001PM please and from the agenda you can all see that we have two items on there and I'm going to turn this over now to Kelly and to Kim uh to lead us through good evening everyone um so Kim and I uh will probably tag team on this one what we'd like to start um doing is to walk through the C policy audit review um this audit was done in 2019 it was completed in March of 20 19 um and the board did start chipping away at some of those recommendations up until Co um and then um came back to to tackle a few more thereafter but we thought it was important um kind of starting out the new policy um review our or policy audit with this with this committee to start back at
002the beginning go back to um the last C uh review that we had as a district um just remind this Committee of some of the recommendations um that should be the foundation of our work as we move forward with our policies and um Kim and I have a few ideas we also had the opportunity to connect with Kay about a week ago um of how we might be able to tackle this project moving forward um and so uh I'll start and I think Kim will just kind of click on click on the screen and bring up some of the um uh some of you know highlight in in the audit it's quite a lengthy uh document so we'll just go through a few of the uh key points of it um so in the audit
003they really broke it down into what was danur doing well what were areas that we were missing completely so uh they phrased it as required or mandated legally mandated policies that we did not have um where are some areas that they would recommend or suggest um that we um can uh have policies that um but we certainly can policies and they strongly encourage us to have discussions about what we should add and then lastly any policies that we have that may not be needed anymore just are at a date um no longer required uh so those could be removed uh from our work um and so the good news is in in the policy audit is they did um and again this was back to 2019 um state that we were in fair condition um
004and in speaking with cab who conducted the audit the fair rating was really because we were missing some of those legally mandated policies um and the good news is the work that we've done over the last few years has brought us in into compliance with those um so Kim and I wanted to start by going through all the legally mandated policies that were recommended by the cave audit um that were missing from our policy manual that we've now brought up into compliance I and kind of just go through so you have an idea of the work that's been done over the last couple of years um in adding those policies um to the district um and then we'll talk about kind of the next steps moving forward um where we can look at some of
005those suggested or strongly recommended policies that cab has that we may want to consider adding to our policy manual as as well as those that are kind of at of date and and com no longer necessary that we can remove um the other U main recommendation from the cave audit was ruming or Rec codifying they they they term it in the um audit and what that essentially means is dber had our own system um for coding coding our policies dating back to 99 and 2000 um and as we've updated many of our policies using the cab service we've we have about I would say about 30% of our policies um that are written in the cab numbered series system and the other 70 that are not and so cave is also recommending as we go
006through the policies for consistency and continuity that we utilize the cave numbering system whether or not we decide to make tweaks or changes to the policy just for an easy reference system so we can have a table of contents the policies move forward from the 1,000 series consisting of board bylaws to the 2000 series and so forth um and each one of those series numbers is is equated to whether it be um employment whether it be um you know Board of Ed bylaws um student student records things of that nature and so it'll just bring that consistency and continuity so people will know exactly where to go and what numbered system should be utilized the other thing I was gonna try I've been trying to share my screen but it's not I think because it's
007a cave link but if you go on to the dber website I'm sure you've all seen it but under your board of ed tab um under your board of ed page there's on the right there's a link to board policies and so you can see what happens is we shuttle straight into the cab hosted server so um one of the things that we asked C to do um which they hadn't done was to do a a hard copy of everything we have um because we just want to make sure that everything that we originally started with translated into cab um cab did all of this kind of audit and tweaking work and then we'd like to have just a hard copy I'm not generally super old school but I think it's good to have a
008hard copy um just so that if anything were to happen um you know if anybody would decide they wanted to hack and mess with all of our policies just for fun um it's good to have them um and there are you'll see in the boardroom um there's a series of notebooks that we originally had so we're going to try to just replicate a couple copies of those to have them um it's also nice in meetings just to have them but the changes um we'll have to coordinate changes back and forth with cab to make sure that they get translated into the hosted website Perry you have a question sorry to interrupt Kelly I'm sorry U uh I think I had mentioned that I had gotten a hard copy uh when I first came on the
