001the top of his head. Background public schools legal contracts and board policy meeting this evening. Uh thank you all for attending virtually and those who are here uh with us. Uh we will start with our um public participation. Do we have anyone who like to address the board? Anyone who would like to address the committee? Anyone who would like to address the committee? No one. Okay. So, we'll move forward on our um minutes. Any questions on the minutes that we have for uh last meeting? Any question on the minutes? No question on the minutes. Okay. So, we'll start with uh our our agenda for today. We have Mrs. Carter is not here today. So, we have Mrs. Chapman here who's going to um uh walk us through a lot of the information we have today.
002So, we'll turn it over to Miss Chapman. Thank you. Member Alexander, board member Harrison, Miss Autry, board member Hall, superintendent, assistant superintendent, Dr. Molnar, board member. I am I am going to just facilitate the review of the policies listed in section three of your discussion topics. And the first one is the parents bill of rights. Does everyone have a copy of this? Okay, it's up on the screen. Got it. And I believe that Dr. Lash is here to review uh the updates on the parent bill of rights. Parents bills of rights. um copies. No, I'm not aware of any copies, but we can make some for for you all. Yes, please. Yes. Okay. Well, good evening uh board chair Alexander, board chair Harrison, member Autri, uh member Monar, member Paul, Superintendent Outley, Assistant Superintendent Caver.
003Good evening everyone. Um and so I apologize apparently in the absence of um Angela Carter and Heidi Moa, we're just trying to figure it out and so we will get some copies. Um but however, let me just go through this quickly and I apologize you don't have the highlighted um copy. There should be a highlighted one that shows you the the changes just to quickly kind of draw your attention to it, but I'll I'll go through it on here. Yes, thank you. All right. Okay. Thank you. All right. So, um you will recall several um meetings with conversation around the parents bill of rights and um what we wanted to do was capture some of that that feedback and in a way that um kept the the policy as is um intended but also to
004um draw out attention to what needs to be drawn attention to. So as the the policy opens, we kind of make it clear here that the policy is really around parental knowledge in the areas of sexuality content. The services or the monitoring of those services that students receive in those areas as it relates to their mental, emotional uh or physical health, health health and uh health care services and then also about the technology provider contract. So, we added some language there just to kind of say, hey, this is what this policy entails. And we also because there are some uh concepts, if you will, in this policy that have other policies that govern those areas. Um, for instance, the bullying, harassment, intimidation. We wanted it to be clear that this that all those other policies
005still do apply. And so, you see that sentence there. It also provides a pro. Oh, I'm sorry. It also provides a process for resolving parental concerns related to topics addressed in this policy. That also is what this policy is about. But when you go to the last paragraph there um highlighted in green that starts with if a student is involved um there was you will recall conversation around um like investigations. if students are involved in an investigation to notify families. And so we highlighted that there that if a student is involved in an investigation impacting any substantial changes in services that affect their mental, emotional or physical health that parents will be notified by school administration. Um and then you see that sentence that I was referring to. I apologize for getting ahead. that sentence
006that says um all other applicable board policies will also be followed. Okay, so that was one change. I'll go to the other change. Uh it's just one other change unless um there are questions on that. So if you scroll to maybe page two um you'll see the highlighted and uh section there with language that is um struck through. So this is the section again uh specifically around student services. This was um any substantial change in the services that a student is receiving that you know parents are to be notified and so there was conversation about promptly. So what we did uh we we of course promptly is there but also gave some additional language to indicate uh that that would be within two school days. There was some uh conversation also about who was going
007to do that that notification uh that it didn't you know clearly indicate uh it just said the board andor school district or school personnel. So, the committee as we met and again looked at the feedback um from the last committee meeting, the the internal committee if you will, uh as we looked at this section in particular, you will notice that the last two paragraphs in this section start with school district personnel. And so, we thought we'd stay um in keeping with that and and and just start that that first section with school district personnel. And so those were the changes uh represented in the parents bill of rights again based on uh feedback over the the course of several meetings. Are there any questions? Any questions? Pastor Harris. Um thank you um Mr. Chair. Uh
008Dr. lash in that first paragraph um where we drop down to the actual paragraph portion. Um if a student isn't involved in an investigation impacting any substantial changes in service affecting what can you give me an example of what what would how something would be impacted what I guess I could clearly say what are we seeing? Well, great question and um I don't know if if this is proper, but I would defer to um Dr. Monar who who raised that um because the internal committee we were very clear on what that meant to us um and where an investigation would would come into play. But again, this policy is around or that section is around substantial changes in services. And so I don't know, Dr. Monar, if you would like to um speak to that,
