001Good evening everyone. Uh, thank you for joining us to the Amigville School Board Policy Committee. I'll be starting meeting at 6:05 p.m. Uh, in attendance is myself, Chris Nearing, um, Superintendent Dr. Talbert, um, assistant superintendent of curriculum instruction, Mary Stevens as interim superintendent of business operations, and Richard Snider. Um, and our district clerk is in attendance as well. Albert, >> thank you so much. Good evening, everyone. Uh tonight we were looking at the financials in terms of the 6000 series for policy review and I know that Rich Schneider has been spending some time along with council uh consulting on an update for uh the following 6,6240 6120 20 and 6150 if we can have an update as to where we are with those policy changes at this time. >> Great. So policy 6000 fiscal management
002goals which you see is acceptable as written definitely has been reviewed by council. you know, it's pretty um generic guidance in terms of, you know, the administration's obligations for this management and some of the things it's talking about, you know, you know, our pretty boy play language. Yeah. I don't know if it was kind of assumed this was covered under number nine but I just was thinking if we should add shall meet the needs of extra and co-curricular activities um and then should provide resources to maintain and or upgrade facilities and assets. >> Would you mind saying that against us? um provide resources to maintain and or upgrade facilities and assets. Unless you feel like that is kind of captured under number nine already to assess the effectiveness of all educational programs. Speaking about programs,
003um, number seven, a formal process shall be developed linking fiscal resources and program priorities to the budget. You think that would encompass it? >> Will program will the extra regular activities be like considered programs? >> I would think so. >> I would think that would be covered. And then number six says all guns including cash. Well, that's just talking about the protection for miscreation. >> Snider as it pertains to um upgrade of facilities meaning >> I don't think it's I think it's okay to mention here. I'm sure it's mentioned in the fixed asset sections also. I don't understand any harm in you know adding a statement here that resources to upgrade and maintain facilities be added here. >> Yeah. Cuz you want to management manage the >> district able to do that. >> So you
004see the extra classroom is sort of referenced in number six but no specific reference of fixed assets. So I don't see the harm and you know >> Yeah. And that number six is referring to their account funds not the programs running themselves >> as a result. Yeah. >> Snder, could you say that language one more time for um Missy? >> Well, it was um the language I actually got from Mr. Naring about provide resources to upgrade and maintain facilities, fixed assets >> provide resources to maintain >> and upgrade >> facilities and fixed assets. facilities and fixed assets and that's to be added to number nine. >> We can make it >> make it 10. >> Yeah, make it 10. >> Make it 10. >> Yeah, I see it as a simple. >> Okay. Number 10.
005To provide well provide resources to maintain and upgrade facilities and fixed asset. That's all I have for that. >> 6240. >> Oh, I think that was right over there. >> I was Thank you. >> 6240. to comment on this one. It's sort of a clarification about whether specific names or titles have to be referenced. So, legal went back and looked at it. The only criteria is that titles be added. So, here in accordance with the policy, the treasurer is really the only one who has custody of those assets. So, it's not really the uh what they call the chief fiscal officer. It's really the assistant superintendent for business. So I think that this should read that the district treasurer is authorized to invest because that is a custody position. >> So not so chief fiscal
006officer or other officer would not be included. I don't have that kind of access and I don't think it's appropriate under an internal control sort of scenario for the assistant superintendent that I can see everything. Yeah. >> But I physically cannot move cash. Only the treasurer does that. >> Okay. So third line down in accordance with this policy the district treasurer >> yes >> having custody of the money >> yep >> is authorized >> that's what it should say >> okay got that in Marie >> yes thank you >> okay >> and down below it in red is language that the board can choose or the policy committee can choose to add where it says investments may be made either directly from authorized trading partners participation cooperatives I see no harm in adding this language.
