001All right. Good evening everyone and welcome to Akran public schools legal contract and policy committee meeting here for Akran public schools on this uh August the 4th of 2025. Uh I have today with us we have our uh board members Dr. Molar, we have Reverend Harrison and we have Mrs. Autri and we also have Mrs. Carter and I thought we had Madam Superintendent who was going to be here. So, we'll start out with the uh minutes. Any questions or concerns or uh anything about the minutes from last meeting? Anything on minutes? Nothing on minutes. Do we have anyone here to for public comment? Anyone here for public comment? No one for public comment or participation. Okay, we'll go and uh we'll start Mrs. Carter. Um our first policy on the agenda is purchasing and bidding
002and we'll have Mrs. Folk come up. Policy number 6320. This is one of our policies um that is mandatory to update and so Mrs. is going to walk us through some key items. Good afternoon, members of the board, Mr. Alexander, Miss Autri, Reverend Harrison, and Dr. Molner. This is the second reading of this particular policy, which we truly do need to update according to Niola. In your packet, you will also find, and I will now display the rationale as to why this needs to be updated. The sources indicate that 75,000 competitive bidding threshold for 2024 is not merely a suggestion from Niola, but rather a reflection of the amount to be determined and published by the Ohio Director of Commerce. This did go into effect, by the way, in October of 2024. Here's why the
003board would go with the $75,000 figure instead of retaining the 50,000 that we currently have. alignment with external authority. The policy explicitly states that when the board undertakes projects like building, repairing, enlarging, improving, or demolishing school buildings, competitive bids are required if the cost will exceed the amount to be determined and published by the Ohio Director of Commerce. The threshold uh for 2024, the sources include the drafting note clarifying that the bidding threshold for 24 is $75,000. This suggests that the $75,000 is the legally and officially determined threshold for the current year and going forward. The other change is automatically annual increase. Furthermore, this $75,000 threshold is designed to automatically increase each year by 3%. That was part of the change to this code. This indicates a mechanism for the threshold to adjust over time,
004likely due to inflation or other economic factors as determined by the director of commerce. Therefore, going with the $75,000 figure as noted in the NEOA policy aligns the policy with the current automatically adjusted threshold set by the Ohio Director of Commerce for competitive bidding on certain projects. Retaining the $50,000 would mean the policy is not in align with the updated figures provided by the relevant state authority. And we also went ahead and provided a further simpler verification of terms at the bottom that also reflects the same legal requirement and that the old amount just needs to be updated effective to reflect exactly what the Ohio Director of Commerce says bidding should be for public facility projects which APS is a public governmental agency and we should follow the same standards. Thank you. In going back
005to the policy itself, many of the other items that were noted were grammatical or title changes which we re we reviewed under the first time we came. This does not change the board's approval authority. it still would come to the board anytime it is above the $25,000 mechanism which we currently have in place and we also keeps the ability to do the super blankets and the other contract developments. It is really the competitive bidding section that is being updated to reflect the current revised commerce code that went into effect at the state level. If I can provide any other information, I am more than happy to. Thank you for allowing us to have a second reading of this particular policy. Thank you, Miss Folk. Is there any questions? Dr. Monar. Thank you, Chair Alexander, and
006thank you for this, especially the summary page here is really helpful. I'm still trying to understand one. So I understand that the biggest difference that we are being asked to make is to increase the competitive bidding minimum from 50,000 to 75,000. Um can I ask what potential penalties might we incur if we do not raise that uh minimum? It is not a penalty that I can find in the revised code or any section that you would not. Unfortunately, the one thing that would happen is everybody else will be using this standard and for us not to align to it when we put out our particular RFPs or RFQS would mean that they would have to possibly have the inability to readily respond because we're looking for something totally different. Um this is something that is
