001yeah I mean I don't know I was just with what was in the agenda that's me all right me can you hear us okay Jared you're muted can you hear me when can you hear me now nope I'm not hearing you can you hear me now oh I should turn my volume up that's what's going on okay try this again can you hear me now I can hear you okay yep yep I'm trying to get to that yep can you talk again Jared I want to make sure you yeah can you can you hear me I hear you but it's not coming through meeting owl all right try talking again okay can you hear me there we go yep got all right sounds good can you hear me Lyn am I in gotcha I can
002hear you Diana perfect I could hear you perfectly too Jared thank you I think Margaret is also coming in yeah I am not seeed she planned on attending so she just not here quite yet are we live me are we live okay yeah yeah I always have stuffit because you have a little bit more room except for yeah sure you iing um this is I just I had to update the summary for April I didn't have you sign Sam oh very good how are you good thank you all right it's 5:30 and all this uh meeting of the policy Review Committee order uh before we get to on agenda I supped should probably like uh let Sam or whoever else may be listening what the meeting Norms are uh policy committee see as those is
003the first committee that you're attending as a board member um basically we're in the process of going through neol policy uh is as a part of the process of adopting noola and uh it's kind of a lengthy process we probably only an eighth of the way through it so we're trying to um get try to match up what policies we have with the with the Neola policies as best we can and then um if there are other policies or questions or concerns that come up along the way that are kind of heavy hitting discussions been trying to kind of Park them temporarily until we get through um the largest piece of adopting the neol policy into into existing got uh I I prefer to run this committee a little bit differently than how other chairs
004run their Committee in the um in the respect that I feel that it's important to not derail conversation um I feel like it's a it's a an efficiency Factor by allowing if a a non-committee member happens to be able to contribute to the discussion I feel like it's a fluid conversation fluid discussion uh please feel free to um raise your hand and we'll uh uh you know recognize you for um your concerns or questions do you know about me yeah okay I didn't know if you were able to go back and kind of look at but in the for the most part if if there's something that comes up that you see on the agenda um and you have questions about it please research ahead of time bring those concerns and questions up um because
005we want to make sure we get this as close to right as we can but we're also not going to let uh great be the ene enemy of being good enough and getting through the work at this we're just trying to get through the work and we it it's not we don't expect Perfection this first time through yeah we're expecting good yeah um all right uh first up on our policy uh on our policy discussion is uh the evaluation of the superintendent uh policy number 1240 and 1241 the non- Reemployment of the superintendent uh Diana requested that these get um pulled out for a little bit more discussion perhaps uh she had some questions regarding some of the policies uh I I would make the comment regarding uh that Diana um the concern that Diana
006brought forward as far as policy 1241 uh the non Reemployment of the superintendent specifically concerns about having um an attorney take a look at the policy from a legal perspective uh these particular policies that we we go through with Neola um happens to have been vetted by their legal process and their particular um and other school districts also happen to have um mirroring policies as well so unless there's something specific that um that we need to look at or other concerns that Diana happens to have I and think uh Diana did you have any particular concerns about policy 1241 um sort of first of all let me say first and foremost I don't know if I'll be able to raise my hand in this just because I'm driving um so just so you know I'm
007not purposefully interrupting anybody um so if through conversation I do just so you know driving and and trying to do that aren't the easiest of things um regarding 1241 my thought here is I don't know all the ins and outs what happened in the previous administration um I just I know that legal eyes have put on through Neola etc etc what I'm wondering is sometimes the legal eyes look different after you've gone through a situation than if you haven't so it's just wondering as a safeguard or a thought is it something that we need to do do we need to put together some sort of um guideline or process or document if we were to go through this a non-renewal and I'm I'm not by any means saying that I don't like what our current
008superintendent is doing I've noticed that from a process and procedure standpoint we are lacking in what's written so Fred is our president this year if we have someone different next year if we have someone different the year after that does this policy help us or what do we need to help make sure what we do is clean does this state enough to give enough guidance that was my only thought there is I know that you'd obviously have to go a deeper route than what the policy says my only question would be is this is this on the is it worded correctly to get us where we need to be I guess is the best way I can put it those are good questions I um I guess I I think it should be pointed out
009that in the event of the non-renewal of the superintendent not saying that's the case at all any any case in the near future on any of that but um in the event of such an event um legal council will be there involved in that process the entire time so um as far as the policies concern I think you bring up a good question um does this particular policy uh meet the the basics that it needs to to convey what occurs in this event I kind of think it does go ahead Tina um I think I know as we're taking a look I guess I tend to trust the um Neola version of this and I know that there's other you know questions about it valid questions on it um but I guess I'm also thinking
010about it from the standpoint of I know you know like this board we you know we're doing the dapes process and so I'm looking at it from the standpoint of I think the Neola worth like you know that does come from it's already been looked at through attorney eyes um and if they are recommending the language especially I think it would be important from you know the legal standpoint and things like that um you know we we might have D's process now but maybe something else changes and I'm wondering if their wording you know keeps it General enough that it covers Us for you know any changes that we may have in amongst the board but then the policy withstands yeah exactly so that's kind of I guess I'm I'm in favor of just keeping
011it unless there's something I I guess I I look at it too where um the difference being if we happen to have our existing policy happens to be more concise then on Neola policy then uh then I would tend to probably go lean more towards our existing policy or lean towards a hybrid policy possibly um in this particular case I don't believe that we have um anything as specific as this or um Reemployment anything else on 1241 not for me no okay all right so what I'm hearing is we're okay with letting 1241 continue to on the second read process for all righty so that brings us to 12:40 the evaluation of the superintendent um several different um points were brought up um I think I think the the first of which where was on
012paragraph six letter c a recommendation from board committee was recommended to be stricken um I I I do think that second because I that wrong sorry to interrupt Craig can I jump in because I had read that wrong when I read at the outset I interpret that in the outset typically know after we di you're you're breaking the evaluation process starts can you hear me now I'm gonna jump in here tell called me earlier today in case she broke up yeah and gave me her notes on it one of the things that she she trying to say here is that her thought on outset was in the midst of the process outset is at the beginning of the process and she was confused on that so her statement that she previously made about this was
013incorrect okay okay did I get that right Diana yes um in terms of striking it but we need to look at these six items because what this these six items is saying is that any one of these six could determine how this how the evaluation is conducted do we agree with that that any of those six items in isolation or combined could determine the process by which we evaluate the superintendent I I think that the language says that such a method may include all of those and um they could be all or the above I guess it does so my question is if there's something there that we would never ever ever do why would we want to list it good question that just opens it up for a a scenario well we could do
014this so that's just my concern is if it's something that we would never even consider in a million years I would move to strike it um and kind of go from there there are there are mult things that we could do in conjunction but there are certain ones there that I would beg to ask would we really do that yeah uh you have an example of that Lori um Lori Diana um so the hard part is is I'm driving at 77 miles an hour and the font in this is really small so I will try oh no don't don't um we could read it to you okay the first thank you with just discuss amongst all of us I guess is is this something that we would consider a normal thing to do in terms
015of evaluating the superintendent for the good of the group and there's six of them if we could just have a conversation yes or no by by means of the committee so so the first one is the superintendent's own self-analysis of the current status of of the district um initial thought of mine is that the superintendent is doing that on a daily basis and he's just actually communicating that to the board at that point um any thoughts are you asking me first at the group or in general yeah go ahead Diana oh I I was just I I agree with you okay did you have something I'm just inclined to keep those in keep all of them in there just from the standpoint of again you know trusting Neola as to why they have those in
016there there may have been situations and um you know again looking at it from the broader view you know I understand you know right now we have our structure you know as far as like it comes from the planning committee and things like that but it may not always be that way sure so I'm inclined I mean I'll I'll go with what the majority agrees to but I'm inclined to to take it as it is because of the recommendation and the review and we may we may get there um I think I think um I'm just respecting the the discussion absolutely that's why I just wanted to from my piece of it yeah right um letter B is the active participation of each board member um so every board member should be involved in in
017a superintendent evaluation I think that that one we can all agree with I don't okay unless you can help me understand it's saying that each board member determines the method by which the method by which we evaluate goes through the planning committee so I don't understand that one because the next one is from a board committee I get it do we want to say C says the planning committee or just leave it General committee I'm not understanding B from a board member our process in the evaluation the home is the committee the planning committee so I'm I'm a little confused there okay confused this is where we're getting hung up on this and where we can get caught up what of those letters we're going to use is that it's the at the outset of
018each evaluation determine the method by which the evaluation shall be conducted planning owns the method by which the evaluation is conducted for creation of that presents it to the board the active the action of doing the evaluation the entire board should be exactly so if we're going to have that language at the beginning at the you know then we should think of it in the context of Are We creating the method or are we doing the evaluation and Jared do you want to see something there yeah um I know you guys are headed down the right path here uh uh you know methods that may include um the the the question that I have is historically um my understanding is that um the board president and vice president or board leadership um has chose the
019has chosen the method of the evaluation and has communicated the evaluation after the process to the um employee this last year um our our board president said I I believe that that has that the the method should come from planning so that there's more discussion of the board as to how we do that however that is still going to be recommended to the board president and the board president will run the process is that correct Diana in your thought or what you heard there there is actually board policy I don't have it in front of me to which number our current board policy specifically states that it wasn't it wasn't Tony saying here planning should do this there's actually written policy that puts it in the hands of planning it actually policy it's policy 2121
020and it says this the superintendent and other licens administrators in WD shall receive a written evaluation at the end of the first year of employment and every year thereafter the written evaluation shall be based on school board adopted position descriptions including job related activities and shall include observations of the administrator's performance as part of the evaluation data the board shall re shall be responsible for the superintendent evaluation including the including determining the specific criteria and procedures it will use in assessing the St the superintendent's performance the superintendent shall be responsible for the evaluation of other administrators in the wsd and shall either perform those evaluations him or herself or shall direct those evaluations to be performed by other persons who have the training Knowledge and Skills necessary to evaluate licensed administrative Personnel the board delegates
021the superintendent the responsibility for defining and implementing a systematic program of evaluation for administrative staff covered by this policy please please go to the um policy that states what each committee is required to do it's in that one okay board operations I'm almost I'm almost positive sorry yeah I'm getting there this is kind of this is kind of a tricky area because if we're going to we're going to refer back to the old policy for board operations and and maybe not necessarily to uh the new adopted bylaws um we we have adopted bylaws the bylaws have superseded these then we should right okay so uh the templates uh with the bylaws I think it's the z00 Z policy yep that's where that's where I am in bylaws and policies administrative guidelines student representation 12 process
022vacancies Rec an 0 0155 committees what is planning say I'm in the wrong I'm in the processing templates and I need to be into first draft Queen should be did they I only know this one a little bit better because Tony and I had gone round and round with it a little bit of who leads it who doesn't it says this it says that just as I took over the chair position so I'm not trying to nickle and dime anything just want to make sure that we are um what's the word Universal Lynn I don't have access from here to uh the first draft clean uh because I'm not on I'm not on our our Network so um we're looking for policy on committees and how we hybrid that one do you have that available
