the responsibility jointly um of you know of the two individuals until you able to uh convene and appoint and in term um in an extreme situation typically Boards of Ed would come together quickly and make those kind of decisions this is just meant to be you know in that couple of you know day week Gap something like that it does speak to kind of or the designate um for example many of your cabinet members you're this is awkward for me

038to talk about as one of the assistant superintendent but in the absence or um or um if he if if the superintendent is tied up in a matter uh on a day-to-day operational um you know uh there are decisions that are being made by his designes um and so this just kind of further highlights what what would happen in in that situation uh do committee members have any thoughts on that Teresa I think that's a good point Kate uh with uh a little bit more clear uh line of um Ascension a line of um yeah I think I think we should do something a parenthesis would make it uh flexible so that if the structure of our um organization changed and we went back to a single assistant superintendent it would still be applicable we

039wouldn't have to pass a new policy so that's that's the direction I would defend it sounds good to me okay thank you Michelle any other thoughts from committee members on this one okay Mrs Cooper any feedback uh Kelly I just have a question uh since we do have two assistant superintendent and it's at some point and maybe it's not necessary to put it in there uh there first assistant is not able to do it do the job if the superintendent is not able to perform could we say super uh assistant superintendent one if he's not able then we go down to assistant superintendent two I think you could do that I think right now there is not a designation as such um so I think um under uh Kate's recommendation it would be um it

040could mean one or the other or both okay okay and certainly once the board convene the the recommendation the what we're trying to say here is the recommendation is for the Board of Ed to convene and appoint an interm that could be one of the assistant supers it could be you know it could be someone else um but in in the meantime kind of who makes who makes the decisions you know until that that final decision by the board um is is made okay okay um Harry go ahead uh based on my time at Westcon the academic Affairs vice president was second in line um and then the vice president for uh other things was the third in line uh just throwing it out there okay I think one of the reasons that um I'm

041looking for something that is a little bit looser is just because we do have organizational changes that occur sometimes title changes that occur so um one of the things I think about in terms of working through these policies is choosing something that meets the need that we have but doesn't require us to go back and revisit uh the policy if we have a title change or a structural change you look a little confused by by something I've said go ahead um because this is so old this this particular policy um I like to be a and we have it updated uh flowchart so to speak I would like it to reflect I like the policy updated to reflect that uh that we have two assistant superintendant and and if one can't do it then the

042other one will do it right and I think that's you know um Kelly made the suggestion of putting a parentheses in there what that does is it it creates um sort of a a chain of command where either both superintendents step in to fill the responsibility and again this is on a temporary measure um until the board you know um comes together to make a decision um so it it leaves space for either one assistant superintendent to handle it or for both or for the other um and I think that's you know the idea behind that is to just offer some flexibility to the situation so that if say something happens and let's say the superintendent and one of the super assistant superintendent is not available um that other person can step in and you

043know take over the responsibilities or if just the superintendent is absent and the two super assistant superintendant can divide their responsibilities and and handle things um again because it's temporary and the board is going to at some point you know convene and step in to to make a a formal um designation um this is really just sort of a safeguard for us so again the idea was to add a a parentheses s to assistant superintendent so that it meets where our structure is right now but also can be adapted if our structure changes and that way we don't have to go back and revisit the policy and make further adjustments to it if that organizational change happens and I just want to emphasize this is meant to be very short term this is until the

044board can convene um and I think what you would find if I can just elaborate a little bit as in practice God forbid right now this had to go into effect this is meant in extreme family emergencies medical emergencies things like that um that you would find right now structurally your two assistant superintendents would partner together um you know to divvy up different responsibilities um and and help to keep the district moving forward thank you Kim any other feedback from committee members I agree with the this this change Kate I mean that little parentheses or the S like every example that's been given covers it um and and provides that flexibility for a short period of time um so I'm I'm good with with the proposal may as well thank you um in that case

045I will ask for motion to recommend to the board for a first reading motion thank you Julie second thank you Michelle uh any further discussion okay all those in favor please signify by saying I I I I thank you very thank you very much motion carries all right please go ahead okay um moving on the next one is 2231 um and this is policy and regulation systems um I apologize let give me just one second I'm supposed to start with the old policy let me show you the old one first um here you go um so it's policy dissemination you will see here um the former policy and this is the work of this committee um on how policies are kept as far as public record uh stored housed distributed so forth and again this

046one is from August of okay would it be okay for me to show the new policy now so this is the proposed cab 2231 policy on policy dissemination um and I think you'll see it to be a little bit more due sorry about that um a little bit more detailed talk about the manual policies regulations and bylaws within this policy so it just spells out kind of the the different um features of setting policy by this committee or functions I should say it's kind of interesting that they're they're recommending a explicit definitions of the difference between policies regulations and bylaws in a policy manual it is a required policy um interestingly I agree with you and it's not right at the beginning which is also interesting um but I think because it is an administrative

047function the responsibility of partnering with the board to do this it falls under the administration section yes one thing I was just thinking as we're sitting here just the conversation from a prior policy came to mind we may want to put that same notation to imply or designate um on this policy as well that's for the for the consideration of the committee just gonna scroll down just a little so you can see the bylaws Cas and also just to point out nothing is different between this would not change how we are how we have been doing the adoption of policies um or the addition or revision of regulations this is consistent with that as well as with the bylaws uh committee members uh any feedback on this I'm fine with this okay I just want

