001good evening everyone and welcome to the legal contracts and board policy committee meeting on this Monday March the 17th St Patty's Day welcome everybody um for our first order of business we will have uh uh previous meeting minutes is there any questions on the previous meeting minutes no question on the me meeting minutes next we will have uh number two public participation is anyone who wants to come and talk to us about anything this evening no one's here so therefore we'll go to number three discussion topics we will have our first uh 3.01 reading of a nepotism policy uh Miss Carter all right so on this agenda um for today we have the nepotism policy and this will be a first read so I'm just going to give you an opportunity to look this over
002I know that we've looked it over a couple of times before it ended up in being a first read and so I didn't know if we had anything we needed to um do if we're okay with moving this on to a second read for the on on board docs for um the April the first meeting in [Music] April anybody have any comments questions anything they want to discuss in reference to the nepotism policy Dr mullar oh Dr M I'm sorry go ahead hi thank you I have a general question I don't I don't know what is um normal but so the purposes of of this policy a family member includes the following spouses parents siblings children grandparents grandchildren um so in this policy that would not include someone that you are living in the same
003household with as long as the person is not a spouse child or grandparent now Mr West ask me do I need to come but um no that wouldn't include that is something that we did not even actually that never came up in any of our discussion as relates to if I'm living with that person um so if we're roommates but no that didn't come up in discussion actually we just looked at family member so spouse so what do you guys think uh the committee well anyone have anything else they want to discuss about it if we think that we may need to have this discuss and talk about taken back if we need to we can do that it's up to everyone we can um or we can move forward was it please everyone I
004know that in reviewing um just when we were looking at different policies and the one even the one that we looked at from um Cleveland I never I've never ran across anything that mentioned dwelling in the same household it most they mostly refer to um the family member list so it's more or less blood relatives correct yes okay passers um thank you um Mr chair um I I know we discussed this policy and the language you know and I um don't want to speak for member molinar but I want to um say are do do we have a conflict of interest policy we do more we're moving more to conflict of interest in that situation when we're talking about someone in the house and so we may um Mr chair want to just put an
005eye on these two policies together to see if we are capturing um what we need in both policies this may be an opportunity to review both policies to make sure we are not talking conflicts absolutely and we do have a conflict of interest policy and so we can keep this on as a first read and bring the conflict of interest policy and look at any overlaps because that is something that we looked at as before we even started working on the nepotism policy when that was brought up we wondered was the conflict of interest policy enough but this went even deeper than the conflict of interest policy but we'll bring that back um to the next meeting and we can keep this as a first read if you like is that pleasing to everyone Pastor
006I'm sorry Mr chair yes yes yes so we do have a conflict of interest policy um there is a need for us to have a nepotism policy which the two will work hand in hand together um but the nepotism policy goes into much broader much more specificity and detail than the broader policy of conflict of interest so but there is a need for the district to have a nepotism policy that would address the more linear um matters and concerns that deal with so so I'm sorry go ahead and I'm not discounting the need for the nepotism policy I I just know that if it's both of them are purposed and so because they're closely related we can take an eye at both of them at the same time to make sure we're capturing um the
007purpose of the policies is there a time frame that we really need to have this one done no this is um this is not a Neola update or anything that's mandated through legislation or anything so we do have time okay so why don't we just uh take this and put it for a second another reading the next meeting you got to give you guys opportunity to look at the conflict of interest and this SE nepotism and then come back with uh some uh information for us so we can move on from there abely that be okay with everyone okay all right thank you okay Miss Carter continue next we have um up for disc discussion is our vendor relations policy and I'm going to have Deborah I mean excuse me I'm going to have Miss
008fol come up and share an overview of this policy side good evening chairman Alexander Vice chair Mr Harrison members of the board superintendent Robinson and Miss Carter uh this is a policy that has been on the books for some time since 2012 it has gone through some changes the first one you will see in the first paragraph is the fact that it is regarding the author which is properly approved if of educational material what we are adding on this one is providing the authored education materials were not created during the employment of the distri by District or created using board funds because the original paragraph allowed the royalties to go to the author but we felt and we have worked with legal counsel that educational materials done during in the employment of the board or
009using funds Associated to the district whether it's a grant or other funds that the district actually use means the intellectual property rights belong to the district so that was a change in that location and I will advise this did happen several years ago and a letter of cease and deist was provided to the people that were involved in this um let's see can I get this to move down some of these are just educational changes as far as grammar the next part is the requirement for certain technology provider contracts this is a new addition to this particular process it gets our policy currently in line This is was provided by Neola um this allows us now to be in compliance with the federal statutes for technology providers and House Bill 29 here in the state
