2026-10-20 - Board of Education Policy Committee

It is 6.30pm on October 20th and I can call to order the policy committee meeting. From the committee we have Andy on the call, Antonia, Jen and Julie and myself. So we have a full quorum here, full

membership present. The first item on our agenda is the approval of revised policy 9240 Board Member Professional Development. I'll move for discussion resolution 75 be it resolved that on the

recommendation of the superintendent of schools that the Board of Education approve revised policy 9240 Board Member Professional Development. Do I have a second from a committee member for

discussion? Thank you, Antonia. So we have a red line version in the packet. You also have the CABE version and the old SPS version attached as well for reference. Is there anyone from the

administration that wants to say anything first or do we want to have policy members? Yeah, I think just going to the policy members would be great, CABE. Thank you. Awesome. Thanks, Chris. Does any

comment, any question from board members or committee members? Committee members first? Andy, is that your hand? Yeah, I just want to be sure this is first read, correct? Can you repeat that, Andy?

This is the first read on this policy, correct? In other words, it takes two reads and then a vote, right? Typically, in my experience, we've passed it out of committee and then the first and second

read happen in the full board vote at a regular meeting. Is that your understanding? Oh, I thought, well, we can pass it out of committee, but it ultimately takes two votes by the full board for a

policy to become policy. So however it gets done, because I know there was confusion about whether this policy was presented on the website correctly. I just wanted to be sure that if this is first

read, it's fine and we can discuss it, especially if the committee votes to continue discussion on it, it's fine. So that's my only issue. That's why I was asking. Yes, so we can have either the full

board read it for a second time before it becomes an actual policy, or we can choose to just discuss it and vote it down as a committee and then maybe have it come back next month, really. It depends

on what the majority of committee members would like to pursue on action for this resolution. I think unless unless somebody objects to discussion now, which may happen, we would be able to just talk

about it right now and this would be the first discussion and then first read would be next, the full board in October and then the second read would be the November meeting. Yes, if it gets voted up

committee. Yes. And I think maybe. Sorry. No, go ahead and add it up that we, you know, this was sent to us already ahead of time and to review and check it out so yeah sure. I think the only thing

I'll add to this background. We are heading to conference season. Sorry speaking on committee before I get to regular board members outside of committee, Becky I hear you and I acknowledge you will

get to you in a second order, this has not been posted for 24 hours so I, at this point, want to end any discussion. Any, let's follow parliamentary procedure. If the correct version would have been

put up 24 hours ahead of time we're fine but the public doesn't know this. I had to point it out to Dr. Dolly, it really needs to be no more discussion, it was, it was a mistake clerical, but this

needs to be posted for 24 hours it was not. I believe we need to follow parliamentary procedure and our policy, and this was not done correctly, it should have been revised immediately on Monday 24

hours ahead of this meeting. So I propose at this point that we end any discussion, and it is done correctly next time, whether it, I don't know, you know, why it was posted wrong but it's not 24

hours. Can I interrupt for a second this is Jennifer. It wasn't that the policy was not posted. The wording on the agenda was copy and pasted wrong, but the correct policy and resolution was posted.

Chair, Chair coke, I would propose that the committee amend the agenda to allow discussion of this resolution. Okay, does Andy have a second from a committee member to propose discussion on this

resolution, he would need a second from a committee member. Thank you, Antonio. Great. So we have a motion to discuss and second and we're now we can discuss. No, you can vote you need to vote. Okay,

thank you. Let's have a vote from committee members only in the motion is to discuss the resolution before us, one, two, three, four, and Julie is missing. Yeah. Oh yes Julie's absence those four, so

we have four, yes, zero nays your abstentions so we'll move to discuss this policy. Just a reminder of the board even members that are not committee members motions and the like will need to be made

by a voting committee member during the committee meeting. I just want to make sure it's clarification. Okay, so we have the red line document. Are there any questions or comment from committee

members going once going twice. Seeing none I'll move to regular board members, Dr. Hammond you have your hand up for comment. Yes, I do. And I did have every right to interrupt this because it was

posted wrong Andy, it needs to be 20 whether or not the correct, you know, policy or the agenda, it was not done correctly 24 hours in advance, if we are going to be a board that follows, you know,

