001Good evening. This is the uh call to order for the policy committee meeting for Wednesday, May 7th at 5:30. Michelle, could we get a roll call, please? Yes. Tom Henkins is unable to be here tonight. Juan Romero here. Brian Nichols here. All members are present except Tom Henkins. Thank you. Uh could I get an approval of the agenda? Motion to approve. I'll second. Any discussion? Hearing none. All those in favor say I. I. I. Motion carried. Next, next up is is the approval of the minutes. Could I get a motion to approve the minutes? Motion to approve. I'll second. Any discussion? Hearing none. All those in favor say I. I. I. Motion carried. Okay, the next item is uh 2B I mean 2A, excuse me, appointment of vice chair. Um I would like to appoint
002Tom Hankens in his absence. He's uh he was the vice chair last year and I'd like to point him. Um is there any discussion about that? Mr. Romero, are you good with that? I'm okay. I second it. Okay. Okay. Okay. All those in favor say I. I. I. Motion carried. The next the next item is is 2B um policy committee meeting schedule. And this was brought forth by Dr. Garrison. and unfortunately he's not in here quite yet, but uh I'll read the purpose to have a discussion regarding this this committee's meeting time and day. Committee members may want to consider meeting earlier since all members stated they could serve on a committee that meets at 4 p.m. This would be an opportunity to discuss when the policy committee could possibly meet. So I will open
003that up for discussion. Mr. Romero, I'm open for an earlier meet time being as I'd like to not stay late if we don't have to. Okay. Is is four o'clock work for you also? Yeah, four o'clock works for me. Okay. Well, as as Dr. so so aptly stated it all all three of us stated, I believe on the the uh organization form that we would be available at 4:00 or after. So, um I will take a motion to um I need I need I need a motion to to move the Oh, before before we made a motion also my intent to start earlier also is it does allow the public to have right time to show up earlier instead of having to say late also as well. Correct. Correct. Um but a motion. Okay. To
004approve. To approve. Okay. I second. Any discussion? Dr. Garrison, you're just arriving, so you're the one that brought this forward and thank you for doing that. So, u I apologize. That's okay. No, no, no, no, no apologies. Yes, sir. So, yes. Do you mind if I discuss? No. Sure. So, uh you know, one of the things I've been trying to just think about as a whole, you know, when we're thinking about committee times and committee structures, it's important that we of course honor everybody's time, right? And and I think you know during the day for committee meetings that's not a new thing. Many school districts some some have their meeting committee meetings at 7:00 in the morning 7:30 in the I'm sorry 8:00 in the morning um before everybody is woke. Um overall our goal
005is to you know naturally have our meetings where we can be productive um and be able to make sure we meet the needs of the committee. Right. Mhm. And so, um, if that's a space in which the this committee could operate from, um, I would be remiss if I didn't bring that up. Now, naturally, you all could say, you know what, we still want to start at 5, so be it, right? We still want to start at 5:30, so be it. Right? Um, but I did want to make at least bring that forward as a recommendation to you all to consider because that also allows us here at administration level the opportunity to have our 4:00 meeting or Mhm. and still necessarily be ready for our 6:00 meeting. Um, I'm sorry, be ready for any
006other meetings that we may have on a night as such. Um and so um if that's something that the the the committee is willing to do, we of course are here as an administration, so it could work for us. Thank you for the consideration. Well, thank you for bringing it up. Actually, I had thought just myself, I hadn't said anything to anybody, but I thought maybe we could move that to 5:00 if everybody agreed to that. But as you aptly pointed out and Mrs. show confirmed that we all three uh said that we would be available for any four o'clock meetings and so Mr. Juan Mr. Romero has has offered the motion and I've seconded it. So so we were we were I'm glad you came in so you could give us your viewpoint on
007that but I I thank you for doing that. So um so having a mo a motion on the table and a second uh any more discussion? No. Okay. All those in favor say I. I. I. Motion carries. So we will adjust the meeting uh Mrs. Schoped to 4:00 in uh we'll have to update the policy too. So I think it's it doesn't have a time in there. I I think we took the time out last time. Okay, you're right. Okay. Excellent. Thank you. Motion carried. Okay, we are moving on to um 3A policy committee discussion and um this is to have discussion regarding this committee and proposed changes committee structure as proposed at the last policy and regular board meeting in April. And so, um, what we what we talked about was changing the, [Applause]
008um, changing the name of the policy committee and its its description to policy committee, policy and human resource sources committee. And there is a um, a policy. Um there's a new we adjusted the we've adjusted the writing of the policy and it's attached to the agenda. So I will open that up for discussion. Uh Mr. Romero, do you have any things you'd like to share with us? Um yes, I would actually. I'm I'm looking at the uh what what's proposed here? And I just had a couple questions. Okay. U number one, what was the intent of changing it? What was the whole purpose? The um this actually came out of history. Uh that's it used to be that way. And uh uh I've had some, you know, community input that thought that was, you know,