048to said that I agree with Kelly and adding this before um the parenthesis which allows to I mean pretty much the same as before allows the board to take in consideration um the superintendent Assistance or if anything happens the designate yes write the note about uh whenever the term superintendent or superintendent of schools is used it is understood to include Andor his hers design and I think that comes into play when you look at the regulations um because the superintendent or or his design shall specify required staff actions so Kelly it sounds like uh f BS are amenable to making that [Music] addition uh to this policy as well I assume it's because of that specific section with the regulations that's what I was thinking yeah okay making a note there um all right um

049before we move on Mrs Cooper anything to add here no I'm out it's okay okay thank you all right in that case I'm looking for a motion to make a recommendation for first read to the board please for policy 2231 Teresa thank you with but with that notation with the notation yes thank you and a second by Julie thank you uh any further conversation all those in favor please signify by saying I I I I okay motion carries everybody's doing very well we're getting through this I appreciate your patience okay um the next one on two more the next one this might make you happy the next one on the policy agenda I don't want to skip over but I just want to note here um it probably warrants a further uh conversation um so

050I did list it here as it is still um a policy we need to review um but we're suggesting that we uh postpone or table that conversation for a future meeting we also still had one from the zero series to renew so you'll or to review I should say um so you'll see item three after we get through the next policy is talking about when and how we want to go about tackling those two remaining policies um but I just wanted to keep it on the chart so we didn't think we got through everything and one was missing any questions on that so I don't know if folks remember that but that we that we had talked about uh a um a code of ethics policy previously that appeared under the the um zero section

051that Kelly just eluded um there's also an additional policy under the bylaws of the of the board which has an additional code of ethics so um the thinking here is that maybe we talk about all of these three sections at one single meeting and kind of parse out the parts of it that are most important to us it's a lot of content great and what would happen in the meantime is the current policy um would stand um until we decided to make a revision but again just because we were going through every single one in the series I didn't want to leave it off um as I thought it warranted um just attention in today's meeting should I move on to 2400 yes we don't need a motion to table that right um we don't

052because in the right here i'ms I shouldn't do that right here we suggested the policy recommendation to be reviewed at a future meeting and then it's item number three as well yep thank you you're welcome um so 2400 I'm going to click on the current policy um this is um superintendent evaluation again another administrative policy what Happ I just want to make sure you can see it and um this really outlines the one of the primary responsibilities of the board um being the evaluation of the superintendent um in here you will see very kind of similar theme or Trend to the other policies we've been reviewing um it uh it has essentially the same rights and responsibilities of the board um but it does um spell out the responsibilities a little bit more explicitly in

053this cap recommended policy um and it also adds uh I'm uh so the first part is about superintendent and the second is about um District administrators um which again responsibly of the superintendent but District administrators as well um I want to go through it in both parts we are actually recommending a slight tweak to the district uh the wording of the district administrators because of some changes that have just happened within legislation um there right here it says as required a four-level metric rating system um and we are moving away from that in evaluations so I would recommend that we don't have to come back in a year's time um that we remove the reference to the four level metric rating we're still going to rate and evaluate um as either meeting standards or not

054um and so we would recommend a slight wording change here otherwise we'll have to come back and revise this policy in about a year's time when the new um teacher evaluation and administrator evaluation system goes into a place um yes so right now that four level metric rating is what we use that is correct okay so you can certainly leave it in there for the time being because it's not against what what we're doing um but we are moving to a new um teacher evaluation and admin when I say teacher Val it's teacher and administrators um and the uh the state has made some proposals the board will have to um vote on and approve that that new teacher evaluation system um but the metric piece of the evaluation system is a significant change on

055the state's end they're really looking at it as meeting meeting proficiency or the standard or not um rather than a four-point scaler system um and there's a number of different uh reasons and rationals for that it will not take away any of the needs to evaluate teachers and administrators it's just the the buckets that they fall into will either really essentially the meeting standard or not um rather than a rating of one to four um and for those of you that are not super familiar with it a rating of one or two um is considered falling below the standard and a rating of three is at the standard um or slightly above and four is is above the standard so it it correlates in the sense that we're still you know are they meeting the

056standard or not but without the one through four um numeric system bar so will I feel we should keep it that part until the state does change and then just update the policy again that's uh because God knows how long or when their policy change will go into effect that's the only thing um unless we're required by law to do it right away as soon as the law passes I don't I don't know how this works we have a year's time to put it into place so we will be moving away from it um more likely than not uh next school year um certainly the reason why it's subject to board approval um so again the the essence of evaluating District administrators is a state requirement and is always going to be a state requirement

057um it's really the metric do we want to include the four level metric system or knowing and and I think part of this is is cab is still catching this was a right a polic I'm sorry a legislation that was passed in July so cab is still re making some updates and revisions I'm certain they're going to come out with a revised wording on this specific um policy they have not yet because we still have some time to implement it so if we choose to um just tweak that wording a little bit we can um I did not want to alter it um because we are utilizing CES model policies without a conversation the benefit to doing that now would be that we don't have to revisit this policy in a year's time when that

058change formally happens um and it's part of also thinking about the larger function of the policy committee that we are going to continue to go through all different series of the policies and keep that work moving and so part of it is anticipating like you know do we want to we we can certainly go back we could keep it in and go back and revisit it when the time comes but it's also anticipating that that change is inevitable it's not going to impact the the evaluation process it's just the measurement by which that that process C is done um so are we we potentially could save ourselves the time of having to revisit it correct and what I would propose is actually just striking out what I've just highlighted so the evaluation of District administrators

