good evening and welcome to the isd 191 burnsville egan savage school board meeting the 2nd of september the date today is september 24th 2020 and the time is 6 30 p.m i'd like to welcome people who are joining us at home this is our first hybrid board meeting model we have board meet board members both and staff both in attendance here at diamond head and we also have board members and staff joining us remotely so here's to technology director hume would you please lead us in the pledge of allegiance i pledge allegiance to the flag of the united states of america and to the republic for which it stands one nation under god indivisible with liberty and justice for all thank you we'll start tonight by approving the agenda i will take a motion moved by director shot second second seconded by director miller any discussion hearing none ms kenny would you please call the roll carrier i you i miller hi alt i chester i and the motion carries thank you starting off tonight we'll we will receive reports the first is from dr battle we will receive a an update about district 191's efforts to implement covid19 related educational and public health guidance issued by the mde and mdh respectively dr battle thank you chair alt directors of the board tonight once again i will share information related to the four primary areas of our planning health and safety academics student and family support operations and staff professional development if applicable after my report you will receive a presentation regarding community education food and nutrition and transportation i start with today's county health numbers these numbers for confirmed cases in dakota and scott county per 100 000 residents is from the time period 8 30 to 9 12. dakota county dropped to 15.78 from the last two weeks 21.28 and scott county also dropped to 15.07 from 17.65 i am still recommending that we stay in the hybrid learning model and continue to offer our virtual academy next academic guiding school planning starting with the virtual academy teachers are focused on relationships and connections with structuring routines for live classes and how to use the devices curriculum materials for all elementary hybrid pods have been ordered and expected that all materials will be distributed by the end of next week quite a storage organizational issue when all these materials were coming in materials distribution for virtual academy students will begin september 30th professional development for the use of the online supplemental programs continues in many cases it is on-demand training online and these programs do include our math elementary math middle school math language arts science and social studies which is study island academic support for english learners exact path music smart music and high school videos showing swank moving on to activities as many of you are aware on monday september 21st the minnesota state high school league board met to review their previous decision to move volleyball and football to spring the minnesota state high school league board voted to reverse course and permit volleyball and football as fall sports teams are permitted to begin practice this coming monday september 28th with competition starting in about two weeks the number of contests are reduced and playoff models are yet to be determined our high school activities team continues to monitor implications including having spectators there has been guidance from minnesota state high school league that in-person spectators are not allowed for volleyball because it's endorsed and it is maxed at 250 spectators for football outdoors again we will work with the team at burnsville high school for many more specifics to be released to students coaches and families as with any activity we must have coveted plans in place for practices and games and those are being created and they will be approved by our our lead nurse for football the intention for the tickets is to go to immediate family but we will get more specific information for volleyball we do know that the schedule will consist of a round and a half with south suburban conference only opponents we are also working with bctv for coverage once the schedule is out for volleyball enrollment our overall enrollment numbers continue to slowly decline and this is mainly due to that kindergarten area of decline many families are choosing to wait a year to have a more normal kindergarten experience and that is being experienced across the nation um this is the first week where the enrollment numbers in virtual academy declined but the hybrid enrollment increased um now i'll turn it over to lisa rider executive director of business services for an update from community education food service and transportation lisa thank you and good evening um i i'm going to turn this over to tom umhofer who is attending virtually so he can speak uh regarding the community education and talk a little bit about what it is that we have happening in that department at this time thank you lisa uh thank you chair all thank you cheryl directors uh superintendent battle i appreciate the opportunity to inundate you with some of the great things that are going on in the community education department um i will preface this by saying some of these photographs are pre-colbid and some of them are a pre-required mask as well so you'll see a couple that don't seem to fit the mark but uh they were taken in advance of our current situation so bear with us there um also i'm going to let you know there are some embedded links in the slide presentation that you can glean some further information on some of the senior correspondence that's going on from the center uh summer school and a nice article about child care in a local paper so i appreciate the opportunity to speak with you a little bit tonight um i did want to say that that internal giving has begun already and will run through may 28th and staff are all aware of that and you're receiving lots of support already so that's pretty exciting news um we also met bob briefly this week as the team and had some real discussion about our catalog you know given given those current circumstances we were curious about paper piece and honestly we're getting a lot of feedback from our community in particular from our senior citizens uh they really like the paper we're about well way less than half of what our normal catalog size is but they really like to have the paper piece in hand is what we're hearing they really like the opportunity for the hands-on activities they've gotten enough of the online computer screen stuff for themselves and for their children and uh our programming that has excelled to date i really reflect that so i'll speak to that a little bit as i go through the presentation really quickly though early childhood bpk in person virtual academy is going great right now we have over 100 virtual 125 hybrid students in our elementary buildings we're basically about 85 and we're limited only by the new class size limits that have been imposed by the state so that's really good news a really good report from our families on the