001Thank you so much. You're welcome. You're on. >> Good evening everyone. Uh thank you for joining us. Following the policy meeting to order, policy committee meeting the annual school district uh beginning at 6:09 p.m. With me at this meeting is myself, second vice president. Um, President Lisa Johnson may be attending later on and trustee Megan Mesman was unable to attend this evening. I also have with me uh superintendent of schools Jack Dr. Junior Talbert. I have assistant superintendent of uh curriculum and instruction Mary Stevens director of human resources Dr. Orlando and interimm assistant superintendent of finance and operations Joe Der. >> All Dr. Taylor, I'll hand it over to you. >> Hey, great. Great. Good evening, everyone. Uh, so yes, come on in. Make yourselves comfortable. Well, we're going to start with um 8636, which
002is our regulation for our artificial intelligence policy that the board previously adopted. Tonight, we are prepared to discuss the regulation as to how we're going to um outline our administrative steps to comply with policy 8636. And um our assistant super for curriculum, Mayor Stevens, will take the lead. Great. So, I did I think there are two versions. It's the one that I just handed you with the highlight in the middle of the page that we're going to look at. >> Yes. Um so the first section of the regulation sets the authority and the purpose of it. Um and so it's to establish a procedure for the selection, review and approval of all Gen AI tools and it lists the areas in which we need to comply. So, we did reference a NISPA policy that we're
003hoping that we consider um about student privacy, but also policy 5500, which I gave you a copy of about student records, the EDL law 2D, which focuses on protecting both student and principal personally identifiable information, and the newly created district policy 8636, which this would be the regulation accompanying that. Um the scope of the regulation would be any generative AI product or tool procured for student, employee or contracted vendor use. Um so we wanted to make sure that anything that was being used in the district on our network for any individual would be covered by the regulation. Um the third section is about the procedure for vetting and approving new geni genai tools. Um so that would um the vetting would come out of my office, the office of curriculum and instruction and all of
004the tools before we procured them whether they were free or whether we were paying for them would have to go through the process. Um it does outline the submission process. So, anyone interested in uh purchasing or using a tool would fill out a form which I think there's a draft in the other document that we have um a form about wanting to use it. um their supervisor would indicate whether there was pedagogical merit to the tool um and then move it forward to the data privacy officer who right now is me. Um so it would all fall in that office of curriculum and instruction. Um a review would um prioritize the compliance with the EDL 2D um and focus on the privacy and security of students. So any of the tools that we use, we
005would need to know what data is being collected from them, how it's being protected, um and what the plans are in the event of a breach to notify families, making sure that it is compliant with the parents bill of rights. um all the elements of our policy and any FURPA uh regulations and there is information about checks that we would do to make sure that um the tool remains in compliance throughout the year. Certainly AI is um an area where things are changing rapidly and just because the tool is compliant when we procure it doesn't mean it will remain compliant. So there would be integrity checks just to make sure that the tool is remaining in compliance. Um once it is approved by um the privacy officer, the CAC technology subcommittee um the office of
006curriculum and instruction would make a recommendation to the superintendent. Um and then once approved it would appear on an approved list which would be on our website and shared with staff and students and contractors. Um we did note that there is a possibility that the um the tool might be limited so for staff only or a particular group of students. Um so that might be noted on the approved list. And then we wanted to make sure that there is continuous monitoring. So, like I said earlier, we would do those integrity checks throughout the year and then annually just to ensure that um the tools are still compliant um that they would sign off on their compliance um and that we reserve the right to suspend the approval should anything change or we determine that it's
007no longer meeting our needs. So any tool that's approved, is that something that'll just be accessible on the on a website from the Chromebook or it would be an application that's installed? >> So it varies um on the type of application it is. If we can do it as a single sign on, it would go on the class link, but others might you might need to access them um via a website. So it would vary depending on the tool. >> Okay. >> But are they like chat GPT accessible on the Chromebooks now? >> No. >> Um we are so we're currently using the only approved tool we have right now that's AI is skill struck which we're piloting at um park. The um the Google suite has Gemini. um it's currently in a limited release
008for students. We really limited what they're able to do, but we'd like to look at what we could do further with that because Gemini is specifically designed the student version um not to collect any data. So, the way AI works is the more you prompt it, the more it's collecting data about you and the kinds of things that you're asking it, but the student version wouldn't do that. So, we're really looking into that as an option for our students right now. >> Okay. So, and like the Google one where it doesn't collect data, is that one that we have to pay for? >> No, it's part of our package. Um, there are >> um, you know, you could get higher levels of it. Um, so we're looking at the base right now to see how
009that works. So, I've been working with Pet on that. I'm assuming that all the free AI stuff is free just so they could collect your data to repurpose it. So yeah, >> um I don't think I have any other questions on it. So, we did receive a first round uh feedback review from our attorneys and so we made a few changes and if the policy committee is good, we'll go back for one more round and then perhaps could bring it for a first read on May 13. >> So, the changes on here or changes what? So, >> our our attorneys made some changes to this one that she just reviewed. >> Okay. >> And so, we inserted the changes. We added a few things and we can send it back for a final review by
010then. And then bring it for May 13th. Good. Good. Okay. Great. So, we'll make a note to bring 8636R along with the attachments. I did not review the attachments. I don't know if you want to do that together or Okay. >> So, um, Amarie, were the attachments on what we originally sent to? Okay. So, the attachments were sent to the attorneys. >> Okay. >> Then we can take a look and see if there was any feedback on the attachments. >> Thank you. Did you want to go to the 6,000s or would you like to stay here? >> Um, just go through the 600. We've already reviewed these in the past, right? So, it's a lot of >> Okay. Yeah, we can do 9240 the hiring policy. So the 9240 hiring policy um we've received quite
011a bit of feedback regarding that policy and so our um director of human resources has been collecting that feedback as he's gone through the process and we wanted to share some of that tonight with the policy committee and he's also taking it another step to insert some of the feedback into a draft policy for for your review tonight. Dr. Lando. >> Thank you, Dr. Talbert. So, you you have two copies. One that is black and white that is the existing policy and then the second copy is one that has additions, redactions, and edits that are in color. And so, as you read the uh the revised recommendation uh that uh cabinet has also taken the opportunity to review and provide input. Uh, as you review the re revised recommendation, you'll notice that there are some
