001It is 5:24. In order to comply with section 2.2-3712D of the Code of Virginia, it is necessary for the committee to certify that the Fairfax County School Board Administration Committee convened a closed meeting on April 15th, 2026 to the best of each board member's knowledge, only public business matters lawfully exempted from open meeting requirements. And only such public business matters as were identified in the motion convening the closed were meeting were heard, discussed, or considered by the board during the closed meeting. Is there a motion? Ms. Anderson, is there a second? Mr. Moon. All those in favor? Unanimous for those of us still present. Uh there were no actions taken in closed. Uh we will now vote to approve the minutes from the March 4th, 2026 Administration meeting Administration Committee meeting. Do you have a
002motion? Do you want to read the motion? I move that the Administration Committee approve the minutes from the March 4, 2026 meeting with the leave for the clerk to correct any formatting, technical, or grammatical errors. Is there a second? Ms. Anderson, all those in favor? That's unanimous. Standard Operating Procedures. Uh we will now continue the discussion on the draft Standard Operating Procedure for the School Board. Please note that two additional SOPs have been added to this meeting, the EL 4 Monitoring Process Report on quorum and attendance tracker. Uh drafts of all SOPs were provided to committee members to review and propose edits. Um all right. So, let's go ahead and pull up um the e- Janet, if you wouldn't mind pulling up the version I sent of Student Leadership Development Program. All right. So, I
003I tried to do as much on word economy as possible in these edits. Um and there are a couple places where I had questions, but I don't necessarily think I'll see in a second. I did not have any questions on this one. I just had edits. So, if we could take some time to scroll and just read it. The big The big picture is that the big lines are abbreviating School Board Student Leadership Development Program throughout. Um And removing language that wasn't necessary. It says something like School Board members from the magisterial districts and from the at large will do X. It's like, okay, that's everybody. So, why not just say School Board members do X. Um The only substantive edit here is I changed the word graduation to completion ceremony. So, the only I
004think I like the changes that have been made here. Um I did wonder whether or not we needed to include the service project, if that was going to be something that is going to continue as part of the process. So, we would probably need to check with Mr. Jackson to see whether or not that's going to be an ongoing event. Yeah, when I wrote this, it was not confirmed whether or not that was done. So, we would have to confirm with him. >> would just have to and or or we would need to put that other other activities may occur. Um and then the other aspect that I had a question, I do think that in the roles section, we'd need a role for the student representative on the board because they do serve a
005fairly significant role with the student leadership group. And so, um we just need to make sure that they're included on the list. And then uh we need to ensure that the governance manual includes liaison for this program as one of the appointees that the chair nominates each Yes. That's what this says will happen. So, it needs to reflect that in the governance manual. Can you put on the list for this one those two fixes that Sandy mentioned? Yes. Do you have anything, Mr. Moon, on this one? I'm okay. All right. The only other question that I had is this is just something to maybe um confirm about. Is there Are there any other guidelines? Right now, the guidelines that are included are only related to selection. And I just wondered whether or not there were
006any other guidelines related I mean, at least an acknowledgement of the fact that these will not that we need to limit to I don't know how we want to say it, but limit it to two board because these are students and we don't necessarily want to open up everything that they're doing to public meetings other than the main events, but like individual meetings traditionally are only two School Board members. All that and propose a Yeah, the other thing that I had a question about because it was discussed after this was whether or not we wanted to have consideration. I know some people wanted to have more than one student rep per board member. Um but I don't know if that's something that this committee wants to tackle through this process or through PEC. Done through
007PEC. It needs to be through PEC um because I know PEC is also working on whether or not we're going to have more than one student rep overall. So, I think that that probably that conversation probably needs to happen first. Well, in my mind on an SOP is that this is not a a policy. This is how the the thing is executed by the School Board office, right? So, it should be able to survive if the board decides five people per board member or one person or a half person. Nothing should really change here except for how the board office facilitates the program. Concur. Bring those for next time. Any proposals? Okay, great. Are we good with these other edits? All right. So, let's uh accept those for the next meeting and bring additional redlines