023yep I got it what what does it what does it share under uh committees and planning so planning says planning includes work on the systematic long and short-term planning to improve the operations of the wusd to work toward increasing student achievement excuse me student achiev achievement and to advance the cause of Education in the schools and Community it is the responsibility of this committee to and monitor the processes the board will use for strategic planning board self- evaluation and the board's evaluation of the superintendent all right next so then so then what I think we should do in relation to that is um under uh 1240 right um and and I I have to get that back open for me um but having some discussion in 1240 around um not necessarily defining what's available but
024defining the power uh as given to the board in policy um 0155 and that will clear it up because then that will leave it as flexible is possible for you so you got even more than six options available to you um you got every option available that the policy or ex me the planning committee would discuss and want to implement and that actually gives you the most power as a board because it gives you any option that you've already given planning to discuss and so that's what I would recommend is to to reference uh policy 0155 uh at committees and and that the planning committee has the jurisdiction to set um whatever uh evaluation methods available uh for the superintendent so again that gives you that gives you U maximum power to decide how you
025want to evaluate and it would go through planning would would it be um acceptable for us to edit uh line C to say something to the effect of a recommendation from the planning committee per policy 0155 what do you think about that di I'm I'm thinking on it right now my initial gut either way this should no matter which of those six it should go through the planning committee anyway and if I understand what you're trying to do and it keeps it clean and I appreciate that does that really send a clear message that it goes through the planning committee regardless or does it need to come somewhere before the six items or is this splitting hairs I think we're splitting hairs to degree because um at the end of the day the process is
026is you know such that the board decides ultimately anyway how we're going to go about doing that planning committee is a yeah it they plan it they plan that method and I do agree that we should probably allow for some flexibility as things can change not just um one group on everything did you have something Sam yeah I was going to say um wouldn't you just want to have the greatest level of options available there uh why why restrict it just to the planning or the policy committees sure why not uh why not open it up what if someone on finance has a good idea or something and it does say method May yeah it seems must include all those it's some guideline maybe to keep it so I'm not trying to restrict anything I'm
027my role as planning committee chair is to help establish guidelines procedures structures and what we found over the last couple years is as a district we've lacked that so that's where I'm just wondering in this I'm not stating it should be one way should be another is if our structure is that no matter what method we choose it needs to go through planning everything we do decisionwise goes through a committee it's not that a committee has to deem this or has to do that it's that's the structure we put in place decisions are started at the committee levels they're they're vetted through the committee etc etc and so my wonderment is the way this currently reads to me is the committee is is one of six things but it doesn't read to me that it's
028vetted through that and again it could be splitting hairs in the fact that okay it's got to go through planning anyway and I'm okay with that I'm just in five years in 10 years in 12 year whatever it may be whenever that something happens is it clear to someone who's not in the room right now what our process would be is it clear that okay from here if there's something evaluation within superintendent it gets vetted through planning is that clear the way this is currently written if the answer is yes I'm okay with it if the answer is no it's kind of murky and to me it seems kind of murky but I'm one of nine if you all think it's Crystal Clear then I'm okay with it go ahead Fred just make a recommendation
029what if we pulled c out of this and we moved it up so it says the board and the superintendent jointly shall at the outset of each evaluation determine the method by which the evaluation shall be conducted via recommendation from the planning committee such a method may include and then we leave the rest so you have all of them there but the directive is it goes through the planning committee I would be okay with that if you say it may include but not be limited to right because that gives you even more uh more power slash Runway to think of new options out there for evaluation methods I like that and I like Fred's suggestion as well go ahead Tina I'm flexible on this I just wouldn't want us to have a situation where um
030you know we're saying specific to planning committee I mean that's fine I mean I I'm fine with wherever this ends up um but if we change the definitions of the Committees then we have to remember we have to go back into this policy then is tied specifically to that instead of just saying it's for committee sure and I think you know if the definition is in planning I mean I get it's not in both places um but if the definition is in planning then in planning is where the process lies and that's where it can be valuable what if you change it to the designated committee per board policy 0155 so that way when we change board policy 0155 it automatically triggers this one like that so by a recommendation by the designated committee yeah
031again so um outlined in policy 0155 determined by the method by which the evation should be connected via a recommendation from the designated board committee asline policies yeah such enough may include but not is not limited to yeah sounds like sounds like there's some agreement behind that as um more concise language that would okay fible I mean keep in mind the board sets policy the board can change policy and that includes how the evaluation process can occur and which committee owns that process well um all right so if we're good with that we'll move to letter D on this particular statement which um uh the note was to rework this um but I would argue that this is current practice um and it says a compilation of Assessments on a prepared standard form by individual
032board members which shall then be reviewed jointly by the board and the superintendent comments on that Tiana well I don't see that we have compiled Assessments in our current format okay so I sorry I think that the um the document is using assessments and evaluations somewhat synonymously and I it's probably not assessment as the same type of definition as taking a test you know or you know I mean so it's I'm I'm I'm comfortable with the with the language of Assessments but that if we have to change it so that it's a little more concise I'm open to that idea but well we've also made a very pointed effort to in we are not calling every time we meet a quarterly evaluation of the superintendent so that's another you know so if we say that
033assessments evaluation are synonymous we're we're not evaluating him four times a year the way the dpes process works so would you say that that that's where I'm that's where I'm struggling I understand what you're saying um but because of the way the dapes the way the dapes process is rooted it's not a quarterly evaluation you say that it's a quarterly assessment it's a quarterly review of the superintendent or quarterly meeting I don't remember how we phrase it but we purposefully take the word we take the word evaluation out well here it just are we still talking about D are we going to e we're talking about EX on E it says quarterly meetings between the board and superintendent during which no other businesses discussed that's what it you know I think that that's worded perfect
034that's D yeah she's talking about letter D where it says a compilation of assessment well I think this the spirit of what what the policy is trying to convey is is there you know as far as using the word assessment versus review or evaluation or what I mean it's giving you a variety of options you can pick from depending on the situation and it's saying it's not even limited to those is there a particular reason that you don't like the wording assessment Diane uh Diana yes yeah because if it comes back if I'm a new board member and let's pretend that I have an issue with the superintendent and I come in and I say well we're supposed to be doing quarterly assessments because by policy 1240 it says we're assessing him every quarter we're
035not doing that and so then we're in violation of policy by the way it's worded but again so I just yeah yeah anyway go ahead quarterly meeting supersede that because because it says specifically there which no other agenda discussed I think we could I mean quarterly meeting I think the compilation of Assessments really gets to the heart of the dapes process where we each individually assess him and then we do a compilation of those and provide that to by the board of superintendent I think that's what the what they're getting to with this um I mean you want to put in for clarification this uh is you know in the parentheses of such as the dapes process you know as for example just to clarify the wording on but I think that's what they're driving
036to get to sure but we abandon the Dave's process but it's still an example we use it example of a compilation of assessment I think are you comfortable with that suggestion Diana that we say something through I think I do I think that that's a good happy medium I'm just I'm just trying to not open us up to some sort of problem down the road again I'm looking at it globally if five of us aren't here and this has to go through you know is it clear enough for everybody you know what I mean so as that example yes that then would at least cover if we're in that D's process we may or may not be in that process five years from now two years from now and that's fine it just so we're
037covered no matter what process we're in okay I mean no matter what process we're in my the fact that it says a method may include to me it looks like more of Aid line of many options that you can include in your process but not that you're hand tied to use every one of those I think it keeps it open where if you do want to change the process okay that's maybe I'm I think that's where Neola though yes they have a broader view right so I think they are keeping us open into that because they know more than our narrow VI okay long as the I don't think so I don't think the particulars are important because you could not include any of those and you could do something you're still not going we
038can make jar put together a 10,000 pie 30es so can I ask a huge favor Sam can you repeat that but Sam can you repeat that could you slow could you just slow your speech down a little bit there's a bit of a leg and it's all mumbled together jumbled it jumbled so uh I said as long as the phrase may include is in the policy you can evaluate the superintendent by any method you choose as a board you could include all of those options none of them or something completely different including even having Jared put together a 10,000 piece jigsaw puzzle in 30 minutes that was the last part that was the fun part that I went too I age all right so it sounds like the the recommendation that the board is comfortable
039or the committee is comfortable with our and the discussion so far would be um a compilation of Assessments on a prepared standard form by individual board members such as the de's process which shall then be reviewed by re reviewed jointly by the board and the superintendent is do I have that correct that sound right okay all right we'll move to a letter e then the quarterly meetings between the board and the super and superintendent during which other business is discussed if we're going to have a closed session no other business should be discussed and um we should be having these meetings quarterly we're good with that all right y okay we'll move to letter f the superintendent's assessment of board efficacy and Effectiveness so this part I don't know as standing practice but I also
040think that um this is not a bad practice that the superintendent should assess the board eff efficacy and Effectiveness um and pass that feedback to the board so that we can uh learn how to um you know be more effective in either communication with the superintendent or also uh effective as board members uh the way that we um handle board norms and I do think that uh to a certain degree some of this occurring superintendent does seem to pass feedback to us from time to time as needed so I I don't Thoughts with that Diana so I agree with what you're saying I understand what you're saying can you not hear me hello can hear you now can you hear me now sure yes okay sorry I'm going through the hilly um I'm on a
041hill right now so I'll talk quickly I'm just not sure that my second bullet point there I'm not sure how this looks as far as the superintendent evaluation process this is falling under how we evaluate the superintendent so if someone could provide me Clarity of how that fits together in that process that would be great the way I'm reading it is if we're not doing our quarterly meetings not talking about other business or if we are not you know looking at you know I think if we're not doing all of these type of guidelines or come up with that process and we're not giving him I don't know how to word that I feel so yeah I I know I I don't have a problem with it and I think that it's something that could
042be useful but again I'm not hunt up on it because it's not something we have to do but I think it's important to be getting the feedback from the superintendent here's what even in this process here here's what I think go ahead while you got signal go ahead Diana my my thought is this is that I agree Lori that I think that the superintendent should be giving us feedback and the superintendent has um stated in roundabout s sort of ways and direct sort of ways that if we are not helping the superintendent to be effective or distinguished it's very difficult for the superintendent to be effective or distinguished I agree with all that wholeheartedly my hangup here is it's part of this evaluation process therefore if we are not doing what we need to do
043how is that going to be reflected in the evaluation of the superintendent so if we're not doing what we need to do and he's or she whomever the superintendent is is not effective there this or that because it falls upon us how does that go the way that's just where my hangup is so my my point would be that it's probably not common practice for the board to go into a close session for uh superintendent evaluation of the board um which uh when you have when you have superintendent evaluation and the superintendent would say you know bring up a point of hey the board spoke very clearly about this is is that not somewhat of an assessment of board advocacy um I'm just saying that there's there's much discussion that can occur about board efficacy
044in in the superintendent's evaluation I think that's a conversation that we we kind of have together on a way but go ahead BR what I don't like about that language is the the superintendent's assessment of the board efficacy and Effectiveness this um has the potential to set up a [Music] um contentious discussion between the board and the superintend it whereas um the I think there needs to be more clarity on this of it's not just the board's effecacy Effectiveness it is the board's directive of the superintendent so we we you know these are what our expectations are of the superintendent in this role this is what this is did the board provide that to the superintendent that's what I'm looking for the superintendent to provide and give the evaluation the board for if the if