007We don't do it presently. We don't have cooperatives. We're trading partners. It's all the money market basic banking accounts, but doesn't hurt to have it. >> Is that something we would be looking to do going forward? And >> I mean, there could come a time in the future where investment cooperatives like the one that was debated in public session in New York class might have a more advantageous interest rate. You know, right now it doesn't. we're getting the best rates out of our money market accounts, you know, and if if we decided to go that route and and use a cooperative, it would have to be board approved. So, you'd have a second level of authority to sort of reinforce this area of policy. So, I don't see the harm in keeping it, but just
008to be clear, we're not using cooperatives or trading partners at this time, and I don't know if we'd ever have here either. >> What would the negative be to using those? I mean there's really there was some debate over FDIC which back at that public meeting which I didn't see as relevant. All of these assets are collateralized 102% in case they fail. So there is effectively like an insurance policy on it but like I said the rates for New York class are very competitive with what we're getting with Atoria and MMT. So we haven't had the need to use it. So even if you decide to shrike it just to end the conversation, it's it's fine with us. >> Okay. >> But if we left it, this would go to board approval anytime we would
009be doing any investment like that. So it could be in the policy, but we would still have the opportunity to >> Yeah. Anytime we want to add another bank or institution for investment, it has to appear as a design on the reorg meeting or a separate resolution where it would be clear to you that we're adding another depository. Okay. All right. Leave it in for discussion with the rest of the board 6700. Similar type of debate here where you know the auditors are recommending that the name be added here. I don't not entirely sure why this is different that it says the district may need to specifically identify the purchasing agent. In this case it's to me. The debate we had was why is it different with the treasure? Why wasn't that title? And it's
010because the lawyer said this is a little different. So here you're adding my name as purchasing agent. >> Okay. So we would just have to >> every Yeah. Every year make sure that this is getting updated. >> Yes. >> And this is an annual review. This one does >> this one is required. Yeah. As an annual review. >> So we did adopt it. I believe the July 8th New Leor meeting was certainly would be reinducted. >> So should there be a mid-year change in in for whatever reason in the purchasing agent or would have to update the policy at that point? >> Yes. >> Yeah. So would do you guys have a mechanism in place to to red flag these types of things when there is change in the central office? because I'm sure this
011isn't the only point where we would have to >> make the adjustments adjustments. >> Yeah, >> I think anything on the reorder where there's a midyear change or any change then we would need to bring it back. So that would be our guide >> to review the Dr. Dr. Talbert flagged that after my appointment to make sure that I was appointed to two roles at the last board meeting. So >> yeah, >> she's on top of it. Okay, >> thank you. >> The next comment which is SJ3 said purchases the same commodity cannot be artificially divided. It's restating a a really heavily audited thing where the auditors will always look at this. So, I think it's good to include this language and just know that, you know, if somebody tried to get around a purchasing
012wall by dividing up a commodity into separate purchases, they look at an entire year of purchases and add them up in total. So, there's a couple of layers of protection here. And I think this language should be included. Okay. Down below on number six, I think we spoke about the green New York. it, you know, definitely through experience it is expensive, but I would defer to the committee in terms of whether or not, you know, buying green type of products is something that you want um purchasing to be geared towards and I know that there was some discussion about that previously. Typically any kind of greening cleaning products are typically more expensive. So I would defer to the committee on this language. I would say I mean it already says when feasible so that leaves
013room for adjustment. Um but I think to leave it in there to keep it on the radar. Um you know I obviously do want to be economically friendly when possible. >> Yeah. Okay. >> Okay. Should should anyone from the public raise a question about what green purchasing is? There are there's a whole list of things that are literally a body of work that are accessible on on a website that we can at least have the website ready to go. I should someone comment. >> Okay. >> So, the next item is really dealing with businesses that are within the boundaries of Aonyville and you know giving them sort of responsible supply suppliers whose place of business is situated within the district. I've seen this throughout my career where, you know, the the school district wants to
014give businesses within the school district, you know, preferential treatment when all other things are equal and sometimes maybe even not. So, you know, the language here sort of loosens it up where we're saying remove the sentence entirely or add and other factors and leave a little bit of judgment in there to say, well, if the price is so exorbitant in the judgment of the purchasing agent, which would be me, then I would go outside of a vendor located within the district. But if it was close enough, immaterial is the word, you know, we want to give the business to an AM bill business with that zip code. And I've I've had that kind of lenency before where if the price was closer just to be clear, it's kind of within our judgment, then we would
015use the Amityville business. >> Yeah. No, I agree. You know, keeping the money locally. >> Yeah. >> Keep it circulating around here. It is a old tried andrue way of keeping money circulated in the community and I agree with it. There would just be a point where if it got too expensive maybe I would talk to Dr. caliber or put it in the transmitter and just make it be known, you know, that we went outside of an AM bill business and we had an opportunity was strictly because of price. But we can also give that business a chance to match price and sometimes that actually works out. So then other factors would be left in there to sort of again defer to our judgment that well maybe the warranty is better in the product itself