008for uh those changes. Let's do copy the uh Back to School Night funds. Can I ask a clarifying question? Are we anticipating that the SOPs would also need to be voted in publicly? Because these are really just operational issues related to the School Board office. I didn't know whether or not how would how would What's our end result with these? Can just put it on the consent agenda for something like this. Okay. I have trouble thinking of how the five of us decide it for the whole board, you know? So, I think there does need to be some and they're all going to live somewhere and then, you know, at some point the clerk will say, "This isn't working. I need to go to the board and have them allow this to be updated." You
009probably should just consider the fact that including them in the strategic governance manual as an as a possible directive. >> An appendix. As or as something um or just where they're going to live, explain, you know, that kind of thing. I think that would gain some validity and actually it gives the way that it can be voted in because if it's an appendix, they all would be voted in as part of the strategic governance manual. Great. I like that. Let's look at Back to School Night funds. Um so, uh the paragraph fixes that I have here are just formatting fixes to align with the other versions that have these types of body sections. Um And again, it's more about word economy and um consistency. So, it's more style than I don't think I changed anything
010of substance in terms of this. The one thing that I did have a thought in terms of substance was why do we have an October 31st cutoff? Um the reason >> Back to School. Yeah, because most Back to School Night events are finished by October 31st and so, that's why we I I had thought this one would have gotten a complete re-edit because I thought we were turning this into the Um there's some the clerk is going to bring information to us about in our discussion related to the School Board office budget about a possible path forward. I think many of the things that are in here will still be applicable, but it is a discussion as or not how we look at School Board or Back to School Night >> Basically apply for everybody
011or whatever. >> It could potentially be a a pie for everyone and then that is executed by individual board members under the purview of the School Board office, but it would be >> So it would have a different uh SOP. It would be a different title, but kind of the the process is going to be similar. >> we skip this one then until >> When do you think that that will be done? Why? Um yes, only because I believe that the school board is going to discuss it at their at the retreat on the 24th. We're going to at least start the conversation there. All right, we can pick this one back up if we don't reach consensus on the broader look. We can pick this back up so that we at least have rules
012around the money that we're doing. And I would probably add that we have October 31st deadline cuz I don't see any difference between It would negate some of the concerns that we've had now because of the deadline that we have in place. Um that is part of the reason some of us didn't pass that money early on and we're now trying to determine how that's possible. All right. Could I still ask a question about >> Yeah. my option two if that gets Mhm. that is given as an option. When school board members use their personal card, can they still claim tax exemption? Personal cards versus card. No. Okay. Then then I have a reservation for >> depends on the um entity. Legally, you cannot transfer unless you're using a procurement card from the organization that
013is tax exempt. The only reason I know that is because of my 501c3s. That's why 501c3s will often pay taxes. >> And it presumes that the entity that you're doing has a discount for nonprofits or It's not about a discount, about not paying the taxes. Oh. Okay. I mean, don't need don't need don't need to require our school system employees when they make a purchases to make sure that it's a tax exempt. Gotcha. Um real quick, there is a regulation regarding reimbursement when you use your personal card. Some reimbursements are not allowed at all, so that's something that I think we need to investigate a little bit more cuz it got a little dicey this year with reimbursements. Um but it is one thing where you cannot you still have to pay tax if you
014use your own card, so you'll get reimbursed everything but the tax. So if you spent $500 but $497 of that was you know, you'll get reimbursed and then the $3 you won't. I don't know what world that kind of tax, but that's why I don't teach math. Yeah. All right. Well, we'll pick this one back up when um when the board talks about it after the retreat. Let's I have questions, too. Uh my my big question is if we can't punish a board member by denying them entry to something, how can we deny somebody entry to a closed meeting if they're not a member of a committee? So maybe we should wait for John on that one. I was actually going to offer to volunteer to work on this one if you would like to
015just cuz I have some um the the the role of the school board members in vote of compliance, things like that, so So you you had questions before about asking people to recuse. That is that 1410 regulation that was being brought up kind of 1410 is about fraud, waste, and abuse, so I don't think that that's >> It had something in it. It had a line in it about if a member is being investigated for fraud, waste, and abuse, they should ask to be recused from the meeting. Well, there's other there's other reasons that we would need to be recused as well, so I do think that that also needs to be added in here. Um leave requests and leave approval. All right, so in essence, what this one does is it indicates that board