007standard that we as a government agency do and we have a number of buying groups that we also work with through the state buying group which you have re seen reflected in our recommendations to you and they follow the state of Ohio's commerce reflections when they put those buying uh consortiums together. Reverend Harrison, I I thought this was a OC change. It is. We just I just wanted you to be reflective that it actually goes into who actually determines that amount and that's why it was reflective as to who actually is. You are correct, Reverend Harrison. It was an OC change. Okay. Any other questions for Mrs. Folk? Okay. Thank you, Mr. F. Miss Carter. And so next on the agenda is um Dr. Lash. Dr. Lash is going to follow up with the parents
008bill of rights. Um, we did go ahead and make this a policy with the understanding that we were going to come back and revisit because we knew that there were some people on the committee that still had some um questions or concerns regarding some of the wording. And so I believe um Dr. lash and um our legal has tried to figure out and work through some things and provide you know some more explanation but I'm going let turn it over to Dr. Lash. Good evening. Thank you Mrs. Carter. Good evening. Um so based on our last uh meetings discussion and in conversation with attorney KPHAR uh you'll see on the screen here and I think these copies were provided to you um the the changes that were made based on that discussion along with the
009um bill analysis along with samples from other districts. We talked about that last time, looking at um samples from other urbans. And so she was able to locate three of those uh one from Columbus City, one from Cincinnati, and forget where the third one is from, but it is in there as well. So if you look um at the screen, the parents bill of rights and trying to scroll. Okay. So in this uh paragraph that starts if a student and then you see the striketh through we had a lot of uh conversation around the use of the word investigation. Um again we uh based on the conversation prior to the last meeting um went with that uh inclusion of that word there. But then after uh you saw it in print and had some conversation
010last uh time decided that that was a bit strong and really did not speak to um the the sentiment of of of what the thinking was. And so um that is struck through and in its place it says experiences any substantial change. And so the sentence now reads, "If a student experiences any substantial change in services affecting mental, emotional, or physical health, parents will be notified by school administration." And so that was the only change that was made in the policy again to um come back and and kind of soften up the use of the word investigation. Reverend Harrison, thank you. Um, brother chair, the the um, and I asked this question, but I don't remember. So, I just want to say it for the record when when we talk about substantial change. Can you
011explain that the the change what what kind of changes would would be substantial? So um one thing that uh comes to mind a substantial change if we are going from no services to services um that would be a substantial change if um since we're talking affecting mental, emotional or physical health. So if uh something happens on the playground and now we're treating an injury that's a substantial change in the the services that we're providing. Um, those are two examples that Okay, any other questions? Dr. Molar. Thanks. Yes. Um so in the new language um I see if a student experiences a change in services um what about a student who is reporting a change and the services have not been changed yet? At what point would parents be notified that a student is sharing a
012change? So, I know some of our conversations before uh were about um bullying and experiences that students were having at school and then we had a conversation that there was another policy that really handled the bullying but then some of that policy came back to this one. So, if a student says you know I am if if a you know if a student shares you know I I am I am struggling I need help. I am, you know, um I at what I guess at what point as a parent would you know so that way you can also help your child. Sure. And let me make sure I understand because then I would ask you for any any thoughts that that you have just you know based on uh the frame of reference that you're
013you're coming from when you ask the question. And so if you're talking about uh a student reporting a change in services, if there's a change, if there's a substantial change in services um per this policy, that notification will happen. If the student is reporting that they need services um and they receive those services, there would be a change in services. Therefore, notification would happen. But if a student reports that they need services, but the district determines that the student does not need services and then they do not receive services. As a parent, do I know that my student was reaching out for maybe a ser for a service? Gotcha. Thank you for making that a little bit clear. So are you suggesting then by way of that question um a sentence in this policy that