012places that are struck that are in orange as opposed to red on the first page. Most of that has been reinserted later in the policy. Uh, whatever was removed was taken out in red. So, wherever you see a red with a strike through, that's a full deletion. Wherever you see green, that is added language. And and I'd like to just share with you that much of this is as a result of the experience with the selection committees for administrative positionings themselves. And so uh leadership from each of the bargaining units uh they have opinions and thoughts that have been included in the revisions that you see. And so I'll I'll try to walk you through just a little bit the the major considerations that are part of this. Um, one of the recommendations is that
013um, and it actually comes from the what occurred as we hired Doc Mr. Dome is that uh, that the thought was that this would best serve for probationary administrative positions as opposed to probationary and interim. the board itself was required to suspend its own policy in order to move quickly and nimly in order to to appoint that interim person and and certainly um having involvement of many parties is very valuable. However, given the short nature of things and the board's need and the superintendent's need to fill positions, it was felt that the the policy would be best applied to probationary administration positions that are part of the AAA union contract uh and central administrative positions including those like mine that might be managerial and confidential. The policy would apply to that. Um, in in terms
014of putting forward the process, there were certain things that participants found very cumbersome. Using a rubric to grade all resumeumés was seen as very cumbersome and timeconuming. And many community members and unit members who were not instructional in nature expressed concern that they did not have the expertise to review certain aspects of resumeumés in terms of what we were looking for. Uh as a matter of fact, many of the groups said to us, couldn't you go through this and tell us who qualifies and and who should be interviewed rather than having us spend all this time and not really knowing what the qualifications should be. So that's in incorporated in this also incorporated as you read through the policy is a a different balance of membership on the committees. Uh, one of the things that
015resulted on some selection committees is that it created the possibility that there were more non-emp employee members of the committees than employee members of the committee because the old uh the existing policy says that there shall be five community members that uh by a magnitude of five outweighed every other group that was represented on the committee. And so there's a better balance of this as you look at section two uh A and B that for building principle and uh AAA positions that are districtwide uh as opposed to cabinet level positions there's a recommendation for two AAA members two ATA members one ACES one CSEA one CSEA 2 one nurses member and there's also an explicit provision that seems to have been allowed and yet wasn't clear in board policy before that certain groups did not
016feel when you look at the language they did not feel that their interests needed to be represented on the committee and so custodial staff did not feel the necessary to for instance serve on a committee for fine and performing arts. So the restructuring of the language here allows for the bargaining unit presidents that specifies that they will say who their member is. However, if they choose not to recommend a member, then the superintendent or designate may either direct someone from that unit to participate because we believe it will be valuable or allow upon the unit's recommendation that this is not something in which their unit has a significant interest to allow that seat on the community to remain vacant. Um, one of the things that we noticed in the director of fine and performing arts
017selection and and we had a phenomenal person coming on board yet there was no art teacher on that committee. There was no music teacher on that committee. We found our way to excellence without having the input of people that whose who had an interest in the selection and who would have been very valuable on that committee. So, uh, the restructuring of the policy seeks to remedy that as well. Um, for cabinet level positions, I'm going to cite mine in particular, every bargaining unit had an interest in the selection of the director of human resources. Every person and the community was affected by that. Therefore, I would say that for positions such as that, it would be more likely that everyone should be rep represented on that committee. Um and and that would be an important
018piece to take place. Um the other is that in terms of balance rather than having five community members present on every committee the board would again only appoint five community members according to this recommendation and yet two would serve on each of these committee and the order of preference for serving would be established by the board of education such that if a person said I'm not really interested in this committee we could move on to the next but go in the order of the five the order of preference that the board follow. Um the other part of this when one looks at the process is um this is under three that the information shared during the process is confidential in nature. Um community members and uh andor members of the committee any unit member who
019speaks out committee member who speaks outside the committee is really violating a confidentiality protocol. People that apply for leadership positions often do so trusting in the confidentiality of the process such that their name, their current position won't be shared because they do not want to have their current employer know that they may be looking for something promotional and have it influence or impact them in their present job until they become a finalist. Um so that aspect of things is addressed from number three. Um, in number four, it speaks to uh training of the selection committee and and that's an important aspect of this. It's already happening. However, putting it into code or into the policy seems to make sense to say that we're going to make sure that we're taking the steps necessary to avoid
020any legal uh challenges to the process that we're following. In number five, uh it speaks to the superintendent as they as she currently does or her desk does establishing objective position related criteria to be used and evaluated. We remove the word rubric because the criteria would be those things that would be assessed in reviewing resumes and then the superintendent uh at the request of committee members the superintendent andor designate would select candidates for selection committee interviews. However, uh we do as a cabinet see value in the selection committee having some opportunity to see the full list of candidates. There are no secrets in who should apply as long as they remain confidential. And then in if they see a candidate that they see a particular merit in discussing that as a selection committee and being
021able to bring those people forward for first round interviews as well. So not at the exclusion of input from the committee. However, with the superintendent and and her cabinet recognizing the attributes that they would want in positions uh guiding the committee more fully than is is uh encompassed in the current policy. Um section one of the current policy is removed because much of it is covered in the other sections above. Uh number six deals with second level interviews and uh again the board has requested that there be no fewer than two candidates brought to the board for final interviews that remains there. The language is adjusted to indicate probationary administrative position and and be consistent with the earlier sections. the um the idea of the administration having observed the applicant in the teaching administrative setting
022or practical is not something that is a widespread practice. It is one that in my experience in my career has been a part of selection processes sometimes both where I've been selected and both where I've led selection. However, the timing of things and putting into policy that were practical, it's typically less practicable than one would want. However, as part of the selection process and establishing the criteria and questions, the superintendent and cabinet all believes that having some type of activity in which candidates demonstrate their presentation or other skills or their knowledge is valuable and that in fact has taken part in the selection process even under current policy. This allows for that to happen. Um the administration will have spoken uh rather than spoken it says communicated directly with recent supervisors. Sometimes communications are facilitated
