001te join the meeting we all set I'm in my mind funny I where what are you saying what are we talking about yeah this is true [Music] you're welcome thank you you ready all right all right the time is now 7:32 I'm we call this uh meeting of the policy Review Committee um uh to order uh first on the agenda is the administrative guidelines regarding the transgender students um I decided to do my best to try to time box this um and most of the discussion tonight as we possibly can uh little bit of a recap in a way uh August 14th is when we had most of our discussion surrounding uh draft a which the administration had mentioned that was um currently in place at that time there was a there was a will
002of the committee to uh see another draft and that's why we're examining that today it was also the uh the committee's uh recommendation or siment to to follow follow along the sponsorship process for this particular um guideline and that's one the recommendation or uh the recommendation was made to have uh Sam as the PO the uh sponsor of this particular um guideline and that was a recommendation from David Trader I believe and uh that brings us to today where we have several drafts by which um there were um several meetings with that actually had uh the district's attorney in attendance as well as consultation with the attorney through through the process as well well um as um yeah so I have the intention tonight is to by the end of the meeting have a recommendation
003or maybe not a recommendation but a a uh draft to move forward to the board uh for the November committee meeting assuming that we have already have a in place the the the collective will of the committee on August 14th and not objected to was to move forward or take a look at a an alternative so we're going to continue down that particular process and I've asked Jared to help look at facilitate the process of looking at several different areas of the draft and have compare what language is going to be the strongest moving forward and so that hopefully we can come up with some agreement as what would be a suitable alternative to move forward to the board okay so I have uh 35 minutes uh to get us through the next discussion um
004so clarifying where we are draft a is in place right now um we are looking at is there an alternative that we can settle on to bring to either uh replace a or to have as a uh vote um at the board um and so what I'm seeing with that is either this committee is going to recommend it for replacement or you're going to say this is the this is the best option or options we have and we would like to call the question at the board and the reason I say that is because we have to be done with this issue we we cannot keep this rolling because it if if we if we can't come to some kind of action for the board on Thursday we going to tell you just walk away
005from it walk away from the topic let the administrative guidelines that are in place stay in place and move on because that's better than furthering indecision for our community for our staff for our students so with that to make things clearer for tonight there are two drafts that we're going to be working from we're going to be working from draft B and the newly labeled draft C draft C is a culmination of all the changes from both of the s's so you don't have to worry about those anymore they're there for you to go back and look at but that is the final and uh best draft that um the sponsor uh put together along with the administration and uh our leg content so um to clear verify we are going to be looking at
006both graphs B and C I'm going to ask the question of the rule I need to know where where we are is there support for one over the other for conversation put forward to the board is there a preference between B and C to forward to the board okay so I have you think of about that for a minute or two I'd like you to go back and reread them please get them in your thoughts and then uh if we don't have any one single one that we can pick out to put to the board we will have to go in and look at the differences between the two and start picking language to create a third and final option that will go to the board if we can't come to agreement on a third
007and final option then my recommendation is that we take no action to the board and we just let the issue die we committee we all agree to those options can I make a comment yes my understanding is that and I know it's gotten a little yeah derailed I guess as the word my understanding is C is supposed to do that so I guess I'm not trying to disrupt but my understanding was we have a in place C was an alternative that we've been working through for the last couple of months there's been a lot of changes that have already gone well C which is the changes from s am I correct on that okay so I I I agree and I think that can I ask are we not in a POS as of right
008now could we I would make the suggestion to go through C and and move forward with sending that if if we can come with understanding that c I don't want to keep going back and forth from B to C we've been doing that for the last three months and it's not it that that's been done we've had the attorney and I'm I'm just making my opinion we've had the attorney you're jumping into the conversation okay so I remember I said first I said first is there one of these that we can coales around for that discussion Point okay so I asked you go back read through them I I read them n times okay does anybody else need more time to read through them because if not we can jump right into the conversation I
009wasn't trying to jump in I I was just saying I wanted to outly a process so that we're all on that same process and I asked that are we in agreement to of the process you suggested we have one that we can call L on here it is I don't know that for sure okay I know that prior discussion has been let's look at more depth of that option and we did right I don't know if there everybody on the committee or everybody here that's on the board has moved with us and I'm trying to wonder if that's part of the struggle okay so so that's why I'm suggesting the process I'm suggesting tonight okay because I want I I don't really know nobody's called the question and said is everybody okay that we went
010down this path of SE I know that the committee right had established that path I don't know that we brought everybody along then that's my question if if uh I mean my my thought would be to bring one of these Alternatives or whatever we can come together on in agreeance with to the board as an alternative and the board can ultimately have that decision and uh then they can vote no on that particular alternative or they can vote Yes on that particular alternative um and then it's a board level decision and if they vote no he stays in place it dies at the board level thank you for that anybody need more time to read these over I do have one clarifying question yes but if there are I'll say punctuation and and just for
011example punctuation formality I think it's under 32e administrational work with the student and family to create a support team which may include but not be limited to okay so there there's something missing there unless I'm just not reading English properly so and there's there's another section on media and communication which is actually currently falling underneath extracurriculars where it probably should be its own breakout session my my only comment with that is that you Jared and your staff are typically holding on to administrative guidelines in which case tweaking them after they've been issued or after they've been approved by the the board is not something uncommon there's something that needs to be restated because it's a typo or there's a I mean these aren't etched in stone from a uh what's the right word for it