009board from Cara she was very helpful um but I had asked it was missing the 7,000 section uh and I still haven't gotten it or still haven't seen it h what's the story on that yeah I think what happened and and we Kelly and I had exactly the same problem and we struggled with it all summer we couldn't quite figure out what had happened I think what happened was at least the way we understand it from talking to cab is we sent them all we sent them our policies instead of sending us back a complete set they sent us back the ones that needed to be tweaked and edited and changed so things that were okay they were like oh they're okay and we didn't get them back so that's why we have this kind
010of mishmash of of things that got tweaked and and I you know we said that to the woman from C when Kelly and I talked with her last week and we said couldn't you print out like a complete set and she like oh that wasn't part of the audit so I think we just have to go we've asked them now to do it um just to run a complete set so that we have a one but I think Teresa that's why I think they only sent back to us the ones that had been tweaked and not the ones that were fine so that's why we've had some confusion with it um the other thing is we found when we started this exercise we didn't have the number crosswalk it was missing so we got that
011so now we can kind of crosswalk all the numbers and make sure that everything is is there so it's a little bit tedious but we're in a much better place than we were four months ago when we weren't sure where all those pieces were so um you should have a a full set pristine sitting in the boardroom and then another one in Kevin's office um and maybe a third one just to have and then they'll be housed on the website and oh I'm sorry go ahead sorry just do you know when it'll be on the website so it's up now um everything is there now so really our Act of printing it out is just like belts and suspenders so it's everything's up on the website now so if you go like I said for
012some reason it's not it's not picking up this I'm trying to share the screen but it's giving me a whiteboard and I don't know what that is so I'm wondering if it's because this is link into a website um but I can't show it to you but if you go like I said into the Danberry K12 website go under the Board of Ed and then um when you go to the board of ed page where all your pictures are oh there it is on the right hand side um there there it is right at the top there board of Education policies that's where you click if you click on that and then you'll see all the series listed on the left hand side so that's our current state of affairs including things that we've changed
013but I don't see the 7,000 oh yeah you're right I don't see a SE is there a 7,000 I think there is just curious if during the uh the reing process if perhaps it handled differently but I do see it goes up to 9,000 and that means that seven and eight are both absent yeah sometimes we hold things in reserve but I I just don't recall that one in particular but we'll we'll definitely as we're going through we'll look at them I I think I think as Kelly pointed out our strategy at this point is to start with the start with um sharing with you tonight all the things that we've updated just to see so you can see where they are those are all updated then to go back through series by series and
014we probably could do the zeros and the 100s 200s are done so zeros and 100s tonight or in the next meeting and then we could probably knock off one the next Kelly was saying the next couple are kind of big um so I would say you know maybe a half a dozen meetings we'll be done going through all of them so we'll look in between this meeting and the next meeting to see what happened to sevens and eights so I will cim I just pulled um just for reference the 7,000 series is new construction so there are policies related to that um they were in draft form at the the time of this audit so we will go back and find them and just to give um and I can um certainly send a link
015uh an email update to this but the um zero series is the mission goals and objectives um which is a very small number as you can see here only the five you four policies with a form there then the 1,000 is community um relations uh policies the 2,000 is Administration and those were um those were the first um series that were tackled after the audit so those were um brought up to date as of um May of 2019 um so those are fully compliant right now the 3,000 series is business and non-instructional operations the 4,000 series is Personnel for both certified and non-certified 5,000 series is students 6,000 series is instruction 7,000 is new construction and the 9,000 is the board bylaws so there is no eight there is no eight yes but the link
016for the n for the seven I'm sorry for the seven uh we will follow up with cab on that on why that link is is not not current on the website okay and I did notice that okay sorry go ahead I was just gonna say I think what we can say is at the conclusion of this process with you we will have gotten through all the series we will have added all of the tweaked ones we will have removed all of the obsolete ones and we should have a per pristine set by the time we're done with this Michelle you have a question you're on mute it's still on mute I'm sorry now now sorry everyone apologize um where would Finance fall under Administration uh let's in that um business business 3000 business yep okay
017all right so yeah the budget is the 300 and then it goes from there so when we go through all these sections are you going to highlight the actual changes that you made yes like it was this but it's this you know what we're going to drop this we're gonna add this we changed this word but we're going to go through it step by step beautiful you've already done a lot you've already passed a lot of the changes that that c recommended um in our work with you last year we passed a bunch of those you're in pretty good shape I think it's going to be more deleting than anything okay great thank you I just want to bring up that we need to adjust this landing page too because there's some old content on