009that it was a smoother it was a smoother better more more um a more concise way to to handle both policies and and a lot of HR stuff in in in the in one meeting, then bring it to the board uh for discussion and approval at a later, you know, for the next meeting. So that's kind of where this came from. So, okay. And also then, um, to that aspect, uh, well, moving moving on, um, the wording, some of the wording here that that's been put in here. Mhm. Um, it it leads a lot to the imagination. So people can get the wrong idea of what I'm thinking of here. Especially where, for example, we have it changed to remove the policies reviewed using a diversity, equity, inclusion lens, and and consultation, all that. When
010that's brought up, I've I I get the feeling that people are going to think that we're trying to eliminate DEI, and that's not necessarily the case. And I know the wording below is it's trying to attempt to speak towards that. Um, but to me, it's not strong, if that makes any sense. at least at least like to believe. I I do have a suggestion I'd like to probably offer to you. Maybe I can read it to you. Sure. I was kind of I was thinking about it and and I want to make sure everybody still feels included even if we have to change verbiage. Okay. So my the uh for the policy it kind of elongates it a little bit but it more puts it more structured and more more of a black and white
011sort of thing. So there's no really no grace for people to kind of get the wrong ideas and whatnot. It's more of a clear intent um to include everybody where some might not feel that it that we're being included. Um uh for example, I just proposing like 185.4.1 is the purpose and to assist in creating a learning environment that optimizes student achievement by ensuring district policies and personnel actions reflect the base best practices, legal compliance, and the district strategic priorities. Number two, it' be 185.4.2 uh 2.1. The policy and human resources committee shall conduct formal review of the master policy log book, the MPL, on a 5-year rotating cycle. 24 um 185.4.2.2 Policies requiring annual review are designated in the NPL and shall be reviewed by the committee members each year. And then it goes
012on to 2.3. Uh any policy may be reviewed outside the schedule cycle upon requests of a board member, the superintendent or committee member. Such such requests may be made in response to changes in laws, uh district priorities or community feedback. Uh 2.4. In evaluating and recommending policy changes, the committee shall consider legal compliance and board policy alignment, fair and inclusive practices that promote equity and access, the anticipated impact on students outcomes, staff performance, and operational effectiveness. Um, then it goes on to uh section three. So it' be 185.4.3. Then it goes 3.1. The policy and human resources committee is responsible for reviewing and studying personnel recommendations submitting by the superintendent prior to forward bold cons full board consideration. Then 3.2 says after a thorough review the committee may A recommend approval of superintendent's recommendations b
013recommend amendments to the proposal or c recommend denial of the proposal with justification. Then in 3.3 it would say all personnel related actions will be guided by the by the district's commitment to maintaining an effective and responsive and student central student student centered learning environment. And then section four and it' be 4.1 uh section four is the reporting and the recommendations. Um 4.1 is the policy and human resource committee will forward all policy and personnel recommendations to the full board for final action. And 4.2 two would be summary reports and rationale will be documented in meeting minutes and made available to the board and public in accordance with open records requirements and that that's just pretty much what I have but I feel it kind of more solidifies things and makes it more more easy
014or black and white for people to kind of really have more focused questions on it versus kind of a vague issue. Okay, that's very good. Very well written. Do you happen to have copies of that? Um, yeah, I can get you a copy. Okay. Um, Dr. Gear, thank you. Uh, so thank you, Mr. U Romero, for that that that U snapshot that you have. Um, very detailed, very detailed there as well. You know, one of the things, and again, this is not to negate anything that you just put out there, Mr. Romero. Uh, one of the things that this this policy and human resources committee, I like to thought think about what it could do, um, is allow us to again, you know, better study um, some of our human resources um, needs and or
015staffing needs in our school district. Right. Um, at the And if correct me if I'm wrong, at the board meeting when this was brought up, we were I thought we were not necessarily trying to drill down into HR recommendations, more so looking at staffing plans or more so thinking about our personnel needs um in the committee. Um, I thought that was part of some of the conversation at at the um actual board meeting. Um, Mrs. Almondas, I would ask you that you um, come to the mic as well. One of the things that we have tried to do is when we're thinking about staffing, it's a ongoing space, right? We're looking at that throughout the school year. Oh, this was at the April I want April 15th board meeting. Um, or or prior to that?