010of Ohio so therefore as an example any technology data sharing and I will give you testing data sharing curriculum data sharing me it that we share the data with the vendor there are policies they must now be in compliance and this is why you have this extensive update to this section and this was vetted with our technology team they went through House Bill 29 specifically to make sure that this was put into place along with the rest of the contracts that we currently have so that is my update as to why these changes are coming for the first read thank you Miss folk any questions I have a question Pastor har U when we're looking at the require requirements for certain technology providers and the um so everything that is in green has been added
011yes that is correct okay so and that language came from if some of it is federal statutes is to what condemed but here in Ohio it's House Bill 29 I and I guess that would be my question is this language the legal language that comes directly from the statute that's in part this was provided from Neola as they went through the legal statute is written in this is the language they provided in their update to us okay so have our attorneys taking a look at this yes it was vetted through our attorneys and during a previous review that is correct thank you thank you much of it is related to if we are turning over student data to the vendor it a lot of it has to do with the protection of those records especially
012when a destruction is needed to take place due to the end of a contract we have not included that vendor in the next round or when there's been a breach there's very specific things that we need to do with this thank you okay m s i i I have a question based on access to student information and again we go back to the Raptor system so it's not just providing a vendor with information but when a vendor has access to information whether it be students or employment information um are we vetting these things together in this particular case these files are requested by the vendor because they have to be in a specific format for them to allow them to have access it is vetted the file is sent directly to the vendor only they
013don't have access to the files within house it is the file that we sent and it is good for the time frame of what they needed for whether it's testing or education materials and then it is updated if necessary it's only a transfer uh as a file so they do not have access to what I would say is live data if that's what you're asking no no I still didn't no no and I guess I'm not specifically speaking of one particular vendor mhm okay but I'm saying when a vendor has access to data when they when they have access to data that's that's what I'm speaking of when um for whatever person if it's a one-time it's it if it's a contractual access but and I'm just using the Raptor as an example that's data
014that you can't get back when you scan that card that's data that it's it's it's used for a purpose but that's still a collection of data yes that is correct but it is contained within the vetted system that we purchased and it must meet the requirements of use under the contract so let me let me see if I can so so is are you saying pastor Harrison is that the information that we give to a vendor if we give it to them is it secured is it safe uh and if we need to can we get it back secured and safely is that the contract States at the end of it when it ends that those items are returned directly to the district if it is a breach they are to cover the breach with
015us and make sure that it is reinstituted and sent back there is another form that they do sign stating that they will follow those protocols but this was an update that came last October from House Bill 29 following the budget bill okay does that answer your question okay anyone else question okay thank you Mrs fol so this is still in this is discussion or do we are we ready to move this to a first read for our next committee meeting okay I I think we can probably go ahead and move it and if we need to have more discussion we can bring it back back to the next meeting and have more discussion even if the question that Pastor Harrison has if if we don't have it right now gives us time also to get
016that answer and then we can come back and move forward so I I think it's okay to go to first read is that okay with everyone okay thank you thank you next up for discussion is our independent contract operator policy independent contract operator and service provider policy I'm going to have Miss folk speak on um this particular policy okay thank you good evening again this actually came out of a a discussion related to vendor relations and we as you know we have an internal contract review policy or group as we bring items to the board and we certainly have had a number of independent contract operators of that provide or service providers that individually buy uh provide items to us this is an addition to the vendor relations because these are actually vendors that service
017us in a number of ways and we try to delineate exactly the definition of an independent contracted operator is an individual or business entity engaged by APS under a contractual agreement to provide specialized services without being an employee and icos operate independently control their work methods and are responsible for their own taxes their insurance and business expenses a service provider is also a provider of service and it is a business or organization contracted by APS to deliver Services essential to the district and these service providers include but are not limit are not limited to consultants and vendors and Professional Services and I'll use as an example too under independent contracted operators as an example you are aware we have band Services we have individuals responding to an RFP for health services so as an example
