Regular Board Meeting- July 28, 2025

0016 pm on July 28th, 2025. I'll call to order our regular schoolboard meeting here at the Woodford County Central Office. All members are here in person, and we'll go ahead and stand for our pledge of allegiance. All right, we have our Do we have any proposed amendments to the agenda? So, I would like to pull out the um from the consent agenda, please. The um subcontract emergency sub certification. I just have a question about it. Second motion by second by Men. Any discussion? All those in favor that >> I pass. So we'll make that on the regular agenda. Do we have any other proposed amendments to the agenda? >> Then we'll go to our superintendent report. >> Love to by introducing our new student representative. Her name is Miss Millie McKenty and she is a

002member of the cross country team as well as a lifeguard at Falling Springs and she's been in charge of you've been on the prom committee as well as fundraiser uh opportunities at the high school and we're so excited to have you representing our student body. Thank you so much. So, um, I'll begin with with my remarks and I believe, um, thank you, uh, Dr. Ra has just a little brief slide deck to keep me on track. Um, so this month has been an incredible month. Um, we have really had the opportunity, I've had the opportunity to get out into the community, um, several of our employees as well as um community leaders, students, which clearly that's my favorite, meeting students. Um and so we're going to talk just briefly about that. Our really our goal,

003our aim, our uh phrase for this year is all voices are united in building the next generation of excellence in Woodford County. I'll talk a little bit about that. So here are some of the uh key meetings that um I've been involved with this month already. Our uh really our theme going back to the statement about all voices are united around um developing the next level of excellence in Woodford County. I'm calling that unite the hive and hive stands for harnessing innovation, vision, and excellence. And so this month I've had the opportunity to meet with Judge K, Chief Young with police department, um Emily Downey, uh several other business leaders as well as civic organizations. I also had a personal meeting with our commissioner of education, Dr. Robbie Fletcher, um last week, and I had

004a meeting with our um central Kentucky education cooperative executive director as well. some of the community events and engagement that I've been able to participate in. Um, as I said, my favorite opportunities are meeting students and families. And so, we've had uh several hive events where I've been able to meet um students and families. One being at the summer feeding program at Falling Springs. That was incredible. Several students with their families showed up for that event. We had popsicles and we talked about what's happening this summer and what the school year is going to look like. And I did ask students to give me a little wave when they see me in the hallways. Um, we also I also got to meet all of the students in our summer interventions program and that was incredible.

005They talked to me about the goals they've set for themselves this summer and the hard work that they've engaged in to really meet those goals. So really proud of our staff um and our students in the summer program. Mr. Uh we also got to participate in the Masonic Lodge um honor ceremony and dinner um in July and several of our um high school students were honored at that dinner as well. I've been able to do conduct rounding sessions with our principles, our district central office administrators. You are board members and Millie I will get to you soon. Um and then also families and when I found with those individuals, I asked them three questions. What systems are working? What systems are not working? And what's your dream for our district? And so I'm I'm recording

006those as we're going and I'll continue to present those um to the public, those trends that we see as well as to this board. And um also something I'm very proud of um our central office, our entire central office came together um with the kickoff lunchon a couple weeks ago and um that was about 60 people including transportation and we were able to really um come together uh come around cons to consense around what is our purpose at central office, why do we exist and what are our goals for this year? um as well as we we chose three spaces in this building that we are going to work together with community members to um revitalize and make it more functional in this building for our community and for our employees. So, we're really excited

007about that. And one other thing um that I was really really enjoy being a part of was the adult ed graduation. Um that was in JZ County because previously we had that partnership with JZ County. If you've never attended an adult ed graduation, it's incredible. It's inspiring and it's one of my favorite events of the year to hear stories of those individuals um who have overcome so much to be able to earn their GED. And then one other thing I'll mention, we were able to several um female administrators and myself, we were able to participate in the um Kentucky women's conference here in Versailles and that was an incredible experience um for us as well. So lots of staff engagement um community engagement and then I just wanted to share some of the themes from

008our rounding sessions. Some of the positives that I'm hearing as I'm rounding with uh individuals, our schools feel supported and they they see and appreciate the systems that are in place for curriculum instruction and assessment from central office. Um, some of the systems that we really believe uh that I've heard are that we need to continue to work on are two-way communication, transparent communication, um, service excellence. So, really thinking about going above and beyond when we are interacting with our community members, our staff members, um, our colleagues. And then the the final area that has continued to come up uh in rounding has been just concerns about our budget. And so we will I am leading our team um to look at ways to improve those areas. And then last, our new superintendent training. I've

009been in three sessions already in July. And those included um how to evaluate administrators, which thankfully I've I've been involved with for several years. Um we had an ethics training with um the educational professional standards board. Um we learned about the new superintendent evaluation system, which you will hear and vote on tonight. Um how you'll evaluate me. And then we also had a session on July 9th around finance and setting our tax rates which we all right we all know that's coming up. And then um human resource management as well as school law. And this last week, um, I was able to work with, um, a communications expert around messaging. And that's where we really came up with the the idea of uniting the hive, having all groups, all voices heard in our community and

010our school district to to build the strategic vision of excellence for the next 10 years. Um, and then we talked more about ethical leadership and I was able to meet with um, several of my mentors through the new superintendent program. Thank you. It's >> been a busy summer for you. >> Just really I've not been here an entire month, but >> thank you for sharing. >> All right, so we'll move on to our good news report. Uh Miss Bring, I'll start with you over there. >> Thank you. Um I really just want to highlight um the the conference the um schoolboard conference that we were able to attend um last month. Really great sessions, really ideas and uh definitely feel excited moving forward into the new school year. >> I want to highlight Dr. Jones.

011I am so thrilled that you're here and I am just thoroughly impressed with all that you've been able to accomplish in the short amount of time that you're here. So, I just I'm I know that the sky is the limit and you will continue to climb and meet your goals and I'm just so appreciative of all the hard work that you put in thus far. So, thank you for from all of us here um in our community and um we're almost back to school, guys. So, um be thinking about all the people that are getting ready in the buildings, outside the buildings, parents, guardians, family members um as we transition back to our our normal school year. So, >> thank you. Today at about 11:30, I went out to the to the high school to

012at the uh to see the progress on the track in those facilities and it it looks wonderful. But I also noticed about 30 members of the band practicing in the heat getting it. I mean, and they were were very very uh working very very hard. So, I I wanted to uh to do a shout out to all the band members, the cheerleaders, the football players, boys and girls soccer team, uh boys and girl cross country. I had no idea you were on the cross country team. >> Uh the volleyball team. So, I I called to see how many students we have out there in this heat getting ready for the school year, and it's almost 500 students. Uh to me, that's great, great news. They're out there not only for their team, but for the

013for the school, too. And it's going to be great. I can't wait uh until all the games and all the activities begin. But but I wanted to give a shout out to them. Thank you, >> Miss Macau. >> Um I just want to echo what Dr. Jones said. I had the opportunity to attend um the adult education graduation ceremony at the end of June, and that's the second time that I've been able to attend. And it is um like Dr. Jones said it is very special. Uh it's very inspiring. Um these folks just to see them walk across the stage, their families are in the audience and they're so proud and it it makes you feel good to see people that are proud of themselves and have some, you know, have probably regained a lot

014of confidence that they might not have had otherwise. So, I love that ceremony. Um, Desmond County has done a great job and uh, they'll be missed, but we're looking forward, I think, to the new partnership, um, for continuing our adult education program. So, I just wanted to mention that it was really great. >> Um, I wanted to give out a shout out to a student from a student, um, Sutton Shared. She's going to be a senior this year at Woodford County High School. Um she now serves as the national VP of programs for FCCLA, which is family consumer science. It's a club that we have here at the high school. Um she's the But it's a big deal um because she's the 18th student from Kentucky to hold a national um office title in the

01580 years of the organization. So it's a big deal from her, but I wrote that down because I wanted to get it right because it's it's a big deal. I'm really proud of her. So >> shout out to her. Thank you very much and welcome to the board. Um for me, everybody said a lot of of what I was going to say as well and the other thing that I wanted to shout out is um you had mentioned summer feeding program and I believe there was over 40,000 meals that were provided over the summer for um students and families during this time. So, I just want to give a big shout out to our food service um and to all the people that provided that and worked and went to Falling Springs or library and

016everybody that uh committed to that. I know it meant a lot to those families. Next, we have our new high school project update, Mr. Smith. >> Well, good evening everyone. Um, Mr. Wilson, I appreciate the comment you made about the band. I was out over at the uh field this most of the day actually with the video board and the sound system uh being installed and updated and I had to keep ducking back into the air conditioning because I was about to literally melt down out there and every time I would go out the band was out in the parking lot uh practicing. So, I have a great admiration for what they're doing out there as well cuz I certainly couldn't take it. Uh with that said, uh with the field and the and the

017grandstand and the concession area, we are hoping if all goes according to plan, uh if we can get our fiber connected and the concession stand that we should get a certificate of occupancy by the end of this week and then that would allow um students and different groups to be able to utilize that area uh hopefully. So, there is still just a little bit of cleanup as you if you've been by there, you've seen they're still adding top soil to dress the area up and and they they hydro seated actually over by the discus and the shop put areas today. Uh so, it's definitely looking up. The fencing still has to be um installed, the perimeter fencing around the area, but we're getting really close to that. Um so, hopefully we'll have uh the necessary

018documentation to be able to release that to let folks start using it. um you know by the end of the week hopefully. Uh still have a little bit of um we've got ice machines and add a little bit of equipment inside the concession area to make it usable. Cameras, that sort of stuff. Uh I mentioned the video board and the sound system that got started up today. Um sounds really good, works, looks really good. So I think everybody be really really happy with that once we get it get it implemented and um show that off a little bit. Uh we've got a little bit of fencing uh section off underneath the grandstand. The hope is to be able to utilize the space underneath the grandstand to be able to store football equipment, track equipment, cross

019country equipment. It's just uh provides a really good storage area for us um for that. Uh and then lastly with the a barn um uh the foundational stone has started going in. The um materials for the barn itself are supposed to be shipped on August the 5th. So, we're probably not going to meet the August 14th back to school to have that open. There been a little bit of delay with getting permitting and that sort of stuff ready. But, uh hopefully very early in the fall semester, we should be, you know, getting close with that. So, um with that, um I know we're going to talk about a change order a minute. So, I've got a change order um proposal for the additional concrete extension. Um but as far as the high school itself, so

020we're getting really close to completing the punch list of the main primary building itself. We're still having just some slot issues with some of the HVAC controls. That's been a really kind of a lingering ordeal that we're working with Trace Creek and the um HVAC installers on. But outside of that, I think u we're materially finished with that project overall. So with that, I'll take any questions you have about that project. I just had two questions and you sort of answered the first one already. It was going to be um I was wondering if Trace Creek was still heavily involved like they were up to, you know, really until Mr. Ratliff left. >> Yes. um just to make sure that they were holding our hand through the very end and making sure that we can

021hold vendors accountable and contractors just to get all of these things done. >> They are they're very uh active. I since Clay left, Mr. Grayson, who was the job superintendent under him, has has really taken a key lead position. Um he doesn't do a lot of the administrative side of things. So, I deal with some folks uh in Trace Creek's headquarters, but yeah, we we speak almost daily about various outstanding topics, but yes, they're still very very helpful. Uh I I think they're probably like we are, we're ready to get everything wrapped up and and get everything functioning properly. I think they're probably ready to get wrapped up and move on as well, just just because it's we're really at the at the end where it's just kind of trivial cleanup bottom. So, >> yep.