045if this is thrown open to the entirety of the board's Effectiveness there could be a long discussion and it could like I said lot of things and derail the conversation around an evaluation I'm wondering if that needs to be more focused and I don't know if Jared wants to weigh in on that the value of that for a [Music] superintendent do you have any thoughts Jared yeah um I my only thought is this I I really like how we're structured right now um we in that we have a lot of uh communication that goes back and forth between uh board and superintendent um I I believe that those conversations are very meaningful at least to me I don't know if they're meaningful to the board um I I I do understand trying to find some
046Clarity for like how the flow is because I I think that we've all had some discussions about how flow looks or what that looks like um and I'm not really one to try to tell you guys how to evaluate me I can tell you from my standpoint one thing I don't um I don't like the feel of but I really liked the last time we met was in in prior to the last time it felt like I had to come in uh with um reasons to defend my job or my work right um and that that feels like the kind of evaluations that aren't the evaluations that um CEOs of companies are dealing with with their boards you know I I understand when uh people have questions about what did you do or how did
047you do this or what's the vision what's the plan and how are we going those are are highle discussion points um but me coming in and saying well you know I I did this this many times I did that that many times here's this thing um those are good updates that you know uh we should do on a regular basis and and not necessarily at an evaluation Meeting those are just my two cents worths um be that as it may I however you guys want to evaluate me that's your priority as as the employer I shouldn't as the employee tell you how to evaluate me and if you if you want some more guidance you know WB has some guidance for you and and other places but I appreciate the ask but I also think
048kind of inappropriate for me to tell you how to evaluate me I don't I don't ask the the staff how they should be evaluated I ask ask them about their evaluation I ask them if they think the process is getting to what we want which is to have better teachers and better administrators and and that kind of stuff but I certainly um don't ask them do you think I should evaluate you this way I think I I do see Diana's point on letter F I do see Fred's point on on letter f as well I'm kind of kind of leaning towards yeah there's a place for the superintendent to uh impart some feedback to the board um perhaps maybe it doesn't belong in right here in this policy specifically in a superintendent evaluation I just
049that's just kind of my thought go ahead Diana the one the one more place uh that I would say um don't want to give the impression that there's not a time or a place for me to have to defend some work right I just think that that comes at a time when I've been already put on notice that I in a plan of improvement and I do need to uh for the sake of the board share um steps I've made towards that but outside of a plan of improvements discussing uh larger areas of evaluative uh nature about you know uh where we're going as a district Direction um guidance from the board am I going in the right direction do you do you like how I I've LED large processes those are the things that
050I I think of when I think of an evaluation of a superintendent and very much appropriate when I've been put on a plan of improvement to then have to defend my work and and share with you the process and the progress I've made so did you have something Sam yeah so I just wanted to clarify so I think before the letters start it says the board and the superintendent jointly shall at the outset meaning it's not just the board the board talks with the superintendent about it it's not like we meet and then we're like boom Jared has to do the puzzle like Jared would be involved in that conversation typically anyways and just to clarify I I guess I'll phrase it like a question if we have letter F included in this policy letter
051F can be part of the method of evaluation correct it is yes and if if we do not have letter F in the policy letter F still effectively can be part of the process by which we evaluate the superintendent correct yeah it doesn't really matter because of the wording beforehand these are just suggestions so regardless of what's listed we don't have to use or not use anything according to the way the policy is worded in general which that's correct right so I guess this is this is where this is this process gets interesting with noola because they wrote you know well no see niola provides templates and we customize those templates right this is template this yeah this would be one where we could potentially strike F because it doesn't quite fit sure that's what
052I'm saying and I think that's where I was just making a comment you would also have to strike the word May in there because the word may implies that the board and the superintendent can create any kind of evaluation structure that they want to um even if you in even if you stipulate that it will be via the recommendation of the policy committee board can still say well we understand that's the recommendation however as a complete board we think that this needs to be included or this needs to be left out of the evaluation process so it seems like it's really saying you can do it the way you want to it's open but for the purposes of this discussion um f uh does mean it it sounds it sounds like not being part of
053that striking you are you you okay with that Dina yeah open to that idea all right so I think I think we'll uh move forward with striking letter f for the purposes of this so I I'm good with it thank you I do think it should be somewhere in a you know it does it go into the policy that talks about board evaluation I don't know if we can just somehow parking lot someone put a note regarding that thought somewhere because we should still get feedback I agree or don't we need it in a policy anywhere I don't know because I don't think it belongs in board evaluation then you know what I mean s evaluation yeah I don't know so I think we just put it down then if we don't want to have
054it in I I think that may been why it's here as an option but I think if we're kind of we'll we'll we'll leave that particular part of the discussion up to you I to find out where that would fit in planning committee I think um could someone could someone send me an email because I can't take notes while I drive if they can just send me that so that way I have that that would be great we'll have go ahead jar I say we'll have we'll have Lynn capture that and and put it together for us uh in email for planning L are you okay doing that for us y I'm writing a note right now thank you I don't see how how um the superintendent passing feedback about or efficacy and Effectiveness is
055necessarily a bad thing as long as as long as everybody assumes good intentions so all righty was there anything else on policy uh 1240 that that you concerned about Diana I think that we exhausted most your comments that's all of it I was just in case anyone is not in planning I just wanted to remind people that we are with the dapes process through the current evaluation cycle this year goes through December as a committee we decided to use a the similar process for the next calendar year as well so that means all of 25 so if we do decide we want to change the method by which we evaluate the superintendent that proposed suggestion would come sometime middle of the year next year to have time to research it and then would not be
056in effect until the 2026 calendar year at the absolute absolute earliest if we got started on changing the process midye next year so I just wanted people to be aware of that timeline that there is a Runway involved if we decide to make a change to to the evaluation process okay good we're as a policy committee I don't think we're that concerned about that particular process but I appreciate the information I just thought I'd share it but thank you all for your flexibility as I'm going through the Rolling Hills so sure sure thank you all right oh next letter B for discussion the ne policy 9190 changes for charges rather for Career and Technical education Pro projects did you want to take it from here Jared yeah I've got this one Craig um and uh
057I should say David shrer who was sponsored couldn't be here but um he and I have connected and uh I've got um a a process by which um we're going to recommend that we scrap policy 919 um there are some careful considerations that we need to take from 9190 um that um are uh getting to some of the things that we already have in some existing policy for instance um in 9190 there is a section of 9190 and I had uh Lynn uh uh put it forth on there uh it's the one to3d uh basically sentence down that says careful consideration okay um careful consideration shall be given to each project to ensure that the service rendered is not being exploited and that projects of the uh the excuse me and that the project is
058of educational benefit to the students I believe that if we look at our policy 3250 and if you can follow me uh to uh that policy now 3250 student fees and fines um where it says uh the first sentence there the WD Board of Education recognizes its responsibility for providing a total education program for all students in the wsd the board further recognizes that certain activities and courses may require special funding therefore reasonable student fees may be charged accordingly then I think it should say that section careful consideration shall be given to each project to ensure that services rendered is not being exploited and that project is of educational benefit to the students I think it fits nicely there and then when we get into um the the the series of that deals with business
059um we we have that captured and when we talk about student fees and fines and what the ne policy is around that we'll incorporate that hybd forward um the other thing that I want to make note of is that really the rest of this policy 9190 um is um included already in um some of our other policy work for instance um the uh the the discussion of approval of a building administrator under functional projects that is already covered in um policy uh 1323 I believe it is um and then um also um the um 32851 uh has at the very bottom of the first page that competition with local Merchants should be minimized whenever possible so we already have most of this policy scattered in different policies and when we get to and they're mostly
060in the the fiscal part um of policy work when we get to fiscal policies we'll make sure that we when we when we do that we transfer these over these statements so we really don't need 9190 and the concerning part of 9190 about patrons being charged only the cost of actual materials um that was a big uh sticking point for um some of our coaches um and especially um you know Jesse uh that that part we're not going to be dealing with um and and not having 9190 we'll strike that from from discussion so really um having these changes as outlined in other policies and taking the one change from this policy about careful consideration and moving that into um uh what number of policy was that again um uh 3250 that will suffice I
061think um and we won't need policy 9190 so the recommendation is that we make a change to an old policy that we will will be replacing in the future in the hopes that when this comes up for um Neola review specifically towards um fundraising or fees and F fees y that we we carry that similar language forward yeah and it's not a hope it will be carried forward because I've got um specific notes around it so um be prepared to see that come forward when we discuss the the new policy under fines and fees uh Andor fundraising that um the policy language in 3250 will also talk about careful consideration about the projects um so that Services rented are not being used to explo um and that the project should be educationally benefit beneficial to
062students okay there was some okay any other questions on that on on yeah we have the question of um is it would it be the committee's recommendation then that we strike 9190 are basically it's covered yeah okay so that will be Comm yeah we need we need basically two recommendations I think one that um 9190 uh be struck but that that sentence from 9190 be carried into policy 3250 um temporarily yep all right and that committee is comfortable with that recommendation all right we'll move forward with that as a first read thank you and I know that um there were some other questions considering that uh 3250 was on the agenda um regarding student fees and fines that may not be specifically related to this discussion but it is the discussion that we're having about
0633250 so did you have any questions about that yeah I didn't I I didn't understand why they you know why they were on there and things like that I had just had um if we're if we're not discussing the details of student fees and fines and it's just for the um purpose of the prent technical education projects that's fine um my question for the student fees and fines is as far as the current process of and how it's being followed so I don't that's appropriate at this time or if that's more appropriate for another time I I would say like uh if it's a process that um is outlined in policy um that that process lives in fiscal and maybe we should ask fiscal uh for uh their um their review of that process and
064um a um maybe something to come to the board uh through the review of that process another I just don't want to I just don't know if there's where it you know that's why I'm like okay I don't you know I have some questions as far as like how how it's currently handled and how it fits like is it being followed with the policy or is there something on either the policy side or the process side that needs to be looked at so I know that it's coming coming uh up when we're considering budget we're going to be as fiscal committee um looking at building budgets and fees and things of that nature that might be an appropriate time to I think T yeah you could get if it's a process get those answers and
065if there's something that needs to be changed in policy then I guess it just come back policy well I say yeah go ahead I was to say I'll say that um they actually just went through this at fiscal uh to reassign fines and fees and I think it came to the board level um at that time um I was in the room there there wasn't any question about the current policy there were some questions about some procedural questions that they asked uh um more related to how are fees uh assessed right um do you remember that Craig uh there was some conversation around that but um there wasn't a detailed explanation or a review of General procedures around fines and fees as related to the policy that is correct all right um there's also um
066on this particular on the agenda the uh Student Activity funds management fundraising rules um how does that relate to uh this discussion so um where where that related is uh the 32851 if you go down to activitygroup advisor right and the bottom uh thing uh on that um uh under it says competition with local Merchants should be minimized whenever possible I wanted that there so I could point out that 9190 also had in it uh something to the effect of um if this it is policy of the board to approve School schol sponsored or sponsorship of functional occupation projects as part of the Career Technical uh instruction related to occupations taught by wsd schools and then there was underneath that a line that says as long as they do not compete with local community businesses