018our school nursing clinics are operated by acran children's a number of school district in the areas actually have employees these are services that we must provide but we do it as an independent contracted or answer to an RFP now we went through this independently or individually to say what the eligibility requirements were to be an i or an SP the individual contracted unit must provide this following it is a sign contract a sign contract written or provided by us or possesses a valid sign purchase order because those are the ways you engage these particular independent providers through payment and engage M for their services that are delineated in a scope of work they must not be subject to direct supervision by APS so I'll give you an example when we are working with our acran
019children's contract we engage them we tell them what we want but their direct supervisors are the school health division of akran Children's Hospital the same thing would be as an example for Peterman they provide School transport and in that case they are a service provider for something that's mandated we give them the information on the students in the schools but they do the actual assignment and direction of those drop buses and those drivers and the same for van services occupational therapist uh pts those are the services that we're looking for here they must possess the necessary lure certification and insurance required by the law and the nature of the service provided and they must comply with all of our APS policies including background check requirements when working with students and those are specifically written into
020the scope of work that we are looking for under the Contracting processes we have also delineated that these engagements must be approved through the aps procurement office and reviewed for compliance with state and federal labor laws and we have also engaged legal to help us also look at some of those procurement standards in federal labor laws the contracts or purchase orders must clearly Define the engagement including the duration which you see often as we write business Affairs recommendation it gives you an effective date and an end date along with the payment structure most of ours are um invoiced on 30 days with 30-day payments if they're large contracts it may be an individual service contract and the payment is at the end of the service term think of the people that you recently put to
021board to be the adjudicators or judges for the musical events that are students currently participated in and then there are confidentiality agreements and termination Clauses and then we reserve the right to uh audit and ensure compliance with contractual obligations we not only can ask those for those records for our own auditing purposes internally with this uh treasurer's office we actually will provide those as requested by the state Auditors when they come in to do a regular annual audit then we went on restrictions and prohibitions they are not entitled to APS employee benefits including health insurance retirement plans workman's compensation or paid leave and then the last part of this was uh APS employees cannot be classified as an Ico or a service provider to perform their regular job duties under a separate contract this one
022has come into play and I will give an example we might have somebody who is doing service per as a a tutor as an example but they only are engaged say for so many hours a week but they'd like to be an independent contracted band driver per the IRS regulations you cannot get a W2 for being a staff member and what is called a 1099 as being a vendor so in those adjudicators that we recently did for the finance department those people actually checked on their contract Service that they are not an employee of APS and then the compliance and oversight for these independent contracted service providers uh would be through our procurement office and our legal department and any violations of these policies may result in termination of the contract and any potential legal
023action so as I said this was brought up as we were working on the vendor relations because we've gotten into a number of independent contracts more recently than we have over the years and we wanted to make some definitions very clear thank you Miss folk is there any questions Dr Molar you have a question to thank you um so I heard you say that this policy came from working on the vendor relations policy I am happy to see an independent contract operator policy because I brought one to this Committee in October um and so I was wondering if as your team drafted this policy um I know I provided the committee but there has been turnover with an 11 page document of what included my proposals and where a lot of that information came from
024Ohio Department of Job and Family Services and also other uh schools and even some universities so was any of that used yes yes it was in this okay because there's a lot um actually almost nothing that I can see um but uh for instance can you please help me understand then um in the document that I provided the committee there were several veral letters of what would I guess be in some of these eligibility requirements um so I don't know if you'd be want to go through it was to Define independent contractors um by various criteria and so there were a lot there's a a top of those criteria so I don't know if you have that uh since this document was never able to be discussed by the committee that I presented and October
025if you have um any perspective on why some of these maybe we don't need them in the policy this was actually a first blush on putting this together as we did and your items were referred to we didn't want to get so detailed that we couldn't have some flexibility going forward that doesn't mean that we wouldn't consider some of that in the future it was just a first blush to get it together because the vendor relations obviously needed to go to board to be updated and we thought it was a subsequent support of that review of that policy as this is just a first blush and we wanted to make it distinct and easily understood for those that truly go out and look at our website and for us to have an idea of what
026we could do to begin with and this issue of what is an employee and what is an actual independent contract is a very fine line and legal works very diligently with us on this because there are certain things we are required to do as providing services to our students and our staff and we just need to make sure that we can have a first blush on this to have it move forward this wasn't a first read it was a first blush to make sure that we got it together to support the movement of the vendor relations going forward and when we started the process we started with what the um the information that you provided so we did start with looking at that first and then some of the information in there didn't pertain to