014kind of calls that out specifically that if there's a discrepancy there so child comes to request services um and for whatever reason a school official would say we do not believe you need these services that there would be notification home. Yes. And I think that's the investigation language is harsh, but I believe that was the investigation was do are we looking into this report because um un unfortunately we we do have students who um are experiencing great uh grief and other um things and and sometimes they do need services and sometimes as a parent we don't realize that the student is more comfortable, you know, telling telling a teacher, telling a counselor, telling a friend. Um and so yes and um and so if because I can think of different case scenarios but they are,
015you know, contingent on, you know, the the the individuals, the environment because naturally, right, we want to say if a student um expresses that they are in need of something that we are going to attempt to meet that need and reach out to the parent. However, um again to your point um if you are suggesting that now that I understand a little more direct and and clearly um we could work to add an additional statement if the student reports self-reports that they are in need of services but there's a discrepancy or um you know the the building or school does not feel that it's necessary that there would be notification. Yes, Dr. And I think I get a clear understanding what Dr. Monar is saying. If I was a student and I had something going
016on in my life and I come to you as my teacher and say, "Hey, Dr. Lash, I have this going on. It's it's bothering me." And you may say, "Have I talked to my parent?" And I say, "No." and I tell you, um, would would we look for some services for that kid or will we talk to the parent, let the parent know, hey, this your child came to us stating they have this type of situation going on and talk to the parent and maybe we're looking for some services if they there needs to be services. if the school feels they need services or the the school and or the parent feels the kid may need services because sometimes I understand what she's saying it sometime kids fall between the cracks because they're crying out
017for help and we kind of like pass by it to a certain extent but uh we're not finding it. So, I think that that's what she's talking about if I'm correct. And maybe that would be maybe maybe we should put a blurb in it if a kid does come to here's what we would do. Talk to we'll make contact with the parent, talk to the parent, da da or whatever it may be. It doesn't have to be a long drawn out thing. This may be something like that. I think that's what she's maybe looking for. Yes, I think we all have a little bit more clarity now and so we can definitely add that in there. Right. Okay. Perfect. Uh any other questions for Dr. Lash on on this this policy. Okay. Thank you, Dr.
018Lash. Appreciate it. Good evening. Thank you, Miss Carter. Um, so we are asking for to go on for a second read at the next board meeting. a third and final read or I'm reading up backwards here for the parents bill of rights. If there's no changes, we don't need to do anything with that one. We're good with that. And then for the purchasing and bidding, we're asking for it to go on for a second reading. That was the one Mrs. folk covered purchasing and bidding. Okay. So, okay. Okay. So, we we have two policies that are coming. One uh the bidding for the third, is that correct? The bidding would be for a second reading. For second reading. Okay. So, today would have been the first. Okay. So, bidding for the second reading and the
019purchasing for the third reading. Did I say that wrong? No, it's purchasing and bidding would be for a second reading. Both second readings. Okay, that's one policy. 6320 is purchasing and bidding. Okay. And we're asking for it to go on the upcoming board meeting for a second reading. Second reading. Okay. Pastor Harris, you had a question. Thank you, brother Chair. Uh I think these two policies uh um I think we're behind on these two policies and and so I think that this would be um something that we could wave the third reading and and just adopt these at the next board meeting. Yeah, we can do that. If if if you guys think that we don't need a third reading uh and we're okay with it, then we could wave the third reading and have
020the reading the third actually wave this the third and vote on it for the next approval for the next meeting. Okay. If that's okay is what you're saying, right? Yes. Yeah. Yes. Okay. Dr. Mole, are you looking I was going to say that I'm sorry. Well, the parents bill of rights. Thought we just said we were going to change a line and it bill parents bill.us she said there's two so let's let's deal with them one at a time instead of two. So one is 6320. So for now you're saying 6320 for a third and final read. Yeah. Third and final. I would be okay with that. And then if there are changes in the parents bill of rights then we would need to bring it back for a third and we could bring it