059shall utilize evaluation based professional learning to address the needs identified through the evaluation process um and then it could continue on you would just really remove the form four level metric if you want want to otherwise we can come back and do an update in about a year's time oh so in other words that that first sentence you technically should take out and and or we can we could take out the full first sentence and just start the second yeah that's yeah that makes much more sense yeah I I agree with Teresa if anybody wants um to wait until the policy changes and then since policy will be meeting again and adapting or I I agree I think when the policy actually the state makes the changes then we can address it I'd rather keep

060it as is if the and I I noticed the old policy is 2008 and this shows that we're keeping an eye on our policies but by updating as as required by law you know because if I was being evaluated I'd like to know what metric is being used and this is right and that's what we're using right now correct uh yes right now we are using the fourpoint metric but I do just want to provide one point of clarification the law has changed there's time to implement it but the law was voted on and approved already so the law regarding administrator evaluation and rating has already changed there's time to implement it until next school year um so we could technically make the update it it is fine to leave it and let's say if

061we have something in our policy that is changed by law so in September of next year we've yet to revise or update the policy the fact that the metric rating was removed in legislation supersedes our policy anyway oh I'm sorry I thought this was pending I I didn't realize it's already passed so the legislation has been approved but like many legislation the implementation date is next schol year apologize ification no it's okay um it's it's Hefty conversation so I just wanted to provide that point of clarification Kelly is there a different metric that's being instituted that they're specifying or do you anticipate that he when they revise this policy will just simply remove the specification I think they're going to REM my my assumption based on um the reading and and we've been doing a

062lot of work on on understanding the new recommendations for teacher and administrator evaluation is they are moving away from the metric as as um the feedback has been teachers feel like a number right I'm a 2.5 I'm a 3.1 those types of things which um rather than our former evaluation system there is a standard just like a standards based report card for a child your expected to do X skill in third grade you met it you exceeded it or you didn't meet it um and so they're really looking for that you you know you you met the mark on uh as a as a teacher right you your proficient um or you have not and here are the things you need to do to improve okay and some of that I guess is addressed in

063the language that's underneath there where he refers to Performance ratings is developing or below standard so um th those me that measurement is in place correct in this policy in this policy yeah and the developing or below standard were things that were used and referenced in the fourpoint metric system um but it will really be met the standard or did not meet the standard so you could further remove the developing language if you decided to make a tweak and just say below standard as it will be met standard or did not but I'm fine either way I just want to provide the different options and kind of information for Thought um one other thing I want to point out um that I don't know if folks noticed but under the initial policy for the superintendent

064evaluation um you'll see that there's that second paragraph there specifies a very um particular process that we follow uh during the evaluation process um the evaluation form shall be agreed to by a majority of the board and be presented to the superintendent by the entire board or by two or more board me two or more members designated by the board the chairperson of the board and the superintendent shall sign the evaluation form with one copy being made available to the superintendent and one retained by the board the evaluation form should include the agreed upon objectives and the degree of success achieved so that none of that is specified in this new policy I don't believe what no it it's not not explicit in the way that you just read it K and and my feeling

065is for like continuity and and something that is uh a really vital function of the board we ought to consider bringing that paragraph forward um and continuing that practice you're talking about paragra let me just switch to it for a second the paragraph two right here um somehow weaving that into the C recommended policy yes and I guess I would put that under the heading of the evaluation of the superintendent um right at the end like right before it says the evaluation of District administrators that's where I think that's where I think it makes sense but I'm certainly open to other suggestion if if folks feel it makes sense somewhere else um before I even make that suggestion though uh feedback from committee members do we think that that is something we should continue to

066include do we feel it's not necessary yes I think it's good information yes I do too I think it's important you're right Kate I agree with you Kate and with the rest of the group I as well Mrs Cooper any thoughts no I'm just trying to see where you're going to insert it at I I just did it if that works it would go um this paragraph right here I think that's what you're referring to [Music] Kate um one of the other things that's in there and I just noticed is Kell I wasn't um looking at the bottom there that the the last sentence says the board and this is on the old policy the board will identify objective setting View and evaluation dates by September of each year do you want to grab that

067as well I was gonna ask I'm sorry Kate go ahead go ahead Julie no no I was gonna ask how would it impact the difference if you put or not the the um month I think what it does is it sort of sets um a goalpost uh for the board to operate by so that sort of the the um the function that we need to do as a board which is that that superintendent evaluation there's uh you know sort of an anticipated start point for it sometimes if those things aren't specified you know it can become something that that gets away from you and and it's only fair to the superintendent to know his uh due dates right um I just want to clarify as you were talking just to model it I did grab

068that sentence as well so these two paragraphs I just put they don't have to stay here but we're were carried over from the original policy 2400 thank you Kelly if there another other question question my my thought is when we get ready to when I said we the board get ready to evaluate the superintendent all the information comes down from K we have said and we had evaluated the superintendent with different forms the group have decided at some point that they wanted to use a different type of form we have the obligation to change that particular form that cave send down to us if we think it's more applicable for us to use as a group then we use it and what are we seeing everything that's highlighted that's what I've seen that we have

069done over the years so maybe I'm not getting that so I I I'm not I'm really not seeing why we're inserting this because to me we can insert it here in the a year but when we get ready to evaluate whoever is chairing that committee will make that contact with cave and kave will send you the information as to what they have on file that is current right now as to how you want to uh evaluate the superintendent and then the board itself will come together and then we look at the forms and decide which way are we going so uh maybe that's the piece I'm sort of Lost in so it sound sounds like maybe there's an additional statement that would be helpful before this part because this I think I think we're saying

