001All right, welcome back. We are now we will now return to the public portion of the administration committee meeting at 5:14 p.m. In order to comply with section 2.2-3712D of the code of Virginia, it's necessary for the committee to certify that since the Fairfax County School Board Administration Committee convened a closed meeting on May 13th, 2026 to the best of each board member's knowledge, only public business matters lawfully exempted from open meeting requirements, and only such business matters as were identified in the motion convening the closed meeting were heard, discussed, or considered by the board during the closed meeting. Do I have a motion? Ms. Anderson, do I have a second? Dr. Anderson. All those in favor? That is unanimous for board members present. There was no action taken in closed. We will now vote
002to approve the minutes from the April 15th, 2026 administration meeting. Do I have a motion? Mr. McDaniel. I move that the administration committee approve the minutes from the April 15th, 2026 meeting with leave for the clerk to correct any information any formatting, technical, or grammatical errors. Is there a second? Ms. Anderson, all those in favor? Ms. Anderson, Mr. McDaniel, Mr. Moon, and myself. All those opposed? Abstaining? Dr. Anderson, the motion carries. Thank you. All right. We will now move on to the next portion of our agenda, which is a discussion of the uh follow-up on the SBO standard operating procedures. As people will recall, um we adopted various changes to those at the last meeting. So, uh right now, the only question is whether we are comfortable moving these along to the chair and the
003clerk uh for incorporation um and for board review. Um Dr. Anderson? Yes. Sorry, I realize I'm at I'm at at a disadvantage I missed the last conversation, so pardon me if I'm going to be redundant with things you talked about. Um and I'm just going to try to go quickly. I don't have a whole lot of questions, but in terms of the SOP regarding the monitoring report, is this codifying what already exists or are there any changes that are embedded in this document? So, there's nothing in the document that is different than what's in the governance manual, except this is kind of like how the clerk's office operates versus how the board operates. So, this is not you know, the governance manual gives direction on how we do that process. This is what the clerks
004do to support that work. Got it. Thank you. Uh my next question is regarding the leave request. Um on page two, um the time and Who is this um time and attendance um processor? That's Stephanie Shepherd in our office. It doesn't say specifically because we want it to be transferable between positions. >> No, I was just wondering whether it was somebody that was in the school board office or outside of the school board office because I wasn't familiar with um that title. Um and hold on, bear with me. I think there's only one more. Um going to the quorum and attendance tracker, where it says guidelines, at the very bottom there it says, "While best practice is for school board members and their staff to complete the quorum and attendance for the beginning of the
005year," who determined that that was best practice? Uh where did that come from? Is it best or current practice? Okay, I was just kind of thinking about it differently in terms of, you know, best practices that are kind of just researched and there's some meta-analyses of the data that says this is best practice. No, I I I I was Well, I'm just thinking it's current practice. >> point. >> But I I just thought maybe I missed something because I wasn't familiar >> practice. >> Okay, preferred. I could deal with that because that does not denote >> Without objection, preferred practice? No objection. And um the next one which is the school board professional development memo, um where it says timeline, talks about a lot of the budgetary um things. My one wondering, and excuse me
006if I missed it, could there be a um could we insert some language that says mid-year school board members will be provided uh just their budgets just as a flat um and consistent process so they know what they've spent thus far in each of their categories. I know we have started to have the conversations around budget and it's been kind of hit or miss based on time and closed, but if we could, you know, put a stake in the ground that everybody knows what they're starting with and and July for like No, wait, that's not the right word. That's not the right time. In January. Um maybe it's not mid-year, but at some point, here's your balance. Um and we have some >> [snorts] >> We have some budgets that are um replenished yearly, and