022My next question was, you mentioned the A barn. Will the target date changing, will that impact the grant? Because I know that when Miss Propes was here a couple of months ago, she was it was an there was some urgency to getting the purchase of the burn approved. Um, and it had to be by sometime in August, I thought. But >> yeah, that's correct. on as far as the grant that it should not propose uh any issues because um upon delivery on this August 5th date I'm referring to when the materials ship there's would be a requisite payment that would be required and so that should be enough to absolve that entire grant amount. So should shouldn't be any issues with it. [Music] And I just had one quick question. Um, as far as the

023contingency, um, how much of the contingency is left uh, on this BG1? >> So, between the two projects, I felt like that would be asked. So, I pulled it this afternoon with everything that we have encumbered. And from my understanding, we have everything so far with the a barn encumbered with all the things that we've discussed. the the the few finite things that we don't have are just some minor fencing modifications that I've referenced, but other than that, it's 328 329. So 3,328,329 is left as of now in both of those projects together. And as I mentioned before, um, after we get much closer to, I mean, we're close, but after we get to where I can clean up the BG1s with Trace Creek and get everything absolved, that but that's the amount of money

024left in the projects. So, >> and so is that money that's going to come back to us to go to the general fund or is that money that's still encumbered that's going to all be spent? >> No. No. So, that's what that's as of today, that's what would be available. So if we closed everything right now, that's how much money that has to stay in restricted funds because that we sold those with bonds, right? So we can't it doesn't go back to the general fund. It has to stay in those restricted funds, but it can be moved to future BG projects that we would have. So >> Okay. Thank you. >> Yep. >> Any other questions? I had a question, but I'm not sure if I should ask it now or when we talk about

025the sidewalk, but I was just curious about the sidewalk. Did we talk any about because I remember last time it was brought up about the crossing there, like how we're leading kids to a road without a crossing. Has there been any conversation about that? >> Well, no conversations other than I've just reflected on that. There's really nowhere for them to cross. I mean, there it's a guardrail on the other side. So, the the sidewalk that we're proposing basically just follows the perimeter of the property uh all the way from the back of the high school around up to the three-way stop in front of the middle school. So, yeah, I Yeah, I don't I don't know how to terminate it any other way, you know, if we if we terminated it at the three-way stop

026because there's nowhere I can take them across the road. There's a guardrail into the back of apartments there. So, I I just don't know how else to do that. >> I'll save my follow-up questions for the right time, but I just I'm I would like to see where that is. I can't think of I'm trying to think in my head. >> We can go ahead and jump into that if we want. >> Okay. >> I mean, it's the next thing unless anybody has anything else on the high school. >> All right. Can I have a motion to approve the WCHS sidewalk extension? >> Motion by Mr. Wilson. >> Second by Miss Macauen. and we discuss each other. >> So when if I'm thinking about it correctly, it's coming from like where the greenhouse is that

027side all the way around the building to where the guardrail is close to where the apartments back up and town houses, right? >> Yeah. So it actually connects if you if you walked out of one of the gym one of the exterior gym doors >> and you're facing the staff parking lot >> on the left side of that gymnasium that ter that sidewalk terminates. Okay, >> it just passed the door. So, it terminates there. We're going to connect it there. So, if you could imagine students coming out of that end of the building, they turn left, they walk down by the gym, they get past the last gym door, the sidewalk stops. So, you're you're now in grass from that point. And if you were walking to that three-way stop you're referencing, it's all grass

028all the way through there. So, our proposal with with on this change order is to connect the sidewalk right there, take it to the where the curb, you know, where where the parking lot goes back into the back of the the building where the um the um yeah, the greenhouse and all that area. So, we're going to put in a curb cut there, make that handicap accessible. We'll paint the parking lot to make a walkway that goes straight across that opening. Cut the curb on the other side. Put the ADA accessible ramp in there. And then take the sidewalk all the way down to that three-way that you're talking about. >> Yes. >> At Tyrone Pike Extension, >> which is right behind the apartments. >> Yes. >> And so curve it, basically fall in the

029curb of the the street, curve it, and make it go up all the way to the three-way stop in front of the middle school and connect it there. >> Okay. So it's not a sidewalk, it's nowhere essentially. So it's going No, it's creating a pathway around the other side of the building. Correct. >> That's corre correct. If >> I just had to wrap my head around it. >> So on the pricing on that, so I tried not to be confusing on this, but the base scope takes us to the three-way stop. So that's the 24,975. The extension for the 41865 connects it there at that three-way stop and takes it all the way up to the middle school, which we feel like is the most prudent option. >> Yeah. >> Thank you, Josh. >> Yeah.

030>> So, we're going all the way around. >> That's correct. >> To there. >> Okay. Is there a sidewalk on the other side already? on the other side of the >> of the road. >> The one that is closest to the apartments. >> Yes. >> No, there's not. >> I just couldn't tell with the picture. >> So, on the very left of this picture, you'll see that's the three-way stop that's in front of the middle school. The sidewalk terminates. You see it go straight across, but it doesn't come anywhere down toward the school on Tyrone Pike >> on the Tyrone Pike extension. And so, yeah, following the the mouse cursor that Josh is illustrating there, it's going to follow that roadway on this side of the road all the way around and it'll come around

031that curve and follow just like he's illustrating there because the area just to the right of that greenhouse, that's where that barn's going to be sitting. And there's a couple trees there. And there's enough space for us to really fit that sidewalk in nicely between the the tree and the street. And that keeps a really nice wide walkway through there for the traffic flow. >> Can I ask a question? Okay. So, with the crosswalk there where you're leading it to, are you going to put a crossing guard there? Are we going to motion to get a crossing guard there? Because with the high schoolers and the parents flying out of there, I mean, I've watched almost car wrecks happen there. And if we're going to put students there, I mean, that's a liability for a

032student to get hit by a car. The >> So, that's a good question for the board to address. Our thought as we're talking about it, because one of the initial thoughts was to c was to have the students cross the street and put the sidewalk on the right side of that. And because of that very, very prudent point, we decided that's not the best way to go. We did not want them crossing the street where that the bulk of that traffic's going. This does keep people because people are not supposed to be parking to the to that in that entryway to the back of the school or that a barn and the and the greenhouse. And you see there's cars. That's probably during uh construction, but people aren't supposed to be parking in there. there

033shouldn't be any traffic coming out of that um other than the traditional shipping stuff that would come in or trash and so the walkway across that shouldn't if people are doing what the traffic flow is intended you know but I think I think that's a point that has should be discussed so >> you have something to add >> I'm so glad you brought that up and I I'll add because Mr. Wells could not be here tonight, our assistant superintendent. Um, we have been working, Chief Sutton and myself, um, and Garrett Well, Mr. Wells, we've been working with, um, Judge K and, um, Chief Young on a plan for the specifically for the traffic arrival and dismissal. And that is one of the key locations that we are placing a person to direct traffic there. Sorry.

034>> Um, and then, uh, last semester, back in the winter semester, so going, so last January, they sent out a video of the traffic. Well, are you all going to send it out again in email to new parents coming in? >> Yes, we are. just because I know even I mean now I'm a student driver so maybe I'm not the most careful driver in the world but you know being in that parking lot parents even with the video that was sent back in January parents still drop off in the student parking lot and it causes problems. So I think maybe the reminder would help. >> You are going to run the world some tell you and I love it. Um >> thank you. But everything you just brought up are exactly the points that we've

035talked about and that's why we have to have someone there at all times like during dismissal and arrival. We have to have someone placed there and so that's why we are we already have plans to to be able to address that with our SRO's for sales police department as well as um some other solutions for the future. So yes, >> I echo Dr. Jones, I appreciate you being an advocate and speaking up so much. Um because you are the student voice, so keep on doing that. Um I do have a question cuz well, two questions. One, is our signs labeled student parking and staff parking? Because I don't know that I've ever noticed that because I get confused even driving through there like which parking lot am I in and they don't connect which I'm

036sure there was some intentionality in that, but I don't remember seeing it, but I could have just driven by and not seen it. >> So there are the the big yellow signage. Well, so that's that's the only signage that is there, but that is what directs students, staff, >> but I don't think it says explicitly staff parking and student parking, which I think when you think about those videos that they're saying go through the student parking lot, if those signs don't read staff or student, it may not necessarily be clear, but that might be a new point. >> I I think they do. I think we delineated that pretty clear clearly. >> I'll double check run back through there, but I just don't remember seeing it. Okay. So, my question is if that's drop off,

037correct? That's where kids get dropped off, students get dropped off. Do they have capacity? Will that encourage parents to let their kids out sooner or like will that cause any congestion problems with kids coming and going and leaving the area that's designated for pickup because now they have a sidewalk to walk down and maybe even go down and pick up, you know, parents trying to because I've seen parents sitting in the um church parking lot and some other places to try to avoid kind of the congestion. So, will that facilitate additional traffic in those areas? Foot traffic by us putting a sidewalk in. What is the liability of that? I guess is my question. On the flip side of that, I do know that I've seen people out walking on the extension just, you know,

038without school being in session, just kids walking about um in the middle of the road. So, I know that a sidewalk is also needed for that reason. So, just kind of to address that. I just don't want anybody to get hurt. No. Oh, totally agree. And I think we all can agree with that. I think the premise of adding the sidewalk obviously we can't stop because I what's what you're talking about is what's been happening already. And so hopefully the idea is adding the sidewalk at least gets them out of the middle of the street. We've provided a walking path for them to follow. Um but yeah, I mean I think I think we've still got to do some more um work in that regard with the traffic and the student drop off and that

039sort of thing out there. So, >> and I want to say thank you to Dr. Jones for facilit facilitating that conversation because I've been asking for traffic direction since I came on the board from the middle school and I know we've had that conversation too. So, I'm hoping that that continues to move forward with you. >> It's very important. >> We have to all work together. Chief Young for sure. >> Any other questions about the sidewalk or comments? All right. All those in favor? >> I. >> Any opposed? >> Motion passes 5 to zero. Next, we have our curriculum and instruction update. Mr. Asher. So, really big week for us and all all departments for that matter as we prep for the upcoming year. Obviously, uh today we had a great event. We called it

040our leadership summit. our first uh go at this uh to really we focused on that portrait there behind you and how that is the foundational tool for all of our work. We had 60 plus leaders uh in the room uh over at the library at the high school. That included obviously your your administrators but beyond that uh F FRC's uh counselors uh um social workers, teachers, um and really just went back. We rewound to the origin of the portrait and then how that's led up to the path. So really excited about the the groundwork we laid there. The next two days we go on to our retreat and so that involves our administrators and from there it's more uh nuts and bolts and get more specific and intentional about the opening of the school year.