018here we'll do all right thank you Kevin you have your your hand up did you need hi Kate hi everybody how you doing I'm doing better thank you um so I I think part of the issue around this 7,000 series as well is um they may not have been retired retired required policies um and so that could also be a reason why we didn't have any 7,000 reflected um you know for example I think one of them uh recommended by cave is about air quality which might be a newer policy that's been added to the 7,000 deck um so I just wanted to bring that to the board's attention the 8,000 series I don't for whatever reason I don't recall anything in the 8,000 series and don't see anything under the heading it's kind of
019odd that it skips from 6 to 8 um but I mean 6 to n but you know sorry about that for whatever reason that's just the way Cape had the number thank you Mr wlson no thank you cap any other questions before we keep going here sorry we're all talking at once I know sorry all right I think we can move forward thank you so the other thing we just wanted to um highlight for everyone's attention and you'll find this on page six of the policy audit um there those were the missing mandated policies um and uh the good news is is from 2019 to present day um with this fall being uh the most recent every single one of those policies um has been added to our manual um so there are not any
020requ legally mandated policies that are missing from the dber Board of Education policy manual at this time um and so that's the list starting with policy 0521 non-discrimination and running all the way through title one parent and family engagement and again I'm getting that right off of page six of the policy audit um Kim and I uh went through and personally checked that these were all updated uh the dates that they were um that they were adopted by the Board of Education um and they're all uh accurately reflected on our district website as well um so you can take a look at those one um the listing do you did you share that with us of the C uh requirements it's so the the policy audit is um hyperlinked in your um in your agenda
021from this evening o sorry about that I didn't catch it okay everything that Kim and I just spoke to um is outlined in this report um so if um any of you haven't had the chance I would encourage it's a nine-page uh report uh that you read that um so that it just will help kind of set the stage for our work um moving forward I might be missing this but I'm looking at the policy committee agenda and I don't see a hyperlink for that yeah does anybody else see that no I thought I thought that was the zoom link that's streamed at and that's all I got yeah there it's not linked in that okay we'll make sure that the link is active I apologize for that um what I what we can also
022do was following this we'll send you um all the members of the policy committee uh just a pdf version of it via email as well so you have that for sorry about that thank you so much um okay uh any any other questions on the audit or any of the updates no questions Kelly I I did have a question I'm sorry Kate Kelly do you and Kim do you guys anticipate um when do you anticipate the update from c um regarding a hard hard copy of what we have and don't have and that crosswalk of the numbers we have the crosswalk of the numbers we we were able to get that today we had I think it was going to a wrong email address so we've got that today so we have the crosswalk of
023the numbers which is huge um the actual physical hard copy and printing it out um apparently they're getting ready for their convention so they're saying they're targeting January that actually probably works well for you because you've got it all housed online right now so your policies are live anybody can see them at any time and as we go through and start deleting then when they print out the copy in January we know that everything that you've been deleting in the next couple of meetings is going to be gone so it actually might not be horrible that there's a delay um but that's what they're tell telling us that they can't get that to us until January okay and in the meantime if we decide to go through and do um for example uh the zero
024series and 1,000 series let's say in our next meeting um what Kim and I will do is put together um link hyperlinks to all those policies so that you'll have them with the recommended updates or tweaks um so that you can review them and it won't we don't think it needs to stall our work until January when we get the full hard copy Michelle did do you have a question so yeah I guess we were supposed to have this documentation The Nine Pages to review now right if we have questions but we don't have it so we won't meet again until when we're meeting at the end of this month yeah in two weeks okay so I don't think you'll have so many question I I think what will happen Michelle is you'll see it's
025it's a little dry I'd read it at night if you can't go to sleep I haven't saw so I'll try it so I think what you'll find is when you look at it there's a lot of numbers there's a lot of and and we went through um and just double checked that we had added everything Kelly said so really I think our next mission having now done that is to say at our next meeting we're going to go through the zero series and the 1,00 series and and if you look at those kind of in the interim there's I think there's five entries in the zero series and then there's maybe I don't know two dozen three dozen in the 1,000 series and they all look good so we're just going to go through and