016Probably prior to that, right? April 1st. No, I don't remember. Mr. showed up. Do you remember when we first was this was this August 15th board meeting or was it do you when we produced the It was at the April 15th. April 15th. Okay. That it got reviewed and sent back here. Correct. Thank you. Uh so I would think that this committee could do that, you know, look at more snapshot of what staffing looks like in the school district, what it actually provides, what it actually has, what we're what we're doing throughout the school year, because I I think some of the assumption is we're not having those conversations with the buildings and we're constantly talking to the buildings around staffing and staffing needs based off of enrollment. Um, and that'll be something that we
017could also have that same conversation like right here with you all so you can see how we do workbooks in our school district. One of the things that gives me a little pause is that of course we have hiring HRX every board meeting pretty much and um this would and I'll be honest with you I believe this could actually slow down that process if there is things that you will want to modify or make suggestions to and or as this policy is written not the one that you just u mentioned Mr. Morero. It says at the bottom, making recommendations to the full board or denying the superintendent's personnel recommendations and study and deliberation. I I feel like uh a quorum of two or in this case a voting of two could could not move forward
018recommendations that typically the full board would need to vote on to make those those decisions. Um that was partly the reason why we just in discussion that we decided to move the HR conversation back to the full board because when we did have just the HR committee unfortunately we were starting meetings later because of so much you know that we had to kind of cover as a full board in the HR our meeting before the regular meeting. Okay. And that was that was a bit challenging. As a matter of fact, what I did was I went back and I looked at all of the meetings that we had prior to that decision and we had um 21 meetings, 21 of 33 meetings um started late after 6, let's just say after 7:05 because we used
019to start the board meetings at 7 o'clock and um that's that's just a big number. No, there are some that we did we were able to start on time um when we were you know in the old system where we had the full board having the HR committee but since we've moved to the start since we've moved the HR committee back to the full board and you know of course we have our policy and I'm sorry we have our TLE meeting and our um business business operations meetings before that we are only six of 23 meetings starting late. And I say that because 64% before we did that down to 26% after we did that. I think that's just a space that we, you know, should be thinking about too. I don't want this to
020feel like we don't want to do the study of an HR space, but more so when we do put this together, it'll function where we can be the most productive in our in our time as do you mind? Excuse me. Oh, go ahead. Um so if I'm understanding correctly what we're thinking is the policy and human resources committee um on the HR side would be more about strategy staffing plan um and overall concerns as it pertains to the world of HR and what um and what is being proposed since we only have once a month policy and human resources committee meetings. Essentially, it can delay our hiring by an entire month if something gets held up at this committee level before it goes to the full board for approval. Um, potentially two months depending on
