001[Music] Connect. Good evening. This is the call to order to for the Thursday, April 10th, 2025 policy committee meeting at 8:530. Mr. Show, could we get a a roll call, please? Yes. Tom Henkins here. Amy Levy, Brian Nichols here. All members are present except Amy Levy. Thank you. Um, could I get an approval of the agenda? So moved. I'll second. Any discussion? Hearing none, all those in favor say I. I. I. Motion carried. Okay, we're moving on to first policy for review tonight is point of order. Yes. Could I get approval of the minutes, please? So moved. Any discuss or second? Any discussion? Hearing none. All those in favor say I. Point of order. Do we need a second? Michelle, I did second. Okay. I I All in favor? That's it. Motion carried. Okay. Now,
002we're going to get to the policies for review. 2A, uh, policy 881.1, district booster clubs. And, uh, Miss Oh, okay. Go ahead, Dr. Gear. Sure. So um thank you um um Mr. Nichols. We um have brought to you all a new policy um in which we um will be discussing um the district booster clubs conversation. Um over the years uh we have not had a policy in relationship to our booster clubs. Um this is something that I was aware of um coming into this year and believe that this was the year where we can actually start you know making sure that we are in alignment with not just other districts but also just in in general what we want to see in our in a booster club in our school district. With that being stated,
003I did ask Mr. Gratz to um assist me in this space and he has been um instrumental in and in in putting together some of this information. Uh, one of the things I want to say is that we have had a few conversations with u community members as well as other booster clubs and Mr. Gratz um has been able to uh pull this this together um in a timely manner. One of the things I want to say is typically when we're looking at um um any new policies, there are iterations of it. Okay? it doesn't necessarily start off with what you want and then you go through another iteration of it, another iteration of it and it kind of brought us to kind of where we are today. Um, these conversations did start uh like
004I said back into last year and again here we are with another conversation. So, let me also address that we were supposed to bring this to the policy conversation back in one could argue back in February. We weren't able to have that conversation then. Then there was some um considerable conversations needed to have with other booster clubs in this space um in March. And so here we are now um in April um bringing this um to you um for um consideration. With that being stated um that's a overview real quick over snapshot of the policy and I'm going to turn over to Mr. Grass to kind of walk us through it and then we'll open it up for discussion per policy chair. Go ahead Mr. Grass. It's all yours. There we go. Um, so again,
005just to reiterate what Dr. Garrison stated, we're we're shaping this policy over the last uh, you know, nine or so months that I've been here just to try to get something on paper that uh, made sense for everybody. Um, made sense for the school. And I think this is over that time frame, speaking with many different groups outside of the school district, this is kind of how it shaped out. Um the f the first piece is be compliant with state of Wisconsin booster club guidelines. Um one it it is in the policy linked to parent booster USA. Um and and that is a parent booster USA is a nonprofit started by um legal uh attorneys um skilled in nonprofit and tax law uh to help protect organizations around the country. That's been around for about
00620 years now. um I think 6,000 groups in all 50 states um utilize this um space as kind of a guiding principle. So that that is what that first um um section is and and where that that link takes you. Um moving into number two and do we want to stop at each spot at all or do you just want me to roll through? I'd suggest you go ahead and roll and then we'll come back. Okay. Um, number two, must be an IRS 501c3 uh and be able to provide applicable documentation annually on or before July 1st. Um, so for example, if this policy went into, uh, effect uh, July 1 of this coming year would be uh, we would need to have that 5013C3 status um, set up. Um, there's a variety of reasons
007for this. Um this helps us with donations uh from outside entities tax exempt status um helps avoid there's there's policies to do that you have to maintain title 9 regulations avoid supporting any political activities um and and can't you know by do by providing campaign donations or placing advertisements about candidates or anything like that. So, there's some things that already align with our own policies um that we have in place that would lead us to want um that IRS 501c3 status in place for our booster clubs. Um the third piece uh have a certified financial specialist manage financial statements, tax f and tax filings and be able to provide applicable uh documentation. Um, in its simplest form, since we are in tax season, essentially you would have uh a group do your taxes for you.
008We want to make sure we're maintaining compliance. They would also help. A third party group would also help um to make sure that 501c3 status is is maintained uh yeartoyear um and and be prepared for what would be upcoming in the next year. Um, number four, have written organizational bylaws stating that 100% of profit shall be issued directly to the group or groups the booster club is is slash was supporting with no organizational bylaw changes if the booster club is no longer operational. Um, including but not limited to loss of nonprofit status and/or the minimum board is not maintained. Uh in section B, the booster club is no longer approved for operation with the school district of Bo or at any school district of Bo events. Um this one again um just making sure uh
009in our current fundraising policies uh we have a statement um essentially saying almost identical to this, all things fundraised for are going back to um what they were raised for. Um, and so it's kind of piggybacking off of that policy, uh, and making sure that we are again making sure that we're we're doing what's best for our, um, for our district. Excuse me. Um, can I interrupt you for just a sec? Absolutely, Mr. Kratz. Yep. Michelle, um, Mrs. Johnson just whatever in call message said she can't hear. Is the volume on? So I I'm not the techie. I can't. So Do you want me to text her or Yeah, I just text her and said that you went to get somebody to check on it. So, yep. It It's working on this end. So, she
010might just want to log out and try logging back in and see if that helps and make sure that her sound isn't muted or something on her computer. She says now she can hear someone typing. That would be me. I'm sorry. I said she said she could hear somebody typing. That was me typing her a message. So, hopefully we we're successful. Good. Okay. Um, we put a compliance timeline in that section as well. Uh, 10 days to comply with this policy. Um, up-to-date banks bank banking statements. Uh, and last 90 days of history. Again, that's taking from um other school district policies just as as a time frame and and making sure that everything is is in as much compliance as possible. Uh the fifth section, um this is in uh reference to our district