026make sure that you know we highlight for you if we had changed anything recently so that you can see it and then we'll put together zeros 1000s and 2000s are already done um so that will leave for a subsequent meeting 300s we could probably do 3 thousands and 4 thousands um and then 4 thousands are Personnel so that's going to take a little while um and then we'll have 5,000 for students 6,000 for instruction and then the bylaws is a fairly small one the 9,000 so I think you're looking at a couple of meetings um but really the plan would be to kind of use that that audit report as just the road map so that when we go into these series we're just going to be kind of comparing you know just saying yep
027we got this and everything's here or um this they suggest that we can delete it because it's obsolete so 1,600 we recommend that you delete it and we'll look at it together and you'll say okay yep we're going to delete that because there was I know I missed one meeting so perhaps you all discussed it already but I know that there was certain policies that you were looking at like regarding like the playground if somebody touches somebody what was the intention as well as Sports um did that all kind of get resolved or discussed and I just you know in one meeting or is that part of the series you're talking about which is like section five or something way out there right I think that some of those that you're talking about are are
028going to be student in the student series but I think that what you'll find is what we've done so far in making sure we've got the mandatory part policies are the generic ones so the things that you know are are big ticket like we need to have an anti-discrimination policy we need to have our Equity statement so those pieces we did all the big pieces as we go through them now I think it might be a good place to highlight you know if we're going to do the Thousand series it's not super long we'll kind of preview it and say gee you know in the past we've had conversations about X and here here's where it sits and we can either do it at the time Circle back around with it um but some of
029the because some of these have been you know we've been using them for a very long time um and others of them might need to be tweaked and that's what we're kind of going through we're doing the broad Strokes with Cade and then the unique to damry Strokes will go as we go through the the series but there's nothing that needs to be addressed more you know urgently than another which is why we're just heading right down the path okay thank you care of all the ures yep wonderful thank you very much appreciate it bar you have a question yes um I don't have the book in front of me and I'm hesitant about screening into the board policy online just wanted to ask are the policies dated when they're changed yeah so that helps
030so if we have policy for X dated January 2020 then you know and that's what we're supposed to have them we're that's easy that's easy okay excellent all right you'll see the date that it was adopted um is at the bottom of each of each um okay and that was the date that it was approved and voted on by the board okay thank you and and the other thing that we're looking for when we go through this series by series is to make sure that the you know the crosswalk of the numbers transferred correctly too because for example our community relations might have been you know policy 50 or whatever and now it's in the 1,00 series so we just want to make sure that all of that translated as well so it'll be a
031good opportunity to crosswalk the numbers too excellent thank you any other questions sorry is I think it's gonna feel like a cross between really clerical and then finding some that you go oh no you know what we might want to talk about this one I I think it's going to be kind of a in between and that's why it's you know it's important for us as a group to go through everything so that we do you know we dot our our eyes and cross our te's but then we also talk about the issues that for danur might require some you know more nuanced uh you know application of our policies like for example I want like what Kim was saying doing a hard copy would this be easier if we're in person as opposed to
032doing this over Zoom um I it would be nice to to be in person I think for some of these I think some of these um are going to be sort of like you know there's not going to be a whole lot of modification that needs to be done um and so for some of those that you know if we can accommodate a virtual that might work better for the you know purpose of us being able to meet in a more regular fashion um but you know for some of these I definitely think having some in-person conversation especially if they're lengthier and there's a little bit you know a little bit more Nuance to the conversation I think for us to sit down and and have that conversation faed to would be great thank you
033Kim you were saying um um what was I gonna say oh I know wait I was just thinking sorry um I was thinking one really good example that you'll find as we go through is you know the crazy hiring policy that we have where if you're a Cabinet member or principal you go through the two panels and there's all kinds of pages that's a very damber Centric policy so that's one that's existed for quite a while that works for us that there's really not a reason to change it but it's really unique to Danberry so we're looking to make sure that all of that got transcribed correctly into this new world that is the cave structure that's a good example thank you Kim Kate I I also wanted to offer um and just picky back
034on what I I think I I heard you mention earlier I think it's important that the committee be reminded that this is also a time and opportunity um if you know the board is hearing getting feedback from the community our parents our families and they feel like we need to revisit a policy um that this discussion takes place here and we use this as an opportunity to kind of advance and further that discussion so I just just wanted to remind everyone you know this is an opportunity to do that absolutely thank you all right before we continue any other questions any questions from non-committee Members all right item number two I assume unless you guys have other things to add item number two is an update on the policy review process um so I think