best and the finding in these classes uh diamond had to be our full for preschool classes our early childhood mix of virtual hybrid classes families um and has started off slow families are a little reluctant on the virtual side for the early childhood family education piece but it's picking up and we we really feel that it will continue to grow so uh slow start is really not unexpected because that's really all about face-to-face and asking you know your your neighbors sitting next to you some questions as well but even we'll pick up um our screening we're adapting to the new guidelines laid down by the state and i think that's going to go just fine i i think overall early childhood has seen a really strong positive response to the programming that we've offered in the fashion which we've offered so our teachers are are very uh very excited for the start of the year they're having great [Music] link embedded success the presentation on the summer school survey so it's very interesting reading i encourage you to look at those afterwards um you can see that a little child on the right he had his gloves on during summer school that was a pre-required mask but and same with the young man in the middle in the vikings jersey but our program was very successful this summer we had very good turnout we had very good success we got very good response from our community our parents our students and our staff all the survey information if you'll find a good read if you want to look into it the youth service department over at the high school clearly we don't have as many students in there as we normally have but what we do have we're taking the opportunity to put those students uh to work in varying places that are safe and accessible and appropriate within our community we just had another uh produce pantry tonight at diamond head we sent out 129 boxes almost 450 i believe was the number of uh people and families that we served and i have four high school students from courtney flew back over to high school who came over and volunteered their time did a phenomenal job so we're getting them back in um we're getting them to pre-register for our brave power backpack pack and so it it's picking up but it's a it's a tough piece to have when you really need those students around and transportation is difficult for many kids and so we're trying to find some ways around that looking ahead to the ready to grow ready to learn preschool that's a good school-age career uh ready to grow ready to learn we've got 65 families and we are still growing there's over 300 students district-wide uh there's all well there's over 150 enroll between mw savage and uh suit trail actually i got updated numbers today from just tuesday continues to climb we want to make sure that we reach out to everybody it is every family that we're serving we are not just serving the tier one family we are serving everybody in the community that needs child care and we encourage families to get online or to call our office and seek out the information that you might need for that we are helping kids with their homework assignments that is a dedicated part of the day we have incorporated art gym and science into the daily routine so kids are getting a lot of participation of a variety of different activities and they're getting a lot of help with their distance learning and it's it's going quite well our staff is doing an amazing job at project kids that are ready to grow regular it's phenomenal to watch so that's that's great there's also a child care article uh link that i'll embed in there that's for uh um the last couple of weeks that came out it highlights us basically from march april may june july and august there's a wonderful piece there on food service as well both those departments have excelled they've done phenomenal work in the face of really daunting odds i couldn't be more more proud to be a part of that team so another visa we're really looking forward to trying is uh a sixth seventh and eighth grade child care program i've got a lot of questions from families uh interest in providing something something like that so we're looking at building some kind of a model and we have the perfect venues in either student trail and or mw savage to provide that opportunity along with the disconcerting and everything else so we are currently working on that i'm looking to make that a reality at least you can go to the next one um abe we've got over 300 students enrolled in our abe program right now on pace with the same number of students we had last year at this time and you'll see that graduation picture down there while it's very cute it's also pretty cool but it's last last year so um just just make sure we're all on board with that we've got uh morning and afternoon hybrid small groups we've got tuesday wednesday thursday distance learning we've got evening classes hybrid impression classes uh citizenship computer specialized abe classes are all a mixture of hybrid and uh distance learning we are almost complete in getting the process of having all of our abe students have access to an email address through the district so we can push out all kinds of additional information opportunities many of our students are looking for jobs within the school district we've employed quite a number of them actually who graduated from our program who are currently working through our abe program it's a wonderful opportunity especially uh specific times of day when their children might actually be in one of our care programs or preschool program so it's great great to see that um having access to emails hugely for for the av program and i couldn't uh couldn't be more uh thankful for our technology department for helping to make that a reality for us so thank you um moving into the brain power to backpack uh and pantry 191 and fresh produce we have been doing a ton of work since march and the numbers are staggering and i debated long and hard about what to include in my presentation but a brief overview um 67 000 raised in donations in 19 to 24 brain powered backpack 28 800 bags back at 37 different after-school packs at to high school it's huge and that's the lion's share those are high school kids coming down and participating and we know for a fact that some of those kids have family members who are getting these facts it is just it's so hard to see that in action i absolutely love it we've had over 1800 volunteers with over 2 100 hours of volunteer time which is a huge number huge number and then for the school year we packed 115 000 meals for kids pantry 191 which is our newest edition i referenced uh we've served over 1 568 persons with 50 184 meals and you will see a picture on your screen there that's an average bag that's packed you try to pack for a family of four that they can make at least four meals out of it that is the shelf stable part of the pantry 191. if you look at the little picture on the left you'll see uh those are actually onions but we get onions potatoes and bread along with that so we are able to send that bag home with every family uh in addition to the vegetables that