070the same thing but I think what you're saying is that Cabe may come forward you know On Any Given year and when the the um the chairperson of the superintendent evaluation committee approaches cab for that information they may receive a different form from C based on what C is you they'll send you a different form uh they also send you and I think everyone that sit on that committee you know that we finish evaluating the superintendent they send you a time frame as to when you start and if you're looking at September to me that's pretty tight because usually we don't have board meeting in July August and we come into the first month in in September and we're going to do the superintendent evaluation when we just signed his contract the chairperson and the

071chairperson of that Community Committee uh signed off on the final graph when we did that couple of months ago so uh you know it doesn't matter to me because I understand what the role is when you're doing this committee so maybe it's it's not as clear the other board members okay I I think go ahead Julie I'm sorry K again I think on my and Miss Cooper um and on regarding your com is just for clarification I mean it's like you said everybody um you nobody knows better than you probably thises um how it works but it gave it a sense oh to keep it in the back of the head how to follow or um what um having an idea um what entitles I would say right okay okay okay thank you Julie I

072might have to leave early uh you know I haven't been feeling good all day and I think I'm coming down with a cold I have't had any dinner I'm sorry to hear that I hope you're I hope you're feeling better [Music] um I guess the only thing I want to ask Mrs Cooper if I could before you before you go is just um do you want us to make any kind of notation or do you think we should make any kind of notation in here about paper like a the evaluation form coming from cab I don't know if that's something that you feel is um important well it's all of it's important my thing is usually uh we go and we ask the uh the committee looks at the form and maybe use the case

073send us two forms which one that was first fit D we look at it and then we decide the group decide that they're going to recommend uh this particular form to the board uh and uh we go from there and and Cave usually we don't have to have cave approval you know because we basically going by the guidelines the date as when the start when to do what we need to do for uh the evaluation process so um no yeah okay so I think maybe that's covered then when we say the evaluation form shall be agreed to by a majority of the board I don't think that precludes the um superintendent evaluation committee making a recommendation to the board right it just says right that we all have to agree right I don't think we

074all well you know everybody's not going majority but I think the majority we look at it and and if it's best fit and uh what we're looking at for our goals for the year for the superintendent that's what we uh sort of agree on okay okay so um I'll ask committee members again um we're okay with this change for policy adding those uh those two uh parts from the previous policy yes and and remove that first sentence and remove that for sentence the metrics the metric sentence yes yeah okay the metric put it up here the metrics and the developing just call it below standard because the the developing relates directly to a metric it's just the new wording will be met standard or did not meet standard so you see here develop developing or

075would just so would just say um in addition individual administrators um I'm sorry individual administrator and Remediation plans will be created by the district for those administrators whose performance rating is below standard okay so moved go ahead Jerry okay thank you [Music] um may I have a second on that please second thank you Julie um any further conversation okay with that in mind I'll try your minds all those in favor please signify by saying i i i i i i all right thank you all I think we can put that one in the done column this is going to be a first read again for the board in January January okay H you're doing great we're uh we're getting down to the hopefully some easier parts of this for you just uh give me just

076one second um I just want to make a note of the two additions so okay or one addition one deletion I should say all right I'm going to head back to our agenda for a moment um so I just wanted to highlight for everyone um there are no additional mandated policies everything we worked on were mandated policy revisions but there's nothing lacking um there are three policies that are um what C considers recommended so they I want to be very clear they are not legally required um you are fine with the policies we just reviewed within your series uh for 2000 and you would have a fully compliant um policy manual for Series 2000 with just those policies we do need to go back to that 2300 one for revisions um or updates I should

077say but other than that you are fully compliant um from a legal standpoint so these are three additional policies um for consideration um if it's okay with you K I'd like to actually do number two and three brief first because I think they're they're pretty brief and succinct um the first one is a little bit longer and we can Circle back um so again this after you've reviewed all the 2000 series um you're familiar with the content um this would be a conversation for do you want to have any um other additions so the first one I'll do is uh 2112 um and it's on professional development um again there is no just give it one second to load there is no former policy to compare it to as these are recommended additions so this

078further spells out um the professional development requirements that we would do um specifically here for um Administration [Music] hello um again these are requirements um we are required to provide professional development for staff specifically our administrators um so this policy would just be if you feel strongly to also include this there is a reference to professional development um under one of the previous policies we just went over um but this further spells out um some of those professional development requirements the um encouraging uh minorities and women isn't there already a state law kind of um so I mean there are initiatives for Equity diversity and I think this is just reinforcing um reinforcing here uh that you know when you're planning professional development opportunities um that you're considering opportuni uh for for particular groups um

079of course you want it for all um but an emphasis um on on additional groups again we're required legally to do this anyways so this is one of those policies that cab is saying would be nice to have an addition um this policy committee can decide uh to include it but you would not be wrong to say you know what I don't think we need this policy committee members what's your feedback I mean on my end if we don't need it on and it's already it's already embedded on our policy I don't think that it will be it should be add it that's a thought I don't know yeah thank you Julie like extra reading yeah um the same this is like Kelly said it's more detailed when we've been trying to be more Broad

080uh yeah I don't think we need it especially because it's also part of the requirements of the superintendent like be more inclusive and in both area in all areas so I think it's it's not a requirement Michelle you were jumping in I agree yeah sorry my dog just freaked out a second um yes I also don't think that we need to include it or add it to the existing policy I don't think it's necessary brid any thoughts oh go ahead Kelly go right ahead Bridget I apologize well that's okay I was gonna listen to what you had to say first Kelly so you go I was just going to highlight um I've prepped out some of the other ones and um in some of the meaning the other series to come in some some of