067we don't say that we say competition with local Merchants should be minimized whenever possible not that they cannot compete I just wanted to outline that our policy has already addressed this um uh the idea of competing with local businesses and previous boards have already determined that competition with local Merchants can exist but it should be minimized whenever possible and I just wanted to point that out because there was some discussion about that in 9190 um but if we're canceling 9190 that's okay and we already have that um language um sorted out as to what the board's um recommendations through policy were on that that's that's all I have that there for okay sounds good um so can I clarify because I'm a visual learner and I don't have the visual in front of me so
068we still are allowing say our um technical education department to do servicing on lawnmowers for their unit on whatever because they're not taking over the local lawnmower business it's just a minimal fundraising event correct right it it's not like they are saying our Shop is open every Friday for uh tuneups throughout the summer right it's a one-time event we the the vendors in our area know that um we do this uh at the start of the year um they know that we're not looking to take over uh their business and or exploit our students to be able to do that for uh you know a very reduced fee uh to drive them out of business um and that's all that uh this 9190 was kind of trying to get at anyway uh and so uh
069I think I think it's resolved through other policy work now that we have and I think David for his sponsorship and our communication through some of that stuff thank you I know firsthand that Small Engines is a grossly underserved Market in our community so I don't think there's going to be much push back on that particular no they they yeah yeah um all right so then uh do we need to try to make good notes on on that one also trying to accompany these going forward in the in the future for or um I um Lyn and I both have the notes so you know we as as we're going into the um fiscal uh policies and these come up again we'll make sure we capture the spirits of those uh notes um and how
070they end up in policy right now okay all right sounds good so uh that brings us to letter C the Neil policies 3,000 and 4,000 um okay so I can I can lead us through that um the 304,000 policies are uh what we're leaning into right now um NE those uh Neola policies are heavy HR policies um both the 3000s and 4000s um the list that you have tonight are policies that uh we currently have um but as Margaret and I have looked through them um and Margaret has shared this with the HR committee uh prior and um a little bit through uh to the policy Committee in in this regard we um we have very outdated policies in regard to HR she uses them to the best of her ability and matches them up
071with current law to help uh HR procedures um she's here tonight and you can ask her uh on any of these policies if you want but the general consensus is uh 3122 um through 34301 that you see listed here these are boilerplate law-based policies that would replace what we have in the same regard to non-discrimination and equal employment physical examinations ethics staff evaluations and educator Effectiveness matter of fact our current policy doesn't even talk about educator Effectiveness in staff evaluation which has been around for uh since 2011 um ethics and conflict of interest grievance procedures employee uh anti-harassment and FMLA or family medical leave of absence so really um our recommendation uh from an Administration is have these policies as they are aligned to law and are required um as policy work just adopt the
072Neola ones because they're way better uh and more up to- date than ours so I guess I mean I I'm still going through these myself personally um I want to double check uh go through do the same work you did um just comparing and contrasting the old policies the new policies yeah I would be careful in contrasting with our old policy because our old policies are out of date that doesn't I mean they just don't hold value Craig in that regard well I'm not I I'm not arguing with that fact I guess I uh where I where I'm a little bit concerned and a little bit confused is um when when we say that a policy is out of date that happens to be more concise than our current than the policies being brought forth
073to D and um for instance the um 4 4112 which is the first one I went through it's the code of ethics happens to be quite a bit more concise than than uh 3210 the staff ethics and um it kind of spills things out a little bit more specifically I don't know that I could say that that doesn't have any um you know legal or legal Merit to having a more concise policy in place I guess I guess just in thinking about this and I didn't go back to the you know to the existing policies that we have I just looked at um at the Neola one um but I guess in things like this um there again I'm trusting the attorneys and the expertise that they have the most upto dat with relatable information
074you know based on case law and based on you know all different situations that they deal with as far as school boards um you know if we didn't even have some of these things that educator Effectiveness that we've actually been practicing it you know for the past 13 years but we haven't had it um you know I mean it's just like I I guess I I I remember back to when we started this process and you know it is important to take a look at you know that are going to be greatly different but it's also a matter of trusting the process and trusting what niola is giving us um I mean I know HR can be a very I mean all of these you know this is why we're doing this it's for liability
075it's for communication it's for you know um being able to have you know things to follow um I guess I'm not an attorney I don't have that background and so I personally am not willing to play with fire when it comes to that you know like I'm I guess I'm more trusting of neoba in their professionalism well I hear what you're saying there's something being left out like I don't want that to come back up the the other part of the equation is these the some of these policies we're still legally um vetted by previous uh legal teams so it's not like it's they're completely right but it's not up to date though I mean Law changes um when it comes to the staff ethics I don't know that you can't you can't say that
076use the most utmost discretion in regard to confidential information of any type is is somehow legally um a bad thing to put in a policy or use time granted for leave planning or workshops purposes of which it was intended or you know one of the other lines refrain from G engaging in any partisan politics including but not limited to promoting or opposing a candidate for public office or any type any item to be voted upon by the public in an election when discharging one's professional duties as an employee in the Watertown Unified School District is that in the original that's in the original that's really interesting to hear because one of the main things that people talk to me about was effected with some teachers who were doing that so that's interesting to note and
077and then it then it goes on to say any employee who is unsure of his or her actions in relation to this policy shall contact his or her supervisor or the Director of Human Resources now however it does say in letter i in the new policy refrain from using position or public property permitting another person to use an employees position or public property for part ofal religious purposes is the same thing it isn't the same thing because what it what this also this says is but not limited to promoting or opposing candidate for public office or any item vote to be voted upon by the public in an election when discharging one's professional duties so it's more concise um on a number of different levels vness that comes in with some of the language on
078here I was I was uh I had some questions about some of that wording but I think you're kind of providing a really good little case study yep I'm not more concise because there's 20 items in the first one and there's nine in the second one the second one the new Nea policy is more concise but I can see your point where we have the specificity in ours cover some things that there may be more General and cause gaps and the all Poli understand that argument and that um the question is does that specificity tie your hands down in anything where theola has given us more latitude the L was it uh it is not limited to but includes and then it had language in that last item specifically about political uh political things partisanship
079yep yeah so it doesn't as long as it says not not limited to or may include any kind of language like that it opens up for many other options it just specifies hey this is definitely something that's not okay right um so I think I think there's a larger discussion to be had about some of these policies yet um I'd like to go through them personally and break them down a little bit more um but I I'm I'm not comfortable giving up some of some of this language that's personally my my um St on stance on that go ahead Lor can I make aor so T I totally agree with you and I totally agree with you let me explain why so I feel when we're talking legal and making sure that we are covering
080and updating legal issues right there's things that are going to that was a big part of naola noola I on the other hand never from the beginning when we when we started talking about niola was under the impression that we were just going to adopt and because they know best I think it's important that we can still put in whatever input if we do feel like as a board at you know when it goes to the reading it it make those changes and as a committee come up with any changes that we feel are important to have because this is watertown's it's not yes it's Nea but it's still for our district and I'm not talking I'm not even giving a viewpoint on what you just discuss because I think there's a lot things that
081could be discussed in all these policies so I just wanted to say now we have to I I don't know if we want to keep going about this policy or I think we need to decide where where we're going to go I I was not able to get through all of them just you know we're just because of timing my my suggestion would be to consider um a July uh meeting okay um by which these will likely be there as well as as well as a any additional ones that the was able to get through um can I offer a suggestion alternative sure um we have two rounds of voting for the board would it be worthwhile to send thesea for a first read then it has to come back before a second read well
082I wouldn't recommend that as committee I'm not comfortable hold on because then you get to the board as a whole would have this in front of them and you can get the you can get you can get weigh in from the rest of the board members and then they'll send it back down to the committee before the second week and then the committee you could take this into the August committee meeting and then you can have that way that when You' got full why is all polies the reason I say that is because of the the legal aspects in this there may be more concerned than that just Le that as an option rather than having a speci meeting of the committee in July just a thought I I know where you're coming from I
083realize I realize that um time is important to try to get through these things as well um I just feel like um that we really haven't had the opportunity to digest them these particular policies yet as a committee um and um would be better Ser perhaps maybe we can we can have a deeper conversation in July on them uh so we don't slow the process up in a um by kicking it back to the policy Committee in August I do I do find Value in having a a larger board discussion but I I I've always um stated that um board members when they see the when they see our agenda they know that these are on the agenda and they if they are reviewing them with us and there's questions or concerns they should they
084should um come to the committee and weigh in at that time because we want to hear those concerns I'd like to have that work done ahead of time right and tell you then when you do the meeting minutes um in the board meeting uh call out special attention to these that you're going to have this and call attention to board members and request feedback okay um because that way you call attention to it and say Hey look hey you know we we're soliciting this because we know of the importance of this group of policies okay I like that suggestion yeah and I wasn't trying to be like that that wasn't oh no no but I just think if we start making you know exceptions to the rule it's just going to muddy the water and
085we're going to be confused in the future on how to process you know these are 90% of the way legally right and you want everybody to look at it in weigh end you have that option right Sor right that's a good I'd like to make one one other suggestion if I may um I agree with all that has been said which is amazing wonderful um one thing to take into consideration is in the old policies look at the last Revis date some of those go back to 2019 some of them go back even further 2017 so take that with a grain of salt and if I'm not mistaken I thought I remembered an policy committee discussion a year or two ago that isn't there somewhere where it's noted if the last policy revision was a
086major change or a minor change minor being something just changing like we do the mywsd kind of thing as opposed to whatever Administration versus superintendent vice versa so correct me if I'm wrong isn't that can't we see is it Major versus minor and whatever because back to the whole educator Effectiveness yada yada yada there are some policies that are very out of dat and yes they may have been revised in 2020 but if it was only a one-word change from superintendent or from administrator to superintendent or vice versa it didn't really affect the policy itself I don't know to what degree those committees um did it at that point in time I don't know what their process was so I'm just saying take that with the grain of salt as you go through that there
087may be some things that even though this might be worded nicer cleaner does it really get to what we needed to say or is it out of date I hear where I hear where you're coming from Diana and and it it probably kind of goes to some some of the uh M leanings too when it comes to uh policy that you know we we're headed in in a direction and sometimes sometimes we need to do um a little bit closer look at some of them to to clean them up a little bit um differently Y and and yeah makes sense I have two questions um number one when were these letter C policies when were these added to the agenda well they they were added to the agenda right away with the minor changes but
088then as Margaret and I were able to work on them like last week it was probably I think we they went on like Monday afternoon the the CH the the where we went through and chose the options okay so it was like Monday afternoon I guess I guess my I'm not I'm not trying to like plus he play but over it the end of the school year is very hectic and trying to get the uh because I have access to the Google Doc that happens to show the um all these particular policies are coming through and I like to check on that I'm not blaming anybody for anything I'm just looking at it from like okay so if we're not able to be prepared and then we need to set another meeting like I'm you
089know I think kindy to help us be more that my question my second question is in 32 3230 ethics and conflict of interest my question there is a process question just so I understand the markings on this so when I go to letter G said 30 3230 yeah okay yep when I go to letter G and it says professional employees officers and agents found to be in violation of this conflict of interest policy will be subject two so if it has the little line so the first and the second one that's what you want in there correct and then the third that's correct item that's completely line item out that one you want taken out that's correct okay that's correcta okay thanks that's it I'm gonna one to add here um and there's nothing for