011policy 840. Uh donations over $1,000 should be submitted to the director of athletics and activities to break to be brought to the board of education by the superintendent. Um again, and that's just referencing u one of our already um one of our policies already in place. Questions on any specifics? There's there's more written uh about what booster clubs are for. Um but okay, board member Hankings, do you have any questions? Uh yes, Mr. Grass, I'm just curious and I know we re revise our policies as we go through the our school year. And was there anything that uh triggered this revision? And if so, what are we what are we what's the motivation and what are we trying to tie up? Or is it just housekeeping? Um, yes. I think I would say a little
012bit of both. Um, obviously we we want a policy in place. Um, anytime a group is working with our students uh or with our coaches or with our school district, we it's it's best practice to have a policy in place to protect ourselves uh as well as them. Um there were also a few events over the last well prior to my arrival that were brought to my attention just in regard to um lack of transparent lack of transparency, excuse me, around booster club finances. Um and and so those um triggered a little bit more uh kind of pushing forward a little bit more. Um and again I'm only about 9 months old in this position. So, um I I needed to take some time kind of for discovery um and figure out what we needed
013and and what all was in place. We currently have um six operational booster clubs um that we're aware of uh within our district. So, u making sure that those are all um working in um conjunction with what's in the best interest of the district. Thank you. And in the end, at the end of the day, then everybody will come into a compliance under the same rules and regs and we then you'll you and the board and the admin will have a handle on all these revisions. Correct. Correct. Thank you. Uh the only question I have uh Mr. Gratz is u on number three you you say have a certified financial specialist. Should are are you referring to a CPA? Yeah, I I didn't narrow it down to that um just because I didn't want to
014be overly specific. Um but definitely can be revised if needed. We might want to consider C CPA or financial specialist managed financial. That gives you that gives you a little I think it gives you a little more leeway to you know you can you can use a CPA or you can use you know CPAs are certainly uh you know I have one do my taxes but they can also do 50 501c3s and stuff like that. I just I think that's clarifying it just a little bit more. I I'm that's just a suggestion. It's open for more discussion. I agree. and then possibly that they don't have a conflict of interest with the board or the district that that said person. Okay. Is just a general thought. Banks could also review financials based off of what
015we're asking for or financial management institutions like you just mentioned. Is that something that we'll be amunable to or would we want to be specific to? Well, I think you I think you would if I think if you were going to do that, you'd want an independent bank, not you know, not not the bank that the that the booster club is doing business with. I think What do you think? I mean, that's that's a that's a question more than an answer. I think these are our partners and I would think that their banking institutions are held to high high regard and so using you know their banks and their banking institutions to me would make sense but well it's up to the board on that one. Well, I I think a financial specialist would qualify
016a bank. You know, they have, you know, they have they have people within the bank that, you know, can handle that kind of stuff. But anyway, board member Hankkins. Yeah. And, you know, nobody wants and booster club is here to raise money, right? And we don't want them having to spend a lot of dough to do this requirements. It's counterproductive. So whatever is easiest and least costly we Okay. What about what about CPA, bank or financial specialist managed financial statements? That kind of covers I think everything. I think that does cover. Yeah. Okay. Sound good to you? Yeah. I would banking institution include credit unions. We don't want to Yeah. Okay. Yeah. We don't want to make this sentence up, you know, 10 miles long either. So, okay. Can I get clarification on what you
017wanted to say? No. How about How about C CPAs? Have a CPA, bank, or financial specialist manage financial statements, tax filings, and be able to provide applicable documentation. Okay. Go ahead, Mr. Gratz. Is that it? I think I think Yep. I think that's everything on my end on your agenda. Okay. Uh I know there's a lot that was taken off on the original or from the original policy. Um I don't I don't think I have any other questions. Board member Henkins. Yes. has their hand up. That's up to you to address. Okay. Well, we we're we're not supposed I know that happened the last time, but I was actually out of order. So, uh unfortunately, this is not a public speaking meeting. That would be the the the full board on Tuesday. These policies will
018come back for approval to the full board on Tuesday at six o'clock. And um then that's where we have public speaking, public comments. Okay. Michelle, what's this? So, number three would be have us have a U CPA, bank or FINA, banking CPA, bank or financial specialist manage financial statements, tax filings and be able to provide applicable documentation. So we're only we're adding we're deleting certified and C become CPA bank or financial specialist. Good. [Applause] Okay. All right. So, could I get a motion to recommend to the full board of education the addition of policy 881.1 district booster clubs waving first reading and approving for final reading to the so moved. I'll second. Any discussion? Hearing none. All those in favor say I. I. I. Motion carried. Okay. The next item on the agenda is uh
0192B and that is a to reumber um two policies due to the conflict of this one. Um and um so currently 881 is being used u for our relations with family/school organizations PTO PTA if we want to go by the WSB policy guide 881.1 should be the booster club policy and the relations with family/school organization should be 881.2. There's also an 881.rule.1 rule one that would need to be renumbered to 881.2 rule one. These policies were revised about a year and a half ago in July 2023. So, um, if there's any discussion, we can have discussion. Really, we just need to we just need to move to recommend the minor revision of reumbering these these two policies as stated. Um and uh for final reading at at then final reading tonight at the committee. This
020is just going to be an adjustment uh to the numbers and not doesn't have to go to the full board. So could I get a motion? So moved. I second. Any any discussion? All those in favor say I. I. I. Motion carried. So Mrs. shop, you can make those changes uh in the background, right? Thank you. Okay. The next policy is 2C promotion and retention 345.4. four. Um, I see that Mrs. Beavers has joined us uh virtually. Um, can you hear me, Mrs. Beavers? I can hear you. Okay. Would you like to uh just kind of briefly just describe the the minor um minor changes you've made to this policy for for the committee? Yep. Yep. Absolutely. So, um, we originally pushed this to the full board and there was some questions that the administration