041Um our summer programs have concluded the elementary program just concluded last week. Um and obviously we focused on academic skills and deficits but beyond that uh they also tuned into the community community engagement piece. Uh so kind of as a hook or a lure, what however you want to put it, uh always have a trip at the end, uh a field trip of some sort, an activity at the end of each month, June and July. So in July, uh they went to different horse farms throughout the throughout the community. So there was actually an article in Blood Horse if you're if you're familiar with that, and I'll just read one little phrase here. It says, "This immersive educational initiative provided students with unparalleled hands-on experiences, fostering a deeper connection to the horse, land, and people

042that define the bluegrass." So, uh, pretty cool experience and I'm going to let you see a video in just a moment. I don't have all the data back from that, uh, but Miss Tracy will be up here next month, be able to report on that, not only attendance, but some gains that were made. And, uh, the video that you're going to see is from, um, this is from Gainesboro Farm. Yes, Gainesboro. uh but also uh AirDree, Lanes End, Pin Oak uh Stud and Resolute Racing. So, shout out to all of them uh for supporting our students. So, just a brief video here, Josh, if you hit play. Should be sound. Can you hear it? It just has some background music, so you'll get the visual here. Oh, there it is. >> So, just a little

043snippet there. Um, they really enjoyed the day. It was a cool uh culminating activity and obviously some good community engagement. >> Uh, any questions for me? >> Thank you. I can't wait to hear about how, you know, the data and things like that. But um I was able to keep up with the summer program just through social media and I really appreciate that um because it seemed like every time we looked at it there was an event or there was something that was being shared about it. So I appreciate everyone's hard work on that. >> Yeah, you really got to work on the engagement uh in order to keep them coming and be able to address the academic piece. >> And I got to stop by the leadership institute today for a little bit and

044what I saw was faculty and staff engaged and having fun. That was really cool to see. It wasn't just sitting in a classroom having somebody speak to you. You guys really had a great uh setup and structure for it that looked honestly a lot of fun. I kind of wish I would have been able to be there all day. Um so great job putting that together. >> Yeah. Thanks to our team. >> Thank you. All right. Next we have our school safety presentation. Chief Sutton. >> Good evening. Uh, as you're aware, Mr. Wells couldn't be here, so he kind of asked me to take care of things tonight. U, I know we were concerned earlier in the spring when Burcell PD left the SRO business, but I thought a good update tonight would be to

045report I'm happy we have two new hires, which I'll introduce in a minute. So, on day one, we'll have an SRO back at every building to kind of ease the concerns there. So, that's kind of where we are tonight. I like to do a brief bio here in a minute. Then something we're do something new. Actually going to have the board chair swear them in. They did some in-house training today. It was our first official day. that'll come make them official members of our department. So, John and Dave, you want to come on up here? John first here. So, I kind of have the top of my list here. Uh this is officer will be officer John Carmichael. He comes to us with about 27 years experience including uh he'll be at the middle school

046by the way. He has 20 years of Lexon police, five years with Fat County Sheriff and two years of for sales PD and he's also US Navy veteran. And again, he'll be at Woodford County Middle School. >> Okay, >> David, come on up. >> This is David Clark. He would be our officer at Safe Harbor to kind of update on that. Officer Fortney decided he wanted to be part of the high school team, so he applied internally and we move in there for us. Uh so Officer Clark will be moving to Safe Harbor to fill that position. He comes to us with 12 years experience about 31 overall 12 years with Woodford County Police Department. Um 13 with sales PD six years with Woodford County Sheriff's and he's also a US Army veteran. Um so

047well again this will ensure an officer will be in every building day one. U this also gives us a district-wide fully employed schoolbased police department. We can handle any law enforcement need that the district has. Um we will also continue to work with other law enforcement partners in the community as needed. Um this time Mr. Bre, come forward. Got your seats there and we'll swear you in the same time. >> At the same time, you raise your right hand and I'll say I and then state your name. >> I >> do solemnly swear that I will support the Constitution of the United States of America. do so that I will support the Constitution of the United States of America >> and the Constitution of this Commonwealth >> and the Constitution of this Commonwealth >> and

048be faithful and true to the Commonwealth of Kentucky >> and be faithful and true to the Commonwealth of Kentucky >> and that I I will faithfully execute >> that I will faithfully execute >> to the best of my ability. the best ability. the office of police officer for Woodford County Public Schools. >> the office of police officer for Woodford County Public Schools. >> According to law, >> and I do further solemnly swear that since the adoption of this present constitution, >> And I do furtherly solemnly swear that since the adoption of this present constitution, >> I have not fought a duel with deadly weapons within this state. have I have not fought a duel with deadly weapons within this state. >> Nor out of it. >> Nor have I accepted a challenge to fight a

049duel with deadly weapons. >> nor have I accepted a challenge to fight with deadly weapons. >> Nor have I acted as second in carrying a challenge. >> Nor have I acted as second in carrying a challenge. >> Nor aided or assistant assisted any person thus offending. >> Nor aided or assisted any person thus offending. >> So help me God. I further solemnly swear >> I further solemnly swear >> that I will endeavor to the best of my ability >> that I will endeavor to the best of my ability >> to detect and prosecute all gam all gamblers >> to detect and prosecute all gamblers >> and others violating the laws against gambling >> and others violating the laws against gaming. [Applause] [Music] [Applause] [Music] Uh, Mr. Brickler, if you could sign that and I can

050get them out of here. >> That's just the oath has been around. I took the same one 1995. It's a there's a generic one around that they just kind of use. So, I know it sounds kind of weird if you've never heard one. But, uh, like Jesse talking, even notaries take the same one. So, it's a stra it's probably a hundred-y year oath that's been out there, but it's just something we have to do to kind of make it a standard practice and get them fully official. And that does that tonight. So, and if there's any other questions, I can answer at this time about the uh >> about those members. We're going to take a picture outside [Music] The Okay. >> All right. Welcome to the team. Both of my brothers are >> one

051is going into sixth grade and the other one's going into seventh grade. >> Any questions for me as far as that process or >> Yeah, I don't have a I don't have a question. And I'd have a comment. Thank you very very much. >> Glad to do so. >> For all your hard work. >> I know it eases some >> Yeah. I know that these changes were unexpected and thank you for your hard work to get us >> like bringing in 58 years of experience. So I think it's a good thing to have. >> Thank you so much. >> And for those of you who don't know, school board members also have to get sworn in and agree that we have not been in any duels or a second as well. So that's a >>

052I haven't done any gambling thing. I haven't done that yet. >> I feel like we should take that. >> Yeah. >> All right. >> I don't think we need that. >> The next one is item uh G. >> Mr. Chairman, uh I move the board approve designated option number three to change the existing boundary lines for the Woodford County Board of Education members to those shown in option number three to make the divisions as equal in population and containing intrical voting precincts as practical. pursuant to KRS160.210. >> All right, we have a motion by Mr. Wilson. I'll second it and open it up for discussion. And this is related to the voting districts for schoolboard members. I know we discussed this a little bit at the last meeting. Um, but just to clarify, um, no

053no one will be no existing board member will be shifted from the district that they're in. So, no voters that voted for existing board members would be disenfranchised and that their their vote wouldn't count. The person would get shifted. Um, so that was one thing that I was very pleased to see and I just wanted to to make sure to just state that. so that it was very clear. >> Very good. >> Yeah. And a special thank you um to Kenneth John's who helped um and Miss Macauen who we worked together on this with Mr. John's and he helped uh go through the technology with us to adjust these maps and break down the population. Um little background, the the population of our voting districts was really skewed um due to uh the census updates.

054And so this was an opportunity for us to even that out. Um, anybody else have anything? >> No, I would just echo that and and also thank um Sandy Jones for really bringing this to our attention, for being flexible um for, you know, all her valuable time and attending the meetings and um placing her staff um to assist us. So, thank you so much >> and hopefully we're giving you enough time by doing this now to uh make your updates and changes. So, all right. All those in favor? I >> I >> Any opposed? Motion passes five to zero. >> Thank you. >> All right. Do we have >> All right. So, uh, can I have a motion to approve the consent agenda? >> So, move. >> Motion by Mr. Wilson. >> Second by Miss

055Macauen. All those or discussion? I guess >> we already pulled that one out. >> Yeah, we're good. All right. All those in favor? >> I. >> Any opposed? Motion passes 5 to zero. Go to the regular agenda. Can I have a motion to accept notification of personnel matters? >> So moved. >> Motion by Mr. Wilson. >> Second by Miss McCallen. Any discussion? >> All those in favor? >> I. >> Any opposed? Motion passes 5 to zero. Can I have a motion to approve June financial report treasures report? >> So move. >> Motion by Mr. Wilson. >> Second by Miss McCallen. Any discussion? >> Oh, yeah. >> I just have a couple just one thing really, maybe two, but I wanted to say thank you, Mr. Smith, for including uh with the financial packet that cover

056page that had all of the codes and all of the very specific budgets with it. That is incredibly helpful. Um just to see. I love it. I mean, even though we're getting it like at the end of the year, it's great to see what the budget started out as, you know, each month we can see year to date what our expenses are and and if we're within our budget or if we're on track to be over budget in those areas. So, thank you. Thank you for doing that. >> Okay. >> And then did um I just had a couple of quick questions. Um, so now that we're um, period 12 is kind of in the books, um, how much will our expenses exceed the revenue for this fiscal year or how much did it? >>

057Um, so I do don't have that number exactly, but it's going to be about the $2 million that I've referenced a couple times. That's about what it's been tracking pretty pretty regularly. Um, you know, if you look at the balance sheet document, um, under the general fund in the year-to- date column down in the bottom where the fund balances, there's the line that says revenue control and expenditure control. So, in the revenue line, year-to date, we took in 43,793,736. And then in the expenditure control line, uh, 38913 329. So that's that's basically your $5.1 million differential there in your fund balance. Um and so if if that were if if all the revenues were true, you know, new revenue tax dollar seek revenue, um that would be we'd be okay. But part of that money

058is u your fund balance that's rolled from from last year's unspent dollars and that was I think $6.9 million. So the simplest quick math in your head is take the difference between $6.9 million that we carried forward from last year's available, you know, beginning balance versus the 5.1 ending fund balance this year. That's that's essentially your loss in your operating expense. So, >> I I just maybe I don't know if we need to have like some kind of a a work session or um I'm just I don't know when I do the math. I do the math from the beginning balance of $7.8 million because that's what our our audit said. And I know the beginning balance you kind of change that a couple different times throughout the year. Um, and so when I do

059the math, it's it's about a $3 million um change in um expenses exceeding revenue. So, you know, I'm just I'm not sure. I know there were some encumbered expenses. Maybe you're not counting that million dollars. I I don't know. >> Well, so here's where things get sort of convoluted for the non-account. So that 7 point So if you look at the financial document um the AFR that I gave you on the very top line the beginning balance 77 7,833,476 that is technically the beginning balance carry forward. If you look at the final balance sheet that was issued last year there's an encumbrance balance that we have to take into account. So, one of the things that when when we create a purchase order, it puts an encumbrance on our financial statements, right? And the whole

060purpose of doing incumbrances and in governmental accounting is that you take that money and you set it aside for future spending and a and a purchase or you know, we've all know about how purchase orders work. So, um if and I don't have last year's final balance sheet, but it's somewhere in the neighborhood of eight or 900,000 if I'm not mistaken. So you have to net those two out because I have to carry forward that encumbrance balance every year. That's not spendable by us. That's we we've encumbered those dollars. I have to account for it. It's a carry forward and it goes in our revenue because we encumbered it in the prior year. Money didn't get it spent in the prior year. June 30th rolls around and it's on the balance sheet. Uh you have

061to carry it forward in your next year's beginning balance. So 7.8 8 was the technical beginning balance, but that includes about a million dollars worth of incumbrances that we had locked up. So the true the the available unspent dollars that we had at the beginning of the prior year were about 6.9 million. And and if you look at the financial documents and the balance sheets, you'll see the unencumbered fund balance was about 6.9 million. So and and I understand that's confusing. Uh it's confusing to me sometimes dealing with all this stuff, but that that's what that number reflects. So it's the unspent available fund balance plus the incumbrances that we had locked up. And and so one of the things and the the folks in the district probably, you know, they I I start talking

062about let's get all of our open purchase orders, you know, taken care of uh before we get to June 30th because it just throws in so many u you know it kind of skews the numbers and it that's one of the very good reasons what we're talking about. So uh I try not to carry for uh forward a huge um incumbrance balance. If you look at the balance sheet um for June 30th of this year on that u very bottom line where it talks about assigned purchase obligations we we got we did much better this year. That's 160 162,245. So that that'll be part of our beginning balance carry forward on July 1, period 1 of FY26. And so that's where that number comes from. So >> yeah, and and again, I don't want to

063belabor the point, but if you start with an amount and you subtract it or spend it, then that to me is how much is spent this fiscal year. And even though it was encumbered, we didn't count it last year in expenses. So, you know, in my mind, since it's subtracted out and the the million dollars is gone, um you know, it would be expenses exceeding revenue for me personally when I look at starting at 7.8 8 minus um you know ending at around five then then it's three 3 million would would be the the um amount this year that we're kind of upside down. Um but again not to belabor the point. So you're saying that we only have about $162,000 encumbered this year. So all the expenses are in for this fiscal year. It