we get in the bread that we get um two times a month from diamond head and that four other school locations one time a month through the school district the produce packs today was peppers apples tomatoes about softball sized tomatoes we had watermelons and we have um well for life and i can't think of what it's called it's a spread it's we had a ton of that donated to us um and the food pack is incredible the cost to us is about six to eight cents per pound so the fundraising that we've been doing the money that we've been receiving uh that goes to support the pantry program and the brain power the backpack program so those have been extremely successful and then um fresh produce will run a august let's see it saturday in august it'll end october 8th and october 22nd be the last two produce distributions and then it will it will be the bi-weekly um regular pantry through the rest of the school year in addition to brain power to backpack our general enrichment classes are going well the ones that are in person the driver's ed the summer sports camp anything where we had bodies live bodies in action they seem to be really really positive virtual classes have not been so good and again as i mentioned earlier people are are mentioning that you know they're tired of the computer and we get that so we're trying to create opportunities where we can have people actually on site in person senior activities have picked up at the senior center dance programs yoga we have virtual chess teams and that's picking up as we speak i love it because we've got coaches from around the country who can be virtual and that's really a positive piece um the virtual business classes and certification courses are okay 55 live senior driving is going through the roof we have some classes in the senior center that have probably well conservatively uh 400 increase over the same time last year just because people can actually come out our facilities program is going quite well we've done a phenomenal job of renting out our facilities and utilizing our facilities for internal and external group we've actually employed a couple of additional staff whose job it is to be the 191 liaison at any event that's booked in a 191 facility so they are there to work with the renter and ensure that they are following their covered preparedness plan and helping them to manage that and making sure that they're staying on task and on track and our facilities we've done a very nice job of bridging them out christie myers has done a phenomenal job of reaching out to people and making sure that we've got everything we need to serve their needs and we have worked very closely with bernie bean and guillaume and david lake to make sure that uh we are not exceeding any of the maximums in fact we are actually operating our programs uh slightly less than the maximum make sure that we're easing our way into this and experiencing what we need to find out so that we are not overextending ourselves and not getting ourselves in trouble and it was going very well very well great success senior center 2 000 comfort calls a week and you will see a link as well to that that will get included over 650 e newsletters sent out every week our seniors are really coming back in they have their first fun and friendship meeting today it was phenomenal to see everybody there haven't seen them for months almost eight months putting their appointments sunrise threats high key painting classes uh they are really growing and they're growing within the constraints that we provide so we have more sections but we have fewer people in each section lots of cleaning going on in between and they're doing a phenomenal job keeping up on that um everybody that goes to the senior center must be pre-registered we need to be able to make sure that we can track everybody coming in and out historically there have been a lot of senior center where folks can just drop in and participate but we cannot do that anymore so that program has done a wonderful job turning on a dime and coming around and really providing a lot of opportunities just in closing i'd like to say it's been a long been a long few months since march yet and our staff have done a phenomenal job and i just couldn't be more pleased to be part of their team so i thank you for your time tonight and i'm here for you thank you thank you tom for that awesome report regarding what's happening in community education we appreciate all of the updated information and there's so much happening so we encourage you to check into it as we talk about food and nutrition our director of food and nutrition julie konabetter is not able to attend tonight as she has a family commitment so i'm sitting in for her we do want to give a very special shout out to our food and nutrition employees some of them have been working non-stop since mid-march through the summer so much has been changing on such a very quick time frame and we very much appreciate all that these employees have put forward for effort and time and commitment to continue feeding our families in isd 191. one of the things that we want to talk about with regard to food and nutrition is making sure everyone is aware of the information around the summer food service program we are serving until december 31st or until the funds run out meals to all ages 1 through 18 free at eagle ridge middle school nicolette middle school and ron kerbside between nine at 11 a.m excuse me and 1 30 pm all the students who are attending school in a hybrid model are also receiving those free meals then while they are at school so we're very happy that we are able to do that through the federal program but we also are aware that that's going to quickly be changing and so when that does occur families will want to make sure that if they are eligible for free reduced eligible meals they need to have that application please filled out we encourage everyone to get that filled out in october if you haven't yet already to to make sure that first of all that you have the benefits that you'll need once the federal program ends and we're back to our national lunch uh breakfast and school lunch program additionally the numbers that we have in in this falls october counts for free or reduced eligible families those are numbers that are used in in funding formulas by our state of minnesota in determining our funding for our school district isd 191 years down the road so it's very critical to us that we also have families if you're eligible fill out the form and that would really really help us out also at isd 191 for future programming if you are wondering where to find that on the website under services food services left side is the application for educational benefits so please be sure to check into that if that makes sense for you going to now turn it over to dave lake who's also attending the meeting virtually dave lake is our director of operations properties and transportation boards are all board members and superintendent battle i'm happy to report that our first weeks of transportation have been a huge success we have roughly 60 buses running routes on