090you to do tonight it's 3340 which is the grievance procedure I have had conversations with Jared during the last month about the process or agance procedure and the timing in which we have things and certain things one of the things is the board has 10 days to respond and then we have 30 days for hearing but we're holding the superintendent between the five days and then another five business days I think another 10 business days I think it would be worthwhile to have a discussion with the administration in regards to that policy on um timing whether or not there should be more latitude or you know how we do that what our processes are because that can be quite a quick turn around with the other time of year on these things and I don't
091want to delay anything but I'm also going to defer to Margaret on that there are legal requirements right stat statutes we have to respond to but are latitudes um let's talk to the administration on that too right yeah and I I I definitely like uh how how Neola has it within this um trying to get uh any um information and investigation done within uh the 10 business days um during the last two uh and the only two grievances that went from me to the board uh there there wasn't a way to fit it within that 10 days um during the last one um I believe there was a total of 14 business bu days that would have fell within this uh 15-day uh window um also within the last one uh the board had uh
09220 days to complete and um with holding the board meeting the review of our attorney the attorney getting that back to a board leadership and then um us turning it around after getting that that that from board leadership to the employee um which happened in the same day it was still 22 days I think that our windows are tight I I like how Neola has the windows it gives us a little bit more uh leeway but it also Keeps Us within confines of uh the the legal requirements that we need so I would really be in favor of us looking at extending those different dates Provisions within this document I am not opposed to extending the dates I I but I also so I also want to keep in mind the people that are issuing
093the grievance I think that um that they are do a certain level of respect when it comes to the process within a timely period and um one four weeks uh seems they'll be a little bit on the extreme time um three weeks I think I could get closer to being on board with that you should you should make note there too that communication's key here mhm we communicate out to them the process and say look this is the six week process four we process whatever here's the steps in the process at five days you get this at 10 days you get this and we have those communication checkpoints you have that listed up possibly in the policy but you have that listed out and we follow by them then it can be a six-week process
094but we say this is your expectation walking into the process part of the problem we have is it's out fiscated from the individual right now you know and then they sit with their hands and going what do I do with it you know we need to be clearly up front with this in the communication right can can we provide a little clarification so Jared's suggestion was to go with niola that has a little bit more latitude a little bit more timeline we don't have to extend it the full four weeks that's just giving us am I correct in this that's just giving us the latitude during during those crazy busy times of the year whether it be the end of the year between Christmas or Thanksgiving and Christmas where the schedule's kind of crazy different
095whatever so we're still in compliance so it's just a little bit of a safety net if you can do it in two and a half weeks outstanding in some cases it might be two and a half to three weeks but in other cases it might take the full four I don't want to say hey we're going to do it in three weeks because 90% of the time we can get it done in three weeks because if we have a grievance that comes in that busy time where we don't meet it that doesn't look good for us uh I understand the argument um I hope that doesn't happen well in three weeks time I hope not to yeah in three weeks time my My Hope Is that we should be able to provide um a greater
096greater clar ification to to the people that are um filing the G grievance um you know and and I I don't I it's unclear is this specific grievance is specifically for our staff um and I and I do think that when we put time timelines on on stuff like this we tend to follow uh those same type of timelines for other grievances in that process for investigation as well so um if we're going to set a precedent of a particular time period we have to keep that in mind uh for the for those of you know parents and for uh for students and sexual harassment cases and stuff like that um which again they probably had the state probably has some timelines on that as well I I I I hear where we're coming from
097I I understand I understand things get get crazy busy but sometimes a grievance like this you know grievances can be a priority too yeah any other any other thoughts I I don't disagree I'm just gonna State this because I don't wholeheartedly agree with you in that I'm I'm just trying to think in terms of like between Christmas and New Year's you have bus business days but you have employees that aren't necessarily there and you might have people that are on vacation and aren't necessarily there so you've got your it's it's an exception to the rule and so I'm just 98% of time this won't occur but you just don't want to be putting yourself in the position that it does and and maybe we can clarify that um business days when when when schools in
098session or something of that nature to what the law is go back to the go back to the statute stat right you know what one thing I think would be beneficial to us is um if I were to take this one um this grievance procedure process and talk to Dan who's helped the district through the last couple of Grievances and say Dan this is what niola has suggested you you see um how we work how how we've worked as a team over the last couple you also know how other school districts are doing this can you just give us another layer to think about you know I know that that'll cost us a little bit of money and yes we are using niola and Neola um you know put forth their legal consideration on this
099but it does get a little bit to um how we operate or how we have operated in Watertown and where he sees um that we can um put a policy together that supports our our staff through the grievance process but also supports the um board and administration through the investigatory process um and that they have to go through I guess it initially my thought would be that yes that would make sense if if it's something that I mean the grievance Pro policy has to work hand inand with our legal team that is going to be part of that process then then yeah makes sense that that you have that conversation I'm sure they're gonna want I'm I'm sure they're going to tell us what they want to um you know what what they're thinking is
100part of the team because when we get to this level U marget will tell you I will tell you um you know when we're going through this grovin process and and uh we're going through the in investigat investigatory part um sometimes we bring them in um and and it takes them time to do their processes um sometimes we ask them to to review right uh and review which portions of the investigation that we did need to show up in a final report for um the grievant right uh and so all those things uh weave into that process it's not just a process we own I guess is what I'm saying the process that we involve them in as well and so maybe having them you know give us some guidance about that might be good
101too and of course there's no premium charge for expedited service right um I I'm sure there are um you know uh but think if well and honestly Craig it goes to that point right I mean if the Hardline for the board is um we want these completed and done and put to bed um then you know don't even give me 10 days give me five days and tell everybody else in the world you're not going to hear from jured for five straight days he's going to be sequestered get this done right you know and then you have to sequester yourselves to get it done in the 10 days that you want to or or whatever you know I mean I I'm just trying to find good balance for everybody um when we get to these
102levels it's it's it's you know Administration wants to do it right you guys want to do it right um the grievant deserves to have that and and have it as expedited as possible because they're they're wondering they're thinking you know it's it's uncomfortable for them to get to okay so sounds like go ahead I would just like to a little humor right now and that is I'm driving past the Kalahari and as you're saying this there's a huge bright neon rainbow going through so it must you know have the kind of blessing or sign that hey yeah we're on the right track just my humor for the moment all right so um I think we we kind of hit that one pretty well as far as discussion wise is concerned was there any anyone any
103other particular calls I want to make sure that the actionable item under that one is that Margaret and I are going to involve the attorney to um get their opinion on whether or not the Neola uh fits and if they would make any changes is that correct that seems is the is the committee on board with that I mean yeah makes makes sense that we let's go ahead and do that um and yeah as long as we find some balance in that particular policy that you know we get the work we get some room to breathe you know and um yet still um providing dignity to the grievant in the process all right any any other any other um glaring things that anybody's noticed so far on any anything else they want to discuss on
104those particular policy well I know um staff evaluation and educator effect I can Tina has that that was that a recent Topic at HR or more recent I know you guys have been doing a lot of work and I just didn't know if that yeah I mean basically it's just that we follow State mandates okay so there was nothing that we need to worry about okay Mor education perfect so can I ask are these going to first read with the exception of um they're not ready for first read yet so we're going to they're going to be kind of we're GNA we're going to probably put those on the going do July I I'd like to do July if we can I know everybody's got vacation schedules I think July will be tight because we're
105already doubling up an HR and fiscal um so you're going to have to look um on a different day possibly a third and just not the please if we can make a decision not the team week yet I just got word back from Tina because we're trying to we had to reschedule planning because of the Strategic Discussion Group the community group and so I can now finalize and I'll get that out once I look at date I've been out of town all day to get that to the planning committee um since we only meet every other month typically um so I'd like to secure that first before you secure I just don't want you to take away one of the three dates in that teen week that we have available so I should have that
106information tomorrow I will I will offer up that you if you feel di confident to keep the planning meeting um we don't need everybody in attendance to the work groups necessarily but I'd like to be a part of the work group that is a personal decision if that's what you would like to do as a chair that's up to you yeah so if it's possible to move it you know I would just to give everyone that possibility because um I look at the last work group three of the four of us were there um and one was out of town and so I don't know if four of four would have been there so I'd like to at least confir or consult the committee to see what the preferences are before I make a decision
107based on what the date would be because I've already asked them to move it um just out of out of courtesy so I understand and hear what you're saying if we're going to make an alternate plan to that I'd like to get input from them first all right um what about July 11th is a Thursday um I don't see any board scheduled events at that time um on on the 11th I believe I have a library board meeting I write what about 12 there something that I would be a what about Friday theth that is July 4th weekend people tend to like Fridays but I mean I be open to it Thursday the 25th thur or Wednesday 24 Jared's at wda uh on the 24th in the evening I I can um I can zoom
108in if I need to on that one it's fine on Wednesday the 24th 24th of July yes I can zoom in I'm out of town Tina's out of town I think I think David Trader mentioned the latter part of the month he would be out of town David is out through the 24 okay so then what about the 2015 you back if we're will not be here till 8:00 at night if I will be getting up 2 a.m. gotta you want a meeting from 5:30 to 6:30 I can probably attend that however 5:30 to 6:30 not likely appr we'll see um I know people don't my Fridays but it seems like Fridays are usually open with the schedule what M 20 wait a minute I'm gone this would be after our board meeting we don't
109want to go that long de beats the whole oh on the we might as wait do that that don't we have it on the fourth Monday the board meeting is on the 22 of July are you looking to get these still up to the the board in July is that the intent well I think a that would be the hope but I don't know it's it may not Happ does the 11th work for everybody else I think that works it works for me I I don't know if if Thursday the 11th works for everybody else I can uh let the library board that know that I won't be in attendance um just another stupid question throwing it out there what about Tuesday July 9th what is what's that going what's going on Tuesday I mean
110it's not to say that we all have to be here every meeting I mean I just Tuesdays are not an option for me we do have these policies in front of us tonight if you if we don't have everyone could provide comment prior to the Tuesday July 9th is a possibility sounds like it could be a possibility for Tina uh I'm sorry no did you Tuesday oh you don't do Tuesdays no I would probably prer because we have ed Service that morning that's a long day a long day you know when you start at 7:30 and then you finish your night with so I would prefer the 11th prefer the 11th so it sounds like uh the 11th might be the best possible opportunity for us to move forward okay I will I will let
111the library board know that I will not be in attendance and hopefully uh do we want to do let David Trader know 5:30 well for anybody I mean I'm open to whatever what time is your usually your library meeting yeah so um it usually starts at like 5:30 and goes to 8:30 usually it's about three hours maybe you could throw it out there even if we wanted to start a well we we'll we'll T leave put 5:30 and if uh if there is a appetite forting earlier starting earlier starting time we will toss that out there as well all right so let's move on to uh D in special um it's discussion regarding approved policy implementation uh this is this is speaks directly towards so we have all these policies Neola policies and we have
112existing Uh current policy and and it's a it's a process that we're going through and it's not exactly perfect it's a little clunky uh and you know there's been enough question from other board members and committee members and myself that uh have a belief that you know not a belief but are a little confused in and what's actually active as policy um and how do we refer that how is this how is the public seeing that that sort of thing um and it sounds like perhaps maybe uh it's a process function as well with Neola so um did you have uh did you have anything to add about that Jared or any any yeah so um nea's preferred process is that um we go through the process of first and second reading but we hold