027a school district it was like college level it was um and so we tried to pull out the things that would make sense as relates to the district work so I don't know if Haley if you had anything else to add there there was also um I mean we we did uh at that language and there was some of it that conflicted with the contracts that we have in place at present and we didn't want to restrict ourselves from being able to enter into contracts that didn't follow the policy because some of the the draft policy the initial draft policy had some conflicting language um that we wouldn't be able to put on our um on our books for a policy so um like Miss Fulk explained this is just a first iteration of this
028and I think that we're happy to include more details as we see fit as the committee sees fit yeah follow thank you that that is very very helpful and I'm very curious about what would have been in the policy recommendations that I created that conflict with the contracts that we are offering people I'm very curious about that but since this is kind of a first draft first read so I'm guessing that means it's coming back to this committee so if I found some that I think it might so who should I send that to Angela thank you Pastor Pastor har thank you U Mr chair I have a couple things and and I would like to speak with with legal as well um being that this is the legal policy and we are creating policy
029I would like the board to work with legal to have more interaction with legal when we are creating these policies um and yeah and that was kind of interesting that some contracts that we have now would not it would be difficult it it wouldn't be clear yeah um so one of the things that I see in policy is taking away arbitrary um decision making and I think that's for me where where we get in trouble with creating a policy is when we want to leave ourselves enough room to be arbitrary so I I have a couple of questions on this particular policy but I would like to see the document that member molar um presented to the committee what how do we handle the SRO because I know a lot of them work the schools
030but they also work our athletic event which we we need them to we we need that continuity there actually is a a board approved contract for the SRO to be in the schools you just approved one to um and a Monday's meeting to get them through June and that is specific and then they're hired as staff members through the independent or through HC to help you with the um events that you were talking about out as part of the security okay I I I appreciate that but on its face again we're conflicting with what we're saying here so I'm asking how do we um handle SRO and we need them to work games we need them to work um as security during our game so how do we handle that because they are being paid
031by the city but then they're also I'm assuming we're paying them as well did you want to speak while we're paying them for the extra work that they're doing that's not included in the original contract that the board has with the city city around the SRO portion of the contract what they do outside of that is something very different and that's kind of an individual thing on their own um within those those guidelines and that's how we're able to pay them cuz they're not in their contractual time they're working now as an a regular officer but independent of their contract yeah I I I understand that but that conflicts with okay so they are we're paying the city for a service so we are in a in a contract with the city right okay and
032now let's say officer Smith is working in the schools but officer Smith also works football games right okay as not part of his duty assignment but at the end of the day for the IRS purposes he is still John Smith and so I think when we're looking at a policy like this we need to understand that we have these situations and that's where we would have to give ourselves some leeway because we need the continuity of the officer who works in the school also working in the extracurricular we we need that continuity of that same officer but we're running into this this thing now because you got one person and he's getting paid to do the same work basically yes sir but his day his daytime work is contract contractual and that's that's through the
033the contract that the agreement that we have right but what he does at night is on his or her because there are some female officers too there it's on it's based upon their own personal choice to work and help us support our athletic events and any other events that we might have that we need security right right yeah and I understand that so he's working as a police officer in the daytime right for in the building but he's working as a police officer in the night time as well and I guess that's what I'm saying we're paying for police services and we just need to look at that with the contract we're not you know um the the other thing with the um independent contractor and um service providers um I would like to see
034in the policy um that it is pending board approval that any contract is pending board approval I would like to see that in it in included in the language of the contract I mean in the language of the policy any other questions I do have a comment um and I appreciate Dr M giv that that document so we can they can look through it but one thing that my experience of being in policy is that I never uh want to see us too much in a policy where it hold it handcuffs us where we can't do some things because you need that leeway and so one thing aan Public Schools is good is good at having is the those administrative guidelines and some of this stuff might be able to you use in possibly in
035administrative guidelines versus being in a policy because that way you don't tie your hands because we put too much in a policy that means you going have to follow all this if you don't follow it then you're violating your policy that you made so we we need to probably just keep them as short as we can but also include administrative guidelines with some of them okay that was my comment anybody else okay and so this is also the uh just a not even a first reading just some for discussion and and we will uh bring more information back as needed uh make note that the questions that have been brought up so we can try to get that information back for the committee at the next meeting okay I'm sorry go ahead Miss Carter all