081the other series there are quite a number of um more for your consideration policies so I think it's important to have the discussion about you know is it truly needed or not or you could get very heavy on adopting policies that kind of reference something that is either a required by law or B referenced in another policy so um I personally think the direction of do we need this or not is a great discussion because I do not think we need to adopt every single one um but I want to put them before you for your consideration oh thank you thank you I'm going to go with the less is more uh philosophy okay it sounds like there's consensus on that Mrs Cooper did you want to weigh in no well well my my thought

082is I don't think uh special effort should be given to no group but I think at some point and we see this uh in our daily work schedule that if you don't include something and we have to also think that we have six new people coming on and you know we you know these people are everyone's going to be reading this so you know whether you take it out or not you know hey that's the committee but I think somehow it needs there needs to be wording how that word is put in there to include it's just like saying okay we can have a working environment and women can't come into that male working environment so if you don't encourage leadership or whoever does not encourage a glattus Cooper to apply for a position you're

083never going to have anyone that looks like Gladis Cooper that's all I have to say so I guess Kelly then the question might be you know in terms of looking at a policy like this where it specifies particular groups that we know are under represented um do we I mean that's is that something that is that a practice we're following and and if so what determines whether or not we practice that is it simply what the leadership decides for you know the the schools or is it um you know a state level function so um I think you're seeing it Statewide um we also have um inequity diversity a policy which specifically spells out um we are also um some of our um uh minority hiring and recruiting effort so there are definitely things ongoing

084and what I would say is that there's other policies I um I know the equity diversity one um for sure um which refers to um that this is a priority of the district um it is also set in your um board go uh your superintendent goals um that that is one of his initiatives so that would be something um um you know as the board gets to review those annually um give feedback and make suggestions that that's also a place where they currently live and have lived for quite some time um so I think there are definitely other places in which um which uh kind of this initiative is covered um you know on a on a broader level in my opinion uh Terry you had your hand up and then Julie um you could

085add to that sentence trans women you know want to get into the nitty-gritty and that is definitely an issue today I I I uh could I just say I really don't Kelly I take your expertise and I've listen the com uh the other uh you know um hiring and the superintendent goes and how we're trying to look at our district uh I'm comfortable with the suggest sugestion if we don't have to put it in there we move on Julie no um I was just gonna say I mean adding to what Kelly says is it's the duties as a board member we have to follow through I mean the guidelines we read it we apply it and it's when and we are the ones encouraging I mean we get the reports from the superintendent if we

086pay attention we will be get to see I mean we get the report from every single one of the Departments so from there we have an overview on I mean what's going on and we ask questions so I think that it entitles I mean within our policy and the equity one I mean I don't I don't see a need to add another one an extra layer so that's all okay it sounds like the consensus of the group is we don't need to add this so I think we should uh just move on thank you Kelly I'm going to go to the next one this is a short one um this again is this is a recommended policy not required by cave um and it basically delegates a leeway in the absence of a board policy

087so when there is not a board policy um this gives the superintendent of schools um the power to decide an act on something that is not covered by board policy um it also um requires the superintendent to report uh back to the board on that decision um as well as and this is also covered in your responsibilities of your superintendent um to make policy recommendations and changes or updates um to make those known and suggested to the board um and uh you know I can share our current superintendent prior to each one of these meetings is meeting um and you know uh part of the process and developing the agenda providing you know input and feedback um and so again this this uh leeway I will say is um afforded to superintendant um but it's

088the decision of do you want something um you know to uh explicitly say when there's not a policy this is what we expect many members I'm gonna say that no I I prefer to not have that policy implemented I think it's important for the board um if we don't have a policy to get together and and come up with one but I'm going to say no to that Terry I agree with Michelle so I just want to be clear that this already is a function of the way that the superintendent operates um and this is just the formality of whether or not we adopt a policy that's specifies it I'm GNA weigh in Kate and say that um I I agree with Michelle and and Terry uh we already have the expectation that the superintendent

089is is doing this work um and Reporting back to us so I don't think it needs to be codified into one one Z Julie any thoughts I agree with Bridget Thea and Michelle all right uh before we move on Mrs Cooper anything the committee spoken all right cross that one off too Kelly thank you and then the final and third one the final one is a little bit and excuse me as I'm scrolling back up to the screen um this is something we ju I'm really putting on here more for feedback and I should have been a little bit more explicit on the agenda I promise it's the last uh the last uh one to look at for this evening but it's 200.1 and it is actually considered a regulation um and we don't have

090uh regulations again do not need to go through extensive um the extensive process like policies um but this this one um really references um a school governance position statement um and talks about the roles and responsibilities of the board and the superintendent and so the reason why it's on here is just for some feedback um if this is something um so this would this would complement policy 2000 that we already looked at earlier this evening and I can bring it up if anyone needs a reminder um but that was the administration concept one specifically about the superintendent further spells out um that like a little bit of additional information for that policy legation um and so we put it here because it did come up in the cave audit uh just as a discussion point

091for thoughts and feedback but it is not a policy it would be considered a regulation and I know it's a lengthy one so as a regulation we do not um adopt this as a board no you would not it's really just for feedback because it was part of the cave audit we thought it was important to put up here um there was one uh I want to say two or three um throughout the entire audit that they included as just considerations it's here for for discussion um it's quite length my personal opinion and then I will certainly it's it's quite lengthy and it really goes into the roles and responsibilities of the board um and the superintendent and I do think that that was something um as well you want to Circle back on related