policy consistently, it was done wrong. Now my, I do have a question, but at this point, you know, even though it was posted on page to the communication with the public CF 11 00 was not hyperlinked,

so it wasn't even posted correctly. I wanted to see it, I couldn't find it, because it wasn't hyperlinked. So again, we have a situation where I asked that this, you know, you're the committee, but

even though the agenda was written, you know incorrectly, even the policy wasn't posted correctly, and I, I'm confused. Paul, what's that communication with the public about, because you can't hit the

hyperlink and get to it. So, you know, I'm just, can somebody clarify that for me since you wanted to go forward with discussion but it does not make us look good as a board, if we continue to do

this. It was not done correctly from the start. Yeah, I'm happy to clarify. So, it's not, I can appreciate that hyperlinking would be nice and accessible for folks but we can certainly do that as

attaching a hyperlink. But the policy 1100 is listed in our SPS policies available on the website and so it's actually the first policy under the 1000s if you go to the website. It's listed there and

so these are references to other company policies, you know, I don't know that we typically have hyperlinks because our policies are listed kind of on that website through a drop down menu. I just

don't feel comfortable with that 24 hours ahead of time, whether it's a board member or a community member, we could not get to that. And that should be available. You did not explain it correctly. I

mean at this point, I still am confused. So I'm just telling you, if we are going to be a board that is going to continue following policy. This was not followed, those things need to be checked out

ahead of time, whether it's the policy chair, and Dr. Talley is very busy, not him, the secretary, this should have been all taken care of, even though you're stating it, Gabby, I don't know what

that's about, and I, not a voting member at this point, I would not be able to vote on it. So, if I was a policy member, but you really I would think at this point you'd want to just say if we didn't

post it correctly, which it wasn't. Then at this point, it should be just tabled until the next policy meeting. Thanks Dr. Hammond. Okay. Are there any other comments from Andy I see your hand up. I

understand your point Becky, but again, the, this can be handled because the whole, this is a committee vote. It has to come to the whole board and has come to the whole board twice. So there'll be

opportunities for you to voice your opposition or your concerns about the way the policy is stated, but I think, you know, I, I, I tend to agree with you. Yeah, something went wrong. It didn't, you

know, it didn't match but it's okay, because we have a little time. We're not acting on it right away. And so I don't think this is a incredibly important issue. I think if we want to discuss the

policy if there's anything within the policy. Now's a great time to discuss it. And that way, once we get through the process with the full board, it presumably will go quickly. Miss coke, can I

interject for one second. Yeah, Chris, go ahead. Um, just to clarify the the reference to policy 1100 communication with the public at the bottom of the text is not meant to be a hyperlink. It is read

and underlined because that was a change from caves version. So it's merely just a reference as we do in many of our policies where most of them are listed as legal references. We typically don't

hyperlink all of the statutes and policies that are referred to it merely is telling the reader that, hey, when you look at this policy, you might also want to look at these listed, you know, the

policies listed below as something that might also affect whatever issue pertains to the policy that we have before us. So I hope that helps clarify what what that reference is at the bottom. Thanks,

Chris. I'll acknowledge Antonio policy committee member for the first time, well, is our work to look into what is the policy and the policies has to do about the two ways of communication with the

community and with schools and so I saw I don't see anything different on that and that it was done before so it's okay with me. It was my job to look into that. Thanks Antonio, Dr. Him and I'll

acknowledge you for the last time before we go to a vote. No, no, no, no, no, no. This is committee meetings and discussion is allowed to have to go on, I realize I'm not a committee member but again,

Mr. Souls I'd like to point out, if this is 24 hours ahead of time and posted and those and that was statutes or whatever on the, you know, that should be hyperlinked then because it's still

confusing. So that's number one but my question is here, it says on page two third bullet if authorized to attend, because I have attended many and they've been exceptional and reverse reimbursement

is approved by the entire board. How are we going to get reimbursed is it for gas, is it for, I mean, I this point and I'm sorry I have a dog that's not happy. Does the Board of Ed pays for all these,

if it's through CABE or other things, but is this, how do we go about that reimbursement, because we have another policy that I think could speak to that if we get to that on the next resolution. That

is well taken Dr. Hammond, Dr. Charlie do you have something to add I saw you on mute for a second. No, no, I was going to describe how and the form that you just you took the words out of my mouth so