023better with email because schedules don't always match and an iterative back and forth process. All recommendations shall be written, not oral. We have followed that process. We now have a a um a reference form that uh references, supervisory references fill out ahead of time and our practice is to actually follow up on those written references by calling and verifying certain things with it and asking further questions when there are questions uh about continuity and fully vetting candidates. So I believe that this allows for the continued fully vetting of candidates that we have followed. Um the board I know takes pride in uh really getting to know who is applied and and where there are strengths and weaknesses among candidate pools. And so the policy language is adjusted slightly to make sure that the board has
024access to applicants resumes applications and the rating summary data which tends to be the process that the board is asked to follow and uh seems to make sense such that they have a full understanding of the selection process that led candidates to be brought to them for interviews. So that's a a somewhat long- winded summary of the recommended changes that you see in the policy uh presented before you. >> Thank you. Um so one question I had is when you were talking about um the preference for the two community members and you said you know they didn't really want to be in the committee. What is there other criteria cuz say we get five and they all want to be there. >> So my recommendation to the board as they choose the community members and
025certainly the board might choose to have more than five people and rank them depends on the position that the person is applying for. So for instance for a high school assistant principal it may be that a high school parent would be one of those people that would best serve on that committee. Uh it might be that a middle school parent whose child is in eighth grade might be someone to serve on that committee. Uh having the board having the board find a broad range of interests to represent people that might best serve on different committees uh for an assistant superintendent for human uh for human resource or excuse me a director of human resources. the board might want someone with that human resources experience perhaps from outside. Uh so the number five of approved community
026members is taken from what the board had put forward before. Perhaps the board might want to identify without specifying a number community members who might be valuable for input and then have a a ranking or suggestion for which committees they might best serve on. So maybe like getting a pool of committee members and listing different qualifications that they might have. >> So So perhaps it would be for building leadership position and and and expressing preference for which building level should there be a committee during that year. uh a district level position that would be a K through 12 with our current directors, our director for curriculum and we have the director for fine and performing arts that we just hired uh and a director of physical education should that position become pulled in at a
027particular time. Is there any director I'm missing? Uh director of PPS and special education. So for each of the areas, how might we best find community members for that? Um the concept of having the board approve or appoint them is one that I think the cabinet sees value in. Am I am I saying? So, for example, for special ed, it would be great if we had a fool and there was a special ed parent >> on the list who would be a preferred call because they have a a real vested interest in that particular area. Um, as you stated, a high school parent or, you know, a high school vacancy. Um, so if the pool was greater and administrative had the administrators had the liberty to match the interest with the vacancy, you're finding it
028would be more effective. >> Makes sense to me. >> That's a good recommendation. >> Yes. And a lot of that came from >> this came from input from parents of of I would really like to be involved and and the the community member contributions was very good on these committees. Uh and their preferences for when they would like to participate was also very solid. However, we were not able to identify people who had interest from among those approved by the board for every committee. which is why codifying is it too makes the number more manageable and and allows us to ensure that we have representation according to the wishes of the board in the community. So the any of the community members that were part of the committee did any of them site the workload
029or anything like that as a reason that they the ones those that had left the committee following the first committee that I ran when we had people in individually reviewing resumes according to a very detailed rubric. Uh I received very direct feedback. I asked for and received very direct feedback about the process that it was simply too cumbersome and for future reviews uh we took two significant steps. One was that we simplified the the rubric and the second was that we endeavored to review the resumes at the same place at the same time because the discussion around the attributes that people see in candidates is more important than the number rating itself. the having that discussion among people who have interest in this election made a difference in ultimately identifying the best people for interviews
030and there were I'm thinking about times that there were candidates who perhaps a committee might not be member might not be sure of that someone else would offer a point of view and say okay let's at least meet this person and uh we have seen those candidates be successful in moving past the first round based on that community input so So the idea of the superintendent reviewing and identifying strong candidates or her designate, the idea of then giving the committee the opportunity to come together and see everybody that's applied and hear explanations as to why certain people were selected and why other gene do you see something that we may not see in wanting to bring someone forward? I think balances that process very well based on the feedback received from field nights. I think
031also the brilliance of this is that now you have a pool of people and if there are five and let's say there are six vacancies during the course of the year so we'll go through the five people two of the two at a time. Maybe some people will get selected a second time, but not all five people have to be involved in all six processes, which is what the board policy implied when it said there will be five members of the committee. Those five people would have to be involved in each of the interviews. That's a lot of time. It's a lot of time for community member to give to including the time to review the resumes as being overly burdensome. Yeah, I think we probably have to establish some kind of way to figure
032out that one particular community member, however many aren't, we don't keep skipping them because we feel somebody else is more qualified for that particular position. >> Right? >> That's the whole concept behind the rotation. the board members them one through five and we have a responsibility to go in order unless there's some very specific need. >> Yeah, I think they'd have to have like some levels of criteria. Um like figure out all right for this position there's these types of things that we would look for in a community member. Um, and then after that, if we have these people that kind of qualify, then we'll we go by ranking or something along those lines. >> So that way we're not So I feel like if we just go by ranking, we might have the best