009but we wanted to capture it. Yes. And I I appreciate all of the work that everyone has done to add things, but I hear what member Harrison saying. It still does not feel maybe as clear as it could be and and there's still evolution and improvement that can be done here because an investigation impacting substantial change. What's the difference between a change and who gets to decide what substantial is? And what's substantial to me might not be substantial to you. Um, and so I would advocate for just all reports, all reports regarding a student's mental, emotional, or physical health shall be documented by the district. That seems much more uh clear. Um, that that would make sense to me. And also an investigation or a report, I I could see how um if if a
010student reports something but it is not investigated, where is that? So I I I I hear all all of this and would agree all reports regarding a student's mental, emotional, and physical health health to be documented makes sense. Before I respond to that, um, Pastor Harrison is I don't know if that Yeah, I was trying to figure what what would cause a service to be impacted. Okay. So, I'm the way I read this is if an investigation occurs, let's say a student is denied something or they they don't get something that they were generally getting before. Um, so I I I think we have a a couple few things happening in there. Um, let me go to some of the things that uh Dr. Monar mentioned. Um, if I can remember them. I didn't write
011them down. Um so when students are engaged in mental health services that information is protected um between the mental health pro if there's a case open between the mental health provider and that student students family and so um and and maybe it might be I'm looking at some of the internal committee members maybe it might be a conversation of of of mental health services um but the mental health services that occur in our buildings with the mental health professionals are they are opened up for services with those agencies and that's protected. So, um it's unclear to me at this point what kind of report um is being referred to in terms of um investigation. So, if um any report of harassment, intimidation, bullying, I I believe that is where this first originated. There is another
012policy that speaks to that and it says that all reports shall be investigated. So that policy already exists. And so for this, if there's a substantial change in the services uh that a student is receiving, I can't right now come up with a scenario that would um cause for an investigation, if you will. Um, but substantial services, if I can think of something off the the top of my head, if a student um, you know, is experiencing some instability, you know, in their home, housing or what have you, and um, you know, we make a recommendation, a referral, you know, to the the family for uh, services, that's a substantial change if they're going to be receiving um, those services, they're going to make that connection with the behavioral health liaison that is present at
013the school. That's a a sus substantial change. And so, you know, making sure that the family is aware of of that change. Um, and I know Deborah was out of the room, but if she had an example around health services, because this this includes health services. um if physical health if um you know in gym or running on the playground you you know twisted your ankle and now you know I've got to provide something um at school that is sub substantially different than than what would normally occur then we're going to call and notify your your family that there's been a substantial change but investigation um I don't know what the original intent was but I I know the conversation stemmed from bullying harassment, intimidation, and there already is a policy that talks about investigations
014for that. Okay. Did that answer your question? I'm sorry, Miss Hall. Thank you, chair. Um, so just a quick question just for clarity. So, when we're looking at the mental, emotional, and physical health, that's only information that the school can provide such as the counselor, the teachers, the principal, so forth. Anything else far as Mento that's done by like Red Oak or whatever, that's confidential. We won't have that in the student's record because that's between that service provider and the family. That's correct. Okay. So, when I look at the word investigation, I think that's kind of like a more of like a harsh word. Um, unless it's a a fight, right? And then they have to investigate that that altercation. Um, so yeah, I just wanted clarity to on that part because I know we
015can't get mental health information, but we can get it from the counselor if the student goes to the counselor and release reveals information. Correct. And and perhaps that is an example of where an investigation could occur on the the counselor's end. If the student has come to the counselor's office to, you know, say, I I need help with XYZ or, you know, this is happening. Um, and then the the counselor is is attempting to attain, you know, additional information that in effect is an investigation and so they would notify the family. Okay, Dr. Molar. Thanks. And I hear, you know, the whole conversation and member Hall's uh point that investigation can feel harsh, especially um considering that this is the students who are impacted by this and the parents who are notified of this um
016might be might be feeling a sense of suffering and so the term investigation might feel a lot. You know, there there's psychological trauma. there are there are reports of students who um might be having um harmful thoughts and things like that. And so I I kind of want to capture and be considerate of those cases and those scenarios also. And so I once again um I think and that's why when we say affecting the mental and emotional health um is really important. So, I would go back to maybe using reports or or documented reports um as as a as a compromise in that language. Um because I'm not going to if if I am a student and I am concerned about my classmate, I'm not going to ask for an investigation of this classmate I'm