yes the other form, I think the other policy will help. So just, I want the board to be aware that, you know, some, this is a volunteer position as Board of Ed members, some of these are pretty costly

nicely this board pays for that which is just excellent, but I think it's important that you know you are aware that you are going to ask for reimbursement, because gas money, you know, to drive back

and forth I don't know if that's part of it we'll find out, but I just, you know, encourage the board to attend any of these workshops by cave they are exceptional. They have to know these members

really well. And then of course there's been other, you know workshops but I just wanted to make sure that you know that does get answered because this is a volunteer position, and it costs money to

be on the board, believe it or not, even as a volunteer. Thank you. Great. With that I'll move for a vote on resolution 75 all those in favor of passing resolution 75 out of committee for full board

consideration please do so by raising your hand. One, two, three, four. Thank you, we have all for compressing committee members in favor so this resolution will move on to the consent agenda for the

full board to consider next on our agenda we have approval of revised policy 92 50, 92 50, remuneration and reimbursement. I'll move resolution 76 for discussion, be it resolved that on the

recommendation of the superintendent of schools that the Board of Education approves revised policy 92 50 remuneration and reimbursement. Do I have a second for discussion. Thank you, Jen some so I

will open it first if any administrators have any comment through you Dr. Talley and team before. Nothing. Okay, any policy committee members any questions or comments on the documents provided. I

will add that I would like during our discussion, a policy committee member to consider a motion to amend the alternate language that is provided there it's currently listed as alternate language to

consider. So we can do that at this committee or we can wait till we do it for the full board to add that to the policy, but it is listed there under alternate language to consider which would go into

more detail. I offer that it'd be better to do it now, so that it just goes to the board as a consent item. Awesome. So we have a motion from Andy to amend this policy to include the alternate

language to consider. Is there a second for that motion from a policy committee member. Thank you Jen. Thank you for the second. So now we are discussing the motion to include the alternate language

to consider for policy 92 50. Is there any discussion on that language specifically, which includes the established reasons for reimbursement 123 four and six number five is stricken out because I

don't think people pay for a pay phone these days but that's just me, no judgment if you do. Okay, seeing no comment from committee any non committee. Thank you, Dr. Hammond. Yep. And again, I

apologize for this dog. Um, um, so when I started on the board copies hardcover card copies were always provided. I just went out and bought toner hundred dollars, boom, because I'm using my printer.

That's $100 out of my pocket and past precedents is that the board has always printed them out was my great experience to go down to central office every week to get all the hard copies. It gave me a

chance to say hi to people as well as you know receive these and I didn't have to put out any money on my own. So, I'm asking is something like this coverable to pay for toner, or is that not because

you know these are the things that a volunteer has to deal with and it gets very expensive, you know you start adding it up. These are thick agendas, these are thick, you know, meetings they always

provide it for the regular meeting but if you're really going to do your work and look up at all these hyperlinks and print out these policies and really do our due diligence, it costs money. And I

noticed you are, you know, is this something that, you know, we can talk about, or is this something that's a non issue you want us to cover that as well as volunteers. Dr. Taylor do you want to

comment on that. Thank you, just speaking specifically about the packets and things of that nature. I know having a conversation with Miss Gonzalez we've talked about how much we are printing for

board meetings. I, what we haven't sent out to you is to find out who would really want a packet. We don't want to create. We don't want to tear down the tree and for people who don't want to use it.

So, if there is something that you would like printed will print it for you, not a problem. But if you don't want it, we don't want to create copies for people who are using their laptops. I will

admit, I am used to every board member having their laptop, and we didn't create packets for people. So, we're happy if you want a packet created, send an email to me, and then that's what we will do

and for other people we won't do it. That way we can save on paper. And, and I agree and I think you know I think you're absolutely right I like going green myself but if you're doing your due

diligence sometimes you need to take markers and highlight things and talk about them. I don't do that online, because it's one more thing, but I just think, you know, if you're willing to do that,

that's great to know because I'll do that but you know there's been quite a few years that I'm paying it out. And I was told that there was no support, even though precedence was set, and I was

allowed to get hard copies it became an issue for copying it became so I'm just letting you know that I love going green as myself, but I like to do my due diligence, and I like to look at page