021the frequency of the meetings. So would it be a fair compromise to maintain the policy and human resources committee but not making the committee the one that um that determines the recommendations for hire to move forward to the full board because then we'd be limiting to providing you with that list that exhibit A once a month instead of the twice a month that we currently do which helps us to make sure people don't go elsewhere essentially. Yeah. Yeah. I understand. We don't you know we don't the the idea is not would not to be hold up hiring obviously because especially the the the world that we're living in for the last several months. We don't want to we don't have we don't want to be able to do have to do that. Uh, I think
022the I think the intent was to just kind of help, you know, kind of strategize a little more beforehand with with this group and um I talked to Mrs. Shopee this afternoon and unfortunately you could you know I didn't want to I didn't want to surprise everybody. So I I pulled the retired policy back when it was that. So I'm going to give you a copy Dr. Garrison and um hopefully I didn't give you the one I just No, that's good. Mr. Romero and Mrs. Almonds. So, I think what I would like to do Oh, Mr. Romero, you have your hand up. So, well, let me finish. Can I finish what I'm going to say? And Oh, that. Okay, good. So I think what I would propose is that we um that we table this
023item till till the next policy meeting and I would like to get you know you share a copy um share that with Michelle Mrs. Shopee and she can get it out. Is that that the best way Michelle? Mrs. Shopee send that to everybody and make sure everybody has this will be on the next agenda as well as Mr. Romero's and the other one and then we can have a think a more intelligent decision and Mr. Mr. Henkins hopefully will be back uh typically board President Johnson is in here too so that would I think that would be a more ro robust discussion and make sure that we're moving in the right direction. So yeah, I I think so. I just like I said, I just came up with that because I was reading just off
024based off of was reading, not knowing really the history and why we're doing things and whatnot. And for the purposes of that, I mean, it's very valid points that Miss Almond brings up as well. So correct. I mean, there's it's just some some things I was digging up just with this verbiage, cleaning it up a bit and I like it. I think you think great job doing that and we appreciate that. That's that's that's good work. So unless anybody has um an objection, I would I would move that we move uh table this until the um June 4th, I believe. I believe June 4th is the uh to the June 4th policy meeting. Second. Any any additional discussion hearing? None. All those in favor say I. I. I. Motion carried. Okay. And just on housekeeping,
025Mr. Shop, you have access to that policy because you shared it with me, the old policy. And then if Mr. Romero can get you the other one, then we'll For clarification, do you want Mr. Romero's policy, the retired policy, the proposed policy, and the current policy, all attached on the agenda. And then you're going to work to create something new. Correct. Okay. Correct. Okay. Okay. The next item on the agenda is um 4A policy 881.1 district booster clubs. Um so we discussed this at the full board and was asked to bring it back to the policy committee meeting uh by the full board and uh I am going to open it for discussion. Mr. Grass, I see you are you are online. Um, I am. Yep. Would you like to uh address any of the
026issues that we we talked about last month? Sure. Um, can you all hear me? Okay. Yep. You're coming through. Great. Great. Perfect. Great. Thanks. Um so as we were going through um last um last month wanted to kind of try to honor some of the questions that we had um and kind of clean up maybe some of the things that were were being questioned. Um the first one there was a lot of discussion about the state of Wisconsin booster club guidelines. Um, I'm comfortable. Uh, I I feel like as we go through the rest of the policy, um, we we still are able to get what we need, um, and make sure that our district is, um, you know, operating as transparently as possible by eliminating number one. Um, so that that was a thought.