092to the ethics and so forth um I think you're going to find a lot of overlap and commonality between those policies that we said we would discuss in the future and this regulation but I wanted to include it here as part of the 200 thank you um can you just clarify for us Kelly as well when we have a circumstance like this when a regulation we're reviewing a regulation um sort of what what would happen if this if we decided yes this is something we think should be included could you talk about that process please sure so um we would inform um we would we would do it for review at the board level um so we would inform them that we wanted to provide an update or an addition to a regg we would

093allow them to um we would allow the full board to review that ask any questions about it but it would not go to a formal vote because it's supporting an existing policy um so it really is kind of a fouryear information and an opportunity to ask questions provide feedback um but there would not need to be an official vote on it thank [Music] you Teresa I noticed Cape is doing a um a conference for new board members would they be using this document as a out part of their outline for their program do you think just curious because there's a lot of information here I don't know if it would be this exact document but they certainly present very similar information um and similar language to board members I also just want to be cognizant

094of I know it's been a lot of information tonight this is also we can make a decision of a yes or a no we can also table it for a future meeting if if that's what the committee decides I just wanted to throw that out as an option I would say that I I mean it's good to have for future meetings because I mean we're decided on certain things that maybe the new board would like to have a consideration on it that's my thought on this because this is a lot of information but on my end I'm good if if it's not required I'm good not to haveen it that's um I just um go ahead so my question I guess is um you had mentioned or it was mentioned that um we have the

095code of ethics that we're going to be reviewing and trying to line up was that right and that we would have to then kind of try to coordinate how this would also eventually in the future be worded is that correct did I misunderstand that not this specific um piece this is a as Kelly was alluding this is a regulation so it does not um it's not like a policy where we go to the board for the first read and a second read and then we vote on it as a board to adopt it a regulation that we would make a recommendation that this would be information presented um like in a in one of our agenda packets okay where the code of ethics conversation is policy right okay all right so I think I just

096I think maybe I glitched on my phone on that so I'm okay not including it if you know if you're looking for a consensus I'm I'm going to go ahead and say it's not necessary but you know I'll listen to whatever everybody else wants to do it's needed uh Kate can I weigh in for just a sec of course go ahead brid I think this is a valuable thing piece to read and I wouldn't I I would think that perhaps the new board might want to read it just as um as a guideline for uh for board action they may not have to take any action on it you know inclusive or non-inclusive but it's it's a good piece and and it speaks to um it speaks to a greater understanding of what the board

097does and I think that's valuable um I I would air on the side of including it for Board review just uh so that people could get the verbiage could see um maybe in Greater detail what the expectations are thank you um in looking at this I there's a lot of information here um to me the most valuable part of this is the chart which breaks down a division of the Board of Education responsibilities and the superintendent responsibility um and I also think um you know the discussion about the relationship between uh the board chair and the superintendent and then at the very bottom there's a sentence there that I think really drives home the point of this regulation and really all the work that we do the focus for boards and superintendant must always be

098uh how can we work together to ensure educational Excellence for our children um so I I I tend to agree with you Bridget I think that there's value and bringing this forward for uh board members to see Kelly can you talk a little bit about you know in terms of regulations like how that plays a role in sort of our operation or the school's operation most of the time this is um this kind of seems like a reference guide like an article or compendium to a policy um which is not typical with with regulations most regulations are things like we're going to do a bullying policy and here's the form that a parent or student can fill out and here's the paperwork that an administrator would complete in response to that um or um our

099seclusion restraint policy for example has has state required forms that are attached to those so a lot of the times it's more procedural um or kind of internal documents um that tends to be more the regulations um because you may um tweak or update that form and just inform so for example um when we relook at our bullying policy not the not changing the policy content but in practice we may realize that a form is not working or meeting our needs or it may um it may leave out a key piece of information that we realize in practice we want to add back on or or on the contrary it could have something extraneous that is not helpful and is just you know extra extra step or paperwork that we decide to remove so most

100often the regulations kind of support enacting the policy um so to speak um with specific specific they're not all forms but kind of additional details um to enact the policy this seems more like a reference guide to some of um uh the leadership um uh kind of thoughts opinions of cab in how superintendents and Boards of Education work together effectively and you'll see they reference actually right here some references on where they're getting them where they're getting their their research from so um you know you you could it is a little bit different of a rig um you certainly could opt to include it um you could um you know you could make a request of the superintendent to just share this information but not in a regulatory way um you know not as a

101reg but just as kind of an information um that would have to be his call but if you decided to move forward as a as a regulation it would be included for information in the packet I mean I think the timing of this is interesting for the committee to be considering since we have a new board uh coming to to their seats uh formally in in December but really in January when we're doing the rest of these policy reviews so there may be some Merit and benefit to including it for that purpose um but also keep in mind that we've talked about uh at this very meeting that less is more um approach and so it's just a question of I guess what folks appetite is for this having having heard from Kelly now uh

102you know do folks have a have a different opinion or a different thought about it Julie oh my like I said is um good information for the board but at the end it's entitled I mean whatever the majority of the board decides if it's to take it off I agree if it's not I also agree thank you Terry I'm sorry Michelle was ahead of me I'm sorry I'm not sure that Michelle if you have your hand up oh no I don't I'm sorry let me put that down okay uh are we doing a um welcome packet for the new board members if so maybe this could go in a welcome packet so we might recommend to the superintendent to include this as part of the information that's shared with new board members I mean we