016members are responsible for approving the leave of their employees, and it explains how that's done. And it even provides the links for when people are calling the clerks to figure out where they go to do this every week that they have something to approve. My things are all uh typographical or word economy choices. Um I had no edits here, and I think this is great. And this is a really good one. Um It's very clear that the employee should be coming to their supervisor in advance for approval. You know, I've had employees who have done the opposite where they're like, "Oh, I put in for that time after the fact." Or "I'm taking off tomorrow." It's like let's talk about it. So, I think this is good. Um And now that we've adjusted the review
017process for these employees, I think it's important that this become part of the normal day-to-day function of managing our own staff. Um Mr. >> Mr. Mr. McDaniel's here, so we just need to Okay. No worries. I'm talking about One second. Um Mr. McDaniel has submitted a request to attend today's meeting remotely due to a personal reasons as he care con- and is located in Springfield, Virginia. I have performed an initial review of Mr. McDaniel's request and found it to be in compliance with the school board's remote participation resolution. I have approved the request. Mr. McDaniel, please check your audio and video. Kyle. All right, we'll come back to him. We'll come back. Um where was I? Mr. Chairman. Yeah, Mr. Moon. Could I ask someone about the rules regarding if there is one a how
018much advance notice on our school board member staff to give for taking a leave? So, my understanding is that this only requires that this is only saying that we're now responsible for approving. I think that's a conversation to have with your employee and with HR. I believe the information on that is in um in the regulation um and or on the Atlas page for um for leave because what happens is what what is happening is people are not putting things in in time to get it that month, then we're doing correction memos. Or um board members don't always know how to do the process to approve, and then we're doing correction memos. So, the sooner you can get the time in, obviously there's you know, emergencies and sick leave and things like that. The sooner
019you get it in, um and then for some reason, you guys weren't getting sent the um notices. Um yeah, to say like, "Hey, here's" So, I think I think because of the way that the proxy system was done that we need to just remind them that like, "Hey, everybody is their own proxy now and everyone's their own person now." Um they were going to Christina who then didn't know that she needed to forward them to all of you. So, that's where that process um once once you know like it it is like the month has ended and it's like the first week have to by the end of that first week you have to by noon, right? So, I think there's I think there's a clear like timeline of okay, you have until this date
020and then there's a clear time for employees as well of like, you have until this date to put your time in for that month. So, there is a >> reference to that in this? Okay. That points board members to that information. I will do that. >> I know I don't I'm hesitating to put anything that could drastically change from year to year. Yep. But as long as there's a link to the place where it has that information. Yes, I I can put that in, certainly. Okay, Kyle is in again and he is unmuted. Uh Ms. Brown, I believe he said that the the 1600 is muted. Is that possible that he can't hear us? There you go. Mr. McDaniel, can you hear us now? I can hear you now. Thank you. >> the language? Okay.
021Let me find I've lost the script. All right. Mr. McDaniel has submitted a request to attend today's meeting remotely due to personal reasons as he has a child care conflict and is located in Springfield, Virginia. I have performed an initial review of Mr. McDaniel's request and having found it to be in compliance with the school board's remote participation resolution, I have approved the request. Mr. McDaniel, please check your audio and video. I'm good. Having some video issues on my end, but I can hear and see everything going on in the room. We now ask board members who are physically present to vote on the following. All those in favor of confirming the chair's approval of Mr. McDaniel's request. That is unanimous. Welcome, Mr. McDaniel. Okay. So, uh for the leave SOP we'll get some revisions
022back that include information about the timeliness of responding to the requests and submitting the requests. All right. Up next, the we're going to skip the policy process because that's being worked on by governance. Uh we're going to go to school board professional development. This is a fun one because the law is very clear that we need professional development and then it goes on to not describe that professional development or how much of it is required. That's right. It has to be robust and it has to happen annually. But that's it. It also doesn't say I think it says something about related to the job. Um which is very broad. Um so, I think what this does well and what this basically articulates is that school board members will have to confirm annually with the clerk's
023office by completing a form yes, I've done it and here's how I've done it just so that the clerk is not responsible for um so that the clerk can ensure that they are in alignment with the law and they're the ones that are keeping track of our um other types of requirements whether it's the FOIA certification or the conflicts of interest paperwork that we fill out. So, this is pretty straightforward. Um you'll see on the screen I had a couple tiny edits. Um but they're all none of them are substantive. They're all based on you know, word economy and such. Ms. Anderson. My question is is where we have an opportunity here to also align ourselves with the division in the fact that in my opinion it should be the expectation that board members also