033community member for that hiring is two steps below, right? >> And we miss out and you know, vice versa. So the other aspect that's important for every community member to come is coming with an open mind that they have neither decided who they must have in that position or decided that a person can't possibly in that position. They have to be open to the dialogue of the committee itself to to help find that best person. Um and that everyone's voice needs to be heard and recognized. Part of the training speaks to committee members trusting each other enough when they have a different opinion than other committee members to share that opinion regardless because you never know if someone else is thinking the same thing or if your opinion might sway the opinion of others around
034the table. >> Right. >> Cool. Um I think I have a little changes that I would suggest to the new version of it. Um I think we would just need to discuss with the with the other um policy committee members of the board how we you know set that ranking or if it should be two or three community members. Um the from the changes I've seen that that might be that's the largest change at that and taking out the inirm positions. >> Yes. As far as >> and and it is my belief that the board would find itself suspending its own policy in order to appoint interimms because the nature of interimms is such that putting together full committees is um doesn't provide for the timely appointment and I and I'm speaking from my own
035experience first um in a dual role as uh acting and then interim in a prior life that the board needed to act quickly and if there were a full selection committee process required for that there would have been no one in that position at that time. >> Yes, >> I I agree with that. Um but something like the criteria for the community or the criteria for the utilizing community members that could pro probably be added on as a regulation, right? >> It could be. So, so I'm I'll take what you've what you've suggested and and bounce it off some other people with the idea that perhaps uh community members who are parents of students who might be affected, community members with expertise in one or more areas and then community members um with with I'll
036try to flesh that out. For instance, we we might want someone who represents an ENL child to be a parent who might be on the committee depending on the the leadership spot. We might certainly want someone who has experience with a child who has uh an IEP to be on the committee. We might want uh the opportunity for a parent who serves for students who is particularly gifted uh to s to serve on a committee. So there are variety of parents that might serve um and and we can come up with a way and then a variety of uh community members with an other area of expertise. So as I'm hearing what you've said perhaps a category of parent member uh for each of the committees as one of the two and other community member
037with expertise might be the second community member and we have a a ranked list for each of those and serve on the committees. >> All right. Well, part of my thinking making that a separate like a >> regulation >> of regulation would be that that I feel like could be something that might be more fluid that >> once we're running through it a few times. >> You might come back to us and say, "All right, this worked. This didn't this we should change." >> And that way it's a separate document and we open it. the regulation is much more flexible than the policy itself >> and that way it makes the policy itself less wordy in >> so so perhaps some of the elements that are in the policy itself would be removed and put
038into the regulation. >> Yes. Is there procedural >> the procedural things could go into the regulation as opposed to the policy >> and make the policy tighter. This is and as we discussed it, this is an extensive policy with much more detail than some. So, the concept of a regulation that could include that. Um, I I'll take the time over the next couple of days to try to work and take ideas and bounce off uh putting this into a combination of policy and regulation >> because from what I found from reviewing our policies and what I and like seeing how ours compares to other districts, I've for the most part found it easier when things like this are broken into regulation. So then I can read the policy and see all right I need more
039information on this and then jump to the the regulation or the attachment whatever it is. Um >> that's an excellent suggestion. >> The policy is meant to be the board's intent. The regulation is meant to be the superintendent's interpretation of the board's intent. So you adopt the regulation by saying yes superintendent you got it. that's that's what we want to be in place and then the superintendent has the flexibility of saying you know this is not really working the way we wanted it to we can't find five people who were willing to serve on the committee this >> we have to we have to look at the regulation I mean the board's policy could be as simple as it is the intent of the board of education to hire and retain the most qualified teachers
040and administrators we can possibly find them and the rest of this could evuation. It's a great suggestion. So that's all I had on that. Can >> I just ask is there a regular mission now? >> Not to my knowledge. >> Well, is that what 924 R was just a is that is that what we had and then we got rid of it? >> Is that what number it was? >> 40. I just just before July 8th it was rescended. >> Is it 9240 or 9240R? >> I think 1924. >> Yeah, I've only seen a policy I didn't see regulation to my regular community members been concerned about it and I emailed a person and they emailed back that they were concerned about the 9240 R. Yeah, I mean I very fond of the number of
041community members as well. >> In discussion about that community member suggestion, there was a question as to whether it would conflict with um with law. And so the the current language um as we reviewed as a cabinet by speaking about um statutes protected by federal or state law was seen as one that would not require change over time. Okay. So it was um definitely July 8th that there was resolution to rescend 9240. So this policy is no longer in effect. Oh, no. It's still in effect until the board takes action to determine if there are any changes. 9240 is in effect. >> I thought I just heard Anmarie say that it was rescended. It was a motion to resend or was rescended. >> I saw a resolution in July 8th. I actually didn't go back
042to the advance before me before my time to see that it was approved. it was sued which I should know that I looked into the um agenda. >> So this may be I think check this in the house. >> It wasn't um it's it's it's an active Okay. >> on a table to resend it, but it was not approved as a resent. Okay. And so, uh, is it okay for us to go up to 6,000 at this time, unless you or wanted to address 12:30 or 1310? I know number four was trusty. Um, I guess we could do do that for the next that she brought up. I don't know if she'd had any specific items to talk about with that or she sent any notes to Ann Murray about it. >> No, the 13th
043one. >> Let me just add one more comment on 9240. Um given the anticipated opening and selection of a new assistant superintendent for finance and operations, having an adjustment such that that committee might move forward more fluidly um is um would be a timely matter. >> Understood. Yes, >> understood. your ass in >> um who brought the uh 2230 >> I think uh Nathan brought that up I think also number six and 12:30 number three that's um that's the comment for us okay if we want to move forward with discussion on that or circle back. Okay. Special meeting on June 26. There was a motion to amend the agenda to add item 9240R was pass. >> The policy now references 9240 as having been revised on the June 26th. >> Okay. >> Yes. June 27,
044>> but there's no regulation. >> What's that? >> That's this was taken off with >> the minutes from a special meeting on June 26, 2025. So there's a and not a difference between the policy that uh that you've given us and the one which I believe is is part of our records and the one that was pulled off board docs today which is which I used as the basis for updating this and there's a difference on the date on the back of June 27th or June 26th was possible we need to clean up figure out which date is correct for whatever we have as publish as Oh, if we come back for six and seven, not tonight. >> Yes. Okay. Are you okay with us then going to >> H2A1? >> Yes. 6,000 >> 6000.