021had, um, at the full board regarding striking the appeal process. Um, so we went back and we, um, kind of cross referenced the guidance from DPI in regards to F20 and promotion and we did add a sentence under um, Roman numeral 3 retention. the very last sentence. Um, in the event that the school slashdist representatives recommend retention but the parent or guardian does not consent, the student will be promoted to the next grade regardless of other factors. And then we did recommend striking the appeal process which was the original recommendation. Thank you. Uh, any You're welcome. Board member Henkins, do you have any comments or questions on that that subject? Uh, no, just a clarification maybe, and I don't make a big deal about it, but I think the the um questions came from the
022board and not admin about the selective process and then and uh I I think I remember Mrs. Levy leading that charge on on the clarification and making sure that we were doing this the right way and and uh so I just wanted to make that my that's my remembrance and it's not a big deal. Thank you. Okay. Thank you. Um I have nothing else. Um could I get uh what did I do with my There we go. So I need a motion to recommend to the full board of education the approval of the revisions of policy 345.4 promotion retention waving first reading approving and approving for final reading. Some moved. I'll second. Is there any discussion hearing? None. All those in favor say I. I. I. Motion carry two. The next item is is D3
0233454 rule one promotion criteria and this is this is for retirement um because this this is all covered in the other policy. So um is there any discussion or shall we Mr. Hankkins, do you have any? No, I don't. Okay. So, need a motion to recommend to the full board of education retirement of policy 345.4 rule one promotion criteria waving first reading approving for final reading. So moved. I'll second any discussion hearing none. All those in favor say I. I. I. Motion carried. [Music] Okay, the next item on the agenda is uh policy 2E number 113 student employee sexual harassment policy title nine. Um so this policy this policy is being brought back to reverse the prior revision and remain in compliance with federal law. Um, I will open it up for discussion. You want
024ahead, Mr. Hankkins? if you would. Um, Committee Chair Nichols, could you go through what you just stated, uh, about why we're going to go back to what the reasoning behind it, please? Okay. the changes the changes to title nine and if you look at the attachment that was on with the policy um the a federal judge uh on January 9th vacated uh the the 2024 title 9 rule nationwide. So that means it went back to and there's all kinds of legal opinion you know u data in in the foot in the footnotes. So basically it changed the policy back to what it was before when we changed our title 9 policy went through legal at great expense to change we changed it and now because of the change back we needed to change our policy
025back to that policy and it's without incurring lots of extensive legal uh cost. And for the listening audience, when do we revise that? When do when will we? Yeah. No. When did we revise it? Uh November. No, uh December prior to the ruling. Uh December 24, I believe. It was actually November, I believe. Okay. I mean, we did revise it, but then the ruling changed. So, we're wanting to go in compliance with the federal ruling. Thank you. Okay. So, any further discussion? Hearing none, I need a motion to recommend to the full board of education the approval of the revisions of policy 113, student employee sexual harassment policy, title 9, waving first reading and approval for final reading. So move. I'll second. Any additional discussion? Hearing none, all those in favor say I. I. I
026motion carried two. Board President Johnson, can you hear me? Yes, I can. Okay. I apologize, but I haven't asked if you wanted. I didn't see a hand raised, so I just want to make sure you were there and you could hear us, so please I can't see. Thank you, Vice President Nichols. You're welcome. Thank you. So, um, okay. I I think we need to do this in reverse order a little bit. No, I guess we can do it this way. Okay. Um policy 2F141 board officer elections. Um this is to review the policy for proposed changes or revisions. And the revisions um are stated um in the in the policy um that's attached. And um we're we're uh adding the word and after clerk and before treasur first line and deleting in parliamentarian. Uh that's
027line line through and then down in paragraph three we're adding the word or in front of clerk on the second line and deleting or parliamentarian. So I'll open up that for discussion. Board member Henkins. Yeah, as I read through this and actually as my first year has gone through coming to a close pretty quick, um I kind of struggled with the parliamentarian being a member of the board but also weighing in on opinion. And if we're reading straight from Robert's rules of order, which we should, we really don't need an opinion that uh we all have our handbooks and they're readily available. So, I kind of struggle with that throughout the year. And I'm not, this is nothing on Mrs. Levy, nothing. But I just think it's a conflict of interest to have that position
028a board member. I'm fine with having a parliamentarian, but not at a board position. Thank you. Thank you, Mr. Henkins. Well, a couple of things. Um, in in one sense that is correct. The other the other even quite frankly I think is a more is we don't a bar a parl a parliamentarian is not required as a matter of fact I checked and all the dis none of the districts around us have have a parliamentarian that being Clinton bloer Jamesville or Parkview uh none of them have a a board parliamentarian or a parliamentarian period. So um you know and and the parliamentarian uh can only advise but not it's up to the final res the final decision is up to the president of the board. So, um I think this will I think this will
029u facilitate shorter meetings a little bit and um you know and and we all we all all the members of the board need to be more um up to speed on Robert's rules of order because that's how we that's how we run the board. So, it's required as a policy. Um, in fact, if I looked up the uh state or WSB policy and there's no mention of a parliamentarian in in the policy for these none of the any of these policies that we have uh that and there's more to come. There's like three more uh one, two, three. Yeah, there's three more. Three more to come. So, um that's that's behind the the policy. So, for me Hankkins. Oh, yeah. Just to weigh in again, Mrs. Levy, and this is nothing against her or I