017concerned about, but I will make a report. And so, that might be something to um consider. Yeah. Board member Hall, just one more thing. When we think of our students and our demographics, we're in an urban school district. Colleges look at these student reports, their their records, things like that. Um, I look at sometimes as a trigger word, right? um they may not even look at the full dynamics of the report, but they might see those little trigger words such as, you know, um with everything going on with the world right now, those those trigger words. And I don't know in the past if that's ever been an issue with a student not being able to attend a particular college because they might have that on their records. Um because I know we have like
018a lot of these words and sometimes these words can really affect a student where it probably wasn't even anything super severe, but this Ivy League college might look at a a particular word and may not take that student just in case. I'm just looking at it as a lens of an urban school district, not of a suburban school district. And then do we look at like other school districts, what wording they have in their documents for this particular policy? Is that the question? Or like any other policies like do we compare our policies to other districts not just urban but like more of suburban too to see what they have? Yes, we do. Um especially if we're looking to amend language and I think um you know just keep in mind any school district again
019having experience in a different school district prior uh who also use Niola the standard pol the model policy is is the model policy and you're making the slight variation. It might be two days in this district, three days in that district or what have you. Um, this is an additional language in in green different from the model policy, but we can certainly um take a look at what other districts are doing with the parents bill of rights. Okay, Dr. Chapman. So, we we did in the committee go around and around about this paragraph, and I'm wondering if we're talking about any situation that would result in a substantial change to the mental, emotional, and physical health services of a student. because that's different than saying there's an investigation that has impacted a student's physical mental
020services of mental, emotional, physical health. I I think our wording is off and I just want to be sure I'm wondering are we talking about anything that would disrupt emotional, mental or physical health services, period. and that and I know we went around and around about this, but I think for clarity's sake, I just want to be sure we're not talking about impacting services, right? And that's a great point. And so remember in this section, so I just scrolled to uh the section because there are more sections in this policy. Um but in this particular section about student services, it clearly states school district personnel will promptly within two school days notify a student's parent of any substantial change in the students services including counseling services or monitoring rel. So the language is there I
021guess is the point I'm trying to make. It it speaks to the things that we're talking about. Um but again um I think we got hung up on the the word investigation uh last time and that was the internal uh committee you know attempt to to incorporate that. Any other questions? I do have a comment. Um and I know we're you're talking about this. Maybe should you guys take this back to internal committee and look at it again before we have the the third reading so we don't we make sure we have it right before we have that third and final reading. Yes. And then come back to us on the next meeting and if we have it right at that time then we can put it on for the third reading if that's okay
022with everybody. Okay. Okay. All right. Any other questions for Dr. Lash? All right. Thank you, Dr. Lash. [Music] All right. So, I believe our next discussion topic is the nepotism policy. And there it is. I'm sorry. I was making a note there. Okay. Uh, as Dr. Chapman said, we have the next is a nepotism policy. Um, is there any comments or questions we have for her on this policy? Miss Hall. Thank you, Madam Chair. I um I said, "Madam chair, I'm sorry." My apologies. My apologies. Uh take the ass off that. Yes. Okay. So, I understand this policy is like it's really geared toward like immediate family. Um but my concerns was um you know it's it's more to just the immediate family far as like your children uh parents, siblings, so forth. We also
023have in-laws, right? We also have um when members are, you know, not married but dating. um it could still have the same effect on um uh I don't want to use the word persuasion. I'm trying to find the word that um they could their positions could still be impacted. Um, so I just wanted to kind of like talk about it or think about out loud. Um, what other what else could we consider other than just family member? What other language are we able to include into this? That's a good question. I'm going leave that for any qu anyone have make a comment on that. Anyone want to make a comment first of all? Uh, Dr. Molner. Thanks. So for clarification, are you referring if people are cohabitating? But when you say I'm I'm sorry. Go
024ahead. Go ahead. Miss when you say cohabiting, are you saying living with or just together? [Music] So So generally cohabit cohabitating would be people who are So it could even be like a a roommate situation. generally. I don't know where that would lie in Ohio vice code. That's that's what I was trying to ask you. Yeah. What you where you were coming from. Yeah. Okay. Anybody else want to comment on this because I I think what what Mrs. Hall is trying to get to is um I I any conflict. So, we don't have any conflict with anyone. Um like you mentioned in-laws. That might be something we might need to put in there because you do have in-laws who are your family members. Um, and I don't know how the question the answer to this