045>> Yes. >> So, Mr. Draco, I know has been an ambitious handoff. Uh, Mr. Snider had done quite a job going through the policies and so we know you have done a quick review of them as well. Mhm. >> So, if you'd like to kind of share any feedback regarding any of the 6000 series. >> Sure. Um, I'm reading from the memo that Gersio Dersio sent to us about some of the recommendations that were made um or amending the policy beyond what the policy committee originally did. Um, one of them is to add FDIC insured institution to the investment policy. Um that is troublesome to me because there are a list of institutions in which the district can invest specified by the controller uh of New York State. The controller does not use the word
046FDIC insured. Um, in fact, FDIC insurance only protects the district or its account up to $250,000 just like an individual scouts would be. Most of the accounts that we maintain um have much more than $250,000 in it. So being in an FDICsured institution is useless to us because we would have no protection above the $250,000 limit unless we follow the controllers guidance which is that we need to have it in collateralized deposits which is beyond what that means is that when we put money in a bank the bank on RP behalf secures Treasury notes and other allowed investment vehicles and puts them aside for us and says, "Okay, we've got your money. We've got 102% of your money in these investment vehicles that are approved by the controller, such as Treasury Securities. Um, there's a
047a bunch of them. will know this. Uh and should for some reason the bank have difficulty, you will be given these securities, 100% of your deposit will be covered by these securities. The reason why we use 102% is that the value of securities fluctuates with the market. So we want to have 102% so that in case there's ever a drop in the value of those securities, we'd still have at least 100% outward. Yes, we do use FDIC insured institutions. In fact, it's every bank is required to have FDIC insurance. Um but there are other vehicles that we use um that would not fall into that category and I think it would be restricting us unnecessarily because the end of that sentence where they can bring the greatest return. Well, if you specify that it must
048be an FDIC insure institution, you've just eliminated some of the cooperative liquid asset systems that are out there and other vehicles that the controller says we're perfectly allowed to use. Um, I've had experience with a number of banks that use what they call a sweep system where they take our money. We give them $10 million and they divide it up into packets of $250,000 a piece and they send those packets out to banks across the country. each one of those banks that uses its FDIC insurance to cover our investment and the bank gets a reciprocal investment from those other banks. So those kinds of arrangements may not be um eligible if we insert that language. So I would recommend against it. The second suggestion to have two signatures on wire transfers and checks. Um, right
049now we have one. Michael Karns, your treasurer who you appoint is the person that impresses his signature on all of the checks. We do have a deputy treasurer and I think that that's me. um that god forbid Michael was not allowed was not able to be here. I could actually take his signature disc, insert it into the machine, and cause his signature to be impressed by the checks. I've worked in districts that have required two signatures. It is cumbersome. Um, one district I work in required the district clerk and the district treasurer to both have their signatures on a check. We now have a part-time district clerk and a less than part-time district. For us to issue checks would be very cumbersome. They both have to be here at the same time. I don't think
050it's wise to do that. I recommend as the attorneys have said that that be not be entered into the policy. It's just cumbersome. You you already bond your treasurer. Let him be the person who puts his name on the checks. >> So that there are safety measures in place before they >> Absolutely. Um before a check is actually lease, the um the invoice that comes in from the vendor is matched to the purchase order that generated the invoice which is matched to the receipt copy. where there is a signature indicating that the goods were received. That packet is then put together by the person who actually prepares the checks for the treasurer to sign. Then that whole voucher packet from the check on top through the invoice through the purchase order through the receipt copy
051is presented to the claims order. The claims auditor then signs off on that voucher packet and then and only then is the check released. So there are a multitude of steps along the way before a check gets released. >> That make you feel a little more comfortable? >> Yes. I remember when I when I went to Roslin the first time, I was telling people that we have focused more of our time on how many signatures we can get on the head of a penny than on what we don't know what we do children. It's, you know, pendulum has swung it back to normal stuff, you know, and I think that we're perfectly safe with the process you have in place. Oh, and by the way, all of that stuff is reviewed by me. When journal
052entries are made to indicate that there was some cash dispersed, I sign off. I'm differently on. So, it's not just the process for order in the treasurer. There's also moves on as well. >> What about how many checks do we have each week? Um several hundred each two weeks. >> Each two weeks. >> Yeah. >> Okay. >> So the renderer is present not they comparing each check to identify >> The claims >> actually claims auditor does there's a list that the claims auditor goes through. It's not just the mechanical process of matching up the dollar amount of an invoice with the dollar amount of the claims order could see that the purchase was made uh for an allowable reason. We can't go out and buy liquor. Claims auditor would say no that has nothing to
053do with schools denied. And I say that not jokingly because sometimes we get reimbursement requests for meals and on the receipt it says martinis. >> Sorry that's not we don't buy martinis for people. Right. That's why we require an itemized receipt. That's why some people tell get told that their receipts are not satisfactory because it didn't itemize exactly what we're buying. It was just a cash register paid in I don't know what only $6 was for was that for a bottle of seats or you know couple of gallons of milk. So okay >> thank you. >> Um I think that the suggestion that the reflective use of the board of education is perfectly as well as the administrators. In fact it's no budget. So I don't see anything wrong with the suggested change and number
05410 again I don't see anything wrong with number 10 may I just for a point of reference under policy 6000 number three um during reorder you bring the approved banks last year flushing bank was brought it's not FDIC approved to high interest yielding bank based on your response. >> New York I'm >> Did I get it correct? >> New York class. New York. >> The New York Cooperative Liquid Assets Securities System. >> Yes. >> Is one of those pools of securities >> that divides it up. >> Yeah. That that actually owns securities in a pool for everybody. Um, and it has the highest yield. So, we're always trying to balance flexibility. We want to make sure the money is liquid, that we can get it as soon as we can get our hands on it.