024complete the training that we're we're given annually by the division um the same as all staff members are and so many of those things are related specifically to the work we do and having the understanding of what the policies and procedures are of the division. So, would it be possible to go ahead and include and include a portion of the scope that also indicates that it is the expectation that board members would complete division >> have to be in the governance manual. Okay. Um well, it probably would need to be echoed here that by the date that the the rest of those those trainings were required by the division like the If that's what the governance manual Right. said. So, what is Okay. No, you're good. But I mean, the other thing that I would
025say is that we definitely need to make sure that the FOIA training and and a conflict of interest is included in the scope just to make sure that there's some reference to that. It's included in the guidelines right now and included in the timeline, but it's not included in the scope. So, besides I I mean, I completely understand about COI and FOIA training. I think it is required by Virginia statute anyway. Statute, but what division wide training were you referring to? Like the PD dashboard, right? >> It's everything related on the MyPDE dashboard. So, I know that I I work hard to make sure all those are done every year, but I don't know if that's the standard practice for other boards. It has the stuff like uh abuse and neglect reporting um anything new
026that's rolled out from year to year that they want people to and then there's a lot of things that people have to do annually. It's also the mandatory manda- um mandatory reporting. Yeah. >> Yeah, I know I've I've I've been doing that. I'm just thinking who decides what training to be provided and if it is an expectation on the part of school board members to do all the training, if a board members find that to be >> But that's why I'm saying like this is probably not the place to decide that because this is just administering what we already require, right? As opposed to requiring new things which the board could decide to do, but this isn't the place to do that. Okay. Okay. Thank you. If they had already required new things, we would
027definitely want to make sure that that's in here. So, here's my question though. We are mandated reporters and legally and we have to redo that training every year, but it's not mentioned in here. So, we don't have a choice. >> I'm not I'm not certain that we have to redo the training every year. I believe that it's a requirement. That's something you'd have to check with Virginia code because there is a requirement for So, they changed >> members who never did anything on MyPDE in their entire tenure on the board. Yeah, so that doesn't mean it's the right thing to do. I'm not saying it's the right thing to do. I'm saying that I I I I think it goes back to where's the teeth, right? for board members. So, I think I agree with
028you that it should be in- I I personally believe that it should be included in the in the the strategic governance manual. Um I am just if it does get included there, then I would want to make sure that it would be included here. So. I think the point overall for all of these is this is the SBO's administration of of this stuff. So, if the board hasn't required it, then the school board office can administer it. Um anything else on All right. We can make it >> Oh, could I could I ask a question about this? In the past in the past you know, when each board member was given certain amount of fund for PD and board members need little more than their annual allocation. Board members are able to borrow from fellow
029board members who are not fully using all the allotted fund. >> that already. They are allowed at this point. I mean, I'm I'm I'm asking for the flexibility. We're allowing it um internally, but I do not think that it is documented anywhere at this point. >> But neither is the budget. They also increased the amount that board members are allocated because that hadn't been increased in like 10 years. I think we have like a $5,000 per PD, correct? Annual. Well, for each board member >> It's $5,000 annually. So, there's $5,000 annually for PD and then there's a thousand for legislative unless you're legislative liaison and some of that is also PD um but it's legislative focused PD. So, that goes up to 2,000 for the liaisons and and we have also allowed people if you
030don't use your full legislative to put some of that towards your PD as well. Okay. Okay. And that's one of the things that we're going to be talking about as the entire school board office as to whether or not it should be one chunk of money rather than have it separated out into all these things. Okay. And and I also saw yesterday on the Excel spreadsheet because I wanted to know what the balance on my accounts were because I I don't know how much I have used and how much is left. And then I also saw travel expenses separated out. >> Yeah, that official travel was done at the retreat I believe in May and that has to do with the fact that we did not know that we weren't allowed to pay for some