025question of putting uh married not married but dating. Um, that would be something we'd have to look at. Uh, and maybe again this some sounds like maybe something we should get back to the committee to the internal committee to look at if that's the case. or do we need to um leave it as is? I got a Pastor Harrison. I I I think this uh Thank you, brother Chair. Um I think this policy um this particular policy we we did have ex extended conversations on cohabitation, on dating, on booze. Um, but I think that was a clarification from Heidi. I think she did give us some clarification, but since she's not here, um, I I think it may, um, be beneficial to wait on this one and have the attorney address it again. Um, I
026don't think member Hall was in the meeting that that we address this, but that may be beneficial to have her involved in the conversation, her being the attorney. Thank you, Reverend Harrison. Uh, anyone else? Yes, sir. Okay. Yes, Miss Chapman, Dr. Chapman. Chair Alexander and Haley did weigh in on what is the Ohio Revised Code definition. If there's anything else, I I guess it would be a conversation between the board and legal counsel on where you go from there. Okay. This is not the third and final reading, I don't think. No, this is for discussion. Discussion. So, so we can So, we can still disappoint Pastor. So, I think we can still uh leave this up for discussion and we can get it right. I I want to make sure too that we're getting all
027the policies right and make sure everybody has an opportunity to weigh in as well uh on these here. So, maybe we'll do that. Pastor Harrison, I was just going to say we pulled it off. Uh the last meeting would have been the third meeting. So, we pulled it off so it wouldn't be the the third reading, right? So, we pull Well, we keep it off until we bring it back and get it corrected. Then we'll put it on for the third and final reading. Okay. I guess that's what I was trying to say. I'm You did it better than I did. Rough day today. Um maybe that's what we'll do. We'll we'll um uh leave it off until we get uh everything completed the way we want to and all the clarific questions clarified and
028then bring it back to the committee once we've done that and then we can move it on to the third and final reading if that's okay with the everyone. Uh, Miss Autry. Thank you, uh, Mr. Chair. And I guess I'm thinking more than just cohabitating, dating. I mean, you can really go down a rabbit hole when you think about it, cuz I know cousins who are really, really close. And I'm just wondering if there's any policies out there that have some type of uh clause that I guess he would take it on a case-byase basis just kind of depending what it is because I know people who are very very close and not related. Um that could potentially be a conflict. So I guess it's looking outside of these traditional relationships. Are there any policies
029out there that address uh those other types of relationships we have in modern day as well or if there's a general clause that we can maybe insert somehow? Thank you, Miss Autri. Um and I know and I don't know if this is an or how Ohio revised code or not. I know when I came on the board um some years ago, they said anytime you have a relative that you know is a relative uh that you do you abstain from that. So that means if I had a cousin, if I had four cousins, uh then I have to abstain from that. And I don't know, maybe we need to put that in here. Well, I don't want to bog it down, but maybe that's something we can find out as well if the ROC states
030that because um that is a family member, a cousin. Um, now if it's someone close to you, I think this was a a question too that came up uh some few years ago with uh uh Dr. Hall and he talked about you know abstaining and it was said that you know about a close friend uh or close someone close to and they said you can't abstain from everything because you you won't be able to vote but you have to be careful. So I think it's a a slloy slide. just got to make sure that we know I would say anytime there's a relative we not to vote shouldn't vote on it and then the others we can find out um if we need to uh put that in Ohio revi from the how revised clo
031I'm sorry Dr. Come on, I'm losing my voice. No, thanks. This comment is not meaningful, but I just want to say what a lucky problem we have that so many people like so many other people, we have to worry about it. And m Mr. Chair, just a point of clarification as I'm taking notes uh for the team. This I believe governs the work of employees. Are you looking for something that governs the way board members vote? I I just want to be clear because this is an employee related policy. I'm glad you took me there because you're right. This is an employee piece. Uh maybe we should look into if we need to add some not to this ear policy, but if we need to do something else, we can let's probably talk about that
032a little later. And I think we can get Can I get to that point on the record with that? Yes. Go ahead, Pastor Harrison. Um I I I I do think that there is something out here that governs boards. Um and that would be the e ethics commission. And I think every board member is responsible for their uh adhering to the ethics commission. And so as we're talking about employees of the district, that's one issue for the policy. If we're talking about school board members, then we're talking the ethics commission. And I would be very careful to hold or to try to create a policy from the district that would try that would hold the board accountable when there's already a state process prescribed for the board. Thank you, Pastor. That's a a good comment.