both a and b days all while maintaining safety and practicing proper health protocols a staff member meets each bus both morning and afternoon at all sites to take attendance which is given to our health offices for contact tracing purposes our students are massed up while they travel from home to school and back home again please allow me a moment to thank our transportation team and recognize their hard work we have been meeting with both schmidty and sons and cso on a weekly basis since july to prepare for the challenges of this upcoming school year committee and sons brought in their drivers all weekend before the start of school to run practice route to ensure efficiency safety with the virtual academy numbers changing by the hour cesa brought in extra routers and literally worked 24 hours a day for our family for this year our team worked to create seating charts and attendance logs to deliver our safe our students safely while maintaining social business thank you schmidty and son cecil and our entire transportation team thank you very much dave that concludes our portion of the report thank you lisa tom and dave cheryl directors that concludes the covet 19 report for this always a full report thanks thanks to everybody for pulling all this updated information together um board members any comments or questions dr chester yeah just for clarification for the meal pickups at the two middle schools and at ron elementary that is wednesdays only correct thank you for that clarification it is wednesdays only that those meals are available you can get multiple numbers of meals if that's desired and needed for your family thank you director schatz i actually just want to say thank you um to everyone who's put together um the reporting for this but also everyone who's truly stepped up and worked so hard to adjust to what is an extremely difficult and fluctuating um situation day to day so my thanks to superintendent battle and her team and everyone working on these preparations to make sure that our school year is the best it can be for our kiddos thank you any other comments or questions i had a question director hume i second everything darcy said but i do have a question um dr battle i believe i heard you say that the virtual academy enrollment is down this week and hybrid enrollment is up a little bit are those two things related like people are trans transitioning from the virtual academy to the hybrid thank you director human uh members of the board i think yes they are related we're trying to be very accommodating as you know we do have students with varying educational needs such as special education needs stacy sovine is on the call if he would like to add some additional information yeah our enrollment as a whole went down probably about 15 students i believe over the week we saw a slight uptick in our hybrid and a little bit of decline in our virtual academy this is the first week that we've seen either of those type of enrollment trends or changes what we have been noticing quite frankly is the virtual academy has been the highest enrollment trend uh increasing i should say it's been increasing the the most this is the first time that the two have uh switched that's and we'll just have to see over the next few weeks if that continues or not thank you great thank you any other questions or comments nope yes i second director schatz's comments um this is pulling together this information and and showing you know everything that everybody is doing it's a lot of work it's a lot of work and we're doing everything that we can for our students so thanks to everybody and i guess i just also wanted to reiterate um lisa's call out on applying for educational benefits that it's really it really goes beyond simply the food the food that's provided either at reduced rates or or free of charge it really makes a difference to the operations and the funding of the school district and so um simply reporting on on the reality of of your financial situation is is really the best thing to do both for you and your your family and for our school district so please don't hesitate with that we will turn to a committee board appointment and school assignment reports and we'll start with director chester who chairs the policy review committee thank you chair welt yes the policy review committee met two weeks ago and what we're bringing forward today on the new business agenda on a first reading basis this changes to policy 302 use of peace officers and crisis teams to remove students with ieps from school grounds and then we're bringing forward a couple new policies regarding student fundraising policy 505.11 and 905 for advertising and then in conjunction with that because it does correlate with references to policy 706 acceptance of gifts concludes my report thank you next director schatz who chairs the negotiations committee there is no report from the negotiations committee thank you and director miller would you like to is there any ceiling or director hume led the last meeting as we met the legislative committee met on monday monday of this week and received an update from dr battle on the legislative process for getting approval um should we decide to sell any of our properties and what that would mean for us great so it was a short meeting but that was what we talked about awesome thank you and student performance and achievement committee of the whole we are we have looked at a proposed calendar of meetings for i think at least through january possibly for the whole year officers will be reviewing that and and figuring out what's you know i'm will come up with something in the next month or so to report back to everybody are there any other reports either from board appointments or school assignments i have a foundation 191 report dr hume um so foundation 191 had its annual retreat on friday august 28th and its september monthly meeting was held on tuesday september 15th at the environmental learning center in savage while i was unable to attend the retreat in august i did attend the meeting last week like many of us foundation 191 is focusing on how to keep its work moving forward in the time of code to that end the foundation 191 is planning their first halloween trunk or treat fundraiser for saturday october 31st from 2 to 5 p.m right here at diamond education diamond head education center children will receive a bag of treats upon their arrival and will receive additional treats from the owners of the classic cars will also be in attendance the 2 to 2 30 pm time slot will be reserved for participants with special medical needs or who are at higher risk cost is five dollars per person and advanced registration is required in order to ensure appropriate social distancing during each 30-minute time slot you can find out more at foundation191.org on the foundation's facebook page and that concludes my report great thank you very much uh director courier i see your hand is up yes i have my standard two reports the one on amsd the association of metropolitan school districts their september meeting was held on september 4th and the presentation