001and we need to do a roll call we just we just did one so uh I'll do the roll call uh Rachel choleski not here at the moment um let's see uh Teresa bizade not here Michelle Coello here here uh Kate Kanata here Richard gerton here uh Julie miliano here as well at least I don't see her on my screen okay okay so the policy committee meeting is starting and do you want us to review the required policies or are we waiting as you mentioned for Rachel to do so um I think why don't we get started um and because they will take a little bit of time did you all receive you all receive them ahead of time right so you've seen the links yes yes all right so I think we just start
002plowing through them um and hopefully they won't take too long and as Rachel comes in um you know when you all decide whether or not to push them out of this meeting we can respond to any questions she might have there okay okay so do we want to discuss uh required policy number one policy 3542.41 Food Service Personnel Professional Standards would anyone like to make a motion so that we could start the process I'll make a motion anybody want a second that we release technology I'll second that is this going for a first reading before the board yes yeah okay thank you yeah okay so so I think Kelly and I are playing a little bit of catch up with some of these um just to kind of give you a sense of where we
003are we've been looking at the list from Cabe of things we must have um and list of things that we need to edit and then the list of permissive things so we've kind of got a lot of weeds to come through um and we looked at the ones that are on the agenda for tonight as kind of the the simplest of that batch of ones we must have um and this is the first one right Kelly is that a good summary of Where we've been yeah so these first three that we're going to go over tonight are um cave required policies so they're ones that we should have um two of them we have nothing currently in place and one of them um the policy is old that's the third one you'll say um so
004they're pretty straightforward in alignment with State Statute things that were required to do and have been in place anyways such as this food services policy um but it is recommended that we have this policy on record um to document those foreign so the only thing I think Kelly and I have been talking a lot about this one um this policy gets super dense in the regulations um and so much of the running of our food service operations you know you've heard lots of people talk about it as kind of the Enterprise fund it stands alone and a lot of the functions that are described in the regulations which sit out there as as law that we need to follow um rest with Sodexo so you know they provide the dietitian it's their employee they provide
005the supervisor director it's their employees so much of what we were trying to do with this was to make it accessible for a district our size because it also vacillates depending on how large your district is make it appropriate for a district or size and also make reference to kind of the law out there so the laws the law is the law and part of the trick with you all in this committee is um you know you can write the current regulations as they're currently embodied and every time they change change you would need to go back in and change your regulations as opposed to kind of the way I would prefer it which is you make reference to those regulations and as those change this is kind of a living breathing interactive document so
006the policy is what you see first and then the regulations are really ones that we're going to follow the law you know whichever law applies to us we're going to follow always um so we did Pare this down to kind of reflect that tension with what's already out there is existing law and what changes frequently that we don't want to have to go back through and hold one of these meetings to revise and revise and revise to make the changes and if I could just ask him if you see here I scrolled the screen at the bottom under the superintendent is directed to develop Administration administrative regulations it lists the regulations that are in place relative to this food services policy which more specifically go into how we the nutrition program how we charge students
007for meals and so forth but this one essentially says that we are required um to have this program in place that we're required to meet certain dietary specifications that are also in place it notes um that the food services company which at the current time is Sodexo is going to be overseen by our Director of Finance which is John Spang and that has been the way it's operated for some time now and it details um the uh the program that's in place so um Kim and I have both reviewed this we've taken the policy and edited it for um Danbury to make sure that we reference the appropriate personnel there are also some exceptions in this policy for Cabe when a district is below 2500 students which does not apply to us so we've removed
008that and otherwise the policy is directly as recommended by cape thank you both can I make two comments one I'm happy to to turn the uh the chairing of the meeting back over to Rachel since she is now with us and two I'd like to make a motion that we adopt that we present to the Board of Trustees for adoption at the next regular meeting policy 3542.41 Food Service Personnel Professional Standards there's a motion on the floor is there a second a second seconded by Kate is that correct okay all those in favor I I motion passes oh Kelly that's one down and like 99 more to go yeah okay all right um bear with me as I get the next one up uh the next one is I think the most straightforward policy you'll
009ever see um this is on our minimum duty-free lunch period for teachers and it is very straightforward and simple and is already in our contractual language so I'll let you read the one-liner here and ask if there's any questions I'd like to make a motion that we adopt policy 4113.12 minimum duty-free lunch period for teachers and other certified staff and present uh to the Board of Trustees or the Board of Trustees the Board of Education of the next regular meeting second Ed by moved by Bridget segmented by Michelle all those in favor aye any opposed motion passes oh I love this committee okay uh this is your third one um this is on the Alcohol drugs and tobacco drug free workplace um and again this is um providing obviously for our school environment as being
010a drug-free workplace and lays out um just a standard policy again pretty straightforward foreign to uh present for first reading to the full board so moved seconded by Bridget all those in favor aye any opposed motion carries uh yeah this last one um is our pesticide application policy um this is one exception compared to the previous three policies we do have um a policy in place already for it but this is the recommended uh revision um and essentially um this policy um is really talking about when we do pesticide application um that we have to provide appropriate notice to students parents and Guardians in accordance with the law um that we make postings when those pesticide applications are are done and that we maintain written records for five years regarding all of our pesticide applications
011um and we have in references policy talked about um we do an initial notification currently at the beginning of the year but doing um uh more updated and more regular notification regarding uh the time at which schools are going to receive this um you'll notice here in I'm sorry which fan the school grounds are going to receive it but the notification going to families I should have specified that um and you'll notice here um that there is this option of an opt-out list or or an opt-in list I should say when parents want to be notified um and we had a conversation as a cabinet that we should just send general notification out through our school messenger um to all of our families regarding this um so that we don't need to um comply with