012typographically they may be ex Stone from a this is the policy we're going to follow but if there's some cleanup to do I just don't want to be on We're not gonna be hung up on on that kind of stuff we're we're talking about content that's okay we're gonna agree on to either small things like punctuation tonight but there are some things that I which version are you talking about to draft C right now as I understand it okay so again we we'll keep that kind of stuff at Bay we're looking at content larg philosophy discussion points okay then the answer to my second part of that I think I'm in agreeing with Lori if if the policy committee or anybody here is allowed to call the question I'm I think in agreement with Craig
013and Lori that we put forth draft C for a full board vote if if that's what you're asking okay I i' read them both everybody at the spot where we you do you need more time for reading or I do not need more time for read for asking um and direct me to the appropriate place for this um I'm not interested in pursuing um C or B um I think um the best option we have is in place um and you know I understand perhaps at the August meeting that maybe it was um in the interest of the committee to pursue something different um you know I made it very clear at last committee meeting I was not interested um in pursuing anything further and made it very clear that um I was in support
014of draft a um because it comes from Administration and we trust you to come up with the best um option for us it's also consistent with Title 9 and consistent with district 7 um I think it's you know one of those things thinking back to August you know committee meeting it might have been okay well I I guess we can see what's out there um you know it's kind of the idea of well now that we've learned what's out there and have been more educated about um what Title 9 in District s brings forth and those kinds of things um you know kind of similar to when you're a kid and you chocolate milk comes from chocolate cows but then when you learn differently as you get older that's not the case does and sorry
015I didn't mean to say that out loud and vers your bubble um but you know similarly since we've gained more since we've gained more um information and greater understanding on my part anyway um my support um continues to revert back to draf day so I'm I'm gonna hold you there y right yep um it sounds like everybody's read them uh it sounds like everybody has a position so what I'm going to do is I'm going to go around the room ask for your position without the other stuff this is why I support it blah because that can be done at board level right I don't we don't need to rehash that and we also don't need to rehash where we started from to where we are we're here and this is where we're going forward
016from okay so I'm going to go around the room and I'm GNA ask you to tell me um which draft you think we should put forward to the board um starting now so David I already said I'm prepared to call the question on draft seat on draft SE b b c c c a j thank you uh so uh C is the one that we're going to be moving forward to the board now I'll open it up to are there any last changes that we would like to make to see as we need to move it to the board we're no longer dealing with b and we know A's already at the board level di C does not have a title okay it needs a title what title would you suggest Dian I don't have
017a suggestion for it I made that suggestion at the last meeting that we have for policy yes so with it if it's transgender support whatever the answer back was this is regarding support plans only so if this is support plans only then it also needs an overarching policy in the purpose section it is written the board will this that is policy language that's not administrative guidance guideline language so therefore that would need to be rework okay additionally thank you or do you want to go around first and come back we're gonna settle that issue that's f i i I believe everybody else uh has heard that and I think we do need to have a title yeah does anybody have a suggestion for a title s uh the so the title got lost in the
018mix when we were uploading it the title is gender support plan guidelines administrative gender support plan guidelines so um I would I would appreciate um administrative procedural guidelines for gender support PL gender support plans sure does that does that sit well with everybody sure it does okay any other changes just to see that somebody would want to put forward sorry I was just going to follow up on the kind of clerical or Dramatical isue that you were looking at earlier that was under requests uh well uh let me say it's uh request no sorry um the first one was under three the process and then two gender support plan e um so fourth bullet second page Administration will work with student and family to create a support team which may include but not be limited
019to there's something missing I know what's missing just comment that question there there's something missing limit to what so additional words need to be put into sentence yep yeah I can pull that from uh we can pull that from uh asra to it's just uh I think that got cut out on accident no I wasn't too concerned about it I figured it could be I don't say added after the fact but if we're making now that's fine and then the other one was let's let's stop there let's get it fixed y I think okay so that verbage would have been to let me see let me see if I find it to DPI have requested it's just [Music] requests is that what it is no what's this I from not the sfts this is from
020the BS so under to the process in draft B under to the process and then it is under B yep and [Music] then uh and then if you look at fourth line down it's the sentence starts parents/guardians and others it would be the uh um those individuals The District administration determines have a legitimate educational interest such as counselor nurse and teachers all the way through support team all the way through support team yeah to develop okay do you see where he is ly yeah to those uh to those I'm sorry those individuals The District administration determines it's no it's uh to an individual support plan right here and then friends C sample students support plan parents SGU Guardians s and others all the way through support team in that same not meaning replicate things but
021shouldn't that then be up under number two support plan because that's part of the plan the support plan process so where David was referencing that's a great reference to just consultation with the support team but what you're describing is actually part of the support support yeah that's what referencing it is not what you just read it's under it's under the process it it it's under the process they're both under process it's just this this is listed as instead of what we should do is we should list them similarly like a so on this statement right here from and then that would be taken and put under the process gender support plan under e and this two supposed to be right there so two develop that was the the other question I had just for clarification
022on Drac um was under uh I guess that is second process um Roman numeral three requests which is item three B which is extracurricular activities triple I media in Communications uh District staff shall Direct Media inquiries to the superintendent the school has currently organized media and Communications header only falls under extracurricular activities and I didn't know if that was intentional to be the only spot where we mentioned media and Communications if so that's fine I just want to understand the author's intent or if that should have been its own that or under some other section of the document or if that's where it should reside should be moved out so like these cular activities number three or II should be C C thank you okay so that that's what I was kind of thinking so