036right so um for discussion for next meeting as of right now we still have our nepotism policy and the independent contract operator and service provider policy also with the nepotism policy we're going to be bringing back the um conflict of interest just to sum up where we are right now next we're going to have Dr lash come up and she's going to give us an overview um of the parents Bill of Rights which is in discussion right now good evening uh board committee chair board members um so this policy um satisfies the requirement of the parents Bill of Rights to promote parent involvement in Parental notification on student health and well-being and instructional content instructional material that has um sexuality content so if you take a look um at this policy it first begins with
037definitions to um kind of Define age appropriate and develop mentally appropriate as well as students mental emotional or physical health or well-being and sexuality content so it starts with those definitions and then it goes into the section here on sexuality content and parental notification and this is model policy so it does include all of the um required statements and so particularly in this section uh you'll see the first line the board will ensure that any sexuality content is age appropriate appropriate and developmentally appropriate so again those definitions um before and then you also in the second paragraph there see the statement that the board will provide uh parents the opportunity to review any instructional material that includes sexuality content and again those um were required statements in the next section on Student Services mental emotional
038physical health or well-being safe and supportive learning environment and parental notification um in that first line there again you'll see required language that uh we are to notify a student's parent of substantial changes in the student services including counseling or anything related to monitoring the students mental emotional or physical health or well-being um that we are to do that notification and then in the second um section or second it's one sentence so I don't know if we call it a paragraph um but where it says School District Personnel will not directly or indirectly encourage a student to withhold from a parent information concerning their mental emotional physical health or well-being that was um required language as well in the next section procedure for authorization from parents for healthc care services uh this section is um
039again around notification you'll see that theme kind of running through this parents Bill of Rights to um notify parents of things and so in that second paragraph where it starts to facilitate parental involvement um you'll see language there that speaks to the district notifying parents of each Health Care Service that's either offered at that particular school or anything that we would facilitate that would be uh happening at that school and then to also give the parents the option to um opt out to um either consent or decline those those services and then uh 1 2 3 4 in the fourth um paragraph there you see the X because we are accepting that optional language there that at the beginning of the year as we do annual notices to our families around um certain required topics
040anyway that we would add this to that annual notification we will um notify parents of known Health Care Services okay and then in the next section process for resolving um parental concerns uh language included here that um there will be a process for families to file um any concern that they would have about any topic that's related to this policy that there would be a process for that um and then of course resolving it within a time period and then in the next section uh parent right to ECT instructional materials again this is uh with regard to sexuality content so you see that first line parents have the right to inspect instructional materials used as part of the sexuality content component and so um essentially again this satisfies the requirement to have parents Bill of
041Rights uh that we are to adopt by July 1 so we're early thank you Dr lash any questions for Dr lash Dr Molar thank you chair Alexander um in this parental Bill of Rights I know a lot of this gives parents the ability to proactively be involved and they have the right to be involved and to receive the information that they are um Desiring um but in the very top of this I want to kind of uh React to what I think some of the intent of this also is um for families to be informed of things that they might not be aware of and to be presented with that and so looking at this first paragraph here um very simple in the second sentence it says in addition parents have certain rights in the
042school system to know about this students educational experience um but as we write learning objectives and all the time all these things how do you know if someone knows something I think to know is a good example of when a policy needs to be more specific and to leave less to administrative guidelines um and I wonder if we can put something there parents have rights the right to know but maybe the district has a right to or per the district should inform or parents have the right to um in the in the section down here where you talk about age appropriate and development developmentally appropriate this list you parents have the right to be informed or the expectation to be informed parents have the right to receive documentation um I think I think there's an
043opportunity here to be more specific and proactive about um informing parents of things that are happening here where you at I'm I'm lost where you at Dr M sorry I'm lost on where you're at so I I am trying to open the floor really for discussion of opportunities here but I think we should change at minimum at the top to no and the reason why I think we should change to know is because how would we know if a parent knows I think we should be more specific and a through e right here is the reason why I think we should be more specific um and I I see C here for instance refers to a high Revis code and that one says you know access to written reports um so maybe provided documentation so