was by peter leatherman of morris and leatherman and i went to the amsd website today to review it and it wasn't there so of course i've contacted them it was very interesting because of course it was a report of statistics and information on minnesota so i will let the board know when that appears on the emsd website but a reminder to board members the amsd website is chock full of information um for you to review and so i urge you to check out that website every once in a while um i also have a report on 917 the august and september meetings have always been a bit unusual for intermediate 917 as it has tried to capture the start of the new school year this year had an even more unusualness to it we had a special meeting on september 1st to have the first reading of a new policy the coved 19 face covering policy we wanted to have the second reading at a regular meeting on september 8th before the beginning of the school year so it would be in place before school began there is lots of information regarding how the district is handling the colbit challenge on the website as well as this new policy is located in the policy section the highlights of the september 8th meeting included the second reading of the covet-face policy a review and approval of a plan for respite respiratory masks a review of district leadership goals for the 2021 school year and lastly a resolution honoring and mourning the loss of deb clark who had served 917 for over 13 years representing south st paul and that concludes my report thank you very much dr courier any other reports seeing none we will move to the business portion of our meeting to the consent agenda although board action is required it is generally unnecessary to hold discussion on these items in the event a board member wishes to discuss an item that item will be moved for separate consideration is there anything that board members would like to separate seeing none um i will take a motion so moved moved by director chester second second seconded by director hume uh ms kenny would you please call the roll newm hi miller aye alt i shots i chester i career i and the motion carries thank you uh turning to new business um we're back with lisa ryder we're being asked to approve ltfm adjusted budget plan for fy22 welcome back lisa thank you on june 11th is when the board last looked at our ltfm project this is a long-term facility maintenance project list and we provided a 10-year listing that was then submitted to mde for purposes of development of our levy certification which is also before the discussion tonight upon reviewing our levy certification and taking a closer look at some of the upcoming projects that we have we believe it's in our best interest to combine the bituminous project for eagle ridge middle school at the same time that we're doing the other work that is already scheduled for this next year as well on the ltfm project plan therefore given that there's an anticipated added cost for the project that has been suggested and included now in the 2122 school year approval for an extra 435 thousand five hundred sixty dollars and an additional sixty five thousand for concrete work district wide those items are totaling five hundred thousand five sixty so the proposal before you in this resolution includes an increase to our long-term facility maintenance plan for one year which is the 21-22 school year the other year's totals will remain the same because we're moving up these projects we would backfill them with other projects that are are not shown at this time so therefore the long-term facility maintenance program budget would now be two million five hundred and thirty nine thousand 440 with this edition 409 780 continues to remain the amount that is for health and safety projects and the difference then is is all ltfm for the fiscal year of 2122. so tonight before you at this time then is this resolution approving the revised independent school district 191 long-term facility maintenance program budget and authorizing the inclusion of those projects in the district's application for long-term facility maintenance revenue this will change the next item on the agenda which is the certification of the levy by the amounts just described and so that's what you see on the screen is the one page that is the summary off that 40 page document the summary then shows that at this moment it's not included because it is not yet board approved so should the board approve this we would be adding the 500 560 to the total amount in the pay 2021 column and that would then result in a instead of it being 4.27 percent decrease in the general fund it would be a 0.03 decrease overall it would mean that instead of a 0.84 of a percent decrease it would be essentially zero change from the previous year and um so that is that's for the next agenda item but i did want you to understand the impact that this particular resolution does um does have so with that then um that the recommendation is that the board of education adopts the resolution approving the revised long-term facilities maintenance program budget for fiscal year 2022. thank you lisa i will take a motion to approve it's all moved moved by director hume second second seconded by director chester director schatz i'm sorry masks muffle us is there are there any questions our discussion um i just have one comment i appreciate um you know the willingness to reflect on what we're doing and how we might do things differently so as not to disrupt the whole school community twice and just to do it in in you know one fell swoop so thank you for that uh ms kenny will you please read the role miller hi alt i just i chester i courier i hume i and the motion carries thank you staying with lisa the next item we're being asked to certify the proposed tax levy payable in 2021 and set the date of the truth in taxation hearing thank you so as you see on the screen this is the summary page i've discussed that in numbers but the process as this stands is every september we receive a report from mde and every school district does receive this and it tells basically how much of our revenue would be generated then by levy dollars and that's a levy that taxpayers are paying in in the calendar year of 2021 which which is why it says payable 2021 it's the calendar year we receive those funds then for the fiscal year for us of 2122. um so before you tonight we typically in september recommend that the board approve this at a what they term maximum amount and what that means is then if there's any slight adjustments to formulas or anything of that nature even on a statewide level then the total amount that comes before you in december for your final certification would be reflective of those amounts the alternative is that you would approve this at a line item dollar amount which then does not necessarily allow for any of those types of adjustments that may be made so we recommend and i um the recommendation is that the board of education certified the proposed property tax levy for taxes payable in 2021 and authorized the clerk to execute the levy certification forms in the