023triple I should be C out dented if you will then uh to be part of the ABC of facilities and accommodations extracurricular activities and then see media and Communications Communications can I two would then follow still under that right I know is there but what you're saying is this but all of should be just semantics I mean they just okay so I I think what I should do um is Sarah and I will go through this document and align like content for like content in the same method that a has been laid out because each of them have um a parental price uh parental rights portion right um they each have a purpose this one has a purpose with a definition section um the other one has a definition sections but it it it doesn't
024call it definitions it's just a second paragraph right so we don't need to call out a separate definition section we will just have it as part of the whole purpose U but we can line them up so that it's easier to see for not only you as the board but our community if they were to put them next to each other what the difference in languages for Parental part bathrooms part wi part so on there may be a portion that is uh not align like doesn't have a call out uh I believe one of those uh deals with um uh compelled speech uh it aligns somewhat to um uh you know the the use of of preferred name we'll try to align that the best we can um but in instance if there's something that
025doesn't align you know we we'll try to make it work the best is that helpful to you guys if we do that okay there any other changes to see that you would like to see happen under extracurricular activities uh letter I intramural intramural sorry and Inter Scholastic Athletics number one the last sentence there um placement due to a student's gender identity must comply with w IAA policy and be approved by the board the board doesn't approve those things I mean for other I don't know why it would would have approval by the board in there that's not a board function yeah so we talked about this at the uh at the last meeting um with the legal council here um the idea is because it would be in conjunction with uh the U AA policy
026uh and I think if I recall the reason that she gave because that was a recommendation from the attorney that that terminology the exact wording of that statement I believe that or reasoning behind it was that when it's dealing with an external Authority like the WIA we also have to make sure that the board is on the same page I that would be my approximation of it that was few months ago so interesting um basically the attorney is saying um I wouldn't recommend you give your authority to any thir agency T launch so to have a review process um and she also said that doesn't have to go to the board if you you guys can valate that to Administration if you'd like um but we put it in there they just don't want the
027authority given to a third party entity from the bo Point okay thanks so again you guys can decide what the authority source is if you guys want that as the board or if you want that uh relegated to me as a superintendent or the team uh that is to review this plan um you let me know and I will put it in here can I ask a follow question it's not and I'm not trying to go down in the but I do know with WIA they also if a um and I'm not saying it has to be in here so maybe this is where we want to designate it to you this is just my suggestion there if um if a student is on a sport that is not their biological sex they are not
028allowed to return back for the wias is my understanding to the biological sex Team without like a it's got to be like a process you know there's a lot of different yeah all kinds of things so where I was going to suggest is that to put the superintendent as the approval um to be approved by the superintendent and that way then if there is a situation where it needs to come back it kind of would already then allocated to you because then I think that could cause some questions like so if they're going to go back to the bi you know the biological sex would then also have to come to the board does that make sense so I would suggest being the superintendent over just an administration because it it is um the member
029School makes the decision that agre after 100 that would be my superintendent how does the committee feel on that I I'm not a pol who would being approved by the superintendent you know David it's fine are you going to deferred committee correct okay I'm not a part of this anyway so can I ask a question of the non-committee member or is this only for committee yeah goad as I look at draft B it talks about in compliance with the wi and so I'm struggling here because the name of this is the transgender support plan but now we're kind of getting some things in about all transgender type things but we're leaving out others so I guess I'm not sure where this is sitting if if in draft B it makes sense because it's an overarching
030plan that deals with anything regarding the transgender population whether it be the support plan how to deal with them in different situations whatever yet the title of this is just a gender support thing but in draft B my interpretation of that is it's kind of in the hands of the WIA so correct me if I'm wrong but I I'm I'm seeing a little bit of confusion in what this plan is now is it morphing into something more than just the gender support plan I think both plans uh address the similar topics but from different political geopolitical angles okay uh and that's what what I'm trying to understand here is um draft a which was drafted by the administration was drafted in line with the geopolitical area we are in seven Circuit Court Wisconsin uh state
031supreme court um and other uh courts that are in that system right uh this one all more to the 11th Circuit Court somewhat Florida more state law okay um but they address these same topics in both parental involvement restroom usage um uh name uh you know a Cho choice of name those things so I I don't know I don't know where you're coming I'm the tone is different it sounds different whatever um let me go back to a statement you just made so draft a was drafted by you draft B was drafted by you but draft C was not um draft B uh and draft a were uh drafted by myself and the attorney uh draft B was because there were some changes uh and I thought it was um just to the restroom language
032uh and that was the only thing that was really changed in draft B um draft s came in as part of the discussion as looking at draft B to say Hey you know we we we talked about this we thought we were meant go further than that and at that point in time uh I believe uh David said so if you want to go further what do you want to do and usually uh when that happens we have somebody sponsor these things uh at which point Mr oal said I fine I'll sponsor it but I think we need to go further so that was the process again and again I I don't want to keep reiterating process I want to start here and say what what is different for you in them that we can
033fix the reason I'm asking that though is we have a process and we've said that sponsorship is for policy we have specific board policy on writing administrative guidelines and policy 8520 specifically states that the policy is written by the superintendent so right now we're trying to morph draft C to what the superintendent wrote at I mean that wasn't the directive that was coming into the meeting so now we're kind of on the Fly trying to do this to present something and I understand because we want to get something we've got to move forward with it but all right if this looks like superintendent language it looks like this is what um wi is saying in this specific one draft out SE sorry doesn't state it that way it doesn't look similar so I'm just I'm