016is a little better quality. So again, you're going to rely on our judgment here. So that keep adding as an option adding warranty and delivery. >> I know this is going to go really slowly in >> as an option for the rest of the board to >> to weigh in on. >> Yeah, I'd say leave it in >> just >> especially considering two of the committee members are not here. So then down at the bottom of page two, there was a uh debate at the last policy meeting about volatile organic compounds. There was no federal regulation on VOCC's. The recommendation is to simply follow the label. The EPA manages safe choice programs which sort of handle this sort of thing. So I think the recommendation is to leave that as it is. And if you
017refer back to the green purchasing, green purchasing has a section on mobile's Okay. So, if we're following green purchasing, then we would also be following the low BC's. Is that what you're saying? >> I I believe so. >> Okay. And and if you'd like me to find a specific reference to it in both the green purchasing and the low BC's, I I'll have that prepared because I remember looking it up when the question was raised. I said, "Oh, that's interesting." And I found it in the low B. >> Yeah. Yeah. I mean, if there's a way we can include that wording cuz I trusty messes, that's her career field. So, she knows >> VOCC is much more that better than I do. Um, so there's a way we can incorporate that. >> It's in there,
018is it? >> Yeah, it's in there. environmentally sensitive grain cleaning products and the district will purchase and utilize environmentally sensitive cleaning the maintenance products in its facilities whenever feasible. >> Okay. If I can point out to um to the trustee um where it says that in the green purchasing that may be helpful. Thank you. >> So on page three, section D, there's optional language there that um I think is helpful in the event that there are federal reimbursements referred to as -ate where we get money back on that that we can steer purchases in that direction for purposes of getting reimbursement. I think that this is good language to include and would recommend that you keep that language there. um it's kind of restating the law anyway, so it doesn't really hurt to keep it
019there. And then below that in yellow there was, you know, debate about the word may. Um the language comes directly from the NISPA policy sample. So I think the recommendation from council is to leave it as is. Yeah. Well, I guess that kind of falls under the same as purchasing locally and within the district. >> Yeah. give you, you know, it's ideal but not restricting you to it. >> I'm not sure with salt really really color how they get it, but you know, if it's Americanmade and it's the same price and quality, you can go that route anyway. >> Uh, now I'm on page four. Electronic format is not required. It's up to the board any policy committee to see if you want sealed bids transmitted electronically. So right now we we only take paper
020copies. I >> haven't been involved one except RFPs which are somewhat different. Um, typically when we're bidding something, it's handled by the architects because it's mostly construction related. Those come to the architects and actual hard copy. I'm not aware if they transmit them electronically. So, um, unsure how to how to advise you here. >> Is there any reason that we shouldn't do electronic one? >> No. Well, no, there's no reason to say, you know, shall also require electronic. >> I don't see the harm in that and let them do it both ways. >> Yeah. I mean, the less paper the better. >> Agreed. Agreed. >> Okay. Yeah. So, I'd like to leave it at that. Okay. So then down below there was some you know consideration about the $5,000. We think that that's reasonable in
021terms of saying a small procurement 5,000 >> and then I think the suggested wording there is acceptable and then uh professional services required special skill. You may want to require a dollar amount, but it's hard to like pinpoint, you know, what maybe a special a professional service or special it could be relatively small, but for a county it can be large, you know, so >> too big. Yeah, too big. So, I kind of think you just leave it open for the district to decide and then uh there's some slight revision of the language there, but the rest of this is acceptable. It's written. Okay. Uh, number seven was removed. We gave it to piggybacking, which is an important purchasing concept, got its own paragraph. Piggybacking is when maybe another school district writes a bid and
022allows us to utilize their bid. It's an efficiency measure where we kind of like the opportunity to piggyback uh down below the policy committee want to expand the sense by adding direct or indirect material or immaterial before interest. So that was placed there and that kind of matches those related party questionnaires that trustees get during audits. And then the rest of that section is acceptable as written. So but again on comment A and 20 where we want to add direct or indirect material or immaterial before the word interest. So we're going to insert that language. >> So it goes to >> Yeah. Yes. And again that matches what the external auditors send you every year in the mail. You get that sheet of paper. It matches that length. Then the rest of this is acceptable
023to us. >> I'm sorry. Did we also say and or material immaterial? >> Yes. Direct and indirect and So we're on um 6741. You can see number four sentence is not required as per statute for professional services. You know it's I will tell you it's pretty expensive to advertise RFPs in the newspaper. you know, so there's a cost issue there to that unlike bids that have to be advertised. RFPs for professional services do not. Um, it's basically I think like accounting services, we're sending them to all CPA firms that we're aware of. So, you know, there's kind of a a marketing issue there, but publishing in the newspaper and R&P given the size of it is pretty expensive. And then you just add the word may publish in district approved newspapers. So that way it's
024it's an off taking it away. >> Yes. >> So may publish. >> Yes. >> That's my place. So The rest in blue is uh legal recommendations where they're making some suggestions about adding language to number seven. And then in yellow it says the policy committee we want to know if this can be worded so that we do not limit the responses. And I know that there was some, you know, talk about that that you may want to set criteria for a professional service to say must have x amount of years of experience. You may want to do that for lawyers. Accountants have specific experience working with school districts or local governments. by not limiting it. I mean, you're going to get maybe flooded with responses that you're going to say, "Well, we can't. We don't