maximum amount and to also schedule the truth and taxation hearing on december 10 2020 to be held during the regularly scheduled board meeting beginning at 6 30 p.m thank you uh i will take a motion to approve so moved moved by director chester second was that you again director shots first director chester second thank you are there any questions or discussion hearing none ms kenny will you please call the rule alt i sean i chester i career i hume i miller hi and the motion carries thank you uh next we're turning to policies with stephanie white director of student support services we're being asked to approve on a first reading basis changes to policy 532 use of peace officers and crisis teams to remove students with ieps from the school grounds welcome stephanie thank you good evening chair alt directors and superintendent battle tonight i'm here to present first reading for policy 532 this policy helps up guide our work as we are supporting students during a potential crisis situation and the alignment that on the changes that are being made are towards the end of the policy which helps align the practices that the minnesota department of vet is asking us to do and it is specifically on how we report our data under the guidance that they provided us and so when we use restrictive procedures in our buildings we have to report those four times a year and this update to the policy puts those specific dates and timelines within it great thank you very much and i already read the recommendation so i will take a motion to approve it's all moved moved by director hume second seconded by director miller discussion hearing none uh miss kenny will you please call the role alt i and the motion carries uh thank you stephanie uh finally um we're back to lisa rider we're being asked to approve on a first reading basis new policies 511 student fundraising and 905 advertising and non-substantive changes to policy 706 acceptance of gifts thank you gerald board of directors and superintendent battle um we have these three policies coming before you together in a group as they find themselves kind of connecting at various different times and in many cases there's cross-referencing happening so we'll start with the 511 which is a student fundraising and as you can see that this policy is is attempting to lay out the guidelines for how fundraisers are to be conducted we do not currently have a student fundraising policy and there is a necessity for us to create one we know fundraising is happening we just now need to put the framework in place so that we can monitor track and report back to you on exactly what that looks like so as you can see here under responsibility uh 3a anywhere where it says superintendent we're adding or designee we are also suggesting that a fundraiser must be conducted in a matter manner that will protect the privacy and dignity of individual students employees and the school the language otherwise in this policy is msba model language letter c however we are um including here again superintendent or designee is responsible for providing the coordination throughout the district as deemed appropriate the other thing i want to point out is at the end of the policy 511 under number four annual report you recently had 713 come before you which was around student activity accounting and we talked then about student activity groups wanting to do fundraising so similar to that language in that particular policy we we created basically the same verbiage here the administration will prepare a fundraising report semi-annually which will be reviewed by the school board in may and november so we would look to bring that forward for both student activities as well as regular school activities related to fundraising the report will list the activity the type of the fundraiser timing purpose and results as i mentioned we do not have this policy in play yet and so as that we work to develop this you'll be getting your first report but it might be pretty small compared to what we can see in the future but at least we'll get that process rolling under cross references we did also reference here the 713 policy given it is very similar in nature moving on to the next policy uh 905 is advertising and under this policy we made sure there was a definition here related to advertising and calling out the fact that it means the the action of calling something to the attention of the public by paid announcements um sorry i missed the purpose here the purpose of this policy is to provide guidance for the advertising or promoting of products or services we um know we have this happening across the district we also need to just kind of get our hands around that a little bit more so the guidelines here are intended to basically remind people of the fact that we must follow our own district policies to have our site administrators more involved in that understanding of what is is happening with the advertising and to make sure that we're being responsible for what that content might be and anywhere there's a superintendent we've added or designee under letter c under number four we have no advertising which promotes external competing entities especially as it relates to enrollment athletics and activities for the district will be allowed letter d we are making mention of the fact that we need to make sure we're following that policy 706 acceptance of gifts and other references to superintendent or designee under letters the new letter f under i guess it would be five is the accounting and so this does state that we do have a special source code we use for purposes of tracking advertising revenue so that's been in place for some time but should that amount exceed 10 000 annually which it has not in the past few years then we would also then need to make sure that we have that periodic report to the board in addition we're also adding to this particular policy some cross-referencing for policy 421 let's see and i believe we're also adding 702 and 706. the basis again of that 905 was also msba model language moving on to 706 the final of the three policies we have not changed this policy this was an existing policy of ours we have just modified the cross references at the bottom to include 511 and 905. great thank you i will take a motion to approve these policies it's almost moved by director chester second second seconded by director hume questions or comments director miller yes thank you um so first of all the uh looking at the um in the order you went the donation um donations star student fundraising so this is a new policy for us correct correct and i just want to clarify um because there's red lines in here i assume that means you took an msba template and these are the adjustments that you're making to the msba template correct correct okay just so if anybody is reviewing this would understand that but right it's a little confusing because it's a new policy but um and so this applies to um anybody uh any student organization okay so boosters for instance would be encompassed in this uh no this does not include our this includes isd 191 and which now