034confused I'm struggling with not following policy I'm struggling with trying to morph something now to make it seem like policy has nothing to do with my political beliefs it has nothing to do with where I sit where this and that but we are we're elected to follow policy this is how we are rooted in our system and so now I feel like well we're punting and improvising at the last minute I'm just stating my piece and I'm struggling with that I'm struggling with this and I'm struggling with at the last minute now change this change this we don't have anything given to us in front of us I asked at previous meetings if we're going to do something like this put them in a side by-side comparison you're saying you're doing that now this is
035the 11th Hour we've already I've already asked for that I'm a non-committee member okay so you don't know and then to get I get it I didn't prepar because it wasn't there a couple of things that I need to say to address that and sorry sorry for my bluntness is in this instance polic is not working for you and trying to um be it to what we've been doing with our our policy work is taking too long and scumming up everything else that we're doing here because we didn't follow a policy again I'm not talking about where we were in the process I'm talking about what I suggest that we do to move us forward and that's the path we're going now so okay again if you want to argue that at the board level
036when these come to the board level and your support for or against please at that time okay we're GNA need to get something out of committee or we're going to have to agree that nothing's going out of committee that's what we're doing tonight and again I apologize for my bluntness on that Lor I I don't like carry on I know we were trying to move on but M we would typically not be doing guidelines if there was a policy we do not have a policy that just follows up um that is not necessarily true um there are uh you know at times rationale and good rationale for only having an administrative guideline there are times where a parent or uh overreaching policy is good but that overreaching policy usually is pretty bare and it says
037uh we delegate to the authority of the board or you know the board's authority to the administration to make an administrative guidelin in this and it's pretty bare sometimes there are policies that are very in-depth and then I have to say you wrote a very in-depth policy which is going to take a number of structures I need to put in place to make sure that our Administration follows that and then I write a guideline to that so it's all over the board I agree in in how we do that um so I just wanted to clarify this is one of those that has sat um absent of board uh input and discretion since 2018 and in 2018 the only direction that was given from the board to Administration was by a letter from the board
038president at that time to develop some guidelines we're not discussing this at the board level M okay and so uh that's the history of where we are today but again I want to I want to talk about where we are and how we get to where we're going okay Sam hand is hand up yeah so really quick because I totally understand your question um I think it's important to clarify a few things a was brought up as an update to the original policy that was uh that was discovered upon uh public records request then there was discussion at the policy meeting it was agreed that there were some adjustments that people wanted made to see an alternative draft that's when we agreed that I was going to work with you on that but you and
039I had some scheduling issues at that time and so I worked off of draft a and I restructured according to the concerns that were being brought to me the things that I thought were important to BR an alternative draft you worked on just adjusting that one aspect of draft a and that became draft B and we brought them both to the board so B was really kind of a fill in and so was s and then from there Yi and the legal council met at that point and we actually discussed for an hour two hours um how to adjust that so this was a collaborative process superintendent did work on uh every step of draft C uh it was not something that was just written by a board member uh so in regards to that
040I think that that can rest a little bit easier um as far as your specific question about uh the extracurricular activities and the way that it's phrase so this is uh the original language for the draft was transgender administrative transgender support guidelines I believe and the reason that we changed some of that language and we changed it to gender is because transgender implies a black and white binary whereas gender is really a concept that's expanded far beyond that and it doesn't exist on a line or between two points it really exists on a graph or even in a 3D space I don't know if you want to visualize it that way um so you have things like Neo or xenogenders uh you have Neo pronouns and so because you're dealing with a wide variety of
041things that don't fall on that L line between man or woman I wanted to reflect that in the way that the language of the policy was WR was written so the purpose of having the WIA uh language in here is because you are dealing with distinctions that are made on biological sex and so the WIA and those partitions that happened within Sports those are on the basis of biological sex so that's why there I I hope that that explains it a little bit um I did appreciate all of the you know all the questions that you asked and I I I really took some time I thought they were really well I appreciate that yet when you look at the questions that were asked 10% 15% were addressed through that so okay again again we're
042moving forward you know I appreciate the history but we're moving forward any other changes to letter C anything on professional development as I look at the professional development statement in draft C it's basically in layman's terms says there will be professional development around this policy or this administrative guideline so if you read between the lines so um different than what B was stating regarding profession do you have a suggested change I suggest changes go back to gra B does anybody want to Second the recommend ation to uh put forward uh the same language in draft B around um professional development I'm trying to exp where you have that the last page yeah last page training and professional develop item seven so anybody second that okay any discussion around the motion yeah okay what's your discussion
043why the necessity for all this additional um language and for training and professional development when um we don't really get into the the Weeds on that typically I mean if uh if it says professional development will be provided within the district as necessary pretty broad no it says as necessary for student requests regarding gity identity and expression so the only professional development that this would do is if a teacher has an issue or someone has an issue with how a student requests gener you know with the the gity identity and expression kind of piece sure so it's only on student requests so um I'm not understanding how to make a request for a support plan that's all that this currently States and I'm comfortable with that language doesn't be administrative guideline State what that is
044I guess I don't feel like we're supporting our transgender population through this and concerned that we are opening ourselves up for a discrimination piece if we don't do that because we do again have board policy that talks about gender discrimination and with that it does specifically use the words um gender identity in that so if we are not cognizant of that if we're just kind of turning our head to that then I'm concerned that we're opening ourselves up for um any sort of law student how do you defend yourself in a situation where you're not complying to your on Bo pause hold on um I'm sorry don't mean to no I just you asked why I think it needs to be broader than that I think that if we're talking there needs to be if