044my recommendation in summary is in the very top to change parents have certain rights in the school system to know I think we should change parents have certain rights in the school system to receive documentation about their students educational experience BEC or something else because how else are we measuring what they know how do we know what they know thank you Dr mullner so just a comment on that um I understand that that that sentence is kind of strange and vague um especially considering the detail of the rest of the policy that's actually I I believe that Neola put that sentence in there because house Billy specifically says that the policy shall specify that parents have an inherent right to know about their educ their students's educational experience so that's where that language is coming
045from of course that can be tweaked to be better um or more fitting for aps's policy but I believe that that is where that's coming from and then with the specific rights listed further but I think that um there's probably room for more specific language further on in the policy but I do think that most of those concerns are addressed throughout follow up follow yes so I think from um from the Bold at the bottom here sexuality content and parent notification I think that is when parents are notified but I did not not see so that is for a through E I did not see where parents would be notified of those so it's in each section so like that section that you just referenced is specific to sexuality content in Parental notification so it
046speaks specifically to that and then when it goes into the um next section about um Student Services mental emotional physical health well-being safe and supportive that kind of thing um it talks about notifying a student's parent of substantial change in the student services um including counseling services or anything that's related to their their uh mental emotional physical health and well-being um so in each section you'll see language that speaks to notifying parents I think um attorney kept I don't want to but maybe is what you're referring to yes that's right thank you we move thanks so for for C in in particular um can you please just help me find where parents would be notified proactively by the district and not reactively from a parent question so if you're speaking specifically however to harassment intimidation
047or bullying there is a a policy specific to that um but that is in the Student Services mental emotional physical health well being safe and it's a long mouthful there um it talks about it generally the students mental or emotional physical health and wellbeing so if that's what I'm saying if you're looking specifically for those particular key words it's not calling them out here and I don't know if attorney kept Char there's a separate policy that deals with that but if you want to speak to that that will go to my point yeah I don't have the separate policy in front of me I I believe that there would be notification Provisions in our bullying and harassment policy that would probably be found in there um this policy I think is meant to fill gaps
048that house Billy was had identified and therefore enacted these certain Provisions so this is this is very specific to house Bly and the parents Bill of Rights so things that are not within House Bill a are not in this policy but that being said if the bullying um policy needs to be Revisited to see if there's notification there then that's something that we can look into like I said I don't have the bullying policy pulled up right now but I would I would expect that it would have some kind of notice requirements in it but that's something that we can look into yeah 5517 Pastor why were doing that go ahead I have a couple questions so with this policy with with this parent Bill of Rights is this directing us to do anything that
049we're not currently doing um the things that I can think of and um uh Mrs folk might want to speak from the health services um standpoint as we uh talked in the committee about some of the health services that are I I don't know that we include that in our annual notices as things happen in the building if there's like a dental drive or eyeglass Drive I don't know I'm making up stuff um but those kinds of Drive things that happen in the building that that notification would come but in an annual notice um that will be new you I don't know if you want to add one of the things we wanted to make sure was to cover exactly what happened should something happen to a student on campus during the day there are
050Health Services obviously we have health clinics in all schools there are times that parents may as they enroll or re-evaluate their decisions each year um they need to decide if they're going to allow us to provide medical services because they've given us a yes or they've given us a no and there are times if they opt out with no I don't want you to perform say take my student to the hospital by ambulance we get a directive from emt's onsite that it needs be done so we're trying to be very specific in making sure those notices go out correctly and that we're opting to select what is important to meet the health of the students while still understanding the needs of what the parent has made a selection for whatever purpose it could be a
051personal decision that they make that they don't want the ambulance to take them to Children's it could be a religious reason for vaccination we have to understand exactly what it is and that is where we were getting with yeah and that's that that's something that we have m i mean that that the school goes through every year Well it actually right now if you do not opt out the default is you've given consent but there's we want to make it more detailed right and one other um if I may uh Pastor Harrison the sexuality content just kind of like looking over it again when you asked anything that we are not currently um doing we do have a process by which families can review instructional material um I don't know that for sexuality content um
052that that so that will be new a process for the uh any components that um have that material but that's in place already and I guess that's what I was looking is this going to increase the workload by requiring us to do something that we're not currently doing we have have the the emergency cards you know you want to go to the hospital not you can take my car my son daughter yes no you know is this creating an additional work thing yeah um I do not think so I mean and and as I look at of course you know when you get into the thick of it right and start um making sure that the um that the um uh process cesses are in place but when I look um like at the one