because our student activity is under board control it includes our student activities but it does not include parent-teacher organizations it does not include boosters we encourage them to follow similar but essentially they do their fundraising and then they would be working through our donations policy as they determine the money coming into our school district through that process okay but that that their actions we would not receive a report of their actions uh the report you received would not include the actions of pto or boosters um okay i think that's it for the fundraising um if i ask a related follow-up question just declare the boosters and the ptos that's because they are separate 501c3s is that right yes they have their own tax id number there are there are restrictions around how much uh fundraising you can do before sales tax is required and so they must follow those rules for their organization and we must follow those rules for our organization and this policy is only applying to that which we are doing and conducting under our tax id number um i'm just curious you have an example of what fundraising already occurs that's outside the scope of boosters or i mean obviously bac and such are all entirely different but ptos and such too i think it what are we doing elsewhere i'm curious i'm not sure i'm following what other kind of fundraising are we doing that's outside of the scope of boosters and are we is there a team fundraising going on so i think that there are um there are opportunities in which activities for fundraising that fall under the gambling can sometimes be conducted through certain licensure but we don't do that like within our isd 191 and we would not be doing those particular types of fundraising but other entities may choose to do so well i was just asking up currently you implied that we know other things weird things are going on what are we currently raising money for that's not under the confines of like a boosters club or or a pto or i just meant that we're not tracking and monitoring it because our process doesn't necessarily pull up robotics club does something right yeah so i think the majority all i'm saying is that if we in current climate current activities this report is going to be very small i believe it depends on the student activity group so like gaming club maybe want to raise money to get something for their club activity that would and so it'd be something that isn't probably related or understood i understand that i just i would i think that the way the district is structured right now most of these activities occur under booster type organizations as well i i don't disagree with you yeah i don't know and is there any uh addressing the issue of uh of the ability to uh earmark these so if a group raises a certain amount of money they can say it has to go to this costume or that helmet or that computer or whatever right so as you looked at the 713 policy it said that if a student activity account a group of student activities let me say this differently if a student activity group is doing a fundraiser their funds must be tracked for their group okay and used for that purpose so that's that's still true in the case if we have say uh um say a middle school is doing a fundraiser you know we're going to internally track that fundraising money under the middle school and we're going to track it that way when we record it it's going to show up on our fundraising report as as being a middle school fundraiser and such like that if they choose not to use those funds in the school year then it would need to either fall under the committed funds that would be tracked moving forward and approved for such which would require them to have that communication and and make sure that that's that's um understood if you have someone who is wanting to donate funds for a particular person then that falls under the donation policy and then you can do restricted gifts that way too so um this is uh relative to i don't see any reference of this is cash or even find donations there's encompasses of all so our process for donations will have a method it currently everything's going to a google sheet that jamie is tracking and you see that report we're looking to connect the cash related stuff all to an e-commerce on the website and so we have training happening this this month for our staff to be able to build particular codes and measures for people to be able to donate cash through the website and that will allow things to be more connected with the finances and the reporting being all one and that's one of the steps that we haven't had up to date so we'll continue the google sheet for purposes of the of the donations in kind or for non-cash donations but then for cash donations it would fall under a website purpose where we can actually show those deposits being made well i apologize if i'm about to open a can of worms but every year every classroom asks for a long list of items from their each student coming in how does that fit into the you know raising funds if those are a fine example of why we want to get this policy in play and what we would hope to do is at a with the principal's involvement we would build somewhat like we did with the field trips is kind of a matrix so at grade levels what is it that we're looking for and need for donations and how might we conduct that so it might actually look a little differently and be um more easily tracked and traceable and um so that is yet to be built and and you know come to fruition but this is our starting point of being able to kind of get our hands around that so the policy's intent is the all of those activities would ultimately fall into that report at the end of the day that's the goal that is the goal that we can have a measure for that so if you can imagine you'd go to the website and you'd see my classroom at this particular school and i could see a list of all the things that are needed and i could instead of carting everything there i potentially could just donate the cash and then that that would be something then that we could then pull purchase in bulk for example and and deliver then to the classrooms so all right it it is an unfortunate reality the world we live in that we even have to do that um it's always bug the heck out of me but um i i do caution that we don't put too many barriers in the way of getting teachers off their feet on the first day of class at the beginning of the school year because those items have been come critical to the maintenance of their classroom so absolutely um then just over to the uh the other new one again the same i just noting that it's got a lot of line outs on and i that's because we're moving away from the well we started with the msba template and are adjusting to that um is this uh uh okay it just means something to the public by paid announcement so uh this does not this is only for paid announcements this does not encompass uh non-uh paid announcements or requests to just other placements or in in publications or that's the meaning of advertising this does reference school publications so like if