045we're talking about professional development saying that we're going to give you some direction on how to complete the plan or whatever that's not really professional development that's just here this is what you do um just just a timekeeping thing uh uh Mr chair you gave me 45 minutes we have five minutes left on that do you want to allow allot me more time um is it the rule of the committee to continue the discussion for another 20 minutes I think if this is we don't what happens if we don't we we have five minutes I think that Jared laid it out fairly clearly to begin either we call the question and we have the full board vote on whatever draft C is or we continue to debate this for another 20 minutes two hours two
046months and it dies in committee either way the first one gets resolution on it immediately and calls a vote in two weeks and it will be what it will be now you can read the room you can ask yourself where you think the board's going to land and you can say that's a dominant strategy let's Let It Go to the full board either for approval or for to die but if we continue debate it tonight it's going to die in committee but it's not going to be dead because it's going to come back up next month and it's going to come back up next month and it's going to come back up next month so we can try to fine-tune draft C and continue to put things into it that need to be there maybe
047they don't need to be there that all four committee members and six board members here have an opinion on but we're going to be there for a long time so then we'd all have to say yes Mr chairman we're prepared to spend another 20 minutes two weeks two months two years thank you Mr Sher uh chairman put out a request for 20 more minutes with that agreed upon or not we go around we'll go around to the committee agreed upon yes or no if if we're going to continue on changing things yes yes or no I'd prefer not to yes or no no yes or no I'm not main member I know but was tied you're a board member and I get to run the I I I was given the authority to run this
048if I say no does it if you say no it dies oh it goes to [Music] calling okay so let's call the question um are we going to bring draft C to the board or deliberation this goes to the committee only yes yes yes nope three yeses draft c as is um with changes will go to uh bo November thank you chairman the rest the agenda is yours all right appreciate your willingness to work through complicated issue that we are struggling with and thinkk you all right um next on the agenda we have uh a lot of 10 minutes hoping that we can get through it in 10 minutes but uh we haveen they have a number of different policies uh regarding uh you know how we handle funds how how we handle purchasing things
049of that nature um were there any particular questions or concerns G um yes I had one question after reading through them you call it my notes I was going to order the today but then it just easier I think it's going to be a quick yes no uh this was 6320 uh purchasing that's correct uh so 6320 I noticed just I'll say two things one our current limits 25,000 this one's been bumped to 40 if I'm 20,000 I'm sorry 20 sorry current is 20 this bump to 40 so that's do bother me just wanted to make sure it was intentional it was and then um I have just noted to myself uh if I'm reading the third paragraph uh the board authorizes the superintendent Andor designate to approve expenditures in the amount of $40,000 or
050less to cover any single single purchase order and I just put in here suggestion for discussion uh to continue with that statement or contract or agreement that is expected to result in purchases that may exceed that amount per year in Aggregate and we've had this happen before and I don't want to get into the you know call it the toilet paper contract sure each roll only cost a buck but if you go through 40,000 in a year are we approving a contract to purchase that and does that need to be under the 40,000 threshold or are there nickeling diming things like chalk or fertili or for lawns if it happens one at a time do they in aggregate when you allward a contract hit that $440,000 threshold and as it stands right now you're approving
051an expenditure for any single purchase order but purchase contracts are a little bit different so I don't know if that statements needs additional language so if how you have it work if you're talking about contract or contract for services yes right um the only uh place that um has typically gone kind of unfettered in most school districts are I don't come back every time I need to call a lawyer right we we know that we're going to have uh somebody on retainer you guys approve the firm usually um and and we move forward if you approve a curriculum right any reorders on that curriculum don't come back okay right if you Prov if you um said we're going to go with a technological service right unless we change vendors on that service or the service
052changes within the contract we had to a substantial point we wouldn't bring that back we would continue to move forward with that um a service that I could talk to you about is the services we use for our eCampus okay we don't always bring those back every year if we were to change vendors it right um or or do a bid out part of the question is just to make sure that and this came up three years ago on fisal when you looked at the aggregate purchases from a vendor over the course of the year and it was over the threshold and we're like well how did we end up over that threshold and you ended up over that threshold is because every single purchase underneath a contract or an agreement was three or $4,000
053I have no issue with it but I just didn't want it to come up again in which case if we needed clarification of the policy before we adopt Meola this is the time to add it if if we're fine with the fact that individual purchases that may over time exceed the threshold okay I just it's just a lesson for future fiscal committee members uh that's in policy and we're Jared and his staff are not covered by that here so that's why it's left out I'm just bringing it up now in case somebody wants to put it in on those big ticket items Basset mechanical gets our contract for maintenance on HVAC units sure each purchase is only $2,000 but in aggregate it's a $100,000 contract I know that that may be an extreme your curriculum
054one was good my office supplies was probably adequate it's it's a matter of I I don't know how those things are drawn up I actually appreciate your suggestion on that and um I I would be comfortable moving forward with that I don't want to limit J but at the same time I don't want there to be gray areas when right well it's not $40,000 yeah but it will be over the next six months remember when came I just I can AFF that and and I'm not saying this is the exact language I just what I inserted in there I'll I'll reread it in that third paragraph um eff says uh to cover any single purchase order or contract or agreement that is expected to result in purchases that may exceed that amount per year in
055agregate if that's acceptable to I mean I want to work with the staff on this I'm not trying to bust anybody on this thing I just don't want there to be gray areas in the future where somebody says hey you just went over 40,000 with that vendor well I mean that that again that's going to happen on some of the U discussion points I shared yeah you know if we're clarifying are we going to do some call outs to certain things I'm just but if we approve curriculum and we know the curriculum expenditures over the course of next year are going to be $75,000 they would be approved but each individual purchase would not be that that's I just want to capture those things that are going to result in aggregate purchases in a year