033Um because we do we are governed by the Ohio Ethics Commission. Uh and we do and again Dr. Chapman thank you for bringing this up too that this is a policy for the administration you know and so we should look at if if there's anything else that we need to look at otherwise we could possibly go to the ethics commission and uh and ask them if there's anything else. So, um, let's still hold off on this till we have any we till we are for sure with it, then we'll move forward with that from there. Dr. Molar, I'm sorry. I was just going to offer a a compromise for now for this nepotism policy is in the beginning when we have definition of family member acknowledging this conversation and and everywhere we've been so far,
034we had for the purposes of this policy, a family member includes the following. We might leave it at our or one recommendation is a family member includes but may not be limited to the following. Thank you, Dr. Mona. I'm sorry. Any any other questions or comments? Okay. If not, then uh we'll hold on to this too just for to be safe and then we'll bring it back as well for our third and final reading when it's when it's uh clarified. Okay. Uh all right. Next we have uh our purchasing and and bidding. I'm sorry, Dr. Chapman. I'm getting in your way, Dr. Chapman. I'm sorry. It is your meeting. Thank you. No, I don't want to take your job. I'm just I'm following instructions. I'm sorry. And we have Deborah Oak to uh discuss the
035purchasing and bidding changes. Chairman Alexander, co-chairman Harrison, members Autry, Hall and Molnar, along with Superintendent Utley and Dr. Caver. Uh good evening. This is for the first reading. This is your standard purchasing uh policy that has been around for a long time. What is highlighted in green is the changes and this is the first reading. They Niola has advised us that the new title is instead of purchases is now purchases and bidding and the first sentence is now updated for a new title of price quotes for items not required to be competitively bid. So, as you Oh, hang on. Okay. Let's see here. [Music] I was going to try and move it down for you. Sidebar. Oh, over here. Would this do it? Maybe. Okay. See this right here? Oh, thank you, darling. Thank you,
036ma'am. Okay. I can go. Okay. Uh there are no other substantial changes to this one until you get to there's some gram grammatical issues. Hang on. This is the big one under competitive bidding. And this was brought to your attention the last time we discussed this. When the board determines to build, repair, enlarge, improve, or demolish a school building, the cost of which will exceed, and currently it is at 50,000, the new revised code that went into effect in October of 24, the amount to be determined and published by the Ohio Director of Commerce is now 75,000. And that went into effect in the revised code in October of 24. and it automatically increases each year by 3%. That's the major change on this policy. It doesn't mean that we wouldn't certainly bring the items
037back for board approval following the competitive bidding process, but it does allow us to increase this level to from 50,000 to 75,000 and have a slight marginal increase going forward where we would account for the increase in cost. Um, I can tell you originally a long time ago, this has been 50,000 for a number of years and it's not meeting the needs of the construction. And please also realize as you go on to look at that sentence, um, if you put it at 75,000 with a 3% increase for the purchase of or lease of school buses, they are considered a permanent asset. So that would also help us in that regard. Please be aware that current regular buses that used to be 60 to 75,000 are now listed at 130,000 should you go out to