064is pretty much done. Period 13 shouldn't have anything uh big expenses. >> Period 13 won't have any expenses. So the the incumbrances automatically roll the next year. So they they'll show up in FY26. Um yeah, FY26. So it'd be period 1, July 1, those expenses. Yeah. >> Still, I would count that in my mind as expenses for this year that we've expended. We haven't written the check, but we've expended >> the the checks that would be written on that 162,000 will be an FY26. >> Gotcha. And so um again, expenses are are over revenue. Um, how much more in revenue did we have this year than um than last year? I I look I was looking I thought it was around 2 million. Does that seem right? >> Additional revenue went went up by $2

065million last fiscal year to this fiscal year. Okay. So if you look at the total receipt line, the receipts are the direct or the tax dollars dollars. It doesn't include that carry forward. Um the year to date was 35,960. The prior year was 47. So the differential there is the all my halves aren't included. So whatever that number is 10,737,000 above that you got to So that's a difference. So 35960 plus 10 million is 45960. Uh total receipts last year 47. So it's hard. I'd have to get the calculator out and go through and net those to get you an exact number. But um I I provided that calculation I think at our May budget meeting to show the new revenue like we haven't netted a million dollars in new revenue in the last I

066think two or three years combined because of that seek offset that I keep referencing. So while the tax revenue goes up the seek revenue goes down. So there's an offset there. >> Yeah. but just taking kind of seek out of it, which obviously seek is going to go down if you're netting $2 million more in revenue. Um, and I think it was around that the year before, too. So, about $2 million more in revenue um this year over last year, and we're about 2 to 3 million more in expenses. Um, so I was just kind of trying to in my mind just think about that. Um, you know, it's a big number. Um, and then we also talked about before you had said if we get below 5 million or so in the fund balance

067that we might have to get kind of a a loan, some sort of like a payday loan or a loan from KDE or something of that nature to be able to uh meet our expenses until tax revenue comes in. Um, do you have any kind of information or updates about that? >> Uh, I do. Um, so back to your first question. So if you just look at the property tax to to answer your question on the AFR document the it's basically um third line down it's 111 1111 is the code general property tax. So two years ago the property tax revenue was 15780. Uh year to date the the property tax revenue was 17530. Okay. And so then uh those are the those are that's the big one. Now I can tell you that we

068we didn't get all of our um motor vehicle tax that we um what I think is the distilled spirits tax. I'm sorry. So, one of the things that I'm chasing down now that traditionally we've gotten approximately two or $300,000 worth of it's called a pay a pilot program payment live taxes from a couple vendors and I'm not going to name them here but a couple vendor when I started reconciling our revenues I don't have those those checks this year and so we're starting trying to track down uh where those are and one of the vendors um stated that it wasn't owed so so we got to do a little bit of investigative work to find out where some of those revenues are um but you know all in all after you net out the uh

069revenue um I don't we did not get I don't think $2 million worth of new revenue um in FY25 but I'll have to go back and take out on behalfs and and and make those calculations to get an exact number um about the potential payday loan. So where that comes into play, it's more about cash flow than anything else, right? And as I've explained before, from July 1st every year until we get our tax payment in November, whenever November that happens, uh we have to meet payrolls, we have to pay for all the things that we buy during that period. And so that requires a certain amount of cash. We also have some bond payments that are due. I think I just issued almost $2 million worth of bond payments that are due August 1st.

070So, there's all this cash outflow that we have to to manage. And if you look at our payroll numbers, what an a you know, payroll approximately per month is exceeds $2 million. And so, you know, thinking about our our ending balance, if our ending balance represents uh how much cash we have in the bank approximately and we get below $6 million, um we start getting close by the time, you know, if you count your fingers and count $2 million in payroll for it doesn't start in July necessarily, but August when the teachers return. So, August, September, October. So, that's $6 million in and of itself if we don't do anything else. plus make $2 billion worth of bond payments. Now, we do get other monies. We get a little bit of seat money. They pay

071those things out um monthly. So, we get a little bit of monthly. We get some of the other do revenues monthly. So, it's not a total that we don't get anything from July 1 until November, but it's greatly diminished until we get approximately a $20 million check in November. So, hopefully that makes sense. But my concern is is that uh now our ending fund balance is getting 5 million 5.1 million and we got these cash requirements that we got to have up through November until we get that $20 million check that we could potentially get to a point where we don't have enough cash in the bank to cover the payroll outflow. I don't think we're there yet, but I think, you know, we've got to get some things adjusted from the things that I've

072talked about for the last year and a half with the revenues and the expenditures or or that might be potential a conversation that we may have to potentially have is to do some kind of loan. It's not uncommon. I hear of districts doing it all the time that aren't able to carry uh a large enough contingency balance at the end of every year that they've got to make until they get their property tax checks in November. So, it's not uncommon. It's not It wouldn't be the end of the world, but that might be something we have to address at some point. So, >> and then Dr. Jones, just for you, um will you just let us know if you know we're getting to the point where we might need to have some discussions or be

073informed or just have a work session um in and around budget kinds of things. I think that um we are planning to have a work session in August around those details >> once we seek numbers I think is what we're waiting on so that we have a little bit more information and detail to discuss at a work meeting. So yeah that is planned as soon as do you know about when we would get those seek numbers. >> So uh it it should be relatively soon. The the triggering mechanism is the submission of the AFR there. So that was submitted last Tuesday. So it's usually probably 15 to 20 days on average. So >> So yeah, >> Mr. Chairman, can I ask a question, please? >> Yes. Um, let's just take all the confusion and calculators

074and incumbrances. Take all that out. I thought I heard you make made the statement that at the end of the year, our expenses are $2 million more than our revenue. Um, >> I thought that's what you said. I >> Yes. Yes. That's the simple That's the simple math. Yes. >> Okay. And there is no confusion over that. That's That's a fact. >> That's correct. >> All right. Thank you. >> And then, Mr. Wilson, just to be clear, we also wrote an additional million dollar check out of this fiscal year and for expenses that >> they carried forward didn't pay last fiscal year. So, the total Yeah. The total of expenses this year was three million more than revenue. Um, >> and again, I understand that a million we didn't count as last year's expenses, but

075we have to count it this year's expenses if we didn't count it last year's expenses, right? Yep. >> And we wrote the check, >> but it's it's still unsustainable, >> right? >> No, I agree. >> I agree. Can I ask a follow-up question? When do our barrel tax dollars run out? What year is that? And are they like tapering them off or is that just a straight no, you're done? >> I believe 28 is when those start tapering off. >> So we have those for at least a couple years. >> Yeah. It's it's definitely a tapering, not a hard line. >> It's not a cliff. >> Yeah. And I I think it's really more about you just don't get any additional dollars if if new barrels were to come into play. You don't get that

076additional taxes. So when we build our new distillery here over by Kroger, we're not going to get any revenue from those barrel houses that will be there. >> Is that correct? Because they don't they're kind of apply implied on the other side of it. Right. >> I I think if it comes before 28, there's a chance we can get some some of that. >> Okay. >> I think 28, if I remember correctly, is the you know, sort of the sunset, okay, provision there. That's when things start changing. So, >> thank you. >> And I just have one thing, one comment to make as we kind of wrap up financial discussions and continue to make that a priority as we >> do our strategic planning and everything is, and this is just speaking for me, I

077think Mr. Smith has done everything that he has been told to do. I think that the reason that we find oursselfves in this situation is on in no way Mr. Smith's fault. I think we had a previous administration that thought we had a blank checkbook and that it was full of money and could spend spend spend. That's why we find ourselves in this situation and it, you know, Mr. Smith is is doing what he's told to do, what he's directed to do. And I just want to go on record saying that that's what I believe. Thank you. >> Anybody else? >> All right. >> Thank you. >> All those in favor? >> I. >> Any opposed? >> Motion passes five to zero. >> Can I have a motion to accept notification of payment of bills?

078>> So move. >> Motion by Mr. Wilson. >> Second by Miss Macauen. >> Can I just ask one quick question? Um, sorry, Mr. Smith. Um, just one quick question on the payment of bills this month. Um, I know in the past we've had an issue where bills weren't um paid, you know, in the month that they were received and sometimes we would have bills that uh, you know, we well, we had almost a million dollars that that wasn't paid the same fiscal year. It was the next fiscal year. >> That no, that is not what that represents. Uh, I'm unaware of any problems that we have with not paying our bills in the month that they're received. >> Okay. So, all the bills for this month, in the past, I've just looked at the bills

079and I've seen we had an event on a certain thing and then it wouldn't show up for 6 8 10 months later. Um, and so that's why I've had an issue and and it's been noted in the audit there were some issues with uh the bills. Um, and and so that's why I've not wanted to vote yes on accepting payment of the bills. So, I just want to clarify before we vote. Um, so all of the bills that have been received are paid within what time frame? >> Uh, we we pay the bills as we receive them. I mean, weekly. And so there are reasons that you don't pay bills once they're received. I just want to add add light there that if you order items or uh purchase things that until you receive those

080items, you don't pay them regardless of when the invoice and the invoice date is incurred. So that that's and I'm I'm pretty stickler about that because that's a poor poor um use of our funds to pay for things that we haven't received yet. So, I I that would be the only reason I would think of that we would have an invoice on hand that we haven't paid it. And I'm unaware of any audit issues reflecting that or any other like I don't get any late payment notices about things that other than what I'm describing. So, I'm not sure what what >> Thank you for that clarification. >> And obviously, there's an invoicing. So there may have been an event or something, but we didn't get invoiced until well after that event occurred. So that could

081be part of it. >> Okay. >> Well, thank you for that clarification. I just wanted to check um uh and make sure before we voted for anything. And then the other question I had just about the payment of bills, can we um email you if we have questions about certain like what is this bill for? Like I always wonder sometimes when I see, you know, like large large amounts um for certain vendors for like food or different things like that. I always kind of wonder about those. Um so it's okay to email and just check on that. >> It's absolutely okay to email me. >> Okay. Thank you. >> All right. I think we encourage everybody to email Mr. Smith when they have questions. Um all those in favor? >> I I >> Any opposed?