056to say that that overall yeah it like the overall has already been approved so it doesn't need to be separated out right okay as far as that goes where where this where this could hit yeah and trying just wrap my head around your suggested language and how that would hit us um for instance when um our our director of pral instruction um is uh purchasing uh materials right um they're going through a major vendor like MRA Hill or studio right now they may be aware of um and and do all they need to do for some some major curricular areas but a building May purchase something from mcra Hill that's an intervention the special ed Department might also purchase something from a grill you're telling me there's a vendor and now aggregate purchases are over
057that I don't even know how we would begin I said I actually said a contract or an agreement okay that is expected to exceed so it I recognize obviously Amazon we have over $40,000 year there is no contract or agreement with Amazon in which case they would be all governed on their face value of did it exceed the amount but if you enter an agreement with a I said the HVAC contractor a lawn service a snow removal uh uh anything that in aggregate theater Landscaping is going to bill you $1,000 per per time he clears a parking lot if it snows 40 times it's going to be 40,000 does the board or fiscal want to get involved when you approve the snow removal contract and I don't know what we currently do I'm just saying
058is that as this policy is written it would not require board involvement in the approval of a snow removal contract even though an aggregate it would exceed the $440,000 over the course of the year because each individual purchase each indidual invoice each individual check run would not hit that threshold as written right but um so this isn't vendor specific this agreement or contract specific in in interest of of that discussion um should we uh imploy a contracted Service uh let's say for energy or energy efficiencies uh through Alliant or we right um and we know that uh we get build monthly for those right um and we that that all goes to the board they approve that contract but that contract then goes over multiple years right are we going to have to bring every
059repurchase back because now in aggregate after the first couple we're over 20 no you've already approved the contract that's what we want with that yeah once you've approved the contract the expenditures are free to go want any that no nowhere in here am I trying to micromanage no I I'm just trying to make sure so I think what we're missing from your statement is um something that uh you know um captures the previous board actions right uh because again if if not I'm gonna have Administration who's going to come to me and say you know it's another New Year do I have to bring this back to the board uh for for services that we've been paying for year over year and valid point so if if theater and I already know who used theater
060we might right the point is he probably charges you 50 a year and each year where he comes up for his contract renewal is that something that has to go through fiscal into the board that's generally my question it's it's a good example because it's probably in that neighborhood where you never get one $50,000 bill but over the course of a winter you do get $50,000 worth of bills and it's an annually renewing contract so where do you want it to fall or or we have a number of micro contracts for electrician Services yes uh but now all of a sudden the next one's hitting a threshold and no expected expected toit if you're going to sign one with Midwest electric or United Electric or giraffe electric or Haiti electric and you know that those
061contracts over the course of the next year are going to likely exceed $40,000 then should the board be involved in approving the selection of that vendor but but my question is uh well first of all I don't know that we would know that I mean we we might uh be able to go through our whole vendor history and say you know who who do we who do we our vans we we we take them over to grinwald usually for oil changes and stuff if we don't do them ourselves right um the question is are those G to hit 40,000 said listen I don't have it came up two or three years ago and it could come up again I don't want you to be given the rope to hang yourself with nor do I want
062the board to turn a blind eye to things that are accumulating rapidly but they're all at you know 1999 and and that there's not the the view of it Sarah do you see anything else Sarah's online Sarah do you see anything else or any concerns with the the verbage um I'm not sure that I heard the verbiage exactly I think the only thing is I when we say words like expected I'm just not sure then at what point like okay if we expect it to we would bring it to fiscal but what if we don't expect it and it hits 40,000 I guess that's where I feel like there's still great area in that wording dis agreeing with you that's why it's just a nothing else leave it out I'm just letting you know that
063there's a gray area there that there is you may find yourself being asked a question by a future board as to why you spend $445,000 with 80 electric last year and you're like well because we agreed with them that they do our service and then they you know over build I I don't not trying to insinuate anything I'm just saying right now it's not covered right so I mean I I honestly don't know too many things other than some of the things I mentioned uh which is like legal services or textbook companies or something like that where we would hit that Mr chairman if not to carve out 8320 or 6320 for any particular reason aside from to entertain me but if we want to send it back to Sarah and Jared just to double
064check if they would want to re review that language in the third paragraph I'm fine with that I'm also fine with approving it as written but I just wanted to bring um I guess I would be for a different reason in the sense that um I think 40,000 is is a doubling what we currently have yeah and I mean I'd be comfortable with like a 30,000 maybe um if going to increase it because of due to inflation or ,000 a little bit more than I I I again any more Authority all more authority to us is is for you to understand um our threshold that you care to give us the Authority Under right if that's 10,000 fine we bring you everything 10,000 you know it depends on what you guys want to see coming
065to you we're just telling you in our experiences with a budget this big and an organization the size typically you would see nowadays that number so sure well I mean I the other part I just appreciate knowing you know that there's a particular process in place and that we're doing what we can to be fiscally responsible and and yeah if you got concerns that already I recognize you can jump to but at the same time I hope inflation isn't here forever and again the rationale for the the big bump is I don't think it's been really moved here in a very long time so it seems like a big bump to you where others are operating at that and and you know when I tell them my threshold they're like really you know and so
066I just wanted to tell you our understanding I checked the last four years not too long ago and it was 20 21% over the course of four years which means if 20,000 was good for us four years ago then it's obviously 24 now but it you know might bump to 30 and that's only to cover the last four years who's who's to say how long 20's been on the books it can cover 10 years in which case 30 to 40 is more than adequate or should be adequate I think um I mean I'm comfortable with 40 I'm not on the finance committee but I am comfortable with 40 from the standpoint of um I know I had spoken to to the when I was first on the board I had spoken to the um previous