038bid or lease. As you go through this then this gives you these have been the same conditions for the standards of awarding bids. The purchase of other vehicles lease purchase agreements has has not changed. This is just a they've gone from a he to a she to they. This is grammatical at this point. This talks about reverse auctions. And then for pure uh procurement using federal grants. Now why this is listed here is 6325 which is the cross reference we are adding at the bottom. It is very specific as to how you spend your federal money and we wanted to make sure that we referenced it from our previous conversation. So that is the major change on this one as we bring it to you in the first reading. Thank you. Any any questions for
039Miss Folk? I have one. Pastor Harrison. Thank you, brother Chair. Um Miss Folk, um can you explain a reverse auction? A reverse auction is very unique. It's the policy to allow it to happen. And these are supplies to determine that it would be advantageous. the result of the cost savings. So what actually happens is sometimes you have items that are truly tangible and the process may be used not to purchase real property or interest. The one time I can tell you I did a reverse auction was actually a bid for bus services and we actually put it out there that we had qualified the biders. They were to auction privately. they couldn't see each other for this service and we could determine how long we wanted the auction to be out there and it was
040very successful. We actually had the morning of prior a half an hour before it was done. It was a one of the qualified vendors withdrew and we watched the competitive reverse auction for these services go forward until it actually ended and they were within pennies of each other. So it's to open up the environment using the internet and that's the first time we've used it. Now we have used online auctions recently in a uh you know getting rid of obsolete materials and we've had the board approve the auctioneer to do online and our most recent auction was done online through Kikos. So those are actually they're just a co way to cost save and allow the vendors to submit the pro proposals online. Thank you. Okay. Any other questions for Miss Fo and I believe
041this is the first reading for this policy. I'm that is correct. Okay. All right. Dr. Chapman. The next policy uh coming for a first read is the one uh Mrs. Folk just referenced which is the 64 or 6325 vendor relations. No, wait. Procurement federal grants. Sorry. Okay, we'll we'll get there. Let's see. I think it's over. Oh, it was okay. Got it. Is that it? Okay. And you can arrow there. Thank you. Um, this actually is very specific. It is to make sure that we follow the federal procurement and use of federal funds and grants. So, as you can see, the highlighted areas are in green, which are updated. So, they have gone ahead and expanded the definitions to now include small businesses. And they've always included minority and women enterprises. They've now added veteranowned
042businesses and labor supply area firms. Yes, Pastor Harrison. this um we went over this particular policy um last meeting and it's so long I I'm wondering if if we can put this on a meeting by itself I don't think we'll be able to get through the rest of them. Um this there's a lot of changes in this particular one. There is because we have the other maybe we have other policies we can go through and then just put this one on a meeting by itself. We could probably do that. We'll look at what we have. When does this uh which is when does this have to be due? Uh actually it is at your discretion. This is the update from Neiola. So you basically have this already as an established policy. It is not new.
043These are the updates from Niola and they are suggesting certainly that we get them done as soon as possible. But if you feel that you need more extensive that could be allowed. You could have it as an discussion maybe in the future, you know, a discussion before it goes to the second reading as an example. Yeah. And I guess I want to make sure I don't want to slow you guys down at the board uh in the district rather. So, what would you about a time frame we'd need to have it? You'd probably I would suggest that we talk about this for a minimum of 30 minutes. Okay. Okay. So, as as far as the time that we need to pass, it's already on the It's on the books, but we need to update this.