082Motion passes five to zero. Can I have a motion to approve the minutes of the June 9th, 2025 board meeting? >> So moved. >> Motion by Mr. Wilson. >> Second by Dr. Ghoul. Any discussion? >> Yes. I'm going to just abstain just because I wasn't here for that meeting. >> Oh, okay. All right. >> We really had it. >> We had it. >> I believe you. >> All right. All those in favor? >> I. >> Any opposed? Motion passes four to zero with one abstension. Uh, can I have a motion to approve shorten school day, school week? >> So move. >> Motion by Mr. Wilson. >> Second by Miss McCallen. Any discussion? >> I just would like to note for the audience, this is not like for everyone. This is a specific circumstance. Just so

083people don't hear that and get concerned. So, well, I kind of got excited. I was like, let me look at this a little bit closer. Um, but no. >> All those in favor? >> Any opposed? >> Motion passes five to zero. Uh, can I have a motion to approve the written meal charge policy second reading? >> So move. >> Motion by Mr. Wilson. >> Second by Miss Macauen. >> Discussion. We have >> I don't think Courtney's here. >> Okay. Can pull it up. Pull it up. Read it. Okay, that's okay. Let's see. So, I will read the updated version 07.1 charges. All parents shall be provided the written meal charge policy at the beginning of each school year or upon enrollment in the district for students transferring in midyear. In addition, parents shall be advised

084of the available payment systems and meal prices. The written meal charge policy shall be distributed to all school level staff, including school nutrition employees involved in policy enforcement. No student will be denied a regular reimburseable meal due to insufficient funds. All students will receive the same meal regardless of their payment status. Students will be allowed 10 school days to acrue a negative balance on their meal account. Parents and guard parents or guardians will receive parent square notifications via email, phone call, and text when balances are negative. The district will offer flexible payment options, including online payments, payment plans, and assistance applying for free or reduced priced meals. School staff will work proactively with families to address the underlying cause of unpaid meal charges. This may include providing information about the free and reduced price meal

085program, connecting families with community resources that can provide financial assistance. The district will explore options for covering unpaid meal charges such as seeking grants, accepting donations, or allocating district funds. The district will make reasonable efforts to collect unpaid meal charges, but the primary focus will be ensuring students have access to nutritious meals. Debt collection efforts will be conducted respectfully and discreetly in accordance with applicable laws and regulations. All right. Any discussion on that? All right. All those in favor? >> I. >> Any opposed? >> Motion passes 5 to zero. >> Can I have a motion to approve special education policy and procedure update? Second. Motion by Mr. Wilson. >> Second by Miss McCallen. Grab this one, too. >> You already have it up. Is this >> Josh? Are you pulling it up? >> Yeah, that'd

086be great. Yeah. >> Well, I I wasn't sure if it was just the changes on here, >> the highlighted portion, or the entirety of the >> section. >> Can you hit the mic? Yeah. In this section, there's something called prior written notice. And um that includes conference summary minutes. Will you get prior written notice of those minutes after the ark? Because you can't give those prior to the ark. And with that, um we needed to address this. So it's not a legal issue because the way it was worded, we hadn't addressed it in a long time. And it made it read like they were to get something prior to that conference summary. But you can't have that unless you hold the heart meeting. So there's a lot of verbiage that goes into it. Um but

087that is what it essentially comes down to. >> Yeah. >> Okay. >> Any other questions? >> Any questions on that? >> Did I read that it changed something changed something about the way information could be delivered as well? >> So um it clarifies that between email um snail mail or um talking to the parent in person. So clarifies that as well. Is that the parents choice or guardians choice or how does the district decide? though you have multiple it is it is really well they can have a preference but um we are just required to provide let me give you an example um prior written notice of an art scheduling a meeting okay that we do um in two different formats at least here you're required at least um to do it in writing but

088then I also have them to do an additional step in either email or call and usually it's all three Um, and by the time it's done and said and done, there there's four contacts with the parent to schedule that meeting. So, that's one example. Um, and then with the actual paperwork after the meeting, that's what it's really referring to. And sometimes parents prefer snail mail. Sometimes they prefer email. Um, so they can have it in their records and if they request that we do that or they re prefer us to hand it in a packet to their student because they don't have access to those things. So, just different preferences. But um yeah, that's what it refers to. >> Does does it require and sorry um higher ed minded and furpa and all the things,

089right? Okay. >> So if you email it to the parent, is there some sort of notification or release that they have to sign off on to be able to have electronic communication? >> There is not because it's an internal from from our system to their direct um email that they have linked in infinite campus. So if they request it, then that's what we do through that email. We don't get any other random email. They do not. >> Awesome. >> Thank you so much. Yep. You're welcome. >> All right. All those in favor? >> I. >> Any opposed? Motion passes 5 to zero. >> Can I have a motion to approve KSBA annual policy and procedures update second reading? >> So move. >> All right. >> Second. >> Motion by Mr. Wilson, second by Miss McCallen.

090>> Dr. Ray Burns. Heading up this way. So this Good evening board. Um today we are reading our second second reading of our policy updates that are presented to us from the Kentucky school school board um association. Uh we have um already approved the main one which was the traceable communication. That one's already in in effect and we've already passed that one with the comma. That was not ours but that we did make that notation. And so tonight's um policies that you're going to see are quite long as they always are. And so I'm going to give you some highlights just so you are aware of those um highlights. So one of the main ones that we have on our to-do list this year is that every school day is required to start with a

091moment of silence. The moment of silence is to be one minute long, no longer than 2 minutes. Cannot be interrupted by a teacher or anybody else. It has to be complete silence from the beginning of the It has to happen right at the very beginning of the day and happens after the pledge of allegiance or whenever but it has to happen at the beginning of the day. So that is the one that is going to be implemented at the very beginning of the school day. The other one that we have >> Can I ask a quick question? What is the moment of silence for? >> It's required by law that >> Oh, just it's meant for >> it's meant for time of reflection. >> Reflection. Yeah. I thought it was just a random moment of

092silence to honor something. I was like, "Okay." >> Yeah. It's however the student wants to partake in that moment of silence, they're just not allowed to talk for that whole minute. >> Okay. Thank you. >> Um and it cannot exceed 2 minutes of time. The other one that is on here is the fact that uh and we already implement this, the requirement that students are no longer allowed to use their cell phones during the day unless the teacher has given them explicit instruction to um to allow that. So both our middle school and high school students already have that in place where we do not allow the middle school has to place them in their lockers, the high school has the lockers. that is during instruction time and that instruction um if it is pertaining

093to the actual instruction for the class the teacher can allow it uh to happen. The other thing is we are no longer allowed to allow for social media to occur on any school device that a student accesses. So in the past we allowed social media to happen after the hours of 3:30 when the school day was over. Now, we're no longer allowed to access that at all. Again, unless the teacher has given permission to allow that. Um, the there are some curriculum updates that are there, but they're not major ones. Um, you will notice that there is a a civics requirement, which I believe is still in here. I believe we already take care of that one, so we don't have to worry about that. Um the other one that we have to update or

094to note is we have to have a policy in place which the high school already does related to the placement of advanced placement um courses and offerings and have policies in place for that which we have. We just have to make sure that they are meeting the correct wordage for the policy. Um there is one related to um training specific to our C which is our certified evaluation plan not the community eligibility program um to get those two confused where teachers are no longer on a three-year summitive cycle they are now on a 5-year summitive cycle. So our C's already been updated and approved. Right Susan? >> That's correct. >> Yeah. So, we have already updated that one to reflect that five-year rotation instead of a three-year rotation for tenur staff members. Um, also the

095uh safe schools training has now allowed us to limit or reduce the amount for certified staff members of the amount of requirements that we're supposed to give uh to a four-year cycle. So, we don't have to have all those safe school trainings that are required every year. you get it the first year and then every four years there's a rotation that you have to go through um to get all those trainings. There are some that are required every year like suicide prevention training and some other ones but the you know bloodborne pathogens and all that stuff like we don't have to do that on a regular basis. Um there are some related to the medical one and I don't know where we ended on that one. Dr. Jones do you remember? Um because that one

096was still up in the air last I heard. >> Um it was going to >> we were going to um adopt as it was written. >> Adopt as written. >> Yeah. >> By KSBA. >> Um and so that one is in here as well. Uh also forgot to mention that we are now allowed to accept um signatures electronically. Um the the schoolboard policy finally is updated with the law that's been in place for many many many many years. Um and then the let's see am I missing any attorney? Am I missing any that you can think of that >> no substantive policies? >> A lot of the other stuff was minor things that have updated like where do I go find the can check? You know we've already we already do that. They just specifically

097worded it to go to the website. some things change from the district to the school um or from the school to the district. Again, those were not major ones. Um the oh uh the paternal leave, >> that one has to be in place by 2030. We already have that in place for 25 years. We will be working with um to in Did we include that one? Huh? >> Okay. So by 2030 we have to have 30 days. We currently have 25 um and that's for maternity leave and that's for actual maternity leave that is related to birth of a child to get the 30 days. So we will be revisiting that our policy that we currently have in place with just 25 days for paternity leave paternity leave um and updating that policy to reflect

098that in the future that is not represented. And here we just had to say by 2020 by 2030 we will have this in place. That's that's correct. >> Okay. Um and then uh just in our near future, we will have to probably adjust uh our sick day sick leave um because it is re anything that is over 12 days. The district is responsible for paying out at retirement and in the past that has been done by KRS. Now the district is going to take on that after the 12 days. So for for your reference, a few years ago, we rolled in our emergency days into sick days. So everybody has uh less more than the 12 days I believe. >> Um so like you can see on the screen here, the sick leave policy is

09913, 14, 15 depending on the day. Um and so we will have to revisit that probably next year, but as written this year, so if somebody was to retire, we would have to incur that one day, two day, or three-day cost at retirement for June 30th. Uh, let's see. Just go through here. We talked about that one. >> Is your sick leave >> here? >> Um, there is. Oh, yes. The disposable uh disposal of school property, which is on the agenda for later, um, does refer to real property. Uh so that is our second reading related to that one. Um beforehand we just talked about school property but it also is now referring to specific real property. So tangible real property that we have. Um and it just updates that um this is in proper

100like gives us procedures for how to uh mark a property for disposal through surplus. Um again it doesn't change anything. I think it just clarifies some language on there. And then that's so this one is the advanced course placement. So like I said, we have that policy in place like we have those practices I should say, but this is now putting the policy in place. We will be making sure that the high school has all of the correct wording and the correct um policy to match this policy at the high school level. And we have until December 1st, 2025 to make sure that's in place. >> Can I ask a question about that? And I I've read that bill, but I can't remember the wording of it. Um, does that incorporate the middle school too

101or is it just because I know it talked about AP and that sort of thing, but when we think about those specific classes that students have to So, if you think about the specific classes like Spanish or leadership or peer tutoring or something like that that students have to get this sign off on their parent for on their card, their scheduling card every year, is that incorporated into the policy? See, >> uh if it is related to I have not I'll be honest with you. Um >> Mr. Asher stepped out, but it is >> uh it is it does say school work. So if it is related to that, the school would be in um we will be working with the schools to make sure it is in place. >> Um so >> at the

102middle school as well. >> Yeah. Well, I think about Spanish in particular because Spanish can go over to a high school credit for the middle school and it has to be signed off on to be able to take Spanish. I believe I know that the leadership peer tutoring and um there's one more. There's like three at the bottom that you have to sign off on um their card and you have to sign off on their scheduling card as parents, which >> I'm not super mad at, but I'm just saying I wonder if that because that could be a barrier for students who maybe cannot obtain their signature from their caregiver guardian for whatever reason. So, got to think from everybody's lens, not just our own. >> Um so, I do wonder about that for our

103middle school policy there, how that's worded for them. Um, so it's just a question I have. >> We will work with the middle school to make sure that they're in compliance with this policy after approval >> after the Yeah. Again, we have until December 1st, so it's not something that we have to do right away, but we will work with the middle school team to make sure that and it does look like it's from 4 to 12, especially with the GT side of it. So >> and that's the other thing that I'm asking about too and concerned about from and this may be a broader conversation but the offering of GT programs is that I mean I know I'm not talking about gate I'm talking about like leadership programs in in the elementary schools is

104that something that we have to look at revising policy for to make sure we're compliant with the new bill that just passed. >> We'll we'll take a look. I promise. Um, I have a quick question. So, is this just for AP honors or are you including dual credit classes as well in this? >> This uh pertains to any advanced placement classes. >> Okay. >> Uh, well, I should say honors classes. If we had IB, it would be an IP IB class, which we don't offer IB, but um, it would be any class that's an honors level or higher class. >> All right. >> I had another question about the moment of silence, Bill. Do you mean ask that now or do you mean wait? Um, so when you say that it's noninterruptible, what happens if

105somebody interrupts the moment of silence? What is the recourse for that for like I I guess I'm looking forward to if not so much a teacher, but say a student I feel like the teacher is pretty straightforward, but if a student for whatever reason interrupts the moment of silence, do they have to repeat the moment of silence? Do they are we going to get in trouble from the board perspective in that it's like not offering them an opportunity to have that complete moment of I just see this as being potentially convoluted along the way if you know if we have a child that say they scream you know during the kids will be kids right so you can't control every child in that setting all the time so I just was wondering what that looks