067business manager and um spoken to a couple others in other districts and um for a budget our size it's unusual to see a low threshold of 20 and I was just going to say too I don't know last time that's been evaluated um so I guess that's why I mean I didn't really think much of 40 I was like oh okay good I'm glad we increased it because I think that's probably more appropriate but where we're at and Sarah 30 we do 30 but I just wanted to say I'm comfortable with 40 I'm I mean Part of Me Part of Me Like It Feels Like if we if we go 30 and that goes well and this can always be reviewed again um you know it's just um I mean I know on a personal
068budget it's like but when you're talking million it's a matter of I'll say effort uh or paperwork or documentation in the course of a year there's a dozen resolutions regarding expenditures right if they hit 20 they would hit 40 there's very few that we going to be weaning from the workload in that window right in which case we're not giving in much okay from a oversight because there's not that many in that window anyway right so you can take it or leave it it's just we're we've got a you know the the that Donaldson torret dust collector for the wood shop is 250 I mean we we get them all the time that are in a lot bigger number than $20,000 so it saves us a couple of resolutions a year I think it's probably
069worth it and the hassle of you know keeping track need ability to do their jici just just to put this in a context of uh what 20,000 is as a percentage of our budget .3% of our budget I understand just that's I mean when when you talking about expenditures Scott um I just wanted to put that may be but when when a member of the public comes up to me and says why in the world did the districts span $40,000 on this and and as a board member you have no clue about it and then you're just like wow you know I guess what I'm saying is I'm okay taking on that liability and that responsibility uh and asking you for the trust to do so Sarah as well if you don't want to give
070us that level then tell us what level you're okay with and we'll move for okay I'll just I just wanted to put out the the why sure and and and what it is sure PA from the committee orian I'm fine with the 40,000 I think it's just that like because it's going from 20 to 40 like you would expect to see like hey like can we you know just out of like it's not a matter of that I don't trust the 40,000 I think it's just that culture shock kind of a thing like you know is that an appropriate jump to me not saying that we shouldn't be giv a bigger so I'm not on fiscal I don't know I mean I don't know how frequently the 20 I guess I mean we see him
071at level right and I guess I guess part of my thought is uh I one of the suggestions that David had was to have Administration come back forward with um a maybe refinement of the language anyway on this and um we will but I I already brought you my recommendation for the for the dollar I'm I'm fine with pushing for 40 I did just send Craig you Lyn and Jared my comment from earlier that I didn't send before I got here you have the exact language that I suggest ask can do whatever you want with it at this point at this point based on the the the collective will the committee I'm I'm fine with the dollar amount moving forward to the board for recommendation and then if the board wants to chime in and
072say something otherwise yeah and and then Sarah and I will look at the bring some more language around how do we deal with annualized uh amounts because because I agree that I I would like to figure out something in there too because it is a great area yeah you know I'm just so don't take my comments as I was fighting against I was just think you know thinking in my head how would that work in in you'll have more examples off the top of your head than I will I can I can come up with Sarah Sarah will have plenty more examples than I can give I can come up with snow plowing that's about the extent of my ability to you know think can I ask one more question just because I think especially
073not being on fiscal it says bids or quotations are not required for blah blah blah blah blah blah blah less than 20,000 so is that saying we're still doing bids for over 20,000 uh Sarah I did catch that what was your intent in that area Sarah because I which which paragraph are we looking at I'm sorry it is after d then you go down and purchasing items with Federal oh that's just for Federal grant funds I'm sorry yeah that's what I get I went down and looked at the green and I caught it yeah and what we tried to do this time was tried to follow federal guidelines so we used like the um micro purchase amount in here and then we changed on the first page we changed the amount to 250,000 because they
074just changed that at the federal level so we were just trying to M mimic um what changed for the federal purchasing guidelines but yeah we would still be getting bids normally my dog's barking but um we would get three price quotes for anything over $10,000 for a single item that's on the first page and then the 20,000 that you're talking about I believe that is just the federal purchases thank you sorry didn't mean cause confusion confus yeah and then and the de debarred contractors excluded um after that paragraph um I know another dollar am of 25,000 but that's um uh for any contractor subcontractor with the value and excess of 25,000 the district shall include a provision in the contract or as a condition of any subcontractor reward that the Contracting party attest I mean
075is that is that just a another safeguard for the district at that point then uh it is it's another Safeguard and then the options so you select one of those options and the reason that we went with number three is that it sort of puts the onus on the contractor instead of the district to be double-checking that they're are not on that list so they should be disclosing that to us and then that would be a part of the agreement that they would have to disclose that all right I am any other comments or questions after we blew our hold 6000 can I just ask then are we I'm G to take this 6320 back to J uh Jared and Sarah uh yeah Sarah Duncan does it come forward as a first read after the
076changes or do you want it to come back to the next policy committee um I don't have a problem with it coming back to the committee one more time before it goes forward or I mean if it's substantially close to the language I propose then I think we're good bringing it forward to the full board if either Sarah doesn't like it or or rips it up and throws it out or changes it entirely yeah we'll know then maybe we'll need to look at it again but if it's substantially close to that language or the intent which is really trying to convey which is if if there's a necessity for both our protection and for Jared and Sarah's protection or things that aren't is it all right to the committee if if Sarah and I work
077on something yeah check it against David and if he says bring it to the full board we'll bring it to the full board if he says I probably should go back to the committee we you trust them to bring it back I'm fine with that suggested the word all right and I would like to hear Sarah's uh I'll say permutations or input on it things that it would cover and things that it might not in which case if there the acceptance it's fine I just okay nothing else on6 all right I good all right so Sarah uh if you didn't catch it we we got the language sent to us plus uh Lind got us all on on on track for that so so next is uh item policy 300 group 6 we have job
078related expenses um that's pretty straight forward y all right minutes gaining speed yep that'll move forward uh number D 4,000 group is the same thing only uh support staff support staff no comment on that all right I'll move forward for a first read um item e you policies uh 4331 and 4431 um employee leave update this was uh this came back to us uh because of the uh semester trimester that's been corrected with uh particular day in there dates rather days number of days days and dates everybody's comfortable comfortable that it was just a matter of being consistent all right well then that we'll move forward as well and letter F so thank you Margaret for all that work you did I'm sorry we didn't use you tonight but thank you that's all right I