025want to use this firm." I understand the intent is to try and create the largest market as possible. But there are situations where you're going to want to have a law firm with x amount of experience or x amount of clients servicing public schools. And this language would preclude you from putting that language in the RFP. you would have to basically pay any law. >> Yeah. >> So, there's some judgment there that I know we we were trying to sort of limit and get as much as possible, but there is a downside to that is my point. >> Yeah. Which that was one of my concerns, but um I know there was a lot of back and forth the last meeting about this. So, I think we should leave this in for the rest of
026the board to discuss. >> Okay. >> Thank you. Any other comments in non yellow? I don't think you just um after the blue it says Shannon's best is it best to add this as number five or as a separate paragraph we verify that all legally required professional professional credentials are current and will not expire during the term contract. >> Oh yes, I would I would say make that number. Oh, she was saying put it down on that next list was letter seven. >> Yeah, sorry I glanced over that. >> My feeling is that it could expire during the term. That doesn't mean that not that person's not going to reapply. >> What's the verge? Um, we ver we verify that all legally required professional and applicable professional credentials are current and will not expire during
027the term of the contract. I don't know if you want to restrict it to that or that the professional agrees to keep current if it expires then how that renew. Oh, so this this would say all right if you're if it expires no matter what you can't get the contract but we take that out then it gives them the opportunity to renew it >> right >> yeah I would say remove that will not expire during the term the contract um >> or current will remain current remain Right. >> And and maybe and will be kept current during the time. >> Yeah, I agree with that. >> By the way, if I'm speaking too much at a policy committee, please let me know. >> Appreciate your contributions. >> I'm the new guy, so I just I
028don't want to be overstepping. So, please advise me if I am. >> That's okay. Okay. So, where are we now? >> Uh, I'm on top of page two if that's okay with everybody else 6741. Again, it's saying all RFP shall be published to district newspapers. following what we discussed before, maybe saying may and then we'll >> kick this around >> and then policy committee suggested adding the RP and before the written proposal. Um, honestly I wasn't clear on what what everyone was referring to there. I think they're referring to the responses. So the RFD and the responses shall be maintained for 6 years. I think the language is clear that that's what that's saying. But the comment on AM8 is the policy committee suggested to add the RFP and before >> was and not included
029in that is that what was added? >> Yeah, I'm not sure on the scenario. We uh we weren't clear on what that was driving. I think the the existing was the written proposal submitted shall be maintained and this is saying the RFP in other words the document to which they responded and the written proposal shall be maintained. So you keep not just the proposals but what they proposed responded to I think is what's specified. So I think it's kind of >> oh okay acceptable as written right >> so I'm not sure what the comment was but what's actually written there I think was the intent of the language to say that we will maintain a documentation for six years >> right legal acknowledges that's acceptable then moving down the word accept is acceptable Oh, what's
030she just asked a question for what is the procedure for the accepted services and positions? >> Yes. So, she didn't answer our question. She just asked a followup question. What is the procedure? >> Right. >> I'm going to answer with a question. Does board policy say that well that legal services, internal and external orders, treasur and district clerk are appointed by the board without the recommendation of the superintendent? >> Everything was with the recommendation. Well, >> well, I would say that legal services, the treasurer, the district clerk, those are boarded positions, right? >> So, they are yours. >> Can make the argument that the internal and external are also your appointed positions. I wouldn't even disagree with that. So, I think it's kind of open to interpretation. The procedure would be there would be an
031RFP. The administration would evaluate it and of course forward the score sheets just like what we did with the architects which should be on the next agenda where there was board involvement in the selection process because the architect is a direct appointment of the board. >> Okay. >> Yeah. So this is just asking if we're leaving the word except on there, >> right? Yes. >> So I think that it does belong in there. Leave it as written. >> So we added it from I'm sorry. Okay. It's not clear. >> We have to highlight it whatever the next time, but we added it from the last meeting except for legal services internal and external auditors. You know, there are some districts that include the cabinet, the superintendent's recommendation to the board. Sometimes they participate in the
032interviews for the auditors, for the legal, for the treasurer, for the district clerk. So, it's really the purview of the board. The board wants that to be independent of the superintendent, then the word except she'll stay. But I would also say architect now that we're thinking about that because it is the board's architect worded that it's doctrinal to do that independent from the superintendent. >> I think would be appropriate. >> Yes. the board can decide whether they'd like to or not and or designate because many times the business official is pulled in for the architect other auditors in fact it's stunning the board has direct involvement and again I'm reminding you know trustee investment was involved directly with the evaluation of the architect and we all scored it and we all agreed and that recommendation
033will be coming forth to the board so I don't have any problem with the word accept or in cooperation with again it's a forward kind of a discussion >> in cooperation with >> and then we can put it up again for another reading and see if that's okay with that. So in cooperation with >> yeah I hope that >> okay service be best suit the district to the board of education for its approval >> would be added at the end for legal services internal external treasur district clerk architect in cooperation with the administration. >> We'll say that >> and then we'll see if they want to edit that at the next meeting. >> Am I leaving except in >> um >> if we leave except for legal services and then at the end which may