106like for us >> uh that would fall under the student code of conduct and we would follow the procedures related to student code of conduct with disruption to the environment, the educational environment. So, we'll follow those procedures as written in our student code of conduct. >> Is that in the new policy or does it matter? >> It just says that we have to have an uninterrupted. It doesn't specify any reprimand for it. >> Basically, offer it. We have to honor it. We have to offer >> Well, and I guess that's my question. If if something happens and it's not, it gets messed up in some way. What do do we do doover of that moment of silence? Like, what happens so we don't have this major recourse? Because I also think about, you know, kids

107get in trouble when they are impulsive or maybe can't control verbal um stmming or something of that nature and so they say something or do something. You know, we have lots of kids that have verbal ticks. Um what happens to them? Because I don't feel like that should be a punishable offense if they cannot >> Yeah, I don't think we're a punitive district. I think we handle our individuals. >> No, I didn't mean it like that. Please don't take it that way. I just I didn't know from the purpose of the bill since it explicitly states this interrupted moment of silence what we need to do about it because >> it doesn't specify any anything like you have to restart the moment of silence or anything like that. It just says you have to provide

108them with one minute of >> and I think of that speaks to your school leadership. That's really saying that the school leadership >> must provide that opportunity. And so if that's interrupted by a student, that sort of thing, >> it was provided. But we know that things like that happens and for those who have disabilities, that sort of thing, certainly, you know, we would not >> penalize a student for that. >> That sounds wonderful. I'm just trying to forward think and disrupt any kind of what could happen. >> So, >> any other questions on Did you have any others to present or was that the last one? Any other questions? >> I just have a quick question. Um, were there any updates that KSBA recommended that we did not include in our policy updates? >>

109We have taken all the recommendations. >> Okay. And >> as written as well. >> Okay. I was just that was the second part. Did we change anything? So, all the KSBA recommendations that were made to ensure that we're in compliance with state and federal law um have been included in our policy updates. And that's what we're voting on for our second reading tonight. >> Correct. I guess I should say that we did make that one policy with the comma that was amended, but it was only amended because of a comma. >> And the parental leave policy that was recommended has not been fully adopted yet because it's not required under the new under the new Kentucky law. That's the one he mentioned. We have until 2030. Yes. >> 2028 to implement. >> Yeah. >> And

110then, sorry, I have another question, but this is not about something that was discussed here. This I think this was discussed the last board meeting. I just wasn't present for that. Um, so for the mandate that was put in place for the permission to speak to school members, st subs, um, staff members, coaches, does that can you fill that form out at any time or is there a specific timeline that you can fill that form out and then you have to wait for the next school year to start? >> The timeline for the Senate Bill 181 traceable communication policy that we have in place is >> prior to the communications. So it can happen at any time any day. Has to happen has to be signed and approved which is just they both parties have

111assigned and agreed to it prior to any communication and it can be revoked at any time. There is no grace period of time. So it can happen at any point in the school year. >> And then do you have to refill that form out every school year? >> We did not put an expiration date on it. So if the parent puts an expiration date on there, we follow their guidance, but it is open until the law is hopefully changed. >> Okay. Thank you so much. All right. >> I want to clarify just because my anxiety is going to get to me that I did not mean that our our schools are punishing like I just wanted to make sure I headed off any kind of concerns that may trickle down eventually if something happened. So

112that's why I was asking that. >> All right. All those in favor? >> I. >> Any opposed? Motion passes 5 to zero. Can I have a motion to approve the district volunteer handbook? >> So move. >> Motion by Mr. Wilson. >> Second. Second by Miss Macauen. Any discussion? >> I will say I double check to the Senate bill stuff is all in there. Senate Bill 181. Um I think we've all heard a lot about that. I would say just reinforce, call your reps because hopefully they will change the bill and amend it and the more that they can hear from the general public, the better off that they will be and they'll be able to be better informed when they advocate for policy change. The other thing that I want to say about that too

113is that for those of you who have filled out the form for communication, make sure this is just kind of like a general statement for whoever's listening. Make sure that if you are the parent or guardian that you sign off on it, too, because it's not completed until that gets signed off on. So, um, and please reach out to your to your people if you have any questions. So, >> very good call out. Anybody else? All right. All those in favor? >> I >> Any opposed? Motion passes. 5 to zero. Can I have a motion to approve the effectiveness standards for Kentucky school superintendent? >> So move. >> Motion by Mr. Wilson. >> Second by Miss Macauen. Discussion. Dr. Jones. >> They are in a pilot. We we are supposed to watch this video briefly.

114Um, so let's let's watch the video and then I'll >> congratulations on the selection of your new superintendent. I'm Rhonda Caldwell, the chief executive officer of the Kentucky Association of School Administrators or KASA, the association charged with leading the executive leadership series for onboarding new superintendent in Kentucky. In today's educational landscape, the role of a school superintendent is not just pivotal, it is extraordinary. Superintendent are key players in shaping the success of every student's educational journey. While the role is complex and challenging, it is also incredibly rewarding. Working in partnership with the Kentucky Department of Education, our job at KASA is to support your new superintendent every step of the way during this important transition. Our mission is clear to guide, support, and encourage your new leader throughout the first year. This is accomplished through

115a comprehensive boots on the ground team to walk along alongside your new leader every day. The team is comprised of an executive coach, an experienced superintendent mentor, a school board member liaison, and other key staff members. In addition, a team of respected faculty members delivers vital content in a just in time approach. We cover essential areas such as school law, policy, finance, human resources, communications, ethics, and leadership. All tailored to the unique needs of your school district. All team members work in concert to ensure a smooth and successful transition by walking alongside your new leader every day. Whether through virtual sessions or in-person workshops, our program is grounded in the five superintendent effectiveness standards. Plus, it's a vital component for superintendent to retain their certificate in the state of Kentucky. Today you are receiving a

116board packet that includes a comprehensive program guide for both your new superintendent and you as a board of education. This guide, also available in digital format, provides an overview of the program along with training dates, roles within the onboarding team, the curriculum, and details about your superintendent individualized learning plan for the year. Also included in the packet is a resolution clarifying the five effectiveness standards for evaluating your superintendent this year. We kindly ask that you adopt this resolution signifying our partnership in this journey. And remember KASA and our dedicated team are here to support both your new leader and you as a school board. Together we can make a significant impact on the educational experience of our students. Thank you for your commitment to excellence in education. [Music] So these five standards um of course

117will be the standards that you will use as a board to evaluate me. um I will um create with you along with you and your input a professional growth plan um specific to the needs that that we really feel like um are critical for this school year. And then I'll also um complete a capstone project and that will be part of the work as well. Um Dr. Dr. Fred Carter will be my executive coach. Um, and he is an incredible professional retired superintendent. Um, he has a wealth of knowledge and um, so he's going to be working with us, working with me specifically and working with you as a board. And then Mr. um, Brickler is going to also be the um, liaison as well. So um based on the feedback um uh that you

118have recommended in rounding sessions and also from the individuals that I've been rounding with, I really believe that standard one strategic leadership as well as probably um standard five operational leadership specifically to budget will be the two areas that um I'll pursue for my professional growth plan if that's okay with you. That's great. >> Thank you. >> Do you need a motion to it about the resolution? Didn't she say something about that? Okay. >> We did already do that. >> Yes. >> Okay. Soon as you tell me what we need, Mr. Chairman, >> we did. >> I'll do it. >> Well, I we did we did the motion in the second on >> We did >> on the effectiveness standards >> adopting those. You'll just adopt those standards first. >> So, that's included. Gotcha. Okay.

119>> Okay. >> All those in favor? I >> I >> Any opposed? Motion passes 5 to zero. >> Can I have a motion to approve salary schedule modification? >> So move. >> Motion by Mr. Wilson. >> Second by M. Macauan. Any discussion? >> All those in favor? >> I. >> Any opposed? >> Motion passes 5 to zero. >> Can I have a motion to approve declaration of 330 Pisca Pike as surplus property? So move. >> Motion by Mr. Wilson. I will second and open it for discussion. >> I have no discussion but I just want to clarify this is the old board of education building. Correct. >> Correct. >> And how much can we discuss here without because previously we've had to go into executive session. So I just want to be careful that I

120in discussion don't say something that is not permissible. I think the current motion is only to cons is to we can't talk about monetary details or details of proposed deal. So we can talk about just identifying or marking it a surplus for the present motion. >> And by doing this it allows us to move forward on those other issues you just discussed. >> Correct. Further issues can be added to the to the agenda for future meetings. This is simply the the marking designating process first. >> The beginning point. >> Yes. >> Yeah, that's correct. >> Have we had to do this before, Mr. Wilson or Miss Springgate? You all might remember. Just not since I've been on the board, obviously. >> I don't think so. >> No. I think in the past how we've handled

121um property is that we've had an executive session so that we could kind of have discussions. Um and so yeah, I was kind of surprised to see it done this way. Um to be honest, um I do think that uh before the board um just philosophically I believe that before the board decides to sell um any property that belongs to the public, there should be at a minimum at least um an opportunity for for the public to kind of be made aware there to be discussions for the public to be invited in. Um um those sorts of things. Um so again, I was just kind of surprised to see this on the agenda um in this way. >> Yeah. And again, this is just to signify a surplus property. Any additional details and conversations would

122be an executive session. And I do agree that we should get public feedback on this as well. This is just really just to start that. >> All right. >> So, it does nothing but move it into further conversation areas. Correct. >> Correct. >> Okay. So, we can do this public. So, just so I'm clear, public can still offer their feedback, so on so forth. It's not an end all be all, >> right? >> Okay. I I do think that we don't have to declare it surplus property to have those discussions either. So, I'm not really sure why we would do it except for the fact that we want to declare it surplus property and then have the first step to clearing the way to selling it. Um, and so again, I just think it's not

123really following I I just don't think it's a good way to kind of begin a process that could be something that the community would want to have input on. Um, are you going to share about 702 K? >> Yeah, just just to explain this a little bit further. Uh, I'd reached out to KDE about what the process is. Let's make sure we have everything lined out exactly what. And so this just basically so there's a lot of paperwork that I have to do with KDE to go through getting their blessing before we you know before we can do anything they have to bless it first. And so this just allows me to get all the documentations the BG documents that they require to give their blessing and then you guys can have any conversation that

124you need to have at that. It's really a formality is really what it boils down to. And also, I believe since the last time this was done, there have been changes to the law that require property to be marked as eligible for surplus that the statute there were some discussions prior to adding this to the docket. Um, but it relates to 702 KR4 um 090 correct which has changed the process which is why this is required to be the initial step before further conversations and discussions can be had. >> Right. certainly does not require the district to move forward with any property that's been marked as surplus. It just allows the opportunity for the district to to move forward with that process if it later decides to do so. >> Correct. >> Can you mark

125it unsurplus? I'm just asking for instance if like if you decide you want to surplus it and then after all these after further discussions in executive session, I'm just wondering is it something that can go back as well? >> Um to be honest, I I'd have to check. I don't think the statute addresses that, but I imagine there could be a vote to revoke the surplus designation, but would be happy to look into that if uh the board would like. >> Thank you. >> But either way, we can't do anything until we move it into surplus, >> right? That's a new legal requirement just to even have the conversations further past this point. So, >> yeah. >> And I'll just say I've had some individuals reach out to me, but it wouldn't be appropriate to

126talk about it here. I will save that for executive session. So, I didn't want anybody to think that I'm disregarding feedback that I've received. >> All right. All right. All those in favor? >> I. >> Any opposed? >> Nay. >> Motion passes. Four to one. >> You have the consent agenda item moved earlier. >> Yes. So, can I have a motion to approve emergency sub certificate? >> So, move. >> Motion by Mr. Wilson. >> Second. Second by Miss McCallen and discussion and alternative view. Dr. Gold. >> So I had a question um because of the emergency the the document mentioned 64 college credit hours. Correct. >> The emergency if I looked it up correctly and I'm I'm looking at the education folks to help me. Um so I looked it up and it says with