027Um, let me stop just for a second. Do you do we want to stop for discussion after each piece or do you want me to kind of go through each one um and then talk at the end? Yeah, I think we should should probably probably try to discuss each item before we move on so we so we remember where we are. Doc Mr. Gratz. Thank you. Absolutely. Y so open up for discussion. So he's Mr. Romero. Go ahead. So he's uh you're basically saying by eliminating number one it adds a layer of transparency. Is that did did I hear that correctly? Um we still are able to get the level of transparency we want without number one and I know there was a great deal of discussion about number one. Um and I think there
028was confusion and I think it created some uh too many questions for the community. So my thought is just as we went through it just to eliminate number one because again we get the the effects that we're looking for uh from a district level with it not in there. Um and kind of going through some others as we go down the list. Does that make sense? Um yeah I just I'm wondering what kinds of questions would be brought up on that. for me just just looking at this um it's just basically stating to be compliant with a certain certain set of guidelines um that's I guess would that be where the questions would be which guidelines we're supposed to follow. Yeah, the the argument was so we pulled that from booster uh parent booster USA
029which is a a national organization. It's a uh nonprofit itself. It's built essentially by lawyers to support booster clubs. Um I felt like um it was effective and it it was clear. Um the discussion at the board meeting was um the opposite of that. They were concerned about this isn't you know I'll paraphrase but this isn't real. It's not a thing that we should be following. Um, so I think in an in an effort to um try to be as clear and concise as possible, um, it may be worth taking out. Again, as we go through the rest, it will, um, there is redundancy. So there's one of the pieces in number one in the booster club guidelines is being a 501c3. Um, and so you can see right away in number two, we have
030that. Um and and so again there's there's the effect is still there without number one in there and it would eliminate I think some confusion from the community aspect because ultimately booster clubs are community run. So I want to make sure we're as clear as possible. Okay. And just another question also. Um yep I understand what you're saying about you know it'd be a redundant thing if you say yeah follow the parent USA parent booster USA and and then oh you also got to be 501c3 but that's also part of the parent booster USA. I I say that redundancy. Is there anything else in here that would be redundant? And then is there anything else that's not on here that would be part of the parent booster USA guidelines that we might need to refer
031to in the future? Sure. Yeah. So, I'm going to pull up that that um what's linked there just to make sure I'm as as clear as possible. So, articles of incorporation, it talks about it strongly suggesting um uh filing articles of incorporation just for protection. Um and it talks about fees in there. Um it talks about filing annual annual reports that is part of the 501c3 piece um in itself. Uh you have to file um essentially an annual uh be able to provide an annual report. Um charity registration as well as raffle licensing. Um and then um tax exemption. So those are kind of again you can see how most of those uh fit in um they they fit within the 501c3 piece. Okay. Yeah, that that answer my question. Thank you. Yep. Any more
032questions on number one? Um I have none. Dr. Gerson, you have something? Sure. Um, so Mr. Gratz, when we thinking about again parent booster, uh, I know it says state of Wisconsin. We we was going to strike the the thought of because when you click on it, it does take to it takes you to a Wisconsin um title at the top. Um, and and again, these are just general um booster club guidelines in general. Um, but as long as, and I agree with you, as long as we can capture the snapshots in two, three, and and and as we kind of work through the policy, then I don't think the website would be necessary. I don't think it it doesn't have to be there. Um but do you think the policy as it stands we
033are capturing it some of the thoughts in the parent booster USA website? I believe so. I would like to keep the link in there uh at not necessarily as a point but as a reference um you know just in in links at at the bottom of the policy just to provide that option for parents that may um or or you know parent groups or community groups that may want to start a booster and they can just kind of go there. I would like to keep it in some capacity um but maybe not necessarily as a point in the policy itself just more of a reference for people to go back to. At the very least, we can say be familiar with the parent booster USA, state of Wisconsin guidelines, or we can say be um
034what's a better word? I'm saying familiar with because that's the easiest way to to to put it out there, but it's also, as Mr. Nichols just pointed out to me, we do have it attached as a cross reference at the at the bottom of the policy. So, we can we can say something like that and not make it a compliant versus non-compliant space. And I'm up to that's up to the board. Well, I I believe that the reason that we have those uh footnotes at the bottom back at the end of each policy like state statues or is just for for you know reference reference um reference items for the reader whether they be a booster club president or a you know somebody in the school district or the athletic director whatever that's that's there