034be in cooperation with special administration. >> Yes. Okay. So, directly below that, this was kind of what I was alluding to earlier, that the assistant super finance and design shall send an inquiry to any entities that did not respond or submit an RFP. The practicality of that is sort of what we were talking about like who didn't submit. So whom I mean I think the intention of anybody who picked up and requested the RFP but then subsequently didn't respond or you asked me to inquire from them. >> That was a request of the board um last time around. Yes. To inquire of those as to why they did not apply. >> So I think the language would say should send an anchor to entities that requested the RFP but did not submit. Okay. Okay. So,
035you're sending to every CPA firm in the world. >> Yeah. I'm not too familiar with the that part of the RFP process. So, >> when we advertise, companies will request the RFP and we'll send it out to them. >> Sometimes they all don't respond because they look at and they, you know, so this policy will require me to reach out to them and say, "Okay, well, you picked up an RFP. We emailed it to you. Can I ask how come you didn't respond?" >> Okay. I think that's the intention. >> Yeah. Because obviously you can't reach out to everybody and there will be some people who look at it on the website and say I'm not applying for this and how do you know who they are? >> Unless you somehow collect their information when
036they look at it all before I and that might be perceived as limiting. You have to give your information if you want to look at the RFP. >> Yeah. So I think this should say send an inquiry to any entities that requested the RFP but did not respond. That's what we're saying there. Thank you. >> And down at the bottom we then we add reference to section 103. Um I mean this is really dealing with RFPs where section 103 is dealing with bidding. I think we see that as two different areas of law. So I think we deem that as not applicable. >> I agree. Do I delete the comment? So it doesn't go to the board. >> Res are different than competitive bidding. Competitive bidding is lowest responsible bidder advertised in a newspaper. on
037construction whereas RFPs it's some we're developing some criteria not necessarily advertising there's some judgment in terms of who we would select it's not always based on price so I don't see referencing section 103 as applicable probably doesn't hurt to put it there but it's just confusing because section 103 is not applicable to RFPs >> okay yeah if it's not doesn't make sense that when it's not added Thank you. >> 6110 is budget planning. >> I think we added here in red some of the language. Superintendent may seek advice and suggestions from the board of ed. So we added that taking into account statuto tax levies and voter override. That language was added and certain areas of education law that were not applicable were also struck at the bottom. So this was basic housekeeping 61R 6110
038I'm sorry you have something >> no I didn't have >> 6110R is still an extension of the same policy to the tax set limit for the upcoming year possibility overran the limit it's just kind of repeating the same language agendies 6120 is budget hearing. Uh I put the recommendations to strike the word week at amityville schools.org for the website and then at the board's discretion you may modify the proposed budget subsequence of the annual hearing but no less than 14 days. That's just restating the law that you still have a certain amount of time where the budget can be altered prior to it going out for vote. Okay, we're striking the word week and probably remove the parenthesis also on each day other than a Saturday, Sunday holiday style question. Sure. And it says on
039each day >> and then in parenthesis other than Saturday, Sunday or holiday, it almost seems like by removing the word week then the parenthesis should disappear too. I guess that's a style thing though. >> I'll default to the educators in the world that are better at grammar than I am. >> Yes, sufficient. Good. >> We're removing the parenthesis. >> Yes. >> Depends. >> Budget transfer policy remains exactly as it is now. There's no recommended changes. >> But is this not required? Or is that why the the X is up? The X is I'm not sure where that X with the line through it is there. I don't actually but I don't think that there's any legal requirement to have a budget transfer policy. It's common place in every school district I'm aware of. So we
040have it. But also I don't think that the commissioner requires a budget transfer policy but as strangely as that might sound. So, it's either local or notice. So, the X should be next to one of the other two. >> Yeah. Um, either way, I mean, this is your policy as it stands now where we report every budget transfer to the board as an information item. Certain policies require certain transfers require board approval. Those would be the ones that exceed 100,000 in payroll codes and $10,000 in non-payroll codes. That is the current policy. So, nothing here has changed. Another as far as the required local or notice, we should mark off one of them. I don't really know what the difference is between local and notice. Not sure. >> I'll figure it out. >> This is
041okay. >> Yeah. As long as we just mark one of them so we know that it's not required. >> That's me. the 6000 series policy 1511. I don't see that in Maria. I'm sorry. So it was out last year. 1511. Thank you. Advertising in the schools. There was a consultation regarding advertisement in schools and the district was um reminded that for-profit organizations should not advertise in the schools. And so we wanted to take another look at the policy. Um and we have here sample policy 1511. Now, Emory, this is the NISBA sample policy, not our policy, correct? >> Correct. >> Okay. And the next one is student gifts and solicitations sample 5660, but we do have a student gift policy. >> Yes. So in the agenda, I asked for the ones that you had requested
042and they gave me their numbering was different. They gave you the 1511 instead of the number 3283 which was soliciting advertising on the schools and we requested the next one 134 that they gave 5660 foration. So it's the same group policy just numbers. >> Yeah, that's what they're saying. >> I've noticed not every most of the districts will follow the same or similar numbering but not all of them. ripping over 1511 items. >> Yes. So 1511 it was pretty much about the canvasing um solicitation selling items. Many of the flyers that we were receiving um were paid for services. Um, it says here, "The superintendent is authorized to issue a list of suggested vendors to meet district prescribed standards for photographs, musical instruments while allowing parents to make their own arrangements on any terms they