055Safety, we want to make sure that we're not taking a chance that the institution will fail. That's the whole purpose of collateralization. And is yield. And of the three, ISU is the least important to us. The last thing we want to do invested. >> So that brings us to plan 61. >> Yes. So, if there was one suggestion about um the balanced budget being provided to the board of education electronically for new four weeks prior, we don't have any objection to that. I mean, we think that that's appropriate. At least the four weeks. I mean, I'd love to get it from you, you know, two months in advance. um because the budget needs to be discussed fully by the board before we present it. The only thing you couldn't do is to say it must
056be presented 20 days prior because we have to submit a property tax report 24 days prior to the budget lo. That's the drop dead date. So having the four weeks 28 days perfectly felt good. Okay. The next one I see is 61104. Um we we don't see any problem with the omission of I I don't know whose suggestion this was but the next to the last bullet says the tax levy limit for the upcoming year will be part of the budget planning process. the tax levy limit must be sort of you I don't know if you remember this but March 1st was the date we had to submit the tax levity limit right um and the possibility of voter voter of the limit if necessary no it's not necessary to have that in your policy
057the board decides what they're going to viol that they're going to exceed the levy limit you'll be advised okay we need a 60% vote you going to do that? >> So, does this >> We don't have any objection to any to anything that I think this was these were Megan's suggestions. >> Um, it was a combination on the back, but what you're pointing to is the attorney's office on on 6110 live. >> Yeah. Was the suggestion on 6110 and present to the board of education? Was that reviewed by the attorneys? >> Yes. Yes. Because the attorney said the omission of override is permissible or the suggestions of additional language are acceptable. You know, I'm I'm not going to hear. Oh, this is 106, >> right? that that was already reviewed by the international these are
058the additional changes that they included. Okay. >> Good so far. >> Yes sir. 624. That is those securities are authorized by the page on >> page three. The suggestion was made that we delete as one of our um collateral options obligations issued or fully guaranteed by the international bank for reconstruction and development to the top of page three. >> I guess I forensic copy. Well, that's at the bottom of page two. 6240R. >> Yeah, I see those four answers at the bottom of >> on the bottom of page two. Yeah, >> it the uh it's four. >> The only problem with waiting 4B >> is that it is allowed by the controller. So you in essence as a board would be saying we don't care what the controller thinks. We don't like those kinds of
059pieces of collateral. And I don't I tell you the truth, I don't know how I would implement because if I said to a bank, I'll give you my money. You secure it with collateral. You have to give me 102% of the value of my money. Oh, but by the way, I don't want obligations issued by me. And the bank says to me, well, wait, the controller says no, okay, what what what are you why are you special? >> So, this isn't this is us like indirectly giving it to those institutions. >> This is us giving it to those institutions and then saying to them, by the way, you may think that you're allowed to use obligations issued or fully guaranteed by the International Bank for Reconstruction and Development, but not for Amity, though. that may
060limit the banks that we could >> okay >> put money into. >> I guess that wasn't explained last time we went over because I remember speaking about this and >> it seemed like to at least my impression was we were giving it to the an Asian bank or African bank. No, this is these this list or a root k is actually in the controllers's regulation. So you could replace the whole thing with as approved by the controller and but if you want to list them out it's fine. I just think that you may be limiting yourself in the number of institutions that you could put money in. I I got to tell you I don't know right now we have money in Washington bank I don't know if the obligations that they have separate segregated
061for us include obligations fully guaranteed by the international bank. So I'd be spending if if you eliminated this I guess if I was due diligence I would have to look at all the obligations that they issue and and the collateral and say oh you can't use that one I'd be spending a lot of time. So maybe when we present this to the rest of the board, we leave this in there, but then provide an option of that the brief sent the short sentence that you just stated >> with with you know obl. >> So as so we can show the rest of the board a through pay, right? And then the other option would be that >> for the purposes of this policy, eligible securities shall be those identified by the New York State controller.
062>> Period. >> Because then that way we're also covered if the controller decides to take out any of these from their regulation or their policy. I mean, listen, >> the craziness is that you could in your policy say, "We'll only put it in banks who give us gold as collateral." Great. Sounds wonderful, doesn't it? What bank is going to do that? >> You're you're going to literally limit yourself to maybe one or two firms. >> But Emory, did you get that wording? It's Emory is the end of paragraph 4. The sentence says for the purposes of this policies eligible securities shall be those of whom by the New York State controller >> and then you're what you're saying is okay controllers you make up the rules we'll follow them. and eliminate A through K. >>
063And eliminate A through K. That's that's an alternative. >> Yeah. So, we'll present the rest of the board both options. >> Okay. >> You don't want to have to go back just to update our policy because the control changed their standards. >> Exactly. And and in fact, if I may be so bold as to suggest to you, the last thing you ought to do is have your policy repeat the law because the problem then is when the law changes, your policy becomes moot and you don't want you may reference the law and as the law changes, great. If it has if your policy has to change, the attorneys will tell us like they told us with DASA and sexual harassment, then all of the other policies as the law revolves, okay, you have to change
064your policy board, but actually incorporating the legal the law into your policy was a mistake. >> We also recommend that. Yes, there's there was also this is from the attorney remove the reference to the local finance law section 65 because it doesn't apply. >> Sorry. Where are you looking? >> 6241. >> Page five at the very bottom of 6240R. Page five. You look at the references. It says local finance law and there's three listed 24 25 and 65. They recommend that removing 65. >> Okay. >> Turn also said that um that under F the suggested substitution of electronic hill telephone is fine. They mean they're going to mean the same thing. Okay. purchases,000. >> Yeah, I know. This is really interesting because um the the suggestion is that we change the title to interim assistant
065superintendent of finance and operations. By the time you change the policy, you'll have an assistant superintendent for finance and operations. >> So, I would leave it alone. >> Yeah. I I think that it's understood when you refer to the assistant superintendent for finance and operations, you're referring to me. I mean, I know I'm inter. I know that I'm I don't have the assistant, but if anybody's willing to see superintendent of financing operations, they're going to call on you. So just leave it on >> in the hope that you're going to have a permanent person on July 1st and what's the point of changing the policy and then changing it again? >> I was wondering if there's a a wording that could be in there. So if I can think of an example of like something