030just think and I and to be truthfully honest with you, Chairman Nichols, I'm really not concerned about Clinton or Turner or anybody else. It's our district I'm concerned about. As long as we're within the guidelines that WASB uh um guides us in, then I think we're fine. And I think in this day and age, Robert's rules of order are in a handbook, but they're readily available on our computer savvy people who can touch it and go. So, thank you. Right, Board President Johnson. I wanted to wait and check with you before I move. Uh doc Dr. Garris wants to speak next. I wanted to check with you if you had anything any comments. Sure thing. I spoke to Dan Ross Miller, the uh president of the WSC, and he uh told me verbally having a
031sitting board member serve as parliamentarian is bad practice. it uh can give a perception of bias and um trying to perhaps manipulate the outcome of whatever uh motion or item we're looking at. I did also speak to the uh board attorney Doug Witty and he also verbally indicated that it is bad practice to have a sitting board member serve as parliamentarian just as board member Henkins mentioned. I am not opposed to us having a parliamentarian, but for best practices, it should be a nonitting board member. Okay. Thank you, board president Johnson. Dr. Garrison. Yeah, I'm not I'm not opposed to having I'm not opposed to the board not having a um how can I say this? I believe the board should have a parliamentarian. Um, one of the things that I've learned since I've been
032here is that there are many different opinions around what should happen from Robert's rules and having uh a from the board I should say and having some clear you know guidelines or conversations around that will be I believe will be fitting. Now, if that is a person that is not on the board and we have that person, let's just say um we hire somebody or whatever that may look like. Um who's to say then that even their opinions may not be um um could be biased as well. And so that's just a space in which the board would have to, you know, of course decide um that is a board decision naturally. And I just want to make sure I noted that. I appreciate that, Dr. Garrison. Um yeah that is you I hear you
033and uh uh as I stated earlier though uh at the at the end of at the end of all the discussion then it actually is is u the decision comes down to the the board president. So uh if we if we if we were to hire somebody then that's an additional cost to the board and the district that uh right now we probably don't need. So anyway, any other thing discussion? Okay. Uh I need a motion to recommend to the full board of education the approval of the revisions of policy 141.1 board officer elections waving first reading and approving for final reading. So move. I'll second. Any additional discussion hearing? None. Uh all those in favor say I. I. I. Motion carried. Two to zero. Okay. Next up is policy 2G. Uh policy 141.1, rule
034one, board officer election procedures. Uh and again, it's it's very similar to the previous one. It's just uh just a couple changes in paragraph two. Uh we've added the word and after secretary and before treasurer and um Mrs. Shop, we need to take the comma out after secretary. Um and then we uh and treasure comma or treasure respectfully and we deleted and parliamentarian. So, I'll open it for any discussion here. To be to be clear, Mr. Nichols, we're doing this as part of the last vote also. It's kind of a housekeeping thing. This is nothing different. There's four policies, correct? Tied to this and we got to go through one by one. Thank you. So, any additional discussion? Hearing none, I would need a motion to move to recommend to the full board of education
035the approval of the revisions of policy 141.1 rule one board officer election procedures waving first reading and approval for final reading. Some moved. I'll second. Any additional discussion? Hearing none. All those in favor say I. I. I. Motion carry two 0. Okay. Next policy is um is 141.2 board officer duties. Um, and if you look at that policy, it's a it's a almost four pages and basically we are deleting the last the last section board parliamentarian and you know it all the all the verbiage that goes with that. That's the that's the s single change to the policy. So it's open for discussion. Thank you, committee chairman Nichols. One part, one caveat, and I know this is open, but I know we're going to be reshaping the board secretary position. So, this uh just to
036let people know that some of this might come back under a different heading. Uh and just you know to be transparent that you know I might I might suggest later on that parliamentarian and uh board secretary are combined or whatever we decide to do. Thank you. Thank you. Any other discussion hearing? None. I need a motion to move to recommend to the full board of education the approval of the revisions of policy 141.2 two board officer duties waving first reading and approving for final reading. So moved. I'll second. Any additional discussion? Hearing none. All those in favor say I. I. I. Motion carried two. Oops. Sorry about that. Um, policy 2 I 174 board organizational meeting and very similar to a couple of the other ones. It's uh second paragraph line two. We're going to
037take out uh we're going to word include the and word and uh remove the comma after the clerk. No, no. Yeah. Cler enter the comma after the clerk. Add the word and. And then after treasur, we're going to delete and parliamentarian. Any discussion hearing? None. I need a motion to recommend to the full board of education the approval of the revisions of policy 174 organizational meeting waving first reading and approving for final reading. So move sir. I'll second. Any discussion? Hearing none. All those in favor say I. I. I. Motion carried two. Okay, the next policy up is U policy J policy 185.4 policy and personnel p person personnel committee. Uh this would be a basically a name change uh with some some additional um senator Board member Johnson. Board President Johnson. You can finish
038if you want. I just was putting my hand up. Okay. Okay. Thank you. Um anyway, uh there's been some discussion about that, you know, we we we pretty much eliminated the HR committee, uh and kind of kind of melded it into the regular board meeting, but at the same time, there's um it's my understanding a few years back we had a um the the policy committee and the personnel or human resources or you know that's we could decide on the the verbage the wording of the committee, but it it it worked together. So, it it uh it was able to review HR or personnel issues prior to the board taking a look at it and not and then uh and then, you know, putting on the consent agenda for for further discussion if needed. So,
039I will open that for discussion and board president Johnson, you had your hand up first, so I'm going to call on you. Thanks. Well, I um I'm sorry. I don't know if um anybody any members there have any um uh comments or suggestions. So, my apologies if I'm speaking out of turn. Uh my only suggestion is perhaps rather than personnel use the term uh human resources. Um that's the term we have here in the school district of Lloyd. We have a human resources department and um I understand the personnel is perhaps a bit outdated. Okay, good point. Thank you. B uh board member Henkins, do you have comments? Yes. Um so this would and just to point out obviously when we do go into personnel matters at the full board, we go into close session.