043wish, where the arrangement does not involve the use of school personnel. A commercial photographer who is taking a school photographs on a school premises for a school purpose may advise students by means of a card brochure or other appropriate device. Their copies may be purchased directly from the photographer. The solicitation of orders for and the sale of class rings if permissible. if authorized by the board of ed. If all prospective vendors are given full and equal opportunity to compete and the students are fully involved in the promotion and sale of the rings, the superintendent is granted the authority to approve activities and cooperation with any individual organization which are of general public interest and which promote the education or other best interest of the students. Exhibitions and schools of any books, articles, apparatus, films or
044other educational material shall be judged on the basis of their actual educational values. In case of colleges, universities and service agencies, corporations, businesses, and public service agencies, it is the policy of the board that access to schools shall be encouraged to bring career and occupational information to students. The superintendent shall ensure that such activities are carefully monitored to restrict any commercial advertisement. Contracts which purport to authorize private individuals or corporations to promote the sale of products and services through commercial advertisements aimed at public school students are expressly prohibited. Nothing in this policy policy shall be construed to limit the authority of the board under law to authorize the broadcast of high school games and other events by radio and TV stations even when the broadcast is commercially sponsored. >> So going back to the second
045paragraph, the superintendent is authorized to issue a list of suggested vendors to meet district prescribed standards. Um, but that so that's who we would be getting photographs and musical instruments from or is that if there's a company that's trying to advertise those things? >> So if there's canvasing, soliciting of funds or selling of any items by an outside agency shall not be permitted. School personnel may not participate during school hours or school grounds on school grounds in the solicitation of orders, the distribution of advertising materials or the collection of charges. The superintendent is authorized to issue a list of suggested vendors. So for example, just uh >> who does >> Jones remember a lot of those things are run through student activities >> life touch. So that's a different, you know, they they're being helped
046with a different set of rules than the district itself because those are viewed differently in the law. So the class rings and the yearbook, you do see that kind of advertising and stuff going home because it's predominantly done through student activities. What this is referred to I I think are the rare cases where the board district administration would be doing this which is pretty rare given state law for us to do that but student activities has a lot more leeway to do these things. So it's not like you're not going to see class rings and yearbooks and that kind of advertising going home. As long as it's coming from the clubs and not the administration and the board, it it they have a lot more leeway. >> So would this be like student council collecting
047um a charge for the dance to pay for a DJ? >> Yes. Okay. >> That would generally be permissible because they're allowed to fundraising and and operate as a makeshift forprofit type of business. That's the design of it. Yeah. >> Okay. We couldn't do that as the administration, but student activities could. >> Okay. So, is there a policy that allows student activities to to do this or >> student activity handbook which is published by SCED has that rule book expressly stated out and they have a lot more leeway as students to do this kind of fundraising and business type of activity. I'm not sure if we'd ever have a list of approved businesses that were You know that I that to me is pretty rare. So if someone were to raise a critique, I'm sorry.
048Do do you want to raise it? Do we want to put in here somewhere that student activities do not fall under this because they are governed by a separate section of law or something? Do we just want to reference because I'm I'm in my mind not knowing what you know Rich putting down well what about yearbook ads in school papers, ads in the yearbook, ads in the play bills, uh >> student activities. >> Yeah. So, if there was something in here that that referenced the fact that student activities are not limited by this, I don't know what you want to say. >> I think it's there except it's the bottom or >> I think we could put that direction. >> I think we could put it there. I mean, I'll consult with council just to
049make sure we're buttoned up, but student activities has so much more leeway to do these things >> than we do that. I can't think of a circumstance where this would apply to the board and the administration. >> Sorry, I can't think of it. No, >> you know, we can I'll talk it over with council to say, do we need to add something here about at student activities and their authority to do these sort of things under law and then we'll uh we'll talk about it again. I know I've been looking at I couldn't give you an exact example or I'm looking at something and I would think that the whatever title of the policy is where I should be getting the information meanwhile it's titled something else in a different section where >> that kind
050of a reference would make sense but I didn't have anything Okay, >> it's right here. It's >> 566. There it is. >> There you go. >> Excuse me, David. Sound pretty smart. Also >> only those organizations granted approval by the board of ed shall have permission to solicit donations and contributions from students. All fundraising activities must be voluntary and in accordance with the rules of the regions and the state department guidelines relating to solicitation of charitable donations from children. No direct solicitation of students is permitted during school hours. So, the following constitute permissible indirect forms of solicitation, and the board has the authority to determine which, if any forms it will allow. The sale of tickets to a social, musical, or athletic event where a portion of the funds go to charitable purpose, the recruitment