053about any notifying families of substantial changes that's good practice and that's what we do you know something changes in your students mental emotional state or what have you um there should be communication of of that okay thank thank you and and and and my question my other question is we have red oak we have minority Behavioral Health in the building do we incur any responsib ility from what a child would tell one of their counselors say more okay um you know they're providers that we allow in the buildings and so I I go and I tell one of the providers hey you know I'm not sure where I am sexually okay so that's a conversation that they have with that provider do we incur any respon responsibility in that because we don't have communications with
054the actual counselor or session but it may have taking place in our building do we do we have any responsibility in that in a situation like that so that session um uh with that provider would would be confidential and so um whatever they share is is in confidence um however we're all still mandated um to make reports of anything that would be of danger to that individual or others and so we would have an obligation to share information um but if if that child is open for services with that provider then that that's proted okay my last question with with this um how are we training our staff in this process great questions so as we discussed um the parents Bill of Rights we realized that um this is just part one there's a lot
055more work that needs to be done so I don't have an answer for you right now other than um that is on our minds and is in process and will be thank you you're welcome any other questions yes sorry not a question I just wanted to Circle back to um Dr Muller's question U really quick so um as Dr lash pointed out um we do have our 17.01 policy which requires um annual notification of our um bullying and um aggressive forms of behavior policy and then also this um really quickly here underneath the Student Services mental emotional physical health um that heading the first heading on the second page um that's requiring notification including um counseling services or monitoring related to the students mental health emotional health or physical health so C which is um
056the harassment intimidation or bulling is included in that definition of students mental health emotional health and pH or physical health so I just wanted to address that now so that we can uh close the loop on that thank you yes Dr moldar thank you yes so to because that was very very quick so to close the loop because this is from my understanding of 55701 was the students have the right to file a complaint and the students have the right to have that complaint be investigated but there was nothing in 55701 to notify the parents of their own students filing and so I thought the parents Bill of Rights was the opportunity to notify the parents that the student has been involved in something and so you're saying that if a student files a complaint
057as it's related to um item C that parents will receive documentation on here on that that's right so it says here the so I'll slow down a little bit sorry I was trying to speed us along here but the uh the board School Personnel Andor contracted services will promptly notify a student parents of any substantial change in the student services including counseling services or monitoring related to the students mental emotional or physical health or well-being so if you go to the first page a through e is the definition of students mental emotional or physical health or well-being so yes and a incident of harassment or bullying um with the student would be included under that paragraph so you're saying if a student files a complaint on bullying that constitutes a substantial change in mental health
058and therefore the parents would be notified well it constitutes um I mean I believe it would constitute any harassment intimidation or bullying so because the students mental emotional health or physical well-being is included there okay so that would be a difference than what we're doing presently I'm just saying that the I think that the policy addresses what you were getting at but I don't know if am I mistaken yes I me speak a little bit on this here I know that there and I don't know if this is still true is there's some bullying or intimidation going on in the building students have a right to fill out form once that form is filled out it should go to a specific person once it goes to that specific person with the normally the school administrator
059there to see what's going on look into it and they could notify the parents themselves of what's going on and what's happening with this kid I think that's what policy states that we should be doing that uh as far as harassment but I'll let them make sure it's clear and we we make sure that's what we actually do because I I think that's part of what we we've been doing for I I I would like to advocate for in in the parents Bill of Rights Andor in 5517 that we would provide parents a form of written documentation and I think an email would still count as written documentation if their student files a complaint about bullying or harassment I think that is something that we should explicitly State okay we we'll look have them look
060at that and come back and let us know the next meeting all right um next policy 51 [Music] certain kinds of electronic equipment so there's prohibited devices that were not included in the PCD policy which includes uh cameras tablet or um sorry cameras radios um headphones things that not internet enabled um but more importantly this policy has a section on accessing and monitoring School issued devices and accounts so this is um a requirement by Senate Bill 29 which was later um there were some changes to these provisions in House Bill 432 so um there's general pro prohibitions on um monitoring schools and contracted thirdparty technology providers can't access um location data or um audio features student interactions um on school issues devices and then um there are certain exceptions to that where um you'll see