040So, I'm just wondering if that causes any um um cons not concern that you know if if we do go forward with this that this committee would then go into close session on personnel matters. Uh okay, thank you for those comments. Yes, that yeah, we definitely would still do that. Let me read the read let me read the changes to this. So uh to assist in creating a learning environment that optimizes student achievement by studying and recommending to the full to the full board necessary policy revisions and personnel or human resources actions that will best meet the needs of students. The policy and personnel or human resources committee would will regularly recommend creation, deletion or modification of current policies to the whole board for action. Uh that's already in the policy. The new the new
041other addition is another paragraph. The policy and personnel or human resources committee will assist in creating a learning environment that optimizes student achievement by one studying and considering all personnel recommendations prior to board action, making recommendations to the full board or denying the superintendent's personnel recommendations after study and deliberation. So there you have it. So going in going into close session is not problematic for a committee. No. Okay. Dr. Garrison. Yes. Um so I guess I had a question. We we move to putting this into the full board space because the full board inevitably will have to approve and or not approve the HR space. Okay. um that practice was moved for this year. Um, was there concerns about that or does this does this policy come is coming based off of the change to
042the I'm I'm just I'm just I just wanted to see where Well, I I think my opinion we in my humble opinion we I think we did improve things by moving it into that I said but at the same time there's still there still seem to be some uh some challenges uh as it relates to close session. you know, versus open session. And, um, you know, uh, I think, you know, we we have situations where we, you know, we go in and we're there for a very short time and we come back. Uh I think I think this would facilitate u again uh shorter time periods getting through those processes because you're going to have a committee actually looking at everything prior to it coming to the board to the full board for that. So
043so with that statement I think that makes a lot of sense. However, with seven board members, things being pulled off from the consent agenda is a almost could be a regular occurrence. And the same time that we would put into the one could argue the new policy here in close session could very much so repeat itself at the full board level. As you all know, not all board members attend the committee level meetings, which again does present, you know, other questions and other concerns correct that may come from that. Mhm. Now, from a time perspective, um I would venture into thinking that this could actually take more time um versus less time just based off of our, you know, practices that we have. On the other side of that, this also kind of this could
044also hinder us from our hiring current practice, which would mean that let's just say someone is hired after the let's just say using the first as a as an example. And if that person isn't on the requisitions on the first when we have these conversations, let's say at a committee level, technically we have to wait until the next month because the committee has to see them first based off of this policy. And in a district our size, to be honest with you, we are trying to get people in as quickly as we need to have them in to serve our students. And so this could also put that delay in our hiring practices just based off of, you know, just when we are able to get people through a hiring requisition. And I know people
045may think truly that it should be someone is hired and then they start the next day. That's that's that's great to think that there's a lot of other processes that we have to go through in order to get people through the process to bring straight to the board. Um and then after they are of course approved, they can right away start working and we pretty much try to time that. Now with the the space that we have now, let's say we missed it, we still got two weeks to do it again. Now, this could also create some greater concerns, especially in our months of big-time hires. And when I say big-time hires, that's pretty much throughout the summer and right before the school year. I've had to in the past even have special board meetings
046just to get new hires on before we start school, even with the two meetings. And so I understand that that's a space, but I would venture to think that this could also take us more time and put us in a different time space that could actually hinder the the space that we've been working from. So for that, I would prefer us not to move personnel into this space and policy could remain as it's been. That's that's my recommendation. Okay. Thank you. No problem. Board President Johnson, your hand is raised. Thank you, Vice President Nichols. I am okay with leaving the um HR recommendations and the hiring at the board level and just at the board level. And my reason for that is yeah that all needs to be approved by the full board. The I
047the years ago when I served on the school board we had the policy committee was policy and personnel. This gave the board members and administrators at the committee level the opportunity to discuss and work on issues of staffing, staffing structure, staffing forecasting, [Music] expectations, what we are really missing right now as a district. And I think perhaps we could really benefit from having more focus on what we're doing in terms of our our our employee structure. I would like to see and have there be an understanding that the HR recommendations still exhibit A still continue as they are but have the committee working. Sorry, I don't mean to be throwing more on your plate, but I know you guys can handle it. Um, and we can also if if it's a concern, we can put
048this as a let's do this for a trial practice of three months. Thank you. Thank you, Board President Johnson. Um, that's that's not a bad idea. I I Yeah, that that would help facilitate what Dr. Garrison is talking about. But we would still move the um you we would still do form A and or form B um as needed at at the two board meetings and um and then we would we would tackle the other issues in the in the policy and let's let's go ahead and call it human resources committee and uh uh you know get I think we can make you know more more progress that way. Uh, I'm certainly um I'll leave that. Board member Henkins, do you have other other comments? Yes. Thank you, Mr. Nichols. Um, I disagree. I think
049that the motion presented out of committee, everything has to be it goes to the board. It's recommendations that come out of any committee to go to the full board. I do think having HR hires, resignations being approved at board level sometimes can be I mean sometimes I sit back there and go, "Oh, I didn't know this." And we start getting into a conversation about that and I I understand the time constraint, but these are important matters. And some of that could have been flushed out at the committee level be prior to the board and the and the um policy HR committee could make a recommendation and of course the full board will look at that again. But I think having seen that at the at the policy HR committee level first, we would have time
050to flush it prior to the board meeting and getting that. And uh I think there's a way to have a a HR uh excuse me, a HR policy committee meeting like Dr. Garrison said, and I certainly understand the constraints of hirings. Um, but during the busy months, maybe we we do meet a week prior to every board meeting. I mean, that's up to us, but I do like the idea of uh a double check on it. Thank you. Thank you, board Hank. Member Hankkins, uh, what about what about the idea of a a a an agreed upon timeline to either try it or or just go full force and then if we just if we need to change something else, we can come back to the, you know, we come the policy committee can come
051any HR committee can come back. I'm I'm all in favor of trial periods. We've had numerous in my first year. Uh, some we haven't gone back and revised back. Some have stayed. I'm all for a three-month trial period. Our cold cadence review, we've never I don't think we did a actual review of the new changes we made in cadence back in May, June of last year. And this kind of leads into that. So, I think it'll tie into the whole thing that I don't I I I truly enjoy the idea that board President Johnson brought forward about a trial period and to see if it is healthy uh productive or is it just a time-consuming waste of time. Sorry. Thank you. Um, excuse me. I'm I'm making notes. Okay. Board President Johnson, you recommended three
052months. What if we What if we were to do four months? That would pretty much take us up until up until uh the first of the first of the school year. Yeah. Oh, that that um you know that whatever time I was just throwing options out there. Okay. So, um Okay. How about if we review it in four months? clarify please. Well, we we assuming we agree on this and we approve it and it moves forward then we will we can put you know we can review it in four months and see where we stand. Well, to be clear then we're going to present to the board a new motion or create this motion with the window. I mean it's still got to be board approval full board approval right on Tuesday. So okay. So
053if Yeah. if with with the fourmonth revision, I'm all I'm good for, you know, when we get two people together and we can come up with a, you know, common goal, that's great. Thank you. Okay. Are you good? Well, no question, Dr. Garrison. Thank you. So, in meetings, out of meetings, committees, more committees. Um I think our our our goal is to of course get questions answered and no matter when these you know courts are presented to the board there's space where board members can reach out and ask questions and I think that's als That's often times a missed space when looking at any HR requisition. I think when we add more to the plate, in essence, we we're just adding more to the plate when we can actually reach out and get questions answered.