044Okay. I'm trying to figure out what is the time frame update. Yeah. Is it three months, two months, one month? Well, it's been this this came out in October. So, this came out in September. So, we were working with legal at the time in October and with the changes we've had here, I brought it back to the spring just prior to Miss Ali's reappoint. Okay. So, you should probably have it, I would think, by the end of August so we can start the school year. Okay. That's that's plenty of time. Now, I was thinking we need more sooner than that, but if we don't, then that's fine. Yeah. We we'll bring it back uh to uh time like you said, maybe a half hour at least. and maybe we have a couple small uh policy
045that we may need that go through. We can do that at that time. Thank you. Thank you, Pastor Harrison. Um all right, Dr. Chapman trying to get time is going to remain because the next policy uh for a first read is vendor relations. I just have one quick question. Thank you. This is one that's already on the books as well. And this is some updates from Niola regarding this one. And the one sentence that was added and it actually is very timely because there's some other things coming out was providing the authorized authored educational materials were not created during employment with the district or creating using board's funds and funding associated with the district. Uh this did come up previously and we felt it should be added. There is some new regulations coming out from
046the legislation regarding intellectual property. So this is timely. And then the rest of this was also some grammaticals and then this was the requirements for certain technology provider contracts. This has come out of one of the recent bills from the Ohio legislature and it is a new section that Niola does need to have done in order for us to be in compliance with the use of school devices. This would be another policy we need to have by August 1st. Is that correct? Yes, that is correct. Okay. You'd want it before students return, right? Yes. I'm sorry, Miss Hall. I'm not looking in the corner. Thank you. Um, Mrs. Folk, quick question. Um, when did you receive this? Cuz I'm I'm kind of concerned. You said the last procurement one, you guys found out about it
047in October of 2024. It is now in June, but it's important. When When did you find out about this vendor relations one? This started exactly earlier. This this uh recent item uh pastor Harrison brought it to us. We were researching something else. Nola came out with it in the February update. But then we also ended up with this paragraph here added to the new DA policy out of something else. So this NEOA comes out twice a year. It's usually in September and February and the vendor relations one started in February. Okay. 25. I guess my concern is and I'm sorry chair if I could follow up. Sorry. Go ahead. I I know I remember when you know we first took our office 2024 that we had asked um like when we find out about stuff
048because then we get into it's important and we got to do it now. I mean I understand we have August but more things can come about, right? Um, so when you guys first find out about it or when the district first find out, um, is there something we can do where we can have it within two to three months where the board then can review and h have time to I think your to your question what came out in September began review with legal here in October regarding the two procurement policies. Yeah. And unfortunately with the change in not having legal on site, it had to be reintroduced as we were establishing that issue with the legal policy and when you were dating. So it wasn't that we didn't want to move it forward. We
049were working through the legal policies. So we went ahead and got it back to our um council to go through it the way we go through it. That's why it's back up now. This one came in in the February update. So, it does take time for us to go through and see how we read it and then get legals counsel to help move it forward. Okay, any other questions? But this is one that truly does have ramifications to educational devices. So, it also says, as you can see, by August 1st each school year, the district will provide parents and students with direct timely notice by mail, electronic, etc. of any contracts with any provider of curriculum testing and assessment technology. This is the major update as to why this needs to move forward and see
050it started to come out. It came out of Senate Bill 29 which took effect in October, but they didn't release it until February's update if you see that drafting notice. Okay. And then there was an update on uh criminal background checks and some references here. And then it also talked about the family rights and privacy which is furpa which I know you you know is there. And this was a new paragraph added about complaints and this also had to do with getting this into place and it refers to the board's policy 9130 on public complaints. So we you have to cross reference them as you move them through. Thank you. Okay. Um, Dr. Chapman, we'll go with one more and then we'll get ready to move forward. This was a first reading, Mr. Chair, as
051well. So, would you want to bring it back at a later time after our next meeting time to read all of it? Okay. Thank you. Um for a discussion we have an unnumbered policy the ICO and service service provider policy first uh provided by Dr. Molnar um for discussion. Okay. I'm sorry. Which which one is that? It is an unnumbered suggested proposed 6460.01 in item 3.06. Okay. Since Dr. Muller, since you brought you start the conversation. Thank you. So, this is actually um I started the conversation when I was chair of the legal policy committee. This is actually not the policy that I brought forward. I believe that this is the policy that administration created um which I think is still it's good that everyone is brainstorming and everyone is thinking um but I don't
052I didn't know the best way to um combine what administration came up with with what I proposed. So I thought the easiest thing would be to throw it all in the same document. So what I can bring around to everyone is in the same format as the one that's here. So in the same format of administrations, I cut and pasted items from what I proposed into this. Um I certainly don't think we should keep all of it. I think as a committee uh some of this should get redlined and some of this probably should be um elaborated on. Uh however, I think the the first thing that I had on here that is different is was in the definitions and this is related to the previous policy because in here we have independent contractor and