061a through f um so in instances where there is um non-commercial educational purposes warrants or subpoenas if the device is missing or stolen um and if there is a threat to um life or safety or compliance with state or federal laws and then um there's also the parental notification requirement which states that schools must notify parents within 72 hours if access is to the student's device is prompted any questions Pastor Harris um just a brief um question on the first paragraph um and I think we ran into this with the um previous discussion um policies that send us to another policy um and and I'm looking at the last sentence in U 51 3601 students shall not use personal community communication devices or possess any electronic equipment or devices on school property or at any
062school sponsored activity without the permission of the principal as it's reference in uh or as reference in um I'm believing that's policy PCD so U when I first read that I'm thinking wow well that means you know sporting events and da da da da until I went to 5136 and so I I would think that that La that last line if we can just put the beginning of 5136 in there um you know so students may use personal communication devices before after school during the lunch breaks during the school activities extracurricular activities I think instead of sending someone to another policy let's just spell it out even if it's redundant to this if we can just put it in there it's I think it's always better not to try to send someone to another policy
063to get a clarification am I making sense so if we can just add that okay yeah we'll make those adjustments and bring it back for discussion next meeting we'll make those ads perfect okay mine was just a comment that that it was kind of we did it in the last one referring to another policy if we can just put the language in there okay okay next is new business and on new business we have a policy a draft policy that has been brought by the equity committee so I'll have the administrator uh Dr Chapman if you'll come up and give us a brief overview of this draft policy Mr chair uh for the purpose of this conversation um for the purpose of this item I am um there's a conflict of interest for me so
064I will not be participating in this noted thank you Pastor haris Dr Chapman thank you chair Alexander so uh this draft is being brought for discussion as new business and it is the result of hours of policy crafting uh and review in the equity committee and so what we did in the equity committee over the past three meetings was to review language from what was the existing racial Equity policy 22607 and what we wanted to continue in new policy and while also uh sticking to the spirit of that particular policy in terms of the values and the commitments and the work that we want to see continue in the district so this uh unnumbered policy is being suggested to be called the comprehensive operations and institutional oversight policy policy and it goes through purpose uh
065it lays out as it has in the past who's controlling this oh okay have to use so this policy and and I'm not going to read it all because this is a new business discussion uh takes us through through uh the board's commitment and the purpose of the policy and then it lays out for you each area of consideration by the equity committee for implementation and operational actions what should be considered in teaching and learning as an aspect of the work in our district the commitments of the leadership our family and Community engagement what is important for student discipline to consider and then our practices around recruitment screening hiring and retention of Highly qualified staff and then ending with suppliers and procurement finances and resource allocations the uh composition of the board committee being suggested
066to be named comprehensive operations and institutional oversight committee and then again uh naming an executive director level position and uh further commitments of the superintendent and the board around this policy and then I would uh defer to the other uh drafters of this draft policy to chime in Mr chair all right anyone wants to start the discussion I haven't really got a chance to read it so I'm going to let you guys since you brought it here talk about and we'll get a chance to hopefully read it and digest it thank you um I I think as Dr CH Chapman uh started with this was uh a labor of 10 hours of co-creating with board members administrators community members came and um gave input and um I am really um proud of how far this
067document has come um it's currently unnumbered um we had previously a racial Equity policy and an equity policy it was uh 0.04 and 07 and so this is um envisioned to be a new policy so it'd be 0.06 um is what we are proposing to the legal committee but what I believe the intention is from this is to give this to the legal committee to review um make sure that everything we put in there is legal um and then have a discussion and um go through the appropriate process from here so thank you I don't know if okay anyone else want to comment on it okay uh since this is new I think it's it's good to to be able to look at it and review and and and uh be able to digest it
068and we can't come back and and talk further uh about this so we would have give everybody opportunity to read it so um I think that would be appropriate for us to do is there any other concerns or any other thoughts in that okay so we will take this uh and be able to look at it read it and hopefully maybe have some further well shouldn't say hopefully but have some further discussions on this policy to to see where we can can move with it okay next mam all right so that's all we had for today and so on our next agenda we will bring back those policies that we talked about as relates to um being under discussion as well as our new draft policy after legal um has an eye and gives us
069feedback perfect thank you uh also when you guys uh make the changes can you put them in bold so we can see them change it a little little bit better that way we'll be a see the changes as well okay anyone else has any other questions or comments or concerns before we end questions comment concerns going once going twice all right we're adjourned thank you everyone for tuning in and everyone who was here to participate [Music] e