035for there to refer. I don't know that I don't believe that we always state in a policy that we were, you know, we we we put each state statute in there when we're, you know, talking about the policy. So, I don't know that I'm I'm okay that we take it out and that was your recommendation, Mr. Grass, right, to remove number one? Yeah, I think at at this point it that was one of the biggest hang-ups. Um and so I think it's we have what we need and so it can be taken out again. Okay. Keeping the reference at the bottom helpful links would be um appropriate I believe. Okay. Any discussion on that? Any other discussion on that item? If not, we'll move forward. Mr. Grass, the floor is yours. Sure. Uh so number
036two must be a registered uh IRS registered 501c3 and provide applicable documentation annually on or before July 1st. Um just that for us that's since the start of the fiscal year and then it goes into so this was a a point of discussion. Um we had removed a segment of the one of the original policies and just kind of slid it into number two. Um, a 501c3 must elect officers for specific board uh for the specific booster club, be aware of and in compliance with Title 9 regulations, and avoid supporting political activities such as providing campaign donations or placing advertisements for a specific candidate. Those are all strong suggestions. Actually, they're all um legal requirements of 501c3. So, um, we had just taken it, we had it kind of numbered out originally and just kind
037of put it all in there because we didn't, again, redundancy and being clear and concise was was the goal. Um, and I think we captured that kind of all in number two. Okay. So then number two would actually become number one, correct? Uh, yes. If we eliminate number one. Okay. Okay. I'm just making making not notes for the, you know, for the final the final readings or the final adjustment. So, okay. Go ahead. Yep. Number three. Um, this one kind of it was our next uh largest discussion. have a CPA, bank or financial specialist manage financial statements, tax filings and be able to provide applicable documentation including but not limited to the financial statements upon request from the school district of Boyd. Um the the last segment including but not limited to financial statements upon
038the request from the school district of Boyd. Uh that piece um was added in after discussion from the board um to be more clear. Um I I believe I I think it it it's we tried to keep it concise and to the point and I think it still provides what it needs by um in that but is clear uh in my opinion. Okay. Any discussion on that that uh that point hearing hearing? None. Um, okay. Move on to the next item. Uh, yep. Current four. Uh, currently number four have written organizational bylaws stating that 100% of profits shall be issued directly to the SDB group or groups the booster club is slash was supporting with no organizational bylaw changes. If um, and it gets into a few pieces that I'll go to in a second.
039Um, Mr. Grass, I'm sorry, Mr. Grass. Mr. Mr. Grass, can can you pause for one second? I just want to add real quick. Yeah, absolutely. Um board members where you see we added one word there and I'm not sure if it really matters, but it says it says the SDB groups on number four. For number four, it says have written organizational bylaws stating that 100% of the profit shall be used directly to the SDB groups. Yeah. Group or groups. Yep. Group or groups. Yep. SDB group or groups. Then the rest of the sentence is correct after that. Sorry about that. As in school district of boy. Correct. That's correct. Okay. Correct. So I would recommend that we spell that out, not just acronym it. Sure. So we'll just say just for more clarification, I think.
040No problem. No problem. Add it. Okay. Mr. Grass, you can go ahead. Sorry about that. No, no, not a problem. Um 4 a the booster club is no longer operational uh including but not limited to loss of 501 501c3 status and or the minimum board is not maintained that last piece we added in yep sorry we if we put and or the minimum board is not maintained so that was something that we added I know you see it there but it should be in green um We took we Yeah, correct. We could take that out, but we that's been added. Just FYI. I don't want you all not to know that information. Okay, Mrs. Mr. Grass, you can continue. I just want to make sure that are we keeping that or are you saying we
041are going to take that part out? Um it's it's a redundancy based on uh 501c3 status. You'll have in your bylaws, you would have a minimum board set. Um so again, we can keep it in. It's not it's a very short um phrase there that we can leave in uh and it creates redundancy but um you know again that's that's to be determined by you all of y'all. Okay. So um okay your your suggestion is to remove and andor minimum a board is not maintained or wait I think I yeah open to the open for discussion right now it's it can be removed and it's implied your your a 51c3 has to have a minimum board number um and your bylaw should state what that is so it's implied within that but again up to