103you know to Kelly's point we can make the recommendation and I can speak to there is um there is an onboarding process when new members join that they do meet with the superintendent um typically the cabinet meets as well and there's information shared on roles and responsibilities then so certainly be uh Kate may I say something of course Bri um I I have to say I agree with Terry I think it's a great idea that this is um part of the onboarding for for the new members um I think it would be a valuable piece thank you I agree as well I think that's also a great way to get that chart in Kate and you know a way to start preparing the new the new uh members so yeah I'm good with that as

104well okay thank you Michelle um gladus any thoughts before we go I can move on I agree with everyone I think it's very important and and we know that this is one of the bullets that when we start doing the superintendent evaluation they have a a a sheet that we have to complete board and superintendent relationship so you know to have a good discussion about that at a meeting uh I think it's good okay all right um it sounds like the consensus of the group is that this should be a recommendation to the superintendent to include this regulation with new board pack new board member packets I don't know that we need a motion for that I don't think so I think that's something I will certainly take back to um superintendent Walston and share

105with him as a result of today's meeting thank you and I don't want to speak for him but I I think that he will take the recommendation of the committee but I will certainly bring it up to him okay thank you Kelly so just to clarify then the three recommended po I'm sorry like recommended for consideration if you would like to include them we are not opting to include any of those three but we are going to recommend to the superintendent that the regulation um 200.1 um is shared with new board members in their welcome pcket yes we have one agenda item um the last agenda item is really just a discussion um there were two policies that we talked about earlier um one was from this series The 2300 which is the statement of

106ethics for administrators there was also one um from last uh meeting uh 0050 which was the code of ethics um which referred to ethics of board members and we had just say that we we had just stated that we would table those discussions and have them together and I know Kate you had also shared that possibly with one of the bylaws so I just wanted to note both of those and see if we wanted that to be on a future agenda wait until later in the policy review um just so we don't lose track of those two and again both I'm sorry another thing both of them are compliant we have policies with those numbers I'm sorry I did not mean to interject um but uh we do need to consider whether or not we

107want to revise them so I think the reason that this happened the last time is when we looked at that policy 50 there was quite a lengthy list and it was a little bit overwhelming for everybody to look at so that was that's why we came to the the uh uh the consideration that we'll take these two particular uh policies and possibly that third policy that's appears under our bylaws all of which are related to code of ethics um both for administrators and for Board of Ed members um and maybe turn that into a single um policy meeting where we we sort of have a a conversation about all of that um but what's what's the uh what's the pleasure of the committee here what do folks think Perry I like your ID K have

108a specific meeting because that is important yeah I agree I well I think it's and it's a good start for the new board members so it's a good point because it's a good discussion for them I'm gonna just weigh in quick and say that I agree with Terry and Julie and and yourself that this is um a bigger discussion and a good one to have when every body is seated in January thank you Bri agreed everything that everybody has just commented on all right um it sounds pretty Universal there Mrs Cooper did you have any thoughts on that no I just would like to ask one question before I go uh is it are we going to line up uh all the Committees uh information that was brought here tonight to be accepted at a

109January meeting or is it just going to be for first reading because we did a lot of work here tonight and to me that's a lot of information throwing on new board members at their new their very first meeting so you know and I and I guess what I'm trying to say if we can do it like in sections maybe do four or five this time and four or five but at the first meeting the first reading you can read it and sort of discuss it and then you make the changes and then at the third uh meeting we can accept the policies changes so uh I just think it's an awful lot to do in one shot at one board meeting okay so you're suggesting that we take you know however the leadership and

110the committee decide that they want to do it you know and and we have to also think about other people that are coming on because you know uh when you're working and doing other things you don't really have time to sit down and just gauge this and come with a clear mind as thought and questions so maybe that first meeting the question might not come up that you want to ask and we have adopted something that maybe you know I wasn't comfortable so I guess I my main question is are we going to have all this done at the January meeting the recommendations that were or the uh motions that were approved this evening were for a first read at the January meeting on all of these policies um as well as the recodification so

111the renumbering of those policies um it is a lot to digest um to to your point so um we certainly could consider splitting this into first reads at the first meeting in January and then first reads for some of these other policies at the second meeting in January um what a committee members think about that oh lce is right in one hand but we've got so much to get through will take forever doing this no it um I'm amenable to whatever you want to do Kate and the rest of the committee I I'm and uh you know whatever you want to do it was just a thought you know and maybe no you're right you're right GL you know there's consideration not being overwhelmed we want them to on the board and not is there

112any way we could do part of this like as one of our workshops is that like a possibility not necessarily for the committee but like for the members on those big things I don't know just a thought it was good thought Michelle thank you yeah would you like me to ask I'm I'm wondering this is a suggestion if we did the first first board meeting that we did first read and we put a um a Time on the workshop the following week we could kind of follow up with um the entire board but particularly for the newer board members on um kind of what the policy committee work is I could go a little bit of the cave audit with them because I think it's priming them that if we continue at kind of the

113pace that we're going they're going to see a lot of policies come in front of them um so I think it's important that they understand it but I'm wondering if we do the first read that we so still be time for questions and um and in between there we do a little bit of um uh just an overview of like what the policy committees work charged is reviewing the policy audit I'd be happy to go over that um and then we could specifically focus on um the 2,000 series if there were any questions remaining okay so the workshop itself would become a function of understanding how policy works with the board that's that's what I'm thinking and and help to refer to the two like the 2000 series is all about Administration um and let's

114talk about what those policies are um I do think I I am certainly sensitive to it's a lot right we and we're looking at old and new right so we're looking at both there's seven policies that we be we would be bringing forward um and so um I but I do also think as a group they make more sense when you read the entire 2000 series together um so I'm wondering if we use the workshop just to help I don't think it has to be the whole Workshop um but a portion of that Workshop just to talk a little bit about um this committee um and to review the work that we're doing and focus on what we did with the 2000 series before they have to take action on it okay so great idea