054But if board members so do so choose to reach out and ask questions around a specific hire or a specific um you know proposal um and at any given time board members a board can say hey we want to have a discussion or a special meeting on HR um practices you know or HR conversations. I just think that when we're adding more committee work and adding more um committee conversations, I think we're missing the heart around just the conversation in general. The school district's open five days a week, some sometimes seven days a week, and we can have these conversations as it pertains to individual board member questions. I also believe that if it goes to committee and let's say there's a hangup or a thought in which we believe that the committee believes that
055we shouldn't be moving a name forward that also hinders a full board vote because the committee now two two of three I assume will be making a decision for the full board by not approving something that district administration could believe we should be moving it to the full board for vote. Yeah. And I just and that's just a thought a process process thought that needs to be considered as we kind of work through this this space. Board President Johnson. This is Yeah, I'm I'm here. Sorry about that, Brian. Um, [Music] we we are in a difficult spot with staffing right now and I understand that we will need to um be very flexible and if this is if if it is that the HR rex come to first policy and then get bumped up to
056the full board Um it may mean then that there are months where this committee will have to have a a special meeting um each month you know the the regular meeting and then a special meeting just so that we can keep up with the district needs right the idea is is that something's been happening in the school district of boy and we've not been we've not been streamlined we've not been very um efficient at what we're doing and we need to really hone in on that and um I understand Dr. Garrison may not um I I heard his comments about you know the having it at the committee level and more discussion and whatnot. It needs to happen somewhere. We're not going to use more board time with the discussions that need to happen at
057committee level. And if this committee decides that it needs to have an ad hoc committee where where you're talking to community members or whatever, so be it. That's the will of this committee. Um there are many issues happening simultaneously in the school district that need addressing and um what we're doing right now with our HR is is insufficient and let's you know do our best working together working collaboratively appreciating the input from from everybody and hearing everybody that we you know that that we can because we need to make ourselves better and we need to do it um as soon as possible. Um I'm I am okay if the HR reps come to this committee but then I want the committee to be prepared that during this trial period you may have meetings twice a
058month. Okay. Well, um I I agree with everything you say, but as you're as you're talking, I'm I'm thinking, you know, I don't know that we want to put now I'm not sure that we would want to put a date or a time limit on it. I think we always have that ability to to say, hey, this e, you know, hey, this is not working well. We need to do something else. Or, you know, this is this is working great or what you we continue on. So, um, I guess I guess I'm not I'm not inclined to to agree with a a time limit. I think we need I just think we need to do it and I understand Dr. Garrison a second a second meeting uh we have that happens you as you said
059we've had to have do that in the past with HR. So, we can do it with this committee also uh if needed. Um, you know, we we've got I'm I'm not opposed to another meeting. we've we already have a lot of them and uh uh but I think if it if it if it can help the district if this can help the district uh move forward with with you know better HR issues and and get you know and get teachers hired and and uh and keep teachers then I I think I think that's what we need to try to do. It's, you know, I can tell you as a as a personal front and a manager, I was always willing to try something. If it didn't work, it didn't work. We said it didn't work
060and we moved on and we did something else. So, you know, we don't know. Do we try? Um, it's, you know, I'm not I'm not a good speculator. Uh, so I uh I think we I think we should I'm I'm for moving for moving this forward. Just one additional question. This does say um policy and HR, right? And human res. We're going to change it to human resources, I think. No problem. Policy and so policy committee. Policy and human resources committee. Got it. Policy. All together. So here's the thing. We also got policy. And so yeah, policy is a lot. You know, we have a lot of policies as it is. And and now we're doubling that work as well. I mean, and there there is no other way to say it. We have a
061lot of policies that we have to review and those take, you know, we we're here sometimes hour and a half, two hours, you know, doing just policies, right? and add now to that same meeting HR I'm not sure if we are being is this an effect effective use of time is very important for everybody at this board level and of course on my staff as well and so that's what I'm also aiming at effective use of our time and so I understand what you're saying Mr. um Nichols board chair um I understand what you're saying Mr. Nichols I'm sorry Mr. Henkins and also understand what Mrs. um Johnson is stating, but again this is we're doubling a meeting time if anything. I mean one could argue that depending on what policies are being brought forth
062at any specific time. Yeah. So effective use of all of our staff time is very important. Okay. Thank you. Thank you. Board President Johnson, your hand is up. Yes. Thank Thank you. Um yes, you are right. We don't need to have a time on this. If um if in a few months the chair of the policy committee and the policy members say, "Hey, this isn't working." If um the HR department says, "Hey, this isn't working." We can change it. But I do think that we really need to work on stability in our staffing structure. And um as as board members, we've committed to um doing everything we can and um I there may be some redundancy and such is life, unfortunately. So be it. Okay. Thank you, Board President Johnson. Board member Henkins. Thank you.