051of students during school hours to participate in fundraising activities to be conducted off school premises or when school is not in session. School personnel are permitted to hang posters or distribute flyers notifying students of these activities. However, school personnel may not act as a conduit and collect funds from students on behalf of a charity for which they recruited and the placement of a bin or collection box in a hallway or other common area for the voluntary donation of food, clothing or money. >> A joke. I was wondering we're not doing that anymore. >> So with gift students are discouraged from presenting the school staff with collaborative gifts. Elaborate gifts. Spontaneous inexpensive gifts will be allowed when reasonable to express gratitude. Letters of appreciation are always welcome. Now we did just approve student gifts I believe
052a couple of months ago. You remember us reviewing this? >> Yes. Um so if we can Amory maybe compare this and our number might be different because we normally with the booster club we give them a copy of gift solicitations and relationship with booster clubs. >> Would that be gifts from the public? >> Yes. What number is that? >> That is 1,800. >> 1,800. So, we didn't have one that says student gifts and solicitations, >> gifts and grants, okay? So if we want to consider the student gifts and solicitations because students are being solicited to participate in various activities >> and then 1,000 Emory we're going to move on to that. >> No we got lost. >> Okay. >> So comparative to 1800 or no? >> Well there's two other policies that we have that
053refer to gifts. It's 8200 and 6255 is gifts and grants. >> I'm going to compare the goal to make sure that's covered. Then we don't need this type of policy. >> Yes. Okay. In January, we worked on 5660. I'm not sure what the status is. We worked on 5650. >> It's a minutes. >> And what's it titled? Student gifts and solicitation. >> Yes. >> And so there is we do have a 5660. >> I don't know if we finalized it, but we were. Okay. >> So, yeah, Mary, can you check to see our 5660? >> Yep. We don't have 5660 on board docs. >> Okay. Now the community relations goals was Yes. Yes. >> Yes. >> Thank you. Thank you. Have a good night. Or maybe this one go along with the booster. Maybe it
054went along with the booster. Number four, uh, encourage contributions from the annual parent teacher council. So that would at least need to be updated. >> BTA PTA or PTS. So number four would be contributions from the AMDville PTA and R PTSA's initials or follow >> teacher students association student association and the other one is PTA are >> PTA P parent teacher association and PTSA parent teacher student association. >> So is the parent teacher council gone or is that the >> replace? So in terms of the relationship the booster organizations this 1222 is our policy and it was referenced with 1,800 gifts from the public. So that's why we were looking at 5660 5660. But would it be too much information to kind of tie that together and note like where to look for the booster
055organizations? >> If we're going to utilize 5660, we can cross reference it here. >> Yeah, >> 5660. We could leave gifts from the public as is since we just looked at that one and add student gifts and solicitations if everyone's okay with his policy or if we want to cross reference it to the one that we previously looked at and see if there are any differences there. Okay. 000 community relations. I'm referencing 5660 if we approve it. >> Yes. >> So, the booster club just basically talks about if they're interested in um organizing a booster club to support a specific school program such as sports or fine arts and music or Then they need to meet with the superintendent, get approval of facilities use. Um they need to follow the procedures in the public use
056of facilities and to produce a calendar of their events for the year. Um and then I have to share with them the district's terms and conditions for us to accept such gifts. So that's why students gifts and solicitations and gifts from the public would be applicable and then seek the board's official approval before accepting or publicly announcing any contributions. >> So how does it fall in if they're if they're assisting in an event that they're not that the organization is not running >> where does that fall in line? whereas with communication with the administration. >> So it depends on who they're assisting. Is it the principal, the athletic director? So if they're working with the athletic director, they need to organize who's going to have which role and it should be communicated and the procedure
057for the donation has to be made clear and plain. that you know the money won't go directly to a student or for a function for a student that the funds have to come to the board for approval and then utilized for the task for which they're aiming I clear that up anymore >> got it >> okay >> what about when members of those organizations are volunteering within the schools or even if it's just outside the school on school property. >> Mhm. >> Does that need to be checked in any way? Reported. >> So with their volunteering on school grounds for an event? >> Yeah. >> Okay. Um, so once you approve that booster club, I mean the board maintains the right to say that we would like to have background checks, fingerprints done on those
058who will be working in the school. Um, the board would have that right. >> Yeah. which I understand that's difficult to navigate because you might only have a right >> few people that are regularly involved in those organizations where you right >> have who you can to help you. >> Yeah. Um but in those circumstances is does the district um like does the say like the athletic supervisors are they aware of like being around those members while they're operating on school grounds to kind of supervise that they're not um oneon-one with students or anything like that >> well I think everyone could be alert but it really wouldn't be their responsibility and >> I'm not saying just be yeah I'm not saying who would be the point person for it but really just to make
059sure that >> whoever's volunteering on school grounds who's >> acting appropriately because I understand even as somebody who's volunteering in those capacities where you could very easily be left alone with a And um and not only do you not want to put a volunteer in a position where they feel vulnerable that they could be accused of something, but mainly the student themselves. >> So there's the school volunteer policy which we could cross reference right with that. We could. We just adapted that much long ago. >> But that we would have to revisit because I know there were some exceptions to that policy as well. >> With the application or the frequency, >> what I remember there was um some organizations that were they were not required Yes. Okay. So, I know that says no supervis