113over policy until the whole book is finished um I think there's some difficulty in that because there's some policies that our board uh really wants us to get going on and so the um niola has put together a policy template book that we could put um finished drafts in and we would be working out of two booklets two policy uh books um they would have to incur a little bit more work instead of just doing one wipe they would wipe out um specific policies of the out of the old book and we would be implementing um new parts of the policies for the for the uh new book uh so for for instance how that would uh work and or look is in the new um templates uh our new policy manual uh we would
114have um under the templates we have done um the uh oo bylaws right would be in place um because they've already gone through uh board approval and then in our policy manual that aligned with our old 8000 series they would just clean house on those old 8,000 series unless there was an 8,000 uh that didn't have a matching Neola and we said we wanted the parking lot that one because it might not show up in bylaws it might that that what used to be in Port operations might be um maybe in like seven uh in in their uh you know board policy 6000 series or something strange you know and we might come across that um and if we don't come across it we still have to make some decisions based on do we want
115to create a new Neola policy in the um bylaw section that will uh take that into consideration does that make sense yeah the the what I want to understand is um are we operating under if it went through second read we're implementing the policy now or are we going to hold it and Implement them all at once so my those are good questions the way that I feel like we have traditionally operated and I think we were under the expectation or under the assumption perhaps that once it's border prove that it it becomes policy and that's that's the way it is that's right now does that mean that for the sake of clarification when we go through like first reads of policy that we put a disclaimer on there that these particular policies will not
116take in effect until such and such a date or until such a date as when the rest of the Neola book is um policy but it just it just seems kind of clunky that way too yet you know it's it's clunky no matter which way you do it Craig I just need guidance sure what are we thinking timeline do we have a goal know we've talked about this but I mean are we talking months a year like you know what I mean like I think that may so especially when we started yeah remember when we started the Neola process they said most school districts complete the process within 18 months right so we started in October of last year which means it'll you know it'll be probably the end of the school year next year
117uh as we're wrapping things up I just don't know if that's the right I know it's conky either way but I feel like we do have an obligation to make these policies in effect well especially if we're um we're going through handbooks and we're also con conveying um changes to call especially if there's I mean if something huge legally comes up and we have to make a you know I something I need to bring up that we talked about at ed Service is you know we we're going to have to talk about the ACT 95 and that may be changing some of our policies well if there's so something legally that's out there right how do we not dis exactly there's a there's a legal legal um attachment to it yeah we just discuss how
118outdated our current HR policies are and how we wanted to adopt these as quickly as possible yeah if we did that and then sat on them for another year right exactly um my Commendation is that we do a two booklet um you know uh I know that's clunky when we having to look at which policies do we cover but we'll have to work very closely with niola to um exit out the policies that we're not doing um and keeping in place the policies that are still viable policies can we do something as simple as you know if we have our current policy book um where people would be um custom accustomed to referring to certain policies if that particular policy has been superseded by a by a Neola policy or another boardof policy put it
119put just the whole page that says C Neola policy this number or C policy this number and just be be done with it like no I think I think if I think if we supersede a policy we just remove the old one out of the old book that's what I think we should do yeah but then someone's looking in the old book is gone yeah the policy is then I don't want to misconstrue that we've pulled the policy you have this policy but you don't anymore what's the board doing we should have a reference to the new policy and minim yeah here's the old policy here's the head of the old policy this policy has been replaced by this policy with a link to the new policy that's not can I push back on that
120because we've never done that we've never in any policy work we've ever done we've just put the new policy in we don't have an archive of old policies over the last 30 years new policy just Trump's uh old policy um as if it's no longer there that's what I think he's saying to do so when the new ones put in replace yeah and then just keep doing that in a well yeah I don't know we can make note in here somehow within this portion I'm just making a suggestion here so so when we go to our board I can't see what you're doing oh I'm sorry I'm talking about um putting it on on um our can you share your screen I can thank you Jared if I can just add another comment on that
121if we did not if we waited to implement these all at one how are you all as administrators going to give guidance on on that's why yeah that's why I'm I'm not in favor of that I mean keeping up with the change Keeping Up With The Changes is already um you know head swimming a little bit uh and it will for it will be for like the first year or so uh um as we as we play catchup as we um operationalize any change and you guys know this uh outside of policy just any change in itself takes a good three years to make sure that you know uh what we've implemented has Fidelity and and that it's there so it is going to be a bumpy road we knew that um Neola told us
122that it was going to be that way um but I do think giving us uh the ability to you know um make some changes as we're going it's going to help it's clunky is all get out I get that um but the again the idea of saying well this move here um we've never done that in the past yeah I don't think I mean we we um as school districts I'm not talking here I'm talking in a previous School District we eliminated full policies uh that were in place and we're like we don't need this policy anymore right and we didn't we checked with legal council um it really wasn't servicing anything and we're like why why is this old policy in the books let's let's get rid of it right there was no mention
123of a policy that used to exist you know it's just gone right but I'm just shooting for a process I which you know we do we we're we are working off of an old book and yet we got this new book so yeah but we have a procedural process for that um not not a policy process but a procedural process we've got our spreadsheets that we go over with you Craig as the chair we if you want uh us to you know uh keep keep that fresh and put that in front of the board so that they can see the walkthrough chart and they can continue to see the progress I have no problem with that you it you know the policies that we have in place are a lot less to a degree for
124the board they are for the board we have to comply with policy but more so for for um other stakeholders in our district so it yeah how are we communicating that and the clarity of understanding of them are for external stakeholders right for the board I can navigate through this we're all figur this out tell us why we do things this way but if I'm a Community member y this needs to be easy and understandable and I've already had to help public that you know see the ne that you know they get confused they don't know what what's going where am I looking for a policy and even even in that regard that could bring up a legal question or concern right that if a board member is unclear on whether or not a policy
125exists and makes a statement of fact that says this policy doesn't exist no I didn't say that it was on how to find Poli I realiz was talking about a specific different are yeah policy but but when you have two different options you have the Neola and then you have the what is it I don't even know what it says when you're not active or I don't know what it they're archived yeah there's two different options that come up for a public that just looks up or that they a lot of times don't know where that what why that is that's what I was getting at not necessarily a specific policy but more of even just finding the policy so I just think it can be well and we were just talking before about that
126one policy and we referred to our new bylaws but are they our new bylaws yes we've approved bylaws first thing we did they're not updated [Music] in do you see what I'm saying where it get really conf yeah that that's exactly what we talked about because um you know Craig and I were having the conversation of you know we're we're not seeing the manual update as we've approved these uh and there's there's basically the process that Neola uses is well we don't usually um renew the book until all the policies are done that's what I had asked about is there a way to live in both worlds um he said that they have created for school districts in the past a uh new policy manual right um that that keeps getting up to date and
127so basically the old policy manual shrinks as the new policy manual grows um and and that's how they've done that yeah because I was gonna say if we didn't do it like if districts don't update it until they're done are they actually bored approving them or are they just doing the work and then approving them all I I don't know I don't know because I don't know is there a legal if we if we approve it it is approved through first read and second read it is enacted yeah that's that's exactly where it make we have not made any declaration from that Neola policies right would go through first and second read and then go into this quasy Zone exactly until they were done they need to be updated policy need to be updated I
128think we have any way around that right and I'm just trying to think other ways to try to help with this process um can we maybe on the policy landing page put some sort of U note out there that kind of explains that we're in the process of working through these policies and um that here's where you can find active policies and bear with us if you have questions maybe contact central office and we can do within board so I brought up our website uh our our site where they can get to board dos and I just feel like we can be doing some explanation and information here because this is the landing page before they go to Bardock so I think that now doing it if you do it in board docs it it
129doesn't really work that way sure um but I think that the website itself needs to be updated and I think clarification can be made there so I I think that's a good idea yeah so all right thank you for thank you for yeah I usings no did we Diana did you have any other things that you uh wanted to add to that [Music] or no I think we got to a good resolution I thought it was very helpful you know what Jared re-explained that your current board policy book will get smaller the new Neola book you know will will take better shape my question just becomes are we then working out of three books or is it just two two books so I mean l Lynn and I will be working out of four books
130we're gonna be working out of the you know different template books um right I'm thinking for JQ public for a staff member for a parent if they're looking on if they're looking for policy 61 23 I just threw out that number I don't even know what that policy is if there is one um is it just making sure they get to the right place not that they jump first to Neola where we haven't approve that one yet where it's still a um old Pol or yeah they're looking at policy or new policy I guess how how do they look through it we know because we're going through the process but for someone not going through the process is there Clarity and does the statement made on the landing page provide the clarity necessary that's just
131my thought right no I mean honestly you could make you could have a link on that page that just takes you to like a pictographic guide to navigating it that would probably be the simplest way to do it and I think that pictures I know I went on there before I got elected and I again what Lyn and I can maybe do is um when you log in right um You have uh two options uh basically um you have the option to authenticate or you have the option to enter the public site and wondering and and this is a question for niola um is to ask them if we can um clean up our public site to not have all of the um templates and handbook templates and everything listed and just list the two
132policy books and in the authenticated site having us have everything that we need access to right maybe that maybe that will clear up confusion exactly what thank you we we can we can ask Neola if that works uh how that works and if we can navigate that or or like even if it's just a board board docs function where we can just restrict restrict um access to the templates to um like administrative content yeah I understand what you're saying let Let's uh let's have Lyn and I work uh now that I've got a clearer direction we can work to try to do some more cleaning up and uh we'll we'll touch base with Craig to see how far we got and then uh um we'll touch base uh with when this should come back on
133the agenda for discussion so that um you guys know where we're going with that right very good so uh number three in our agenda says uh major policy revisions we don't have any at this time number four future uh future agenda planning discussion um there was a little bit of a a discussion uh specifically around um the the HR policies we're trying to get through them as quickly as POS possible within a a time frame of hopefully um get through a chunk of them by August yeah ideally you would probably we want to get through all of them by August um so that it it can be communicated to staff as quickly as possible um which also brings um kind of a uh function question of how do we handle that as a committee um
134initially I thought that there was um there's a little bit of a process in that um and and I I feel like we operate in such a way where the U policy committee typically gets the um first crack at the policy uh and then do some of the heavy lifting so to speak and then if there needs to be specific clarification in the policy to to refer that to the appropriate committee if necessary and from there the third step would be that if after it goes through that third committee then it should go forward as a first read um unless there's a lot of extra discussion that's involved in that particular policy that there there's concern that maybe the work is still not done then maybe it goes back to the policy committee but um
135for the most part I think that that is a process that we've been kind of operating under and I I'd like to think that that's still a good process um the reason being is because all of the other committees happen to have large agenda the way it is can you imagine saying uh to add Services you need to tackle this group of policies I don't I mean their their meetings are already long enough way it is too uh policy committee exists for policy and there's actually fair amount of chairs that are I mean David Trader is a chair Dina is a chair um Fred has been a chair in the past and attended the meetings um where in there's enough representation on the other committees I think uh Diana's attending too she's a committee chair