007we have some budgets that are for the duration of our terms, right? So, it'll be good if at some point we could just be given, "Here's your balance sheet." >> where we had a little bit more context. So, yeah. Um in terms of this, what we've actually moved to, and now that we have our finance person that has been hired, cuz this was Some of this was done before we had finalized that process, and we have a um our finance person. So, now that we have the finance person, she is actually responsible for maintaining your budgets and keeping them up to date, and so we have provided the links before. She will be providing them, and I will be providing them again through chair's notes, where you guys will have the access. And so, as
008long as your staff stores that link, you will actually be able to check it recurring throughout the year at any given time on any of it. And she is We have clarified in my office who is responsible for that and what the procedures are with her. So, she is aware, and she'll be keeping this up to date. The other element of that conversation was that at some point the board may decide to go in a different direction about how the money is allocated, but at a very minimum this speaks to how we currently do things, and the real-time updates will be helpful. No, it's it's fine. I think that's great, and if there could just be that alert through chairs notes periodically that that exists, it will alert people to it. Um I'll take a
009go back. Mr. Moon. Thank you, Mr. Chairman. A couple of questions. First of all, with overtime uh what page is that? For the overtime, I know that we shouldn't be we should not be having overtime for our staff. But is the overtime rate at the regular It's time and a half, and so it's at their what their current salary is, and then one and a half times that. >> was what they meant? Because I remember seeing Hold one second. On which page is that? Overtime is on non-examining Maybe easier for me to see from here. So, uh when it says pay shall be calculated at the regular hourly rate of the employee. Is that what you meant to say by 1.5 times of the regular pay, or is that something is missing. So, I think
010when they're saying the regularly It is It is at the bottom of page two on my document. >> They're saying that the beginning of the sentence is up to 40 hours a week, so none of that that first sentence does not speak to overtime. That speaks to how their pay is calculated for their non-overtime work. Up to 40 hours. Okay. Mhm. Okay. Okay. It says including those hours worked in excess of an employee's regular work schedule. Meaning So for the first part of that sentence it's their normal pay. For the second part of that sentence it's their normal pay one and a half. So I think what we're trying to get at with there is that what generally is the the hours is 8:00 to 4:30 is the defined hours for FCPS. If you were
011we've talked about we use the term flex. If a board member decides that they need to have their staff member work 9:00 to 5:30 or noon to 8:30 because there's a night time event. That's what we mean by worked in excess of their regular work schedule. Sometimes a staffer may work 12 hours on one day but four hours in a different day because that's what they need to do to help their board member. >> I misread it. If I misread it it could have been misreadable by other people as well. Can we change the word excess to outside? That's better. And I think I think we will eliminate the confusion if we can just say including those hours worked outside of an employee's regular work schedule. >> Yeah. I agree. That's far clearer. That's one
012and then second Mr. Chairman, my time is over. No, go ahead. That was not supposed to go off. All right. Yeah, I thought I was being discriminated against. I wasn't going to file a complaint against. So So professional development, this has been a question on my mind for some time is we know that we have a certain amount of professional development budget for each board member and that needs to be used by June 30th. Otherwise, you'll be after June 30th, there will be new cycle starts with a new amount, entire amount. So, if there is a money left before the end of June 30th and you want to plan for something that occurs after June 30th, are we allowed to do that? That's my question. So, currently, the money's allocated for a purpose. That said,
013there has been conversations about uh when we talk about the board office budget of moving towards individual board members having a budget that they can pull from. Maybe the chair can speak to it. I don't think that that's what actually Mr. Money's talking about. He's talking about using excess funds using excess funds at the end of the year. And there are moments when we would have to register for a conference in one year and technically be execute the conference in the in the next year. So, that's a question for the clerk as to how those funds are taken out of our our group allocation. on spent money, but I have let's say that conference coming up August, right? August, then can you register in advance? I think the big issue is about when we charge.