063Uh respectfully, I just want to counter point Dr. Garrison on a couple things as I found in my first year and you know just as a human being going through when in group discussion discussion leads to discussion and yes I know you have a very good open door policy and I can pick up the phone and call you anytime I want but when we're in close session and we have all of us together uh a board member might bring up something which I hadn't thought of which leads to more discussion so a question that I may have if I call you, I'll get your answer, but when we're in a group, it's different. Um, so there is that and I understand the duplication of time. We're trying to get away from that. And I think
064now if we're going to do this, I think it's a perfect time because we're going to reassign policy people and we have two incoming new board members. they could be advised that uh if you're on policy it may require two meetings a month or make it to help admin hire people. I think it's it'd be more e actually in the long run, but who knows until we try it more efficient to flush stuff out and then it goes to board and of course there'll be more discussion and maybe the same discussion, but at least the the committee level will have flushed out some of those questions and answers prior to uh the board meeting. Thank you. Thank you, board member Henkins. Any other discussion? Okay, I am going to uh I'm gonna I'm gonna I'm
065going to write read them a motion and then um Mrs. Shopee, we'll we'll need some Well, actually, I'll start off and we'll we'll see where it goes. Uh I need a motion to move to recommend to the full board the approval of the revisions of policy 185.4 for policy and human resource commi committee waving first reading and approving for final reading and that would entail changing all the actual policy uh wording to human resources anywhere the personnel was used be three spots so moved I'll second any additional discussion uh just go back to review the uh time factor. We're just going to put that on the back burner until we until the end of the summer and school season begins and then revisit it. We will No, we will. It will be an unending. We'll
066just re we'll just as a group as a board as a committee and and as a board we'll you know we'll make decide if we need to cut it off or or leave it leave it go. Okay. Just to be clear. Okay. I second. Any additional discussion hearing? None. All those in favor say I. I. I. Motion carried two. Next item is uh policy 2K 323.3 displaying of flags and um this is a new policy um and it's tied to the state statutes in 118.06. It requires all public schools to have flags American flags in each room. um and either say the pledge of allegiance or sing the national anthem. I'm assuming most schools would do the pledge of allegiance, but um so I will I will read the policy. Uh just and um each
067class each classroom in grades 5K through 12 building shall display the flag of the United States of America. Each classroom, district-owned school building, or administrative building shall fly or display only the United States of America flag and at the discretion of the building administrator, the Wisconsin state flag. Um, it's um I will open it for discussion and board member board president Johnson, I'm going to start with you because you're the only one currently available. Um, I'm sorry I missed the question. I said I'm I'm opening it up to you because uh you're only the only one the one that's current available at this moment. Oh, okay. I I am in support of applying the two flags. Um because there are um there are the a nationally recognized um heritage month and history months and um
068I don't know with the new federal administration how long those will continue to be as such and I have concerns that um just like last year when um June came and the gay pride flag went up, there was push back from uh community members wanting us to fly the uh heterosexual pride flag. Um I'm I think we really need to get this taken care of. We have a lot of um issues here in the school district of boy that we need to focus on. Um this seems like it should be a discussion um argument if people want to argue over it outside of our realm. But it has come into the school district's realm and it's unfortunate because we do have to educate our students. We have an entire community we have to serve. And
069please don't get me wrong, I am all in favor of everyone having their first amendment rights that they can um exercise. The issue here is which flags are we going to put up and how are people's feelings going to respond to those flags and there are thousands of people in this community and one of the things that I know is we are all living in the United States. We're all living in Wisconsin. um is it there may be you know somebody um I don't I don't know maybe a virtual student or something like that coming from somewhere else but those are the two things that we do absolutely have in common that I think we can agree on. It's it's we just the effort is to try to move to move this out of the
070getting in the way of what we need to be focused on. And the school district of boy is kind of an anomaly that last year there there weren't other school districts in Rock County flying gay pride flags. And again, I am not opposed to people having the right to fly their gay pride flags or any other flag. As a matter of fact, several years ago when I was driving through Illinois, my son said, "Wow, mom, aren't you upset because we just drove by that house and it had that flag up." And and the flag he was referring to was the Confederate flag. And my response to him was, "No, I'm not." Because that's their house. That's their property. That's they can do what they want to on that property. That's, you know, I support them
071having that right and that freedom to do that. I said, "Where I have a problem is when it's on government property. I don't want a Confederate flag being raised in the school districts of boy or on any government property. Let's have our flags represent all of us. And that's that's why I'm in support of this uh this policy. Thank you. Thank you, Board President Johnson. Board member Henkins. Well, I think we should talk about the tornado warning. Let's pause for a second. That's the tornado warning sign, but I'm sure there's no drill. Oh, it's a drill. They usually do it in the on Wednesdays. [Music] Tornado Awareness [Music] Day. So, it'll be done in just a minute. Okay. Board Johnson, board president Johnson, I don't know if you could hear that, but they did a
072a tornado warning siren test and so that's why we paused. Hopefully, you didn't have to listen to that. Um, board member Henkins, any any discussion or just a comment and again this is nothing against anybody in this district or anywhere because anybody who knows me knows me. I'm not that guy. But I do agree that the flags flown at our public admin public buildings especially here at the district cuz we have some control over that should be just as what uh committee chair said. It's a slippery slope and we start siding with one and not the other side. You know the people who support the gay pride flag, there's probably as many who don't support it and then that creates the division and it is a slippery slope. So, I I think it's just to
073exit out of the equation and agreeing with board member Johnson. Last year, the kathuffle that came up in June, which is, you know, we have bigger fish to fry in this district. And if you want to fly whatever flag you want in your yard, God bless you. That's your right and my right and that's why we're here. But, uh, I think as far as school district property goes, um, I think I I'm very pleased that this is coming forward and I will vote in favor. Thank you. Thank you, board member Henkins. Um, I will just I would just say a couple things. Um, first of all, I couldn't agree with more with more of you more than, you know, it's the US flag is is an all-inclusive flag. It covers the whole country. because every
074single soul that's here uh and that will come here and um you know it's it's all inclusive. Um so uh I think I think that's you know I think that's the way we need to go. Mrs. Beavers, did you have your hand up earlier or did you change your mind? Yeah, I just wanted to mention that you've got 5K through 12 and our buildings are 4K. Thank you. You're right. You're welcome. Duly noted. Okay. Any more discussion? We Dr. Garrison. Sure. So, and I understand the the sentiments around, you know, the flags and flags in general. Um, you know, from a district perspective, I also know that, you know, this could have a lot of different emotions around it, especially here in our community. And so one of the things that I will expect in
075this space is that you know of course we can honor um the the of course the United States flag. Um but like I said that there's going to be conversations around you know that in general probably at the board level as well. Um, one of the things that I've come to learn about Boyoid is that there's a lot of different um, beliefs and belief systems and thoughts and thoughts and thought processes around what should have and should shouldn't be, what should be. Um, but we're here of course to serve all our students and I know the flag does have a lot of different emotions around it. Um, and so not to say that our American flag doesn't have a lot of different emotions around the other flags do too. And so, um, I just know