031of the non-local travel but we are. So, that 200 2,500 counts towards Is that annual per member and that is used to cover what? Could you just be more specific? That's used to cover non-local travel. So, any like say you're going to a conference in Richmond. Okay. Um it covers that. Okay. Okay. So, when Okay, non-local travel. Does that also include lodging or it does not include lodging? No, that would come out of your PD or legislative budget for lodging. It It's things like tolls, gas, um that kind of uh things that you you run through travel that gets paid through non-local. I I'm not 100% because travel mystifies me, but I also think it might [clears throat] be like uh meal reimbursements. Okay, per diem comes out of if you call it per diem
032or meals come out of your PD or is that Mr. Money you're exactly uh illustrating why we don't think those individual distinctions may be helpful anymore and so um Putting them all together might make more sense. >> It might make more sense in terms of figuring out what the path forward is on some of these things which is what we will be discussing at the school board Thank you. All right. Let's look at student discipline appeal. Hi. This meeting goes till 6:30. You have a meeting at 6:00? I right here? All right. Give me 1 minute to figure out what we're going to do. By the way, Tamara you're you're dismissed. We are done almost done. Okay, bye-bye. Um I guess we could pick up the rest of these next time. When is our next
033meeting? May. Okay. Is there anything that's left that has to be handled? Well, it's not like we're not >> Nothing like So, so what is left kind of I mean, the main goal that would help me is do you like the structure? Cuz if I'm going to go forward and write more, is the structure good? >> great. Um It's great. Um thank you. Uh and do you cuz I have a whole list of other ones to do and I will send those try to send those to you well before the May meeting so that we can look them over do edits and then go from there. The the student appeal and the student expulsion tie directly to uh policy 2611 which is in flux right now um cuz we're working on things for that. So,
034that might not be the best time to talk about those. I think the only ones that really are like still, um, are the quorum and attendance, the EL, and the, uh, school anniversary proclamation recognition. >> Before we move on, structure. The structure, the only thing is that I have a few, like, I didn't bring any of them up in terms of like not line edits, but, um, format edits that I'm going to bring forward to the clerk, um, that are just will clean up things and and kind of tighten them up just a little bit that will make it easier. And so, I just wanted to make sure that you guys knew that I was going to be working with Miss Brown to deal with that. >> think, cuz if we don't do the, uh,
035expulsion or appeals, that leaves us with three, and we don't do the quorum and attendance. Do we end it now, or do we Could we spend the next 5 minutes going through these remaining three? I mean, I do not have any comments on those. I mean, those were all all good to me. The only thing that I had for, um, the non-exempt employee overtime was outlining which roles fell into those categories, I think, would be helpful. Um, and so, just including a list of which ones. And then, on the guidelines, the hours should be tracked by staff member and supervisor. So, that that's just a a small thing that I can work with you on getting the adjusted language on. the Let's Let's go ahead and put on the screen really quick the, um, school
036anniversary proclamation and recognition, just so people can see that. Again, Miss Brown, one other thing really fast is that we can't use here as hyperlinked anymore, um, cuz it's an ADA compliance issue at this point. So, we would need to change all of this. >> I had written this prior to the guidance on ADA, so I will certainly go through and change so that it does match what we need to do. All right. If you wouldn't mind scrolling through this just so people can see that I have edits that are just basic, uh, syntax and stuff things like that. They're not substantive. All right. And then, let's go ahead and do the non-exempt employee overtime, which we just talked about. Again, here, just making it clearer, no, um, substantive edits. Any objections on that? And
037then, on EL monitoring process, same deal. And then, quorum and attendance tracker. The only thing that I wanted to say on the second page of the executive limitations SOP is that I don't know that we need to name the person in the superintendent's office that's going to be doing it. I think that we should just have >> I agree. I believe I changed that. >> I didn't see it on yours. Where is it? On the second page. >> the top of the second page. Oh, I did not. Yeah. >> So, the superintendent. Um, All right. Uh, on the quorum and attendance tracker SOP, again, this is just a lot of heavy word choice changes. Inconsistency changes. And that brings us through to What did you say the issue was with discipline ones? We're working on,
038uh, updating certain things within the policy, so it it it doesn't it's it's what we do right now, but depending on where we go with certain things in the policy, it's not going to be where we end up. All right. And while we're not approving these until the next meeting, so we'll probably be done by then. All right. So, you've got our notes for these various things that the line edits, et cetera, to take back for next time. We'll take a crack at pushing these forward to the full board at the next meeting with guidance on what that will look like in the governance manual, and we'll go from there. Any objections? Move to adjourn. All right. Uh, so moved. Is there a second? We don't have to do that, but this meeting is adjourned
039at 5:58 p.m. Just in time for Shaq.