060no volunteer shall be permitted to have unsupervised direct contact with students. >> And what's the number of policy? >> 4532. Yes. and Marie that would be a possible cross reference to 1222 full volunteer policy 4532 and we can share that with legal to see how that can uh collaborate effectively with the intent of supporter. So it's going to pass reference 4532 with 1222 which is proposal. Yes. Do you want me to check? >> Yes. Are there any others that are to be reviewed tonight? Number 11 and number 12. Number 13. Okay. 42 we did the last time. Oh, that was the one that Megan was at. >> Okay. Well, I guess the policy. I asked NISPA for their policy was to compare it to the forest change that we have. And then I also emailed
061a list serve to the district to ask them uh what's the typical turnaround time and the most of them were 10 days to two weeks from the meeting were actually two weeks before the next meeting. um one day was not any of the answers I got at least the minimum was four days um but the full-time person so >> I don't think one day is practical but >> I would have to agree with that >> especially considering the amount of information going through these meetings >> right >> and considering we have a part-time employee handling that Right. >> So asked them how long their average meetings were and it was anywhere from 30 minutes to an hour and a half but 2 hours was on the outside. So figuring how many hours it is to
062go through eight minutes >> and what do we average 3 to four hours of public session? pretty much about 30. >> Yeah. >> Suggest we table this one 4321. Yes. I didn't speak about that. No. You want to table that one for further review that? Okay. and um amate number three there were some possible policy committee meeting dates. You want to go over those? Yeah. So today 18th the room is already reserved for another organization starting at 6:30 another place only upstairs that's not significantly have a community member join in >> probably not unless we want to go to the art Maybe. >> Do we want to do that and keep the date or do we want to change the date? >> May 18th. That's a Monday. >> Yes. Well, I have to It's not
063a typical day for board of ed meetings to do any facilities if it's available. >> We could check with um Jose. >> Okay. >> Yeah. And Al, of course. >> Okay. >> But it should be on that calendar. >> Everyone okay with Keith May? >> Yeah. Keith. >> Okay. It was reopened. >> All right. >> Any other concerns on the meeting dates? >> No. Well, one of them was the birthday bathroom February 3rd, >> right? Monday. And was there is there already a health and safety committee right before that? >> I don't know what how what it's like coming back for you guys the day after they >> um are we okay with going from January to March or do we want to find a there's a oneweek break in February, right? >> Yes. Then
064there's a one day break. Is there another break? No, no, that's the only break. The one week. >> Then it's till um April. Maybe maybe the thing to do would be to uh not have the meeting on the 23rd and see if there was a date a week earlier to the March meeting. So there's not quite so much time in between that we're but so it's still one fewer meeting and yet still in a timely way >> or just see if we can reschedu till the 24th Tuesday. >> There's CBAC on Tuesday. >> Yeah. Okay. There's nothing online, >> Wednesday the 25th. was clear like there's a program at park on the 26 at night. >> I don't know if that's time >> um 6:30. >> So with the 25th of February I'm available for
065Wednesday. Yes. So I'll check with Joseph. Okay. To be confirmed out, right? >> Check with the other members also. >> Yes. >> Okay. That was good. And this test you're good. Um, let's just summarize what you putting any of these up for a reading at the next meeting? I believe the 6,000s. >> Yes. >> All those up. >> And that would be Emory for the 11 19 meeting combined session which is just budget. >> Yeah. Okay. Would that be first or first been final? >> Did we read that was the last? >> I don't think so. >> No. Um, >> so be twisted first reading. We did some in here first of all. Okay. No, just at the general meetings. >> Should we mark it as first? >> Yeah, I mean we could always make
066it final reading >> if they decide. Yeah, >> you don't want to change it. Just >> So, are those the only ones we want to bring for the agenda? So she just adding references on the other ones right >> well going to review 5660 is see if it mirrored 1800 or 6255 Mhm. >> And Snider was going to follow up the legal in 1511. >> Community relations looked fine. >> Yeah, just one update on number four. >> Yes. If we approve we're at a th00andations. >> Yes. >> So for 5660 that gets added as a reference. >> Okay. >> So if I compare that and get that information out before the next or does it have to wait for the policy? >> Um, I don't think so. We can bring it and it can just
067be a first reading which will probably entail discussion. >> Yeah. And then we'll wait on to bring that back as soon as our policy meeting or November 24th. And are we in agreement to waiting on 2342? >> Yes. >> And 2360? >> Yes. Okay. >> 122. Okay, we want to bring that for first read along with 10,00 >> um we didn't make any changes to that, did >> we? The only thing was 122 as 3532 can be used as as a reference. >> Yes. >> And then should probably add a volunteer policy as a reference also. >> Yeah. 4532 or 1222. >> I think that's what I said. 2532. >> Yeah. >> Oh, sorry. >> And then the meetings would stay the same with the exception of February 23rd. You'll confirm with the other policy
068members. Check to see if the room is available 5 or 225. And then we'll keep the May 18th with the relocation to the art room in paintings if available. >> I ask that we review a policy next time we meet um 4325 on AIS. So part of our recalls grant requires us to look at the sustainability of practices to address learning loss and that includes import policy. So if we could look at that and see where we could insert information about addressing learning and we would also like to look at the AI regulation. I don't know the number and Marie, sorry. It would be the AI regulations for the approved policy. >> I think that Rich Schneider has an appointment with um Gersio to discuss more of the 6000 series. So, >> Oh, okay. >>
069If that happens, then I'll add that to the policy agendas. >> Okay, great. So we have artificial intelligence policy, but you want to add regulations. >> Yes. And what's that? Nothing. >> Um 8636. >> 8636. Okay. Thanks. All right, we're wrapping up. >> Thank you for joining us. Have a wonderful evening. >> We're ending at >> ending at 7:25 p.m. Okay, great.