127the emergency that is they cannot serve in that role for more than 20 consecutive days. Correct. Is that right with emergency subs? Um that is my understanding. Yes. >> Is that right? >> With Mr. Wells not here. I >> That's right. >> Don't look at me, Dr. Bill. >> But I do have a statement from him. So >> Okay. >> Yes. >> So my question, the reason why I'm bringing this up and the concern that I have is that I know personally at Huntertown and I'm sure across the district there's there's several teachers that are have maternity leave that's coming up and and that happens every year. will have a teacher. Um, that's not statistics, but I'm just guessing every year there's probably some sort of chance that somebody may have an extended FMLA approved

128absence. So, my concern is with the approval of the emergency sub. I just wanted to make sure that that's not who we would be having to teach for an extended period of time. Even I feel like 20 days is is quite a while for a curricular activity to be provided in that instructional instructional manner without a certified sub um a fully certified sub, right? And so that's my concern. like I can see it for like a day or two, but in an extended period of time, I would prefer to see long-term subs be certified, not emergency certified. >> It would be my expectation that those individuals not be placed in those settings and only be used truly in emergency situation for short term. And we do monitor, >> we are supposed to monitor that, but

129I will make sure that we do monitor that. >> Thank you. I appreciate that. That that eases my mind. I just wanted to make sure cuz when I spread that I did a little research like I said so I knew it kind of about it. >> It absolutely is. >> Can I ask a quick question? So coming from like a students um point of view with that. So what's the qualifications between an emergency even for people at home watching? What's the difference between an emergency sub and the actual qualifications that a real not a real sub but a qualified certified qualified sub has to go through. >> I wish Mr. Wells were here. >> Um, so my un it's my understanding and I I am not like I'm not an expert like Mr. as well

130in terms of, you know, human resources, but um emergency subs are only used in critical shortage areas typically. And um we they look at instead of um they can lower at different points during like COVID, we were able to lower um the requirements for individuals who could apply to be subs. Um, but in terms of placing subs, um, we certainly still want to use those qualified most qualified individuals first. But if you're in a a critical shortage area, there are times in emergency situations. This gives us kind of a blanket statement so that if we're in that situation, we could use that, but it would absolutely be our last. >> Thank you. >> Choice. >> And that's a great question. I do have it pulled up what I looked at earlier um which was on

131the KDE website um posted for July 2024. But one of the concerns that I did have is because I know that there has been conversation about not having a certified sub for a longer term absence before and it just makes me concerned on top of this having an emergency certified sub what that all kind of >> compounds to. So, and so a certified sub does have a teaching degree. And then, um, an emergency sub does not have a teaching degree. >> Seems like two years of college, 64 credit hours. >> The policy mentioned 64 credit hours specifically. >> I was just asking because I didn't know if like a random >> student could just come and be like, "Hey, I want to sub for 20 days." >> No, there are. But that is a great

132question for asking those questions >> just because like if you have like a 21-year-old college student coming in trying to teach your AP course, >> right? >> Sometimes parents can, >> you know, but but often times, Dr. Gold, it's not a question of >> picking between a certified and an emergency. It's picking between an emergency and having the principles teach or having >> doubling classes up. I think it's it's kind of a it's a safeguard just to be sure that we can have somebody right >> and I understand that and without going into too much detail there's been some >> I I'm trying to think of what was privileged over here and I don't want to cross that boundary I'm trying to say not not too much about that in particular but um I just

133want to make sure that they're for again emergency situations when it's short term that I'm not talking about that at all I'm talking about in the classroom for an extended period of time, 10, 12 weeks, even 8 weeks, even four weeks. I think especially in situations like you're talking about with AP classes, and certain classes, um that's just a really long time to have someone who's not certified in there teaching our kiddos. And I get there's a we don't want classes combined, last resort kind of thing. But >> um when we are facing a shortage to begin with, I think we have to be mindful of >> policies that we pass that allow us to have that wiggle room to be able to say, "Oh, we'll just put this person here because that's that's >>

134the easiest >> route to go." >> Dr. Jones's pledge that won't happen. >> And I appreciate that very very much. But that was my where my >> Absolutely. Sure. But thank you for clarifying my question because I feel like even sometimes parents like to talk because if you know that they're paying this money but even kids in dual credit classes like even though that the colleges pay for e if you take more than one dual credit class it comes out of your parents pocket >> to pay for the class. So I think sometimes parents get concerned when they don't understand why an emergency sub has been put in place. >> So it just kind of clarifies for parents so they understand. And to piggyback on that, the other concerning thing is that, you know, some

135of those GPA from those those credit classes will go toward your college GPA. You don't necessarily start off at zero for every single time. So, it is it is a factor that is very >> they're make or breaks. They're make or breaks. >> Yeah. Yes. Absolutely for sharing that. >> All right. All those in favor? I >> I >> Any opposed? Motion passes five to zero. Um, next we have discussion items. The first one is the volunteer systems updates. >> Dr. Raburn. >> He's on his way. [Music] All right. So, this is just for general discussion. There has been some questions related to Senate Bill 181 and it's the story of our lives right now. So, Senate Bill 181 requires that volunteers still they follow under this law as well. So any volunteer that goes

136outside of the traceable communication is now if they are found to go outside of it then they are no longer allowed to be a volunteer for our school district anymore. So we have been getting a lot of questions well I don't want to volunteer but can I still come into the schools? And so what we want to make sure that we're clear on is that just because you're not a volunteer doesn't mean you cannot participate in our schools and be an active part of our community. Um, and so what we've kind of developed is just a little document that has kind of laid out the difference between a school visitor and a school volunteer and how they how they overlap and how they are a little bit different. So I've taken the document, I'll share

137the document with you as well, but this will also appear on our traceable communication page for everyone so that they can see that. And then we're also going to be implementing a I would like to be removed from the volunteer list um as well so that anybody that doesn't want to be under this law will fill out a form, sign it, and then we will remove them from the volunteer list. Again, that doesn't prevent them from participating and being in our schools. It does prevent them from things like going on field trips and being around students for a long period of time. So, I've just got this uh quick little slideshow presentation that we're going to go through. Um, and so the difference between a school visitor and a school volunteer, uh, school visitor, you

138know, it's brief. They're not there over a long period of time. They're not participating in things like watchd dogs or the mom's group. I forget what their name is, but um, watchd dogs program. They're not participating in those type of things where they're actively in the schools, helping the teachers, seeing the students, visiting with the students, making connections with students. Um, they're more in attendance for things like parent teacher conferences, 504 meetings, IEP meetings, those are school volunteers, attending assemblies, attending plays, anything that happens during the school day. Um, dropping off or picking up their student that's still a school volunteer or visitor, and they could also be guest speakers. So, um, just so you're aware, every visitor that enters our building goes through a quick sex offender background check. Um, so we are checking

139to make sure that they are not a registered sex offender before they enter in the building. They have to have an ID or some form of identification, passports or other ways to enter our school building. So they can't cross into the secure vestibules that we have in all of our buildings without some type of identification and they go through the checkmate system which does do a background check on every single one. Now, it's not as intense of a background check like we would do for our um our central registry check, which is the can check for child abuse and neglect or fingerprinting or um any of those other ones. So, the difference between a visitor and volunteer is a volunteer is going more regularly into the classroom. They're helping teachers chapurning field trips or school

140events. They're participating with the band and they're a band parent or they're a team mom and they're participating during the day in the schools. um and or they're even coaching or l leading a club, some type of thing that requires them to visit over and over again. That would be what we would classify as a volunteer. Again, there are more definitions, but this is just kind of the overview here. So, real quick, visitors brief, volunteers more long-term uh over extended period of time. They have visitors normally have minimal or no direct contact with students and volunteers have more direct and they're assisting teachers with task with students. Um, and then like I said, we we don't do a background check, but that's not saying that the superintendent designate could not require a background check to

141be done on a school visitor prior to them entering the campus if they were concerned. Uh, and um there is a requirement for school volunteers. Sometimes we go a little bit deeper with fingerprinting if they're a volunteer coach. Um we treat them just like an employee for the school district. So just so you know like there is a difference between the two, but we really want to make sure that just because you say I don't want to be a volunteers because I don't want to have to worry about this traceful communication doesn't mean you are no longer allowed in our buildings. We want the community in our buildings. We want them participating. We want them being a part of the Woodford Winds community uh which is the community program that we have in our district.

142We want them to participate. Um, but we also have to follow the law. And so, uh, in a in the coming days, there will be something on the website related to removing yourself from the vis background check or from the visitor volunteer check. Um, and just so you Mr. Ferris did approve all of this. We did send all of this to him prior to that the document as well. >> And I was wanted to mention it may be useful. Are we planning to retain the statistics of parents or other individuals who choose to remove themselves from the volunteer list? Might be useful data for >> I mean yeah >> talk to somebody about it >> conversations with with the legislators that might be useful. >> Um and just so you know we've had five or

143six already since we adopted the policy. So, um >> I think this will help clear it up, too, though, because I think a lot of people were scared. Oh, I can't come to Career Day. I can't go to Sunrise Readers. I can't, you know, go to the Dr. Seuss reading in the morning, you know, once a year. And so, that would those real types of occurrences would be visitor, right? So, you can still do all of that >> um and still be a part of this without technically being a volunteer. >> Yeah. You just wouldn't be attending field trips and stuff like that. you would have to go on a back because you're there for a longer period of time like a school event that's lasting an hour could classify as a visitor for grandparents

144day coming in for lunches you know those type of things while we would love to say we would love to have all of them background checked >> that means that you're a volunteer and then now you fall under this law so we're trying to just >> promote still coming into our schools but also saying we recognize that you have to follow this law if you're going to be a volunteer >> what about field day. Where does that fall? >> Uh field day would be something we'll come back to >> because that's an extended period. I mean, usually >> Yeah, but it's a one day event. >> Make sure you're also I mean, kids are there, teachers are typically there with them, you know, but it's >> Let me get back to you on that question.