066comes up where this policy has to be referred to and then it goes back and say oh well he's only intern. Mhm. >> Well, you could say assistant superintendent for finance and operations or in interim compact or in an interim capacity. >> We're serving in an interim capacity. Yeah. >> Does the hiring of purchasing agents impact this policy? >> I think it would have to be added. >> Yeah. You know, one of the things that we're looking at, as you know from the budget, is to hire a purchasing agent. A purchasing agent would take the responsibility for the purchasing process off the desk of the assisting superintendent and put it on the desk of the purchasing agent. Somebody who could spend the time that's really necessary to research um bids that are available, cooperatives that
067are available. um to actually research the quality of the products that we're trying to purchase. That's a that's really a full-time job. And I got to tell you, to be all in all honesty, I'm not giving it the the attention that it deserves. There's just not the time to do it. So, taking it off my desk and putting it on the purchasing agent's desk, yes, this policy would have to be revised because it would no longer be the assistant superintendent. It would be the purchasing agent. >> So, so why not under the general supervision of the purchasing agent as designated by the board of education? >> There you go. >> Or as appointed or as appointed or designated by the board of education. >> That's a great idea because then since I've been designated by
068the board of education, you don't need to refer to me as interim or assistant or whatever. I'm the designated purchasing division. So if the language were as appointed or designated by the board of education, if you appoint a purchasing agent, that person is in the role. And if you designate one, so under the general supervision of the purchasing agent, strike the words, who is Richard Snider, assistant superintendent of finance and operations as designated by the board of education. The last sentence says general supervision of the purchasing agent as designated by the board of education and right now >> appointed or designated. >> I was when I think Dr. Lando said as appointed. >> I'm wondering if the phrase as appointed or designated because the purchasing agent that we hire is going to be appointed to
069that role, >> right? And that's in until they're not appointed or until they resign or or remove and you're designated to serve in that role given that we don't have a purchasing agent. >> Right? >> I'm just looking to create flexibility on the language so that it's covered without having to revise the policy every year. >> So you want to change it to appointed as appointed by the board >> as appointed or designated. >> Okay. Gotcha. >> Right. Having that phrasing in there. So it would be under the general supervision of the purch purchasing agent as appointed or designated by the board of education. >> That's great. >> So the order recommended the So we're just not following what the audly added in addition to the title. It makes you revise the policy every time
070the position changes. >> Yeah, I agree with you. I just want to say with my belief, >> in my opinion, it's never a good idea the name in the seat. Never. Um because every time it changes, you have to change your policy. But point to that, you know who you want the purchasing agent to be responsible. whoever you designate to be the purchasing agent, you don't need the money, >> right? Cuz I'm like, "All right, the the day we um hire our assistant superintendent of finance, that same day, we have to then update this policy." So then, >> yeah, >> we're not going against our policy, >> right? >> Um and we'll leave that comment in there so the rest of the board is aware. Um, >> I agree with you. >> I'm just doing
071a quick check of other Long Island districts >> under the authority of the purchasing agent designated by the board. That's Manhasset. I'm check east. >> The district Manass. >> Oh, I I chose that intention. Look up Cole Spring Harbor. They're probably stupid, too. And Roslin I've been around till >> I thought lass was to give every member of the district a credit card to spend at um at will Are we good with that or these going to check another one? >> I mean the the recent most recent adoption date of this policy is in September of 2018. So that's a lot of years gone by that we >> haven't had somebody's name in there or we had the wrong person name in there. I don't know what it was before we made these revisions. >>
072What about the other comments in 6700? Did we cover? >> Yeah, there's there was one that said um it was just grammatical um should be should be deleted in the last sentence of the second paragraph. Do you see where that is? >> In the last sentence of the second paragraph, it says similar procurements to be made in a fiscal year. It should be similar procurements made in a fiscal year will be grouped together. East Wilson's purchasing agent is districtapp appointed pursing agent or in his absence assistant superintendent for business and other school personnel. So they're even broader. >> I I I think the tighter is better. >> Yeah. And that that sounds too risky. >> It sounds too risky. I'm going to have to talk with my uh the deputy superintendent for business who by
073the way at one point worked here in Ayville. >> Oh, really? >> Has that money? >> Yeah. Well, that preceded her. >> Their central office is very small. So, it's Diana and that's it. So, that's probably why they did that. >> So, the last sentence of that page where it says other factors were going to change. >> Yeah, I agree with that suggestion. last sentence of the section. I just found a district that does actually name the person. So, but I found two that didn't. So, I go in that direction. >> What was the >> the district that named the person was great at? >> What year they revised the policy? um they revised it recently enough. Well, you know what? I have to check as to when that policy was revised. The person who
074that person is still there. >> Okay. >> In the business office. >> Okay. See one sense. So yeah, the the top of page two, Emory, the suggestion was replacing other factors with warranty and delivery. >> I see I see one at a time on P2. So page again. >> Yes. At the top of page two >> has highlighted bids or quotations on an item or service are identical as to price, quality, and warranty and delivery. >> We can show you tomorrow. >> Yeah. Are you on Are you on this this one? >> No. >> That's so It's the purchasing policy, not the the shrunking one, but the the full-blown one. Okay. >> At the top of page two, other factors is highlighted in yellow. >> Okay. >> You see it? >> Yes, I do. in
075place of what other factors warranty and delivery and the and the reason why they explain these are suggesting this is because this should be a um a welldefined reason for selecting the product. Other factors should not be open to interpretation because my brother-in-law owns the company. Is that an other factor because it's my friend who wants because I've done business with him before? No, those are not other factors. Price, quality, warranty, deliver those are the factors we should be looking at. And that's what the attorney is suggesting. >> The next sentence uh in the memo said under special circumstances C1 We recommend adding the following sentence instead. >> So because he suggested that in instead of adding the phrase including but not limited to low VOC paint solvents and sealants. Instead of adding that clause,
076you add the sentence, the district shall make reasonable efforts to use low volatile organic compounds when practicable. >> Yes. >> And the rationale behind language like that is there are some things that are just not substitutes for others. Yes, I understand low VOC is important. We've got kids who have asthma. We've got, you know, people who react to that stuff. >> But I will tell you the last thing I want to do the clean up bodily fluids with something that is not a strong cleaner, you know, bleach or whatever it is. And if it happens to have VOCC's, great. I'd rather take the chance that someone has an asthmatic reaction than the chance that someone gets sick, you know, with hepatitis or whatever else is in that flu. So, where practicable makes more sense to