012that opt-in um All Families will be made aware of that if for some EX for some reason we decided to change this this would allow for a format to have that opt-in um but in kind of reflecting on this policy and some of the updated recommendations we thought it was important information for All Families to have so that summarizes this policy I don't know if there are any questions related to it I'd like to make a motion that we send this to the board for review and an approval hopefully sorry that's okay second Bridget moved Michelle seconded any just any questions I didn't no okay any discussion no all those in favor hi hi hi any opposed motion passes so what we have on on deck for you we we had two more on our
013list originally and Kelly and I have both decided we sort of decided and made a had a discussion with cabinet today or earlier this week about um there's two policies outstanding that we want to take a little bit more time with before we bring them to you um one of them is the Title IX policy and you know anybody that reads the newspaper knows that that has been wildly in flux depending on which Administration you're talking about what burdens there are in terms of um you know if you present any cases that allege harassment um and there's um as we grow as a district and the number of buildings continues to multiply um we need to do some heavy lifting on the Title IX coordinator and the process for resolving complaints under under the current
014law so cave has recommended some tweaking but we need to do some tweaking in terms of the size of our district for example um I am designated as the Title IX coordinator district-wide however um I do not conduct investigations at Rogers Park or at West Side because there are multiple and so those will generally run through our building administrators who are trained to conduct investigations who then will consult kind of through central office on resolution so our policy and the general policy really needs to to to straddle the fence between a one-size-fits all with one person and multiple sort of coordination and and then feeding it through central office so that's what we're looking at revising that policy again paying attention to the change the change in administration which changes the burden somewhat but also
015really um doing a good job at teeing up our Title IX policies in all of our buildings they are required to be posted in each building there needs to be forms available for people who want to file complaints and we have some lifting to do in that regard so what we're going to do is um we're gonna band be around a little bit more with Kevin kind of the idea deal scenario and then come back with you at your next meeting to talk about what we think that should look like because it does require some pretty good changes um and and those will be um I think in keeping with where we should be with our with our next our next iteration of this policy the other one um that we tabled for the moment
016and Kelly you want to talk about this one the evaluation of coaches the other one is um a requirement to evaluate our athletic coaches um so those fall under the direct supervision of our athletic director um and we do need to look at some of our systems and structures similar to those of you that have participated um in our teacher evaluation guidelines and guidance there have been some updates and recommendations for a similar level of evaluation of our athletic coaches um which has to do directly related to their employment and their rights under employment law um so we are working with Mr savastrini our athletic director to make sure that we have those procedures and structures in place and then we'll come to you with recommendations as far as the cave recommended policy of the
017law and the guidelines but how Danbury who's responsible in Danbury to do that how frequently we do that there is some choice that we can have in in some of the smaller systems instructors under that policy um so we just want to have the opportunity to flush that out a little bit further um and then bring that policy back to you um for for your uh you know review questions and and any feedback that you may have we have a lot of coaches a lot of coaches so it's a lot of um um a system that is Nimble enough to meet the requirements but not so overly burdensome that we're going to need more people to do it so that's what's on top three and and then after that and probably not the next meeting
018but then we would start to go through the series I think we had talked about at the last meeting as recommended um by cab um so one series at a time uh to just look at these are all of our policies in place there are some minor wording tweaks that they're recommending on some policies that haven't been updated in some time um so depending on the series it may be one possibly two meetings um but we can put together an agenda what Kim and I were thinking and certainly open to the group for feedback is put together an agenda for each series and then make the decision if it's a lengthier series um some of the ones that get more in the employment and HR department or the educational uh evaluation supervision those are a
019little bit more lengthy and we might want to devote more than one meeting but there are 10 different series that we'll need to review from the zero to the 9000 Series um and so that will be a process over the upcoming probably year or two to go through oh and does that include our bylaws um we just we just went through those yeah I think those were in the uh don't quote me what series but they were linked in one of the series so a lot of them that we've just recently updated we'll let you know you know this was updated in the last six months we might we don't necessarily need to make changes or even review everything but any one of the policies will be flagged um through our cave audit if they
020recommended that we look at it or reconsider it okay thank you those are our 9000 Series and we did just I feel like we just worked on them and we devised and yeah I mean the trick here is to make them broad enough that you don't have to go in to change them all the time but not so broad that they're gutted and meaningless and that's really the trick and then right before the pandemic when we originally had the audit done I want to say we added in um probably 15 plus policies at that time and majorly revamp some of them so um there was a lot of work done and then it was kind of solved and now we're back so I do think some of the series will go through relatively quickly um
021where other series we're going to have to look at a little bit warmed up yeah okay does that sound like a good game plan to everyone yes yes any questions when is I don't have the schedule in front of me what is the next policy meeting on the calendar give me one sec sure did we do one in December I think there's genuine I think it's January but I'm just checking December I'm pretty sure it's January look for anyone it's February yeah I'm showing February 15th yeah I see that one too six o'clock on the 15th okay yeah okay if there's a lot of work to be done do you want to you know add another meeting in just so that we can move the process along yeah we could do um you know we
022could stack a policy right before one of our regular meetings in January [Music] that might be a good idea it sounds like there's an awful lot to review and I don't think I'm looking at the 18th I know did we do tonight we're doing what policy at five and finance six yeah we have a community relations we could do a five or a six depending on which ones you guys go to if you want to go to both meetings we could do a five or if you want to do one meeting we could do a six are you thinking January 18th Camp yeah let's does that date work for everybody we can slide it right in that day I thought you're thinking five o'clock on that day okay sounds good and we'll keep so we'll
023keep the rest of the schedule the same but add this in as an additional Yes sounds good okay next one all right okay um motion to adjourn so moved moved by case second time Michelle all those in favor