042you I would I would probably just recommend just to leave it. It's such a minimal thing to do. There's no real and then and it also again if someone doesn't really is not too familiar with the 501c3, this is like another back stop or another catch to be able to to catch something. Yep. I believe I agree with that. So, go ahead, Mr. Kratz. Okay. Uh we're into there there's a last segment in there um that states if 4 A or and or 4B occurs, the booster club will have 10 business days to comply with the policy with this policy, excuse me. This must also include the most up-to-date bank statements from the account with a history of the last 90 days. This the h here's our brief history of this. Um there's concerns from
043other booster clubs around us uh that uh those funds we're essentially saying those funds need to go directly to school district group uh or groups. Um there's concerns that those are potentially going to board members or things like that. We're adding these pieces in just as a um a safeguard I think for the district. And so people that maybe are donating to boosters uh or providing funds to boosters expecting that that those dollars are going to be spent appropriately um that they are. Uh and this just gives the district a a way to kind of I don't want to say enforce but a way to kind of safeguard those pieces a little bit. Okay. Um just just one thing. Uh, number five. Did we skip over number five? No, sorry. That was the end of
044there's a a subsection after 4B. So that we're not quite there to number five yet. Okay. Sorry. I the one I'm seeing it just goes from 4B to five. So it's it's a misprint that 4 A if 4 A should go right above um Yes, it should go above it. Okay, I got you. Sorry. Is it is it a is it a C item or is it just another paragraph after item after bullet point B? It's a Oh, go ahead, Mr. Grass. You can go ahead. I I would I would say it's probably appropriate to add it as a C item. As a C. Yeah. Okay. Mr. Mr. Chop, are you are you following that? Thank you. Okay, go ahead, Mr. Grass. All right. Uh only change to number five, I'll read it here, but
045the only change to number five is is uh to get compliant with our updated uh district policy 840, uh changing the 1,00 to 100. Um, donations of over 100, it did read as 1,00, it should read now as 100, should be submitted to the director of athletics and activities to be brought to the board of education by the superintendent per district policy 840. Well, that's there's a pause there still because this still hadn't been approved at the board level yet. Um, and I say that very kindly because the board could, you know, change that that space as well. But we also talked about this possibly not looking the same for um booster clubs or um fundraisers a little bit last night too. So um board, you have to kind of let us know how you
046want us to handle that that Well, I think I think until we get that that policy clarified and ready to go hopefully by the beginning of the school year that we should leave it at a thousand. That's my recommendation. I'm thinking if if you do need to have something put down right now to to finalize until until that later time when we can actually get the actual number, um you might want to put some verbiage in there saying, you know, um donations over uh donation amounts should be submitted to the director of athletics and activities to be brought forth to to the board of education or superintendent as as stated in policy 840. this way. It's just kind of like, you know, where where it's going to look at. But then again, no thinking about
047just Yeah, I agree. Thousand's different because like you said, the funds g for the fundraising thing is going to be a different thing, too. So, okay. So, we're going to agree we're going to leave it at $1,000 for now till we till we adjust 840 with till we clean up 840 and have it ready to go. Okay. Okay. Um there there's a question I think of one more piece. Dr. Garrison, do you want to bring that up now or do you want do we want to hold off on that one? We go bring it up now. It's fine. Um so in at the last board meeting during community discussion um it was articulated uh by one of our community members that they um they are a volunteer and they they mentioned volunteer. They they mentioned
048that many times. Um, and that just kind of triggered in my head like, hey, we have a policy for B, uh, excuse me, a process for approving volunteers. Um, and so my question was, and I can read kind of a piece that we potentially shaped. Um, and and just see what your thoughts are. Um, and again, we can leave it, we can add it in or not. It would be number well, it'd be number five, I guess, if we take out number one. Uh, booster club volunteers must complete an online volunteer application to be in compliance with FDB board policy 353.1. The booster club board must create and maintain an approved volunteer spreadsheet. So, concern is that that would create one more piece of um that would create one more piece of work for a
049volunteer-based group. Um but if our intent is to provide as much um if our if our intent with policy is to make sure our school is um operating in the most compliant way possible, then you know I think we should probably have something of of the sort. So I'll leave it up to you all. I I again it it's more adding more to an already uh wordy policy but just a thought. Yes, Dr. Gerson. Yeah. So, and we again I'm not tied to adding this this part to the the policy. Um I don't think it's necessarily necessary. However, I do know that because to be honest with you, foundations or booster club, people change out all the time, you know, and whoever is on their board or whomever is, you know, coming to a game