079appreciate it thanks all right uh letter F NE Neil policy development process and the website update uh we see that we're slightly behind on our uh policy work um is it at all feasible for us this righty see all of the property templates and the operation templates for December is that I I doubt but we will try okay I mean I just want to be honest with you right you know our timeline is you know something you make a plan and you work your plan and if we can't get them done what I will do is I will bring back a new timeline you where we are the good thing is our timeline ended uh early enough I think it was kind of like February marches where we're going to have some uh you know
080um basically most the resolutions finished right and then gave April and May cleanup so uh we may push into uh finishing in April May but we'll still be well in time to be able to take it to the next school year okay right and so we've got a a pretty good cushion there I'd like to get it done by uh July at the latest because that's when the next mola update would come you know how we're yeah we're trying to incorporate these updates as we go and and so that's where the next update if we're not done by then um then we're going to have more work to do what we need to be done in June to have it approved by the June board meeting to yeah I mean and what I mean by
081that what I mean by done by July is we have an approved book and we're ready to go and really from July forward we would just be dealing with the updates as they come on a by annual basis from right you know we need to be done done done by in junee at the June board meting okay okay all right that's that's my back up plan we also have on here updates on website yep so I'll bring this up real quick um so I the website has been updated um I gota try to get rid of this so L is to show you all this one stuff uh to reflect our it's been updated to reflect the policy work so so just so you know you would go to you're going to our website you
082go to menu and then you go down to um wsd Board of Education and the board agenda summaries notices and policies link um and then this has all been updated so there are links here that will take you to to board docs um explaining what board dos is our board and committee meetings um I put out all of our meeting dates uh for the regular board meetings the committee meetings as well as who's on what board committees and then I've also put in um our I updated the board policy information and I've given a list of um you know explained what Neola is and given kind of a list of how we go through the sections and what sections are done the ones that are completed have the asterisk behind them and then we've got
083our timeline in there as well so people understand what's going on I also explained in here somewhere that um during the Neola policy or adoption process we are still following our current policy book which is active and so this also explains over here how um to access board docs and um how to you know manage your way through it so so we finally have that completed thanks well done thank you yeah so we are we all the way through the 6,000 then I think just about I mean just we have clean up yeah I don't have that one ask you guys just sent me that one for cleanup okay so I think then we'll be done we're officially halfway through is it kind okay that's good all right well thank you um I don't know
084from a number of policy standpoints that will'll be halfway through because 8,000 have lot the most all right any um already working on those uh Jenny there are certain ones oh yes big time she and Jenny are working on I'm accept I'm accepting some SOS on these shd there so uh item four of our agenda ISS uh future agenda planning was there any additional thoughts on future agendas no just keep on going right hopefully just I I I do have a future agenda item sure um I believe in December but we'll have to do a check in uh with Margaret and Sarah okay I've asked them to put a plan of work together uh for um fiscal slis committee around the extracurricular policy work okay that fiscal asked us to do um we scheduled that
085for when Sarah was done with the um initial work on the referendum and the budget okay well that happened in in October right right and um almost immediately after that I sent her an email said hey uh Lynn and I are going through old action items and this one is here are you ready to go okay and she said yep let me call a meeting together with Margaret and you and we'll start uh discussing what the plan of work time line is for that so does that hit fisal first though before it hits us I mean um not not the plan of work we're going to take the plan work to both just who were communicating well okay so like there is a l of work that's going to have to go into aligning all
086of these coaches and extracurricular positions to uh basically base step one of the the teacher pay scale which was what was the suggestion coming out of fiscal sure um so they're going to do some realignment work with some of that stuff and come up with cost because that's the other thing that they had to do uh so that's that's a lot it's going to take a lot of work okay um you know especially we're not hiring it out I mean and you know that's going to be a big alignment project and so at least our first discussion that was something that Margaret was going to try to weave in also remember Margaret's got other big projects she's working on right now she's working on the support staff stuff um and she's working on uh we've
087got um some uh administrative contract uh pieces that have uh fallen off this last year in the way of benefits because of how uh past language was written yeah and she needs to have a discussion about what those look like going forward inra contracts and um develop a plan of work with the HR committee okay so those are some other really big things that she's working on okay this year in conjunction with some of these smaller things that and and this aligns with that process as well well we're gonna weave it in okay got it we just keep going because why we're getting better we're out of path to better all all right uh any any other future agenda planning items not hearing none um number five are action items uh if we summarize we
088well the transgender guidelines draft C is moving forward as a recommendation from the committee and 30 was it 62 6320 6320 will be and then possibly come back as a first read as well and then all of the other policies that we discussed will'll be moving forward as a first read and in the hopes that we can get to seven and was it 7 8,000 series Poli is in December and could for that resolution for draft C uh would you oppose leaving that as its own action item or own resolution so that it doesn't need to be broken out from other first reads right yes the transgender guideline would be its own resolution are separated anyway so you might another question should be draft a I know it's not draft a not voted on should
089it be included for comparison for the board to digest or should we only put draft c in there no we'll put draft a and draft C just okay just for reference right um and those are the only two we're not putting [Music] the pass our board presidents going to have to decide how much and what kind of conversation they want to allow about process and other stuff you know um I hope it doesn't get fired down well we'll call the question if we need to call the question it's easy enough to call the question all right any other comments or questions I'm hearing none I calls meeting adjourned at 55