115just to clarify then um we typically do the workshop for our first meeting of the month so that means that at the first meeting board meeting which would be later in January we would do a first reading at that at that meeting and we and then we would I was to say we could do the workshop in January or February I would want to talk with Mr Walston about um what he has planned on either but either the January or February would allow us to have a workshop before a vote takes okay um and then at the meeting so at that meeting we would have the first reading and then we would have to wait until the next meeting comes around to do the sub quent second meeting and vote on the policy correct so

116there would be a month Gap just to be clear there' be a month gap between the first reading and then the second reading and approval of those policies which hopefully would give everyone plenty of time to look at the materials and get comfortable and be able to ask any questions they may have yeah and I also think we need to time not to throw another Monkey Wrench in it but we also need to time it with the contain work of this group um you know if we continue to meet I don't know when the next you know um if we want to put in an additional meeting um you know in January or something like that but we could certainly be recommending more policies going through uh the board for review I'm dizzy we'll be

117working on the budget too so we gotta keep that that's budget thing too oh get all your sleep in now um I think that's a that's a good point Kelly I I guess where I'm I'm trying to think logically about this is for all of these policies we're going to have to do a first and second read um before we vote which means that we're looking at sort of maybe being backed up to some degree for the four seeable future if we continue with the the um use of workshops and meetings because we're not covering we're not covering actions in in the in the workshops right we're not conducting board business we have done we have decided that because there was some feedback that um you know it doesn't feel different right um there is

118nothing that prevent you from if you decided that you wanted to take action on certain items you you could but again that is something I think the full Board needs to have input along with superintendent Walston um but you know that I mean just in theory if you're you could you could take action in your commit you know I'm sorry in your Workshop board meetings they're notice they have agendas those types of things but we have they started to feel very you know similar um but we could time the the things that we're putting through and um you know we could make sure that we're voting on and approving um for example you know one of them next series that we could do is Personnel or students right and so um we could time it

119that um we would not move forward any let's say we do Personnel next we would not move forward any policies on Personnel until the board has taken action on completing the 2000 Series so that way it doesn't get confusing and then you know there's there's quite a few number of personnel as well as students um uh policy we could do them as kind of a lumpsum package if we wanted many members are you amendable to that I mean I just think that this was an opportunity for what the workshop is for to like learn about you know or get into more detail like it looks like we're looking to to ourselves who are experienced forget the new individuals coming on so I think this is a perfect if we need the flexibility of voting on

120something because we feel like we really need to do it we have that luxury if not we have the ability to go back and and think about or ask questions you know because when we all get together and we work together you know we we work well as a group and we get different points of view I think it it's just exactly what it should be hopefully that's all okay thank you Michelle so based on that um we did make a recommendation for a first read um for the January meeting so technically we're still okay with that if we are able to um have a a workshop around policy and how the policy committee works at the January meeting sorry the January Workshop um so Kelly what do you what do you what would be

121our next steps here um I think we've um taken action on every single policy and the recodification that we need to bring to the board level um I think the topic of the board Workshop would be a conversation um with the superintendent and board chair right to determine uh the topic of that meeting so I certainly will bring it up to um superintendent Walston um I'm happy to do it I just want to make sure that it's balanced with other um items that he has you know to do during um during those meetings so I do think time from a timing perspective it could be January or February that gives us a little bit of flexibility um but I'm certainly happy to do an overview um at at the board Mee at the workshop meeting

122I mean okay um given that we've made these motions this evening um should we be going back to amend those and and just make them a a more General recommendation for first reading by the board as opposed to say at the next meeting or I think we did January which I think we will cover that in the January meeting I'm certainly comfortable with that I don't think we need an amendment to that um okay you want to say January Workshop board Workshop oh no the read would happen at the board meeting um the explan explation of policy and how it works would be a workshop so I think I would just leave it as at in January okay I think I think you're okay there okay thank you all right that takes us to the

123end of our discussion this evening uh are there any other comments from committee members ter Terry question I'm feeling overwhelmed all this work should we meet in December have a meeting in December I think the difficulty there is that with new board members coming in um and our annual meeting taking place that first week in December um the the committee piece of this won't be established yet oh that's right um right so we may not have enough board members who are staying to establish a quorum um um and that's up to the purview of uh the new Bo the new board coming forward how how those committees form and who becomes the chair of the Committees okay for the from the work perspective I agree with you but I can also if we want to

124put together an agenda for the next anticipated meeting I'm happy to share it out in the coming week or two so that way people can review and um oh thank you yes I'm happy to get that together together and then we can um solidify uh I know we have dates on the calendar but we've also put in other dates um so we can certainly determine what date that is in in January or whenever we decide to meet next um but I can kind of just put it together as a draft I won't post it officially but just as a draft working document um so we can get a sense of the next policies that are coming up I do think I will put together the entire next series in one draft agenda but we will

125need to chunk it out so that you have the whole series um but I think we're going to need to say we're going to tackle this section um in the next couple meetings um the Personnel uh the students and the um instruction are are they're the the greatest number of policies so they're going to take a couple of meetings I think to get through each section thank you Kelly appreciate that that would be I think very helpful for for the folks here um any other comments from committee members good night all good night glattus good night glattus feel better Happy thanksgiv good night glattus all right in that case I'll entertain a motion to adjourn please Terry you got that one may I have a second please second thank you Julie all in favor please

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