050or, you know, it's just kind of hard for us to be able to say, "Oh, well, we can there going to be application for everybody who's in in everybody's booster club for volunteering." Um, and plus they are operating separately from the school district as well in in a lot of cases. And so I'm not necessarily tied to to adding that. However, you know, we we do have a voluntary application process if you're necessarily working with our kids on a regular basis. In this case, it's only for, you know, special activities or whatnot. Um, and it's not necessarily the day-to-day type of volunteers that I believe this policy is geared towards. Um, and so again, I'm not necessarily tied to it. I just wanted to make sure we brought it up, you know, just out of
051transparency. Um, I didn't want it to be like, oh, you know, you left something out and then have to come back and do it all over again. So, I'm open to not necessarily having it, but we also wanted to make sure the board wanted to have a conversation with it, we could. Okay. Board member Romero. Um, I just want to make sure like if we don't have it, that's not going to show any kind of transparency issue, you know, just to be transparent with with things in the community and to the board and to everybody around. Um, that's that's my only concern with that because we we seem to have issues with that and everything else and I don't want this to be one of those. Mr. Grass, could you read that again, please? Yeah,
052absolutely. Uh, booster club volunteers must complete the online volunteer application. Uh, just to stop there, online volunteer application is linked to take uh, anybody that clicks on it directly to our district website. volunteer application to be in compliance with SDB board policy 353.1. Again, that's linked to take us take any anyone to the policy period. The booster club board must create and maintain an approved volunteer spreadsheet. I think uh I think in the interest of transparency, I believe that's probably a good idea to leave that in. Um, Mrs. Shopee, did you get did you get all of that? Not all of it. Not all of it. Okay. All right. Do you want to take questions? Well, normally not. No. No. Okay. I'm sorry. We're not going to take questions in policy committee for now. Thank
053you. Okay. Okay. I did once and I was in error. Thank you. Um, okay. Mr. Gratz, I think Mrs. Shopee needs to get um get all that down. Could Mrs. Shopee, could you tell Mr. Gratz where where you left off or where you need clarify clarification? I can help her with it, too. I I I have Yeah, I have a little write up here, too. Okay. I don't I don't have that. So, Michelle, you ready? So, booster club volunteers must complete the online volunteer application to be in compliance with SDB policy 5. I'm sorry, SDP SD SDB policy 353.1. The booster club board must create and maintain an approved volunteer spreadsheet. volunteer. The booster club board must create and maintain an approved volunteer spreadsheet. So, Mr. Sh, did did you get all that now? Okay,
054Mr. Grabs, anything else? I believe that's all I have. Okay, so let me let me review this. So we're going to eliminate item one. So number two becomes one. Number three becomes two. Number four becomes three with the addition of school district of boy before the word group or groups on the second line. Um number five becomes number [Music] four. And the paragraph that starts if 4 A and/ or 4B occurs is comes under as bullet point C and moves up in front of item number four. And then the last thing correction was the policy 3531 that Dr. Garrison just read to Mrs. Shopee. Did I get all that right? Yes. Okay. Okay. Is there any additional discussion? If there's not, I would entertain a motion to approve pol policy 881 as as presented and
055amended. I have motion to approve. Okay. I second. Any additional discussion hearing? None. All those in favor say I. I. I motion carried two. Okay. Thank you, Mr. Gratz. Thank you. Okay, the next item on the agenda is 4B 154 boards legislative program and 154 rule one board legislative program. Um, this is just a change to so that we comply match up with policy 143 official board representatives. We had we had conflicting um one one place said chairperson these these said chairperson policy per uh the chairperson of the policy personnel committee would make the change uh and it should be the board president. So that this is the correction for both those policy 154 and 154 rule one. Um, is there any discussion? Hearing none, I will take a motion to approve 154 and 154
056rule one as changed. I motion for approval. Okay, I'll second. Any additional discussion? Hearing none, all those in favor say I. I. I motion carry two. Okay, next item is next meeting date 5A. So, we will next meet on Wednesday, June 4th, 2025 at 4:00 p.m., not 5:30. And can I get a motion to adjurnn? Oh, we have future agenda items. Oh, I'm sorry. I'm looking at two different I'm sorry. I got say I just got another minute. I have a motion to adjurnn. Motion to adjurnn. I'll second. Hearing any discussion? Hearing none. All those in favor say I. I. I. Meeting adjourned at 6:25.