014So, if you we are registering you or we're booking your airline in the be- even before June 30th, then I think we would be able to do it. book flight to example Madam chair, Madam chair, I'm going to complain to Mr. Chair about somebody abusing me in this meeting. Okay. All right, thank you. Thank you. So, so that that the unspent PD fund by a board member unspent by June 30th, whether they can be used to register in advance before June 30th for another, you know, another PD opportunities, whether you can use the same thing for like a booking flights a booking, you know, booking a booking rooms, whether they can be done as long as the commitment is made prior to June 30th. Or maybe another way to ask my question is can funds
015for one financial year be spent for an event in a different financial year? So long as all that arrangement is made prior to June 30th. My understanding from finance is it's about when we do the purchase. However, one of the things that we have to be clear about, right, is while it's June 30th, our ability to spend for instance on our credit cards actually ends sooner. So, it's actually something that I I was just going over with our finance tech with our support technician too is on the deadlines. And so, in order for um Ms. Burden's office to do the all the reconciliations that they have to do by the end of the year and be in compliance, they actually shut off our cards It's around like June 10th this year, but it's generally in
016beginning. We actually have to get Wow, that's The date may the date I may be a little off on the date, but it is it's a lot earlier in June than you would think. We actually for things like regular meetings have to go get special authority from Ms. Burden's office to make purchases for like your for meals and things associated with our last June meeting because of that. So, I Mr. Moon, I don't think we would have a problem doing that, but it's a we wouldn't want to make sure to keep our uh books balanced that anything uh that we were doing for another fiscal year would have we could only attribute it to the fiscal year in which the charge is made. Does that make sense? >> Yeah, [clears throat] I understood that. I
017mean that what what you said about June 10th is also surprises me. What about what about, you know, if he did go to a PD opportunity during the month of June? And and and that occurs Yeah, June 10th. And then you have to get a special permission to be able to do that? Oh, no. What if what if something came up and then you just want to go I can and then You make that decision after June 10th. Perhaps we can Well, so that we don't get on too much of a because I don't think the SOP needs to speak to this directly, but perhaps we can get a note from Lee that explains uh there's probably a reg that indicates the need for this. >> I was going to ask that we actually with
018travel to make sure that our presumption about that is okay and that we it's not something that's changed. >> We can get an answer for the next admin committee meeting. >> Okay, thank you. If not if not I'll reply to your email earlier. >> There's also not to complicate this, but there are differences between travel and there's difference between P-card purchases. >> jump on a conversation about that. Yes. [laughter] So, we can get clarification from finance about both travel and P-card to make sure that >> with the committee. >> and share it with the committee so that we don't have any questions about this. >> But, generally speaking, assuming that there's no issues with when the charge is made, etc., it sounds like purchases can be made in one financial year for an event in
019another financial year presuming that the uh things that happen with credit cards at the end of a financial year are not in the way. So, yeah. Dr. Anderson. Thank you. Um speaking to the school board leadership development program. It says in October, this is on the second page under timeline, the school board sends applications to each high school and secondary school principals of principals top five choices will be returned to the school board office by the end of October. Um this doesn't specify as to whether or not school board members will be able to receive all of their applications instead of just the top five cuz I've always asked for all of mine. That language I can be inserted. Obviously, you know, under take into account what the principals have shared, but I want to
020make sure that the operating procedures leave room to be provided with every single application. Can we add that to the second paragraph under guidelines? I do just want to throw out the time intensity that it takes with that and that is partly why we say the top five because in order to do all the processing that can take quite a bit if we are sending every single one. Now, we do process them for the at larges, so I would need to speak with Mr. Jackson and make sure that it doesn't add anything since he has to process them for the at larges to also just include them for the magisterials. >> at least for me. I don't know what other people ask, but I do look at every single one of my applications and since
021they're already processed for the at larges, I mean, it seems like it's already done. They're not all processed for the at larges. They're only process The at larges are receiving all of the top five from around the county. That's the only change and so you I mean, I guess my question is is do we receive them from the school? So, the the way we actually did it last year to in be so that there aren't any confusions is we use it a Google form actually to have the students apply because when we did it the year before and we left it to the schools, we got wildly varying applications. Some of the students didn't stick to the guidelines. Some students were providing more. Some students weren't providing enough. Some students some schools were accepting things
022they shouldn't have. So we actually have moved to a Google form in order to order level the playing field. >> to funnel to people because it's already in a Google document sent by Mason. Send all Mason to me. It's because of the way our Google forms and the ability to do attachments, it's not as easy. But let me talk with Mr. Jackson if I can before I make any we make any changes if that's okay. That's fine. And then my other thing on that Can somebody talk a little bit to what would be page three of the same document that says a school board member will serve as a program liaison? Is this the role that um Mr. Malcolm V. Thank I couldn't The other Mr. Malcolm V. um that he's serving. Okay. I wasn't