136as well where if if if there's a particular policy that that people feel strongly enough needs to come to their particular policy I have no problem with them advocating for it coming to their policy uh to their to their committee and and for further discussion but what we don't necessarily want to do is Task um these committees with too much homework so to speak um and I I know that Diana and I have ahe of this discussion about that in the past that if we are going to refer a particular policy to a committee that that there's a little bit of guidance as far as what that particular uh what is being sought from from that particular committee for instance um we need clarification on on these these pieces this kind of language and move
137forward that that that was was just my thought and I think that I think that's what Diana was trying to convey to me when we had that discussion um exactly and if I may if I may interject then at your next meeting Craig because I know this one's really long already and this may or may not be the place um there was a policy that was kicked to planning but I guess there wasn't a whole lot of direction as to what other than hey that's kind of a plan it's exactly what you're saying so what are we supposed to do with it at planning so a little Direction there yes um we will be talking about a policy and planning that deals with board development board Orient you know um new member Orient blah blah
138blah blah blah through that as a committee we are going to voluntarily look without the direction of the board hey without the policy committee telling us to do it but these are things that we would propose as changes and then we will propose that to PL to policy here are are our thoughts suggestions so instead of it coming from one member it would be coming through committee discussion so yes thank you for um making that connection so you're saying all of the policies like HR so all the policies come here and then the policy committee decides on HR policiy I I think when does it get kick to the HR Committee just for clarification because I know like in our committee Des description it says that we you know monitor HR policies and I don't
139think it you know I'm not looking to do double work in both committees and I don't I mean whatever we set up as process I just want to make sure that I understand hr's workload and you know we were trying to you know kind of determine if it's lost up or we don't have to make decisions about it um you know and that will help us in our agenda Tina if you're monitoring though if you know that but if you know that there's a policy that doesn't fit or that you're not doing something then that would start in your Committee in HR to make recommendations to policy you wouldn't have to wait for to come through the sequence of policy if I'm understanding what Craig is saying yeah I guess do I just guess this
140no no this this is the clarification that I think i' I'd like to to make um we're trying to get through the Neola process I think in normal circumstances um as the particular policy has been written that um if there if there are particular um particular specific items under which that particular Community has um jurisdiction so to speak of let's say finance committee happens to have perview of a number of different policies when when it's specific to policy or specific to HR that would be under normal circumstances when policy has been implemented and existed um this is what I'm suggesting as a workflow function so that we're on the same page as far as what's going what's going through who's handling what considering it's such a large amount at once does that make sense you
141no I'm sorry I'm still not understanding and I would say here as chairs I would expect each of the chairs to be the experts on the policies for their area so I expect you to be the expert for not you were you would Market the expert on HR policies so when they come the HR policies come up through here they would be going all right Tina and Margaret you know the new policies are coming through you know do you have anything on these that need to be adjusted or are we going to use the Neola one same thing with any fiscal policies or you know as an example the superintendent evaluation policies the should be waiting in on those from planning perspective policy Drive process so those policies that we have here tonight are going
142to impact your your POS your process as an HR committee you should be weighing in on those that make sense and I think what is that we just need to have you don't have to wait until they come up in the queue if you think that you know we know the Neola policies are going to be coming through you know when we get to that section maybe it's it's a lid and J say the next group of policies we have are the HR policy he and Market we're going to let you know that these are going to come up to policy in July you know so that you can have you can look at them and weigh in on them too so do we look in and weigh on them as a committee or you're
143talking about just as chairperson in administration it's up to you as a chair person ad to Administration to make that decision if you're going take to your whole committee or not I recommend you take it to your whole committee but if you don't it's up to you so then did I miss notification that like where should I have been looking to know that these HR policies were going to be in here well just where right now think that's just we figuring this out and and how did this come up and it just happened to be these are the ones that came up first we went you know what we need to get everybody sorted this process out with the idea of starting to block and tackle these because there's all the needs that are coming
144up I don't think we have an agenda right where we're going okay you know July and August we're doing 3,000 4,000 you know September we're doing 5,000 to 6,000 you know we don't have that set up we don't you know and maybe that's where we need to get to but you know we like again this is a lot and now we got to figure that piece out we we we can Define what what the next grouping of policies are coming forward um after like for instance which is in after the Quee of of um HR policies we we idea I'm sure Administration has an idea which is the next group of policies that are on Deck you know so it's not it's not just Administration um you guys actually approved which series we would go
145through at which time uh and so the idea that um you know if if there's reminders that need to be made to the board as to where where the committee is and where we're going next maybe we need to do that but the the fact of the matter is that has been out there uh there is a plan that we went through that the board approved and so if it was six months ago after 3,000 4,000 we should yeah October yep and then 7,000 8,000 then back to 2,000 and 5,000 so this was the the ne's recommended um order which we did we know the 6,000 would be coming up next in the queue right yeah for that what is that going to get is that which which committees does that impact in front of
146them or at least let the chair know these are going to be up for review so we can take a look at sure so um the other thing that I'd like to share and it's not for tonight's conversation but it's something to put your mind to is that once we get through b basically the bulk of all these changes and how we've set up committee structures to be oversight of policy in their areas in the event that we uh move forward into the future with basically two by anual updates from niola the question I'm going to have is do we need to have a policy committee anymore or do we take those biannual updates to each of the Committees when they come in and say Here's the ones that are human resources let's go through
147them here's the ones that are fiscal here's the ones related to students and everything else that Educational Services includes and planning you get the general bylaws and administration ones that I mean it's either that or or why are we having each committee um reviewing and revising policies under their area when we have a policy committee that's where I'm confused right right and and provides for confusion at best that's a discussion for later but I think there's in having that discussion but reorganizing committee structure I think is a larger discussion and and to I I anticipate that that's probably a long way out because um we're going to get through NE all a policy right and then we're going to probably start with that review process find tune some of them that's G to take it's
148still going to take a while because all I can say is when we get to instruction if you think Ed service is going to look at every one of those so I'd like to bring I'd like to bring us back that this is for a future discussion these are these are discussion yeah but we're digging into this a lot deeper right now than okay are we putting it on the agenda for next month or what month are we putting it on we're getting into the discussion itself as opposed to where in the future will it come that's true it's it's future I I agree but I think we we still have to figure out what we're doing with the HR so we have to kind of this out pulling us back yep yep so I
149I don't know the the process that I laid out where the the policy committee gets the first track particular policy first attempt at reviewing the policy and purpose of for the purpose of of workflow and to seeing and to see if for instance if if um like for instance the uh 3,000 policies that were brought forward a day if they were um if we review them and it just seems like they're close to being carbon copies of existing policy why would that need to go in front of HR you know right I know yeah we would just take care of that makes the recommendation on what the new version looks like Po NE place the policy we get rid of the old policy we take up some of the language from the old policy and
150move into the new policy here is the recommended new version those go to the community so I think what Craig is asking are you comfortable with them coming to policy being the chair of HR them coming to policy and as long as they're comparable and there's nothing that's going to that's that's what I that's I think that's a good but then if there some that need major revisions it gets kicked to HR but I don't know how do I know which ones get kicked to HR so so that's what I so can I can I can I interrupt for just a quick second sure go ahead um the the policy or how we've done this in the past is policy committee has enacted uh what they think is is good flow right when it goes
151to the board for first reading or second reading that's where people from their areas have in the past spoke up and then the board has determined whether or not we should kick it over to them for some extra fiscal content or HR content or whatever that was always a at the board level review not the committee going we're going to pass this forward for instance the planning committee spoke up a little bit about you know evaluation hey we're working on that right now um you know we've got some things to think about that and as a board we discussed that and the board said yeah let's kick it over to them well we did that as a committee um but we we did that in a clunky fashion which we' like to try to clarify
152and clean up but here's Here's my thought so like if um as a committee we're hoping that if there's some there's if you know notice a particular policy that merits further discussion at your committee level pull it out now you know what I mean so it doesn't have to go to the full board for for that particular um uh review uh that's different than what Jared just described though it is it is it is a little different yeah that's I'm just but I think if if you don't see it you miss it and we send it to First reading that first reading is going to be the time that after first reading it's going to go to HR that's what Jared was saying well I was saying that I was saying that if if there
153was some if there was some confusion at the policy committee level and or if the HR committee or whichever committee is working on this this policy lands in fiscal whatever after the first read when when it goes the first read saying you you know what uh there's some considerations that HR would like to put in place on this we'd like to have a crack at it in our committee that's a good time to speak up because then the board can decide we're going to assign it over to that committee or they'll decide no we're going to keep it here in policy they have a couple more things yet they got to work through on that I think it just is better to have that happen as a full board Clearing House as to where it
154goes versus uh a pass from one commit to another committee to a possible third committee no and you know like some and and the reason I say that is because um if we start doing that work with policy passing it from committee to committee what's going to stop us from doing that when we start talking about other things and and we've always said we want to try to keep it in one committee if possible we don't want to go committee shopping for discussion points we're we're getting we're getting in the W here we are so as to tell you policy needs to take what we have and what Neola suggested in the best of their ability and come up with something new whether it's Neola whole claw whether it's our old policy unchanged whether it's
155a merging of the two exactly this is what policy is doing once policy has done that then policy and pass it to whoever what other committee owns that if policy if we want to have that be after first read the policy goes here this is what we've come up with it comes up to first read and the chair goes I want that because we have considerations because this falls into my area of ownership fine that might be a cleaner breid okay from what jar yes Jared is saying because there has been confusion on I'd like you to look at this policy well why am I looking at this policy when do I look at this that might be a Clinger break because after that policy let's say HR looks at it still comes back to
156the policy committee before the second reading we have a clear delineation of function there well it's going to go from pby HR first read HR HR wants I know but I don't said look I like and this is the chairs talking to each other you know what Craig i' like what you did with the 3000s however HR wants to take a look at these and we want to because we have some considerations that from an HR perspective policy might not be looking at let us take this and take a look at this at our next committee we're going to read through this once we're done we're going to go there or feel free to show up at the HR committee while we have this consideration right and then and that work is done between the
157two reads so so can I can I just chime in one more uh point and the reason why we've talked about it not going from a committee to a committee to a committee the board or however it's going to go the reason it goes from committee to the board and then if need be re reassigned out to the appropriate committee is so that we don't create a walking Forum around whatever the topic is I don't care if it's policy or curriculum or whatever if there are certain considerations that have to happen from a different committee on a related subject in that topic the first committee that has it should do the clearing it can do take it to the board and if the board has to reassign it at least it wasn't the walking committee
158to reassign it it was the board taking action to reassign it what I'm saying jar that after if you take put this up to first read once the policy is done with it it goes to the full board to take action and hand it off right okay I think I think we're talking past each other in a in a way I think um I think what um BR was mentioning is similar to what Jared is mentioning in the sense that okay policy gets um addressed um uh as we've laid out in the process to try to best as we can match it up with um existing policy and recommend it for a first read then from first read then um the intention is that board members including the chair of those particular committees are reviewing