035Kim and I uh shared some of that information as we were going over this um but we would like to propose moving forward um to be in compliance with uh the cab audit um that we select a series or two to be the topic of each meeting um certainly if we feel as a committee that we need more time to uh delve further into a policy or um you know to extend the when you start to get into some of the Personnel the student records and instruction um those are quite lengthy we may need two meetings to go over all the policies contained within those um to Teresa's point we can uh note when the policy was last reviewed and adopted by the Board of Education um and then what we'll look to do is
036uh three things um are there any recommended updates based on the cave audit so we've brought all the missing policies back into compliance but if there's any recommended tweaks or changes or updates sometimes it's a new legal reference other times it's um you know a switch of wording um in the policy We'll add those if there are any policies that are no longer required or needed or kind of outdated that we' make a recommendation to remove those and then third look at the numbering for some of our series make sure that we're following the cave um numbering for all of our policies um so it' really be content or is there any that are outdated or need need removal and then lastly um the numbering or Cod codifying all the policies to be in compliance
037with c um and work our way through series by Series so Kim and I were recommending I just see that Michelle said she can't hear anything just uh oh can you hear now how about now now just GNA suggest you try to log off and log back in it could be the internet connection too we've been having some issues today for sure it's not even raining I don't um I will continue and then if I need to Circle back please let me know um so we were going to recommend that we look at uh the zero uh series and the 1,000 series um for our next meeting um what we will do uh is send you the cave crosswalks for those two series um link all the policies so that you can look at them
038and review them um and then uh you know we can talk through for each policy uh either it's fine and no tweaks or changes needed um or we need to make an update and these are what the tweaks and changes should be and lastly looking at the coding for those policies and for those two particular uh series do you anticipate that there is going to be a lot of revision or that we're going to need to sit down and person to talk to talk about any of them I mean it's always possible that that there's going to be more conversation but on the whole if those are relatively intact I think a virtual meeting will suffice yeah those are probably easier um series to do um we can certainly go chronologically in order or numerical
039order I should say um if we choose if we want to go out of order there's nothing that prohibits us from doing that but we were thinking to go series by series would make sense that sounds good um any feedback or questions from uh committee members all right um I would just like to say typically we have uh had a policy meeting once a month and the reason we're having two this month is just because we're a little bit behind in terms of trying to get this moving forward so I do want to thank Kelly and Kim for their work uh to make sure that this happens so we can get back on track with the work that we need to do policy is one of the more important responsibilities that the board has so
040um I appreciate everybody's attendance today um and their agreement to be here again for a second meeting this month um and also would just let you know that in advance of the meeting um please do go through the material uh do prepare any questions you might have it will make the flow of our meeting go a lot faster um and it makes it a lot easier to have those conversations if everyone comes to the table prepared to have them Terry you're on yes does Kelly want us to vote to say to agree with this procedure just to be formal or do we don't need a vote I don't know well there's no action to be taken by the board on this one so I don't think we need to to actually have a formal vote
041for anything is that right yes okay thank you all right any other questions or concerns from committee members okay um Michelle you were you were offline where when um um I think I'm back on because I can hear you guys now great did you hear that we were discussing about at the next meeting we'll probably be looking at the the zero series and the 1,00 series yes and then you had asked I believe a question about does it have to stay in chronological order and then they said no and then I lost a little bit but I think I I got the gist so thank you I think great thank you very much um any other questions or concerns from committee members any questions questions or concerns from non-committee Members all right um I think
042that's it so thank you everyone for being here um Kelly and Kim thank you for leading us forward um I know this has been a little bit of a a process and and a little bit more complicated than any of us would like but I certainly appreciate it um and uh thank you to everybody who's shown up today and and uh help with this conversation uh so I'll look for a motion to adjourn at 603 3M so mooved by Terry in a second please uh bridg it looks like you came in just under the wire there I'll go to get that to you all all those in favor please hi