023sure if this was something new. >> That has not never been appointed by the board. This would be something that would need to be changed in our practice. Um so up until this point I believe that he has been serving in that role just as an ad hoc related to the fact that he brought it forward to the rest of the board. But no, this would give this would add it to the list of liaison type positions at the beginning. Okay, but somebody doesn't want to do that. Hopefully they're not giving that cuz that's a whole lot of Well, we have asked my office has asked the chair and vice chair if we could formally appoint a liaison because sometimes there we do get questions from board members as to you know, which board member
024is serving or providing guidance to myself or my staff if we have questions. It would just be helpful if we had a formal appointment. >> sure it would be. It's just that I think both I'm not to speak to you for you, but I'm going to speak for you. We were shocked that this even existed cuz it never came up in the four years that we were on the board. And knowing that they had done this before, it was a complete shock. Uh my last one, um this is proclamation and I think this is generic and I think I may have the answer to this. This is again, this is already this already lives in the governance manual. It's just here just for school board office supports. This is how the school board office internalizes
025and executes the governance manual. >> Okay. Um and then on the meeting manager, which is the last one is there any opportunity to articulate a little bit in terms of what that role does? Because I think everybody does something different with the role of meeting manager. >> they do with the meeting managers. >> they do. Yeah. >> Never mind then. This it actually Because I know this has been a running conversation since our first year. Everybody does something different with the meeting manager role in terms of bringing in other people's thoughts or not bringing in other people's thoughts, just sitting there and saying thank you staff or giving real feedback that is not just your own. It's kind of been all over the place, but The light lift for this committee is that we only
026have to deal with like the execution of stuff that's already done. Mr. McDaniel. On the professional development document under timeline, July 1st to June 30th typo Where? Um budge, members budge. Should I assume that's going to supposed to be budget? Um it's it's the it's how they talk about it in the office. >> Yes. The budge. That's all. That's cool. That's cool. It's like Australia where everything is just shortened. Bet. There is. Without objection, can we fix that? All right. So, I'd like to entertain a motion to move these along to the chair, the clerk, and the full board for uh with with all the normal language for grammatical and whatnot formatting. Someone make the motion? Dr. Anderson. Yes. Um some of these has not been reviewed by HR yet. Okay. Well, then we can
027send them along to the clerk and chair to take care of that, and then they'll make their way back to the board. Unless they don't pass muster, in which case they'll come back to us. Can I ask a a follow question? After all of these, you know, proven done, is it the thinking that they will all live in a particular document? We'll have something in the office so that everybody has access to it and that they know how to do everything. Yep. The thinking is is that we would add a folder in like the term folders that you know how we have like the 2024 to 2027 term folder for board that that's where we keep all your meeting materials. I usually send you the individual link, but there's an actual Google Drive folder. So,
028the hope is that things like this we would actually put so that board members, staff, my staff, everybody knows because we get lots of questions from >> this? How do we [clears throat] do that? New staff won't have to ask every question they think of, and It'll be linked to chairs notes every All right. So, we have a motion to send these along to the chair and uh clerk to run them past HR, and then to bring them to the full board. All in favor? Who is the second? Mr. McDaniel. Dr. Anderson, Mr. McDaniel. Dr. Anderson made the motion, Mr. McDaniel seconded. And now all those in favor. That's unanimous. All right. Um Yes, uh Chairman, I have something to bring up. Sure. Uh Is it on the agenda? Is it conceivably on the agenda?
029No, it's not on the agenda, but I got something that I think you know, we should discuss sometime. Is how our travel, local travel request gets Okay. go through process. And I wonder whether again, I think this was something that I brought up at the audit committee yesterday, whether we are spending enormous amount of our time for so little things, going through so many people. All right. So, uh We'll have to put that on the agenda for that. >> I would second that, um having that SOP. I know I was sitting over there a few ago when um the clerk >> There's more coming. Like when the clerk was talking about how there were some errors that were being made in the submissions, if there was clarity in terms of this is what it should
030look like, that would potentially uh eliminate those errors and expedite I don't want to get too far into a subject that wasn't agendized. I mean, generally it's an SOP-ish related area. And I will take it under advisement to ensure that when we bring the next batch of SOPs, maybe we have an answer on on this front as well. And obviously the the clerk and whatnot can share any additional information uh about the current process, but we have a bunch of other SOPs that are working their way back to us. Yeah. They have a lot more that they have written up. Some of it is waiting for board action on policy changes that governance is working on. So, whoever does admin committee next will have additional SOPs as well. Um, quickly if I may, I have
031uh held off on writing some because I didn't want to write them if there was any formatting issues that really were egregious, but otherwise if I just get go ahead write them, I'll go ahead and write them and bring them. And what we're what they're trying what Janet and the school board office are trying to do is ensure that they're presented to us in like a these are the most important ones to deal with kind of order. So, all right. Um, at 5:40 p.m. this meeting is adjourned.