076that that's going to be a space in which the the board will probably have discussions around and, you know, I just want to make sure that that's noted. And even in our conversations over from one year to the to this year even, there's been a lot of conversations around that. And so, um, just want to make sure I noted that. Thank you, Dr. Gear. Um, I need a motion to recommend to the full board of education the approval of the revisions of policy 323.3, displaying of flags, waving first reading, and approving for final reading. No. So moved. I'll second. Any further discussion? Point of clarification. that motion um I changed for you the suggested motion to say adoption of because it's a brand new policy so it wouldn't be any revisions. Oh, okay. That's what
077I thought it was a new Okay. So, first reading and adoption. Mhm. The adoption of policy 323.3 displaying of flags. Oh, adoption. You can do the waving of the reading and approving for final reading. Okay. Very good. Thank you. All those in favor say I point of order. Do we have to resend that, Michelle? No. The first one. No. Okay. I understand. I was just trying to make Okay. Uh, so we're on vote or looking for a motion. I'm sorry. No vote. I I motion carried two. Next policy is policy 840, public gifts to schools. Um just just made a a couple of changes um to um decrease the amount uh to to report to the to the board and and the public from a th00and to 100. And the reason being um obviously a
078thousand's a lot bigger than 100 but I think there's there's a lot of people when we when we are able to get um you know approval to either use the foundation or whatever for community gifts. I think that will be um I think that will really surprise us and not not to um I think we would just want just a you know an acknowledgement in a board meeting of the of the pe just the people you know in a I mean we could put a uh spread a small spreadsheet up on the screen or whatever for those who uh who donated a hundred or more uh for that month. uh could do it at the beginning of the month and uh so that's that's really the only change in the policy. So I will open
079it up for discussion. Board member Henkins. Yeah. And uh as I read through that I think it's a a good idea and I know that u it may be a little bit more labor intensive on getting that those numbers to but it could be very simple and uh you know as a board clerk I read the public announcements. that could be part of that. uh not so problematic but uh you know a list of the people everybody likes recognition and I also like to include inind I know at Head Start you know there's a lot of inkind donations that need to be recognized and uh so I mean there's all sorts of things that people want to do and help and I think the opening I mean board Megan Megan Miller has said repeatedly that
080we have this foundation that has like $14 in it. So, it's already set up. Uh, so I think that this is kind of could be a nice drive and uh and people will recognize that their name is be you know, a lot of people shun this kind of thing, but it's always nice to hear. Thank you. So, I'm I'm in I'm in agreement with this. Thank you. Okay. For President Johnson, do you have any comments? You don't have your hand up, but I thought I'd ask anyway. No, I don't. Thank you. Okay, Dr. Gears, like you know, to track $100 for everybody that gives in the school district of Boy in a District our size again goes back to just additional I don't I'm not sure if we want to say additional work because we
081we track the money anyway, you know. I don't want to say that. And I I just think that if we want to bring recognition to anyone giving, we could just recognize anyone that's giving, putting it at a a number. You can you could just say $50 if you want. I mean, one could argue $25 could go to 10. I just think that when we start to arbitrarily possibly, you know, start putting, you know, lowering the numbers, I'm not sure what are we actually targeting in this space. The schoolish kabaloy has always accepted gifts well before 2025 and and you know we've never had to drop down to $100 to recognize anyone for their gifts and so I just our current policy reporting gifts of 1,000 or more to me has been effective and the administration
082would like to keep it that way. The board of course can make that final decision and we'll move from there. Thank you Dr. Kirsten. board member Henkins. Well, I think the uh even lowering it to whatever, but I think it's twofold to recognize it advertises that we are grateful and then we do accept donations and maybe, you know, I don't know if I wanted to give $100 to the district. Being on the board, I don't know, you know, do I go to the front desk and give him a check? I'm not sure the uh the nuances of doing that. And uh I know that there are a lot of things I I just think the publicity generated by just our council meetings and and uh that you know we are willing and open to accept
083and be grateful for it. I think it will help. We are a district that needs funding and any every dollar helps. Thank you board member Henkins. Um, there's no more discussion. I would entertain a motion to recommend to the full board of education the approval of the revision or the revisions of policy 840. Uh, waving first reading and approving for final reading. So moved. I I'll second. Any further discussion? Hearing none. All those in favor say I. I. I. Motion carried two. Last one is uh policy 881.3 relations with faith and community organizations. Uh that's a proposed name change. And I will open it up for discussion. Yes, if you would be beg my pardon. Um would you go back to the genesis of this and what the desired outcome of this uh proposed policy?
084Thank you. I mean I read it but okay just what the genesis was. Well, just just to uh you know, within the confines of of federal and state law, um you know, and and we actually list some community organizations in here. YMCA, Keratas, Rotary, State Line Community Foundation, Boys and Girls Clubs. Um and so we want to, you know, in in the course of a city this size, we want to work, you know, we want to work and have and support cooperative working relationships. As the I'll read the first paragraph. In an effort to support our students, our families, and the goals of the district, the board of education welcomes and supports cooperative working relationships with our community churches, synagogues, temples, and community organizations that are an integral part of our diverse community. Um, you
085know, I mean, I I'll give you a real quick first example is that uh you know, Dr. Garrison and others um you know actually went to various churches uh over the last couple of months um and in sharing the information about our referendum uh I don't I don't remember the number Dr. Garrison three or four churches uh and and then that's the kind of thing that I'm talking about is working together. I know as a matter of fact that we there I know for for a fact there are three churches in the city. Uh one donates $1,000 to the high school. This is school supplies in the fall to the high school. I can't remember which middle school and I think hack at $1,000 worth of me of school supplies. Another church um does monthly
086donation, backpack donations to uh I think underprivileged students at Hackett. And another church just started sending uh non-p perishable food to the school on sat Fridays for those who are uh you know struggling for the weekend because the kids are getting food on sat Monday through Friday, breakfast, lunch, and sometimes after school. uh but when they go home it's not so good. So they've that's part of one of their things. So um you know we we we are it's it's it's it's an all-encompassing thing for the city to work together um openly with you know with our churches um uh you know churches um synagogues, temples and community organizations that I read earlier and that's just a sample. So that's that's the uh that's the idea. I just have a a question. When we start
087naming names, obviously we can't name everybody, right? No, I didn't I didn't name any names. Well, I mean community such as those are community organizations that correct work with so but it's you know what I mean it's not exclusive to that no etc means everybody right correct not listed right just so that's duly noted thank you you're welcome any other discussion hearing none could I get a motion Motion to recommend to the full board of education the approval of the revisions of policy 88813 including changing the title to relations with faith and community organizations waving first reading and approval for final reading. So moved. I'll second. Any discussion hearing? None. All those in favor say I. I. I. Motion carried to zero. Okay, we're on the 3A. Next meeting date is Wednesday, May the 7th,
0882025 at 5:30 right here. And could I get could I get an adjour u could I get a motion to adjurnn? So moved. I'll second. Any discussion hearing? None. All those in favor say I. I. I. We are adjourned at 7:03 p.m. Thank you everybody. Have a great evening and a great weekend.