021back for a third and final read with the slight adjustment. But if there's no changes for the parents bill of rights, you've already approved that meeting the July 1st deadline. Did you back because we do have a change? There is a change, Dr. Lash, that you need to update. So then we'll need to bring that back to the next policy meeting. We have a revision. Are we meeting the deadline for that? Yes, you've already met the deadline for that. So now we're just doing some revisions. Got it. Okay, there we go. So, we don't have to vote on it for it approval. We just have bringing it back to the policy committee for the changes that Dr. Lance is going to bring to us and then we'll move it on. Yes. Okay. Perfect. Uh any
022other questions that we may have because that was a little confusing. [Music] Board members, any any other questions, concerns? Okay. Um, Miss Carter, Madam Superintendent, anything else? Um, we would like to um transition um Mrs. Carter out of the position that she's currently holding now that we have um in-house counsel and our council will take over at the next meeting. So, we just wanted we were going to put it in the Friday notes for you, but thought it would be okay to bring it to you now. That's okay. It sounds like we're going back to what we used to. We had in-house counsel here. Correct. Run everything and then we go back. So, it's that's good. That's a good thing. And you and it's really up to you. He was not able to um be
023here this evening. So, if you would like him to see it in action first and then take over is totally up to you. I think that would be a good idea so we can see what's going on because he hasn't been here. Let Mrs. Carter be here and can kind of see a mirror meeting, right? And then he can move in for that after that. You guys okay with that or do we need Dr. Monner? I just have a question point of clarification. So when you said take over, are you saying he would lead the meeting or would the board still lead the meeting? No, no, no. You still lead the meeting. He would just help bring the uh policies to you, the administration. Yeah. He'll he'll change and be be Dr. Cart Mrs. Carter
024and it would would not be Mrs. Carter. He would be there. Reverend Harrison, I I I just had a question. Um, Mr. Chair, so we are we have in-house counsel, so we no longer need to have the contracted attorney for the meeting. No, we would not. He would be our he would be our person for the meeting. Okay. So, he would he would take Mrs. Carter's place. Mrs. Carter is going to be here just a mirror for maybe the next meeting. After that, he will sit there and he'll be Mrs. Carter doing the work that she's doing. I think I was I was speaking about Heidi. Oh. Oh, yeah. She probably wouldn't be here because we wouldn't need them here. Heidi wouldn't here. We have our own council that would run this, so we wouldn't
025need them anymore. Okay. Thank you for clarifying that. All right. Any anyone else has anything else that we need to to do for today? Yes, M. Reverend Harrison. Yeah, we have the uh uh independent contractor Dr. Molnar. Um we we were discussing this and I had asked to for her to highlight um her portion of the policy and then we have the portion that um the uh administration brought forward and you know we have a lot of things that we have to get to but I would just like to see that stay on the agenda. um and um so that we can go through it. Uh she just emailed it today so we didn't have a chance to read it or anything, but if we can just make sure that that stays on the agenda.
026Um and also we don't want to overload the u the new council but the u um diploma. Uh, member Autry brought that up and if we can u have that on the agenda until we can um go through it and the OC has some stuff as far as honorary diplomas. I did get a chance to look at some of that. Uh, but I think that we we certainly need the general counsel to help us navigate through it. But those items, if we can just keep them on the agenda as old business until we can uh go through them. Yes, that was the plan. We weren't going to take them off because we everyone asked for those to be put on to the agenda and we knew there were some pressing policies that the administration need
027to get done and then we're going to come back and we're going to try to uh maybe have a little more time so we can spend time instead of having five things on the agenda, we want to try to get through that. Maybe we might have two and maybe we can have time to go through it so it won't be so congested. So that's that's the plan moving forward and we'll make sure that uh uh our new council understands that. Okay. Anything else we have for this meeting? Going once, going twice, nothing. Okay. Thank you to everyone who participated today. Thank you administration. Uh thank you board members for being here and we appreciate the work that is being done by everyone to help Akan public schools move forward and move smoother. So if we
028don't have anything else I will uh ask for an adjournment. Okay. Ajourned at uh 556. Thanks everyone.