077me. That's that's where I would put. >> Okay. >> And the attorneys have recommended that as well. So great neck last revised his policy in December 10th of 2025 and the language has been updated and removed the name of the purse chaining agent and changed it with language that says under general supervision of the purchasing agent designated by resolution of the board of education at its annual organizational meeting. See, even great necklaces. >> I never used to think that when I worked in Roth. So if you went stupid, but >> that's good feedback. We made a change similar or recommended a change simul. >> Yeah. >> Thank you, Linda. We're on 6741. >> Yep. Last one. This is just language that I guess the attorney feels is more appropriate than um or language that was
078suggestive. I I don't I don't have any objections. the language that the Miss Henry had suggested, you can certainly do that. >> Any questions on 5741? So we'll have 6,6110 6740 long enough all for the next 15th >> May is it May 13th >> 13th >> that's our next regular meeting in >> yes >> May 13th agenda we'd like to Yeah. >> Yeah. Then the hiring policy. >> Yes. Are we okay for saying 8636 AR regulations? AI regulations. >> Yeah. >> And 9240 files. >> Yes. >> Okay. May 13th board of engine. >> And that's we're doing a first reading May 13. How how do we do policy advision here? Do we go through three readings or does the board >> do we have to? >> We don't always go through three. Um there are
079times when we've done a second reading and adopted Amory, but I don't know how you would recognize 9240 because it's already an adopted policy. If we're recommending a revision, would that be considered a first read a revision or >> just don't know >> that clarification >> and well the other thing is as Steve says you've you've got an appointment coming up that you really need that policy in place and I'll I'll if supported I'll also while asking for that opinion I will also ask them to read through the language so that we're not mist stepping anywhere and we make adjustments that need, >> right? So following policy meeting, Amarie would normally share these policies with Gersia and then you would stay in the loop with her based on those changes. And then Amarie will also
080ask how should we bring 240 back in terms of a read or revised a first or what would it be considered on the agenda? Good. That's right. >> Yes. >> Okay. Thanks. >> Yeah. >> Okay. I'm not not suggesting we review everything right now, but um just for for the next meeting I just found recently found um for the relationship with booster organizations. >> There's not a lot of districts that have much on their policy. >> Um which was kind of concerning to me because now we're having other organizations work closely with our students >> and with finances. But I found that Monroe Woodbury Central School District had a booster club registration form. I'll just quickly go through it. It's got the school name, the the name of the club, the mailing address, the website,
081the name of sport or activity represented. It has lines in it. Um, and I'll forward this to the committee. Uh, has lines for the president, their name, their address, their phone number, same for the vice president, same for the secretary, same for the treasurer. Says officers listed above are responsible for or communications and reporting requirements for the current academic year. Um, they're required to give us their federal tax ID number. Um the date bylaws were accepted, date yearly budget approved. Um this registration form will only be accepted if the following items are attached, the federal tax ID number, the bylaws, current bank statements, and the annual budget. And then there's a an open space on the bottom. Please outline your proposed goals and events. the year school year referenced above. >> So if if um
082organization doesn't fill out that form, what does that mean in that district? >> Then I don't know. >> I I gota I don't even know if I really saw much of a policy. It was just the idea of this and I'm not suggesting we follow this exactly. >> Um >> it's a sample. >> Yeah. Yeah, cuz I know from experience there's, you know, there's times where the building might request something at the last minute and it like my thought is to put something in that protects the district but hopefully doesn't hinder the ability for booster clubs to >> effectively help the district. Mhm. >> I think we're running around just you know always worried about liability and stuff. The last thing you want is for a booster organization to take the place of the board
083of education. For example, I had a booster club in Hallfields. They wanted to buy a new sled football team. You know that that long finger of the page that the kids push they learned how to to block and tackle with it, etc., etc. They wanted to buy a new sled. Why? President was a big football fan and all the parents were of big football fans. Well, our football team has perfectly serviceable, but our volleyball team didn't have nets. They didn't have the uniform. So we said to the booster club, you know what? Thank you very much for your interest, but we want to contribute. We'll decide what to do with the money. And and they held to it because the the board should be deciding what the priorities are, not the booster club. And I
084say that because if Evan Fus went to an athletic booster club and said, "I want to send the volleyball team down to Florida for practices. Will you raise money for that? That should that should be something that goes through the superintendent of the assistant super health. It should not be something that evident has a discussion with the booster court about. So you got to be careful in you know in how we grant that I the idea of saying we'll recognize you only if you spell out for us what your goals are, what you want to raise money for, what you want to support. And then if you have a booster club that wants to support something that is really a need in the district, great. Support them and let them do their thing. Am I
085making sense? >> Yeah. I'm just I'm worried that >> Well, I think you're kind of you're thinking along >> along like my side of the brain that's saying we need to protect the district. >> Yes, exactly. >> So, you're going to send that to us? >> What district is that again? >> Monroe Woodbury Central School District. >> One of the original places where you could go to outlet stores. Yes. used to make the drive up there before they were say hello. >> May I just um the Monday May 18? >> Yes. >> Um this room is utilized by a local civic association for their meeting. The you can either reschedu or find another location. >> Oh, that you said that here Marie. Yeah. >> Yeah. She needs help. Okay. All right. >> Um, so the
086next day is the vote. So if you don't meet me, I won't be there. But >> this day, we also have a potential budget meeting, um, budget presentation where we're presenting. >> Yeah. >> In the community that night as well. >> I don't think it's very wise for us to tie ourselves up the day before an election. >> Thank you, sir. Okay. Okay. So, they'll keep June 29th and possibly move something up. >> Yeah. >> All right. >> Is May 25th Memorial Day or >> Yes. May 25th is Memorial Day. >> Memorial Day. >> So, you can move it to the fourth Monday, >> but we can certainly look at June. However, you know, June is really busy with the moving on ceremonials and nighttime uh events rather. >> But June 29th be all over
087by the night. >> Be all over by the end. Yes. >> You send me in word what you >> Oh, absolutely. Yeah. Do you need? >> No. >> Okay. I'll send this when we close up. Um, I think that wraps it up. So, we'll close our meeting at 7:39 p.m. This is very good. Thank you. Have a great meeting.