159those particular policies and saying you know what uh Margaret brought to my attention or uh Sarah uh brought to my attention that these particular this particular policy would better be suited for us to have another discussion and uh I would recommend this policy going to the HR committee for further discussion and then it would go to the HR committee for further discussion and then when they're done with it it'll enter into the first read again and then if there's anything you know in in hope that's the process that we have yeah ideally this should not happen ideally this should give is that transition process should be solid enough that when we create the new thing from Neola that comes up for the first read as board members we're reading through this and if we have
160any suggestions between first and second read we make them as a board it shouldn't have to go and get a complete you know re word in a separate committee okay that should be that we go through that work it get a first read we go to a second read you know if it does I'm going to look to the chair of that committee to say I want to look at that and pull that okay but really the process you guys are doing here it's been successful so far see reason why we don't need to this Diana's example from planning she said we need to look at that you know and I that's where we need we can follow the process I think as we have it we may get we're getting a little buddied there
161too for clarification I think we kind of pushed it towards Diana but I I'm talking about a different policy there's a second one that planning's gonna be looking at that wasn't pushed that's what Fred's referring to okay that makes sense are we can we get behind that [Music] process I here too from the committee that's my yeah that's fine whatever process there is I just want to make sure I have Clarity all right all right sounds good I think uh I think we have agreement on that J and so um the the thing that we've said we were going to start asking for to make certain um the list of action items that we need to take um so if if if um we could go through that list again um be before we do
162that can I throw one more out for future agenda planning please please do there was reference made to getting things done before the start of the school year I guess I would request is there a way we I know this is putting more work and I apologize but is there a way we can um take a quick browse through policy and see are there any Neola policies that would directly impact the start of the school year behaviors come to mind we had talked that there are some some discrepancies between behaviors and whatever I don't know if we've worked through that policy or not but are there other policies that impact the first three months of the school year that maybe should be pushed to the Forefront in the queue maybe not in the order that
163we currently have it so those are up and ready to go and then secondly for future agenda planning if that is the case can we revise the que and what that is and re publish that out to board members so that we can be more actively engaged in the revised dates of what's coming up when yeah fair questions Diana you you you hit upon something uh I asked this exact question of Jared too as far as like when what policies do we need to address before the start of the school year and Jared had a pretty good answer on that uh as far as the as far as the um the next grouping of policies coming forward I did make a a note of that as far as um but putting forward a a little
164bit of a tentative calendar if we stay on Pace hopefully um but that's you know we we meet every other month typically and then yeah things can change no no I get that but if we're gonna if we're gonna fast forward five policies because they impact the start of the school year that's going to affect the dates that's all I'm saying is can we revise that calendar then oh and republish out so that way everybody's on the same page okay what were your thoughts on um on the policies that uh need to get addressed before or potentially uh potentially need to be addressed before the beginning of the school year Jared I'm I'm struggling with that because um here's here's the struggle that I struggle with uh and and I've talked with Craig a number
165of times even since like March um there are there there are things that we want to get done right and we want um change and we want change yesterday on um if you see the stack of 300s and 4000s um just look at the ones that you have in front of you those eight look at how many pages of paper that is um that we're combing through you tell me uh are are do we want to put our HR policies in place and and keep the timeline on handbooks for next year or do we want to push off our HR policies and then maybe not get handbooks done again until even into next summer um there's there's so many things that our organization needs this is why we went into this this process anyway um
166if we if we continue to start handpicking one out that we think are important the list will continue to grow um and we won't have a coordinated approach through which we we have completed everything uh I I'd like to stay to the approved approach by the board back in October of the policies that uh the order that niola has asked us to go through and I'd like us to um just get through the work um and then get to good and from there go to great in the areas that we need to there are certainly some procedural things that have to be um done and completed um because that there are some some areas that keep cropping up that we're not uncomfortable with um but I also want to say like I don't think things
167are are devastating right now I don't think we have devastating polic policies or devastating procedures um I I know that there are places that get us grumpy uh you know that we wish we would have had better policies or procedures in place or or that um you know uh I was working from something um that had a better a better book to start with a better Playbook to start with right I don't have that that wasn't afforded to to me or or this board um and we have to accept where we are and we have to accept where what changes we can make but I know this I know going through this process and with as much EX expedited process as we can it will get us to a better place quicker than to start
168pinching and peeling off different things because we think that that's that's the that's the most important right now um and then that delays the process of everything else so those are just some thoughts I have I will do whatever it is you ask of me or whichever ones we have to put in place um but I will tell you that comes at expense of going through the process that Neola has put in place for us and that we've adopted as a board there's there's also a concern that if we don't get through this in a period of time we're not actually going to U benefit from from the the the full investment that we made into the program so we're trying to trying to be fiscally respons responsible as well by by sticking to a
169little bit of a process involved yeah if we don't get done in the in the timelines that we were set forth in our contract with Neola we're going to lose that and then we're really going to be in either we're going to have to ask for an extension to that or or we're going to have to just try to do it without that help and I you know because you guys do know that we go onto a sunset where we're we're going to a maintenance only then right we go to those by by um by annual updates and those kinds of things and so um I just I feel like if we keep putting um our you know what we think is important in place of the whole importance of everything um we're we're working
170on on things that are small in front of us but we're missing the whole game I know yeah okay right any any other any other particular questions uh or items for a future agenda planning all right I just brought up that act 95 that it's just kind of something that we have to be watching okay 95 it has to do with L and what we have in our lot policy but maybe we can just kind of let it play out for right now and share know it's uh required State Statute Chang that yeah it's just a matter of because our wording in our when we went to the L point we took we don't do class rank anymore on transcripts automatically but act 95 requires the top 10% of the junior class to be disclosed
171that on their transcript for admittance to schools so it just it's it's just something I don't think we're still working through ly stuff so I don't really want to jump the gun and I don't know I don't I know Jared wasn't there on Tuesday so I don't think we need to like approach it now it's just kind of like a it may have to be squeezed in there in the mix of things okay at some point tow right Diana are you following yeah I am this would be a great example of a policy that could originate suggestions in Ed Serv right so so um there's also is she breaking up for you guys because I can't I can't even hear her can't hear her either no I was done okay so so um I I
172will share like there's a difference between digging fully deep into our loud system and then doing Rank and then just just meeting the basics of the law to include rank how we currently um calculate rank right and so I I I don't want the law change to have to say well that means we have to change everything we've already done in laay right let's just use what we have in La put together a system that meets the law um and not have to really change all of L until we get through all of Neola get through our niola stuff and then we can tackle big things like LA and um grading systems in general U because once we get into L we're GNA say well L is informed by how we grade and are we
173grading appro do we have a grading policy I mean it can it can just bleed into so many other things and I think she was just giving the FY that act 95 I can't hear her I think I think you're you give us the heads up that act 95 it might be something that the board would have to approve be a policy is that correct well we we don't know it's something that it's just it was talked about it at service it may change we may not be following St law by the fact of our laot policy does that mean we have to change it right now no but technically there are some technicalities so we're always talking about the legal stfe so I just brought it up because it was talked about on Tuesday
174that policy may just the end not saying now not next week and just hey if you're interested to know more about it come to that Ed I appreciate that um I I also haven't I I also haven't um shared or discussed um the April changes to Title 9 right um I know that they're important uh and I know that that's law and I know that that's going to have to change our title n policy but uh I can wait until um Neola and we hit Title Nine and on the back end I can work us through the process that that are the legal requirements that we have to hit knowing the requirements but knowing that it's not finalized and approved through the policy committee um but again those are we we will we will disrupt
175the whole process if we dig in deep into every law change that happens between now and then all right sounds like we hit planning discussion pretty heavy um anything anything else no all right sounds good [Music] then wait wait wait wait wait wait did you all you didn't you didn't talk about action steps so did you finish that pie Jared had asked what were the what were the action items again for tonight so I'm just I just want to make sure that I'm clear uh as what they were so actions STS yeah so like I I know that um uh 9190 we were gonna um Lynn and I were GNA bring back a couple of changes to the the old policies I've got that piece and that we'll keep track of it um I I
176got that in the the 3000s um I was supposed to take three 3340 grievance procedures to our attorney to have them talk about and look through um and uh I don't I don't know of one that I needed to do in 1240 or 1241 oh we um there was nothing no no we made some changes to 120 we are you talking about 3210 Jared had no action items I was wondering action items I mean I'm not necessar back up to yeah I mean we we got the notes on on uh on the policy changes I get that but but was there an action item that I had to like do or have the administration do um and I want to make sure that like every meeting that we have I want us to continue to
177clarify our communication steps um it it was interesting that um you know uh you know I'm gonna make mention of a a piece that Tina had put together in email around communication and what training is the board have um you know we I don't have specific training yet for the board but just the just these kinds of communications right um is where we need to train ourselves to be improved on because if if the if the board and administration both agree these were the action steps and we know them and there's no confusion that's going to make everything so much better for all of us right and so when we when we had the norm that we were going to talk about here's the things that the board is asking the administration to do from
178this committee you know that that is going to be great if we can do that every committee meeting so I'm asking to today like what were the things that you wanted me to do outside of just the normal changes that we were making the policy because we know that those are going forward right um and Lynn Lynn took down the notes as to this change and that change and um that will happen but is there anything outside of me reaching out to our attorney on um the grievance procedure policy that the board wishes me to do from this committee meeting tonight I think that that's what I have recorded as well okay I appreciate that review then thank you and then I would like to piggy I'd like to piggyback on that that the action
179items are not just what the board and the administration do it's also important like we talked about if there's other committee work that needs to be done and these action items should be reflected in the minutes because the minutes are the are the recount of what happened at the meeting so if we ever need to refer back that's our written record of what occurred rather than listening to a three-hour um video to try to pick out what's there so it's our summary piece so it's just helpful and efficient okay and I think after future agenda planning there should on every because now that we've put that on every um piece it should have a recount of action step um yes so anyway just wanted to put that forward because it's what we what we thought
180of as a norm and it's my fault that it didn't get on the agenda but I but I wanna I you know I just want to make sure we start somewhere all right well then it sounds like um we will be discussing the 3,000 and 4,000 policies whatever else Administration will be bring forward uh in the July 11th meeting and then we have had a discussion around the approved policy implementation that will um involve the two book system with niola hopefully having further discussion and possibly even a landing page on our website oh see look at you brought up another one I have to contact niola about the two book system yeah I've got that in my note then um then there's the uh the notes I have for myself uh the when basically provide
181some tenative schedule tenative calendar uh when the next grouping of policies and perhaps maybe make it reminder for the next um grouping of uh policies so that people can have a heads up about that and also call out um uh for some feedback uh at during the meeting minutes so that the um so that the members of the public not not members of the public other board members can uh be in tune with the policies that are coming forward so they can potentially come to the committee meetings and have a discussion about policies that they are concerned about so um aside from that I think that covers it all right um so now it's 8:24 we'll call this meeting a joury thank you have a good night you too yeah sure