numbers and bullets and you know highlighting things. Again, again, simply send us an email will gladly do it. Again, though, I asked the question. There's been several years where I've covered it out

of my own pocket. Can I get reimbursed for that. Sorry, I didn't know that that was, I apologize. There's been several years I have no idea what is the has been the practice in the district for people

being reimbursed for donor I don't believe that's ever been, I don't know I. So I look at other people on the board who've been here longer than I have. Don't look at me I haven't been here long

enough. Right. Like, I'm sorry Becky, I thought, I thought you were getting our copy packets most of the time. I'm not. Yeah, Dr. Miss Huffman refused, and, you know, did not like that I had asked for

that so then, you know, we had, you know you for two years and it just, she said no, and so here I am putting out my own money. It's just, I want the public to hear this to volunteer positions are not

necessarily, there's some expense with it, and it's important that we do consider this so I really would like reimbursement because I have had to use quite a bit of toner to do printing and of course

I do do do my due diligence. No, understood, understood. Yeah, Dr. Hammond just before I acknowledge Antonio, I will, I will comment and say that I believe this policy does allow so if you look at

point six it says incidental expenditures for tips are the necessary costs attributed to a board members attendance at a meeting. However, the district will not reimburse your place liquor right so it

says the district can can set right the standard for this and so if this policy gets passed, assuming it'll get past the full board. I think you can then have a conversation and maybe coordinate via

email, whatever receipts or, you know, expenditures you think you might have and maybe we could take it from there. But I think this policy needs to become an effect before we kind of take that, that

step. Thank you, but these are what well taken Antonio, I, I thought for some reasons that, you know, we, if we need to make copies of something we can even just go to the, you know, to the Board of

Education floor, number five, you know, fifth floor and print ourself and pick up things in there. I mean, I, you know, Jen has been fabulous printing things when people are needed. I mean we've been

sitting in board meetings in there and the printing is there. The documents are there I think it's just a very simple thing to do. Just as channel any other person to print it out for us, and that

would also save us money. We're talking about money right we're talking about saving any penny that it is into the district. We took this job as a volunteer. That's, that's, that's, you know, we're

elected board members and yes there's certain things that I believe that the district should be paid when there are trainings and when we have things to go, you know, when we're going to professional

development to cave and things like that but something as simple as a printing, we can just go to the government center and do it ourselves so that's it. I just want to wrap that to save some money to

the district so And I'll note just in terms of cave related conferencing, you know, we have a position as a city district on the board of directors and so we can if we need certain printed copies or

whatever you can always let me know and I can work with the admin team at cave to provide that for us to, they typically do a good job of printing already. I'd like to move it to a vote but Dr.

Hammond I'll recognize you if you have anything additional to add, regarding this alternate language. I just need to clarify what Antonia said, no, it was also told to me, not only be going green but

it's a hardship. So I just want you to be aware of some of the history here. And when I started, everything was allowed to be copied, but then it became a hardship. And so then, you know, I was doing

it on my own. And, you know, I just don't mean to draw this out, but I want the public to know that, you know, we, as a board should be working together as a team, I'm only as strong as the rest of

the board. And so, when I was told it was a hardship, then you feel guilty, and that Antonia you may not be aware of that but it was a hardship for time and getting it to another secretary to copy

and, you know, so I just want you to be aware, you know, that that's the history here. So I look forward to it if we can get reimbursed. Thank you. All right. With that, I'll move to a vote on the

motion, I call it a sub motion to consider this alternate language. For approval is anybody in favor of considering the alternate language for this policy. One, two, three, four. Thank you. So we have

four. So that motion is approved, we will now put that red line as a part of the full document so it's not alternate language to consider part of the main motion. So now back to the main motion, which

is resolution 76 on revised policy 9250, renumeration and reimbursement. Is there any further discussion on the main motion, seeing none. I'll move it to a vote. All those in favor of approving

resolution 76 revised policy 9250. Please raise your hand. One, two, three, four. Thank you. So this resolution passes out of committee and will be part of the regular board meeting consent agenda for

our first and second read of the full board. All right. So with that, that's all in our agenda. Do I have a motion to adjourn. Thank you, Jen. I see your hand. Second, or no, is that my second? Let me

get a second. Thank you, Antonia. We're adjourned at 658 p.m. Thank you.