145>> So, that's that that would be a question. >> We're still like months away from field day, which is nice to have. And hopefully in January things change related to that too so we don't have to worry about field day. But >> or classroom parties because it like I was looking at the volunteer form and it sounded like classroom parties were more volunteer versus unc but that when you're talking about Dr. Seuss day and sunrise readings and stuff like that that's more brief which could be equated to a classroom party. So like I wonder if there's like a time frame like if you're going to be in the building for more than x number of hours or x number of time like an hour you're you may be passing through as a as a visitor

146but if you're going to be there for and I'm just making this up it doesn't have to be this but you know like that may be the distinguish >> well and I think you just have to be careful too and just make sure that all parents know if you are going to go on your kindergarten zoo trip and be you know chaperoning then you have to get this even though that's just one time that you might volunteer and be in the school. So, I just think we want to be really careful so people aren't, you know, not allowed to go do things that they think they can because they've opted out and and don't want to be considered a volunteer. And obviously, um it looks like you're doing um a lot of work upfront to

147communicate and to be very clear, but I do think that uh it just needs to be said if you think you want to go on a kindergarten field trip as a chaperone, you are going to have to get the check. If you think you are going to want to go and um you know be at field day with you know a group of three kids you have to get the check even if you just go once. >> Yeah we'll have to get further clarification let us have conversation around field day but specifically for chaproning field trips that is mentioned in our documentation that that does constitute a volunteer. >> I have a quick question. So maybe you already said this, but I'm just clarifying the the slideshow, the information on the slideshow, will that be

148put on the Woodford County Public Schools page for parents to read and understand >> what the difference? >> So after this conversation today, we will be posting it on to our trade school communication page, which is right on the homepage of the district website. >> Okay. So parents will be able to differentiate. Okay. Thank you. >> We just are trying to say like we recognize that this law has complications that were not intended. Um, but there is a good intent behind this law and I think it needs some revisions and we'll get there. But for right now, we have to live within the law and the law says this. So, we want you to still be a part of our community. We want you still in our buildings. We want you with our students as

149much as possible, but we also recognize that traceable communication is what traceable communication is. >> Thank you. I do have a follow-up question and this is like I don't know this is this perplexes me in a lot of ways. So like I felt like when I was watching the slideshow I was incredibly clear about it but now when I'm looking at the conversation that we're just having and the things that we're adding to it it seems a little bit more muddled for me again. So I just wanted to ask a follow-up because it talks about volunteer volunteering typically involves a more regular and ongoing commitment which could be for several hours a day, multiple days a week or over an extended period of time. Um, so it sounds like if you are not planning on

150coming in there just for like one event, you really need to have a volunteer like a background check. I mean, this is ongoing. >> I'm going to be honest with you, Dr. Cool. We want to have as many background check people as possible around our students. >> Yeah. >> Um, so it's not like we're saying we're going away from that idea there. Uh, but you know, we if you're coming in for an activity and it's a one-time done deal, like we want to give you the ability to say like, "Yes, we're going to get rid of the volunteer status, but I'm still going to be able to come in because we do offer the sex offender check." You know, if they're on a legal thing that they can't have contact with a kid, like they're

151not allowed in the building type of thing. We do have these restrictions in place to prevent those things. So, we're we're trying to walk the line, but also allow community to come in, too. Um, and this this isn't that that direct quote is actually in the presentation there. >> Okay. >> Um, I just didn't cover it. >> No, no, no. You you're totally fine. I think that this is this is good, too. Um, but the I guess like some things seem to be really easy to track with that like with the grandparents day and I don't want to b you know keep us here even later but the the grandparents day like some things like that or an an assembly or a award ceremony those all things seem very clear but it's the duration of

152time and the consistency of attendance that I feel like muddies it a little bit. The other thing that I wanted to ask was about our student volunteers who are coming over from the high school into the elementary school programs. They are not considered a volunteer under this law. Correct. >> Correct. >> Okay. Just wanted to double check cuz >> studentto student communication is okay. >> Is okay. >> Yeah. >> Okay. >> Uh to some degree. >> I have to say this. If they are a student worker, >> that's right. >> They do fall under this law. So we have to really think about how we are using our student workers which does impact my department a lot because I I have student workers I have student workers for have had them for the last two

153and a half years >> co-op and that sort of thing. >> I've had to have conversations with them like if you're going to communicate like you have to have this communication because you're now breaking the law because you're considered a classified stu classified employee. >> So okay sorry I keep asking you a lot of questions. Um, so for me, for the high school, for seniors, they offer a community service >> um, option. So you could go to the middle school or you can go to elementary school and it be almost a student aid for a teacher. Would that qualify one of us under that? And would we be classified almost as a volunteer since we are aiding the teachers for hours for days and days and days? >> No, you're still a student. >> Would

154it? >> The only difference is a student worker is paid by the district as a classified employee. So, they're actually an employee of the district. You going and doing community service at a school for a community or work-based learning class that is not paying you. You're not receiving any funding from the district does not qualify under this law. >> Thank you so much. >> Thank you. >> And just one more clarification. I promise. If you were if you were a volunteer for like a school event like any kind of sports event where you have to work the concessions or whatever, that does not make that does not put you as a volunteer, right? Because you don't have to have a background check to be able to do that. Correct. If you're working the concession stand

155at the football game, are you a volunteer? >> If if you've gone through the background check process, you that's how we classify you a volunteer. So, you've gone through the actual can check. You've done the, you know, the whole process there to be on the list of our volunteers. You appear in the drop- down list on the traceable communication list. If you're on that list, you're a volunteer for our district. So, if they're not on there and they're just helping a game >> because all parents have to volunteer for a certain amount of time. But that word volunteer, that is not necessarily in the terms. I'm just clarifying for for those at home. Um, if you're a parent and you are you have to volunteer a guardian, you have to volunteer for your kid to

156do your service and you're not on you don't have a background check, then you are considered under this visitor term, not under the volunteer term. And you are okay. Correct. >> We don't we don't background check them. Yes. To come and work a gate. >> And I don't I don't They may not even be visitors because they're not entering the school. They may in that situation um they're probably neither one. But if you're already a volunteer, you keep that designation throughout >> regardless of what type of volunteering that you're doing, right? Or assignment you're fulfilling. Um, but I just wanted to clarify because they may not be a visitor or a volunteer. >> Well, if they go to like a basketball game or something, they are actually in the building. >> Correct. after school hours.

157>> But after school hours is the >> Well, and I do think like the main point like and correct me if I'm wrong, but to be a volunteer under this law with these obligations and these requirements, you would be someone who is supervising someone else's children. So if I am supervising your children in a group, talking to some your children at the school, and I'm supervising children other than my own, then I think that would be more of the volunteer criteria. So, it doesn't matter the length of time. If I'm there for 10 minutes and I'm doing a pull out reading group for the teacher with three kids that are not my children and I'm not their legal guardian, then I would be a volunteer. I would need to get the check. But if I'm

158just in the school visiting my own child, then it's a visitor. >> I mean, even if you're supervising your own kid in the school days, you do classify as a volunteer. Like, if you go on a field trip with your kid in that class, you're still a volunteer. Um, I think it like if you're going in to be a an aid in the classroom to assist a teacher in any task form, you're not a visitor, you're a volunteer. >> Well, there are some exceptions. Career day. Yeah, those are like outside of big events for the school. Like if you're going in to a classroom, Mr. Brickler goes into the classroom, >> does watch dogs, all that. He would be a volunteer. He cannot pass off as a visitor. he is there too frequently >> and

159actively doing stuff in the building. >> Well, like field day, they say explicitly if you want to sign up for field day, you have to have a volunteer check on file. So that feels like more of a volunteer kind of situation versus I know we kind of get I said I would stop but I'm not stopping stop after that. But I'm just saying that >> traditionally long days. Yeah. >> Yeah. So >> I think there's still a lot of areas to delve into, but I think this is a really good way to give the clarification that we have available now. Hopefully in January there's additional clarification that we can provide, but this >> and reduction >> and yes and so this is this is going to be very helpful for people and of course there

160may still be questions which um you know they can always ask and we can try to get further conversations on. >> Thank you so much. >> Thank you Dr. Iber. All right. The next discussion item, strategic visioning consulting. Dr. Jones. >> So, um I as part of my um professional growth plan with strategic visioning and also the conversations that we've had um with that I've had with you as board members as well as in rounding sessions. Um, I am asking that um with our strategic visioning process that we that I be able to use my budget to hire um stutter uh the stutter group to facilitate that strategic visioning work with our district. Um, the reason I'm asking for that specific group is because they engage. They will come in and they'll do focus groups

161with all of our stakeholders and they will also do uh surveys with students, families, community, and staff. And then they will help us look at all that data as a board, you as a board, and really get to the heart of what our strategic visioning should look like, our vision should look like for the next 10 years. And um that involves it's very labor intensive. They come in several days and they coach us, give us feedback as a board. Um and I feel like the product is is the foundation for where we're headed over the next several years. And so I would like to be able to use um part of my budget to be able to do that. >> I would I don't have a bit of problem with that. >> I think I

162would be supportive of that too. And I know that it's costly and it's expensive, but I feel like we are in a a mindset now of really analyzing and looking at every expense. And we know that there are expenses that have not been, >> you know, that may have been frivolous. That's my own language. Um or maybe we have some duplicative spending. I think I've we've seen that. So I think that we can recoup the cost for stutter and and I think a strategic vision is something that we've talked about just prior to you >> um Mr. Wilson and Dr. Ghoul coming on board. That's something that we've wanted. You know, >> and we need that so that we're not being reactive constantly and living in a quadrant that is not very productive. So >>

163I I love the idea. I think this is great timing with you coming on as our new superintendent to start off right with this type of infrastructure and build and strategic vision and work together on it with these experts. So yeah, I think it makes a lot of sense. >> I agree. I like the I definitely like the idea. I like the representation from the community and the students. I just and I'm sure they will do this. I'm sure that they're the experts in it, but just that the representation is equal. it's, you know, across the board from the student representatives um to our community representatives to the parent guardian representatives, whoever that may be that there's um a wide range. So, every voice is represented in that pool. Um so barring that I think

164that that yes >> and I would just like to say I have been through some sessions with that particular group at KSBA training sessions and um found them to be very uh professional and feel like that they offer a really good service. Um, and honestly, I'm just pleased that you are kind of putting us in the loop and letting us know this is refreshing and I think something that um, has been needed and so I definitely appreciate that. Do you have any idea about the cost? >> Yes. So, the first year and I believe it was in the it's in the packet as well, but Okay, I'm sorry. >> No, no, no, it's okay. Um, it would be $33,000. Um but that would be that would include their days here in the district, their work

165with us as a board, um the surveys that they already have in place for all the stakeholder groups, and then they would take those results and help us create um a survey that's just tailored to our needs based on the first set of survey data. And so um based on all of that, it's a really good deal to be honest when you think about consultant fees and that sort of thing. So, I feel like that was >> Well, and I do think just having that vision like Sarah was talking about, you're able to really um streamline your expenses and where you put your priorities and where you put your money. And so, I do believe it would be very easy to kind of recoup some of that back in savings. I know they do sessions

166also with parents, with community members, with all kinds of folks. So, it's uh um very inclusive and community oriented um and very uh I think very much needed. So, I definitely appreciate you bringing that to us. >> Thank you. >> And I'd like to say something too on that, like coming from a student's perspective again, um >> your involvement already. I mean, like you said, you're not even a month in yet and you're already taking um leaps and bounds to try and get to where, you know, other places were kind of in ditch holes or in the darkness. And I really appreciate that cuz, you know, even with me taking or wanting to apply for this position, it's for students voices to be heard. And I think with you wanting and I mean especially for

167high schoolers, teenagers want to be heard, you know? I mean, especially as you get older in your junior and senior year, you want to feel like you have a voice. So I think with you wanting to implement those groups and and to send out surveys and let them talk to you almost in a way or the board or with the district office, I think it gives them advance like they are heard and that they are seen and more than just like pri not price tags. What am I saying? or percentages like they're not just a percentage. They get sent home to their parents that they're >> they've got a voice and that they're people and I think it >> it shows a lot about your character and who you are as a person. So, thank

168you for that. >> Thank you. >> I'm very glad you I'm very glad you got this position. Yes, >> I like her. >> All right. Well, sounds good. Well, last thing we have moved >> a motion to adjurnn. Motion by Mr. Wilson, second by Miss Macau. All those in favor >> we do have a >> Sorry, we're not quite ready to leave. >> Uh, Dr. Jones, >> so I'm going to call to order the finance corporation uh to immediately follow our regular board meeting on July 28th at well on 2025 and all members are here. Can I have a motion to designate the school district finance corporation secretary? >> So moved. >> And that would be >> Dr. Jones. >> Be Dr. Jones. >> All right. Motion by >> Wait, which way did you guys

169get it? >> It's the same thing. >> You have the motion. >> I did it. I got it first. >> You got Okay. So, M got the motion. >> Good lord. >> Second was Mr. Wilson. >> Yeah. Thank you. >> All those in favor? >> I. >> Any opposed? >> Five to zero. Can I have a motion to adjurnn? >> So move. >> All right. really wonderful job. >> Motion by wait motion by Mr. Wilson, second by Miss Macau. All those in favor. >> Five to zero. Thank you everybody. >> Thank you.