053service provider and I think it would be helpful to also figure out where the line is drawn with vendors. So independent contractor, service provider, vendor, who's who, what's what um and distinguish that. So if anybody doesn't need this or needs this, I will pass it around. So, we we like, as I said, we likely don't need all of it, but it's for the committee to determine what to have and not just for administration to redline. It's it's for us to redline. Okay. What what I'll do is uh I'll give everybody time to look at it. And I think it's only fair too that we do have administration look at as well and then we come up with a policy together that will be sufficient for what we're looking for. Um so we'll put this on
054the agenda. This is not one that needs to be done right away. Is it? I'm sorry. Where we at? I'm looking at vendor. Mr. Chair independent. Yes. Um, if I could, I I would also love for uh Dr. Molnar to put your eyes on what we attempted to do between yours and what is on the screen to show the various sections. Thanks. I I can walk through this. So, what I tried to do is get it all onto one document. And so with respect to what administration did make, so with respect to what is on the screen, um, their paragraph for purpose is on there and I just cut and pasted the two other paragraphs of purpose underneath it. Their two definitions are on there. I added a potential vendor definition in case we need
055to clarify those relationships in eligibility and requirements. Um everything that administration put is on there. And um I added from my original document there were oh my goodness from A through what letter does that go to? P A through P. Mo more than half of the alphabet. Um other things that further define independent contractors. And so a an example of that um is that the work of independent contractors is not essential. So this is D. This is section D. So A is no instructions, B is no training, C is the ability to hire others, and D the work is not essential. Um and so the sentence is the success or continuity of a program should not depend on the services outside of independent contractors. And that's actually from the US Department of Labor. That's not
056something that I got from, you know, just anywhere. So, I struck through it's from the US Department of Labor. We don't need to cite that in our policy, but I just kind of wanted to give reverence to where these thoughts and these ideas came from. Um, and why they might be important. Um, but do we need everything A through P? Maybe not. That's a whole lot. Um so then contracting process what the um so everything that administration had is on this document. I just added my other things to it so we could look at it all together all at once. And so under contracting process what administration had was three bullet points and um it is exactly those same three bullet points verbatim and then under restrictions and prohibitions administration had three bullet points. I
057added kind of a paragraph that I think says the same things that those three bullet points say. Um might play with that a bit. It's basically about not receiving APS employee benefits, right? Um, and then six in compliance and oversight. Oops, sorry. There were three bullet points. So, I might have added a fourth bullet point. And then seven complaints, I think, is exactly the same. It's just separated by paragraph. I probably used the return button when I didn't need to, but I think it's the same. Um, so every single thing that is in the version in Board Docs is there. It just had other elements added in. I tried to say that multiple times in case we were reading while we were talking. Sorry. That's all right. Thank you, Pastor Harrison. You had a comment.
058Uh, yes. Thank you, brother Chair. Dr. from Molnar. It would be helpful for for me to if if you would underline the different underline one. Okay. You you combine the document. So if one of them highlighted. Yeah. If if one of them was highlighted. So we can look we can do the comparison. So we know that this is what has been added and then um then we can consolidate or it would just be helpful for me to see the two different documents in the one document. Yeah, I I was going to say the same thing because I was fiddling through this and I couldn't keep up, but that would be good good for us to see. Dr. Miss Hall, do you have a question or comment? No, I was just um saying because uh Dr.
059Muller was going over every like the different sections. if we could just take time to read it. And what U member Harrison said was you like how um administration did their documents, how they bolded what they changed. I think cuz I was looking at both documents. Okay, that first section says exactly this, you know, so going back and forth, it just be a little easier to highlight or bold out what you changed or added you didn't change. Okay. Okay. Is that okay, Dr. Monar? Okay. Any other questions or comments on this here? Okay. Um if not, then um we do have some others to to do, but we're going to put them on the agenda for we'll put them in order because I know there's some that needs to be done, looked at uh right
060away. So, we'll put what needs to be in order uh far as priority and then we'll put everything else uh accordingly so we can meet the time frame or so the district can meet the time frame that they need to meet and we have time as a board to read and comment uh in reference to uh questions and concerns we have on various uh policies. Uh do we have anything else for the good of the order? Anything else for the good of the order? Any comments, questions? If none, I will do as uh Mrs. Sykes did. I'll entertain a motion to adjurnn. So move. It's been moved by second. Mry, second by uh Pastor Harrison. All in favor? I I I have it. All right, we'll adjourn for today. Thank you all for tuning in
061today to listen to uh our meeting and thank you for all the board members and staff who were here today as well. Everyone have a good rest of your evening.