you've got um a sports flyer for the game for example and you have um someone sponsoring it we're asking then and under 4a you know how that needs to be determined or what the verbiage needs to look like and the fact that those types of things they can happen it's just a matter of sometimes it's not so much cash that's transacting there it's more about let me sponsor the cost of creating those particular flyers for that game kind of thing right but if the hockey club wants to announce that you know the season's starting and they wanted to get those we don't have friday folders for the most part anymore but in the equivalent in each school that's not a paid advertisement there's no cash transaction there no like so is that encompassed in this in this uh well it's partly why we've moved away and that kind of falls under that other policy related to um you know distribution of materials but um if we're talking about we just don't do many flower flyers anymore that way right so that's more e-news type that that message can go out um let's say um as a box of pencils are delivered and um there they all have advertising on them things of that nature i mean that can be an in-kind donation that now has advertising on it which is why you see this coming together you know it's really between all three of these policies is to get across the message of you know the advertising that is there needs to be appropriate it needs to avoid certain types of things and it could be a donation that's an in kind and so we want them to understand that too as well and you know something might be a fundraiser where something's donated and the purpose of it is to actually resell that material potentially so it just depends on kind of how that looks that's why the three of them are coming together the intent is not necessarily to get too heavy into all the different types of advertising that might exist it's more of a general policy to just serve as an overarching expectation guidelines um section a has a note about the site administrators responsible for screening all such advertisement for appropriateness then section b goes on to say the superintendee or designee may approve advertising so i'm just curious about if if the site administrator is say a principal at you know a school and there's a dispute is is it assumed that that process will follow the normal chain of command and move up to the superintendent's office then okay yep so it doesn't necessarily have to die with the site administrator if there's a disagreement about the appropriateness or whatever okay um and then i think um the only other thing i just i would just call out uh you know i think it's important that everybody understands uh the last point uh h i guess it is under four or yeah four that the inclusion of advertising in school district facilities does not constitute approval or endorsement of any product so it's good that we have that in there soon all right that sends my thank you thank you any other questions or comments i i have some director courier yes back oh you're muted or something director curry or your your mike maybe she crunched through them was there a process where this uh principles or or others looked at this policy or before it came to the policy committee um so dr curry i did not hear the original part of your conversation but i'm understanding your question to be whether or not 905 has gone through the review by principals prior to coming to the policy committee is that correct yes did 511 have worked before it came to the policy committee um actually no 511 has months ago that we've talked about with principals um when we had had discussions in um previous actual previous years even related to student fundraising we do have a small subset committee that is working on donations fundraising and advertising and so they are the ones who have helped us and they are representatives of the different levels of principalship so they along with kathy funston and robin and i have worked to try and identify how can we work with the e-commerce opportunities we have on our website to be able to manage the the cash portion of this as well as then also utilize google and other forms to be able to document the non-cash and other means so in whole the framework that we've been working on to be able to deliver on these policies has been something that we've worked very closely with that core group um but with everything else happening for our principles at this point in time time has not been spent in the last four months on this conversation it's been longer than that okay does is i worry the most about the middle school level now for example a junior high or a middle school dance event where lots of cash comes in would that be considered a fundraiser so if it is a fundraiser by a particular student group like let's say it's the student council at a middle school then that fundraiser that they're conducting would generate the revenue that would go directly into their account for that purpose if it happened to be a school-wide fundraiser then it would be tracked and monitored by that school itself in the appropriate codes that we have available to them the whole point of our framework and these policies coming before the board at this time is really to try and have a means and a mechanism to be able to accurately report what it looks like for fundraising and for our donations okay and the reason i i brought that up is i know some of those events especially the middle school level those events that amount of cash that comes in is sometimes huge and the reporting that twice a year reporting might get to be cumbersome in other words i would monitor this this this policy and see if it works or if it needs to be fine-tuned um i i know when i when i searched at the junior high i i'm worried about the cash um so i hope that the especially the middle schools are staffed appropriately that that this doesn't become you know an additional staffing concern um given the activities right now you know with the the coven crisis it's manageable but kind of under a regular middle school activity this in other words it needs monitoring over time understood yeah thank you director courier you're welcome any other comments or questions uh i had a couple um these three polis i remember the last time i was on the policy review committee it probably was two years ago two to three years ago and um it's great to see these three policies finally coming to us because i know what kind of a tangled ball of yarn they they really are with how they intermingle and the implications of each of them with the other so um thanks to the policy review committee for for for bringing this forward to us because we obviously with legislative changes it's it's time um i have one question on actually more of a comment on policy 905 4a the site administrator is responsible for screening all such advertising for appropriate appropriateness etc etc um i just feel like this is you know depending on what advertising might be coming into the school i'd like to suggest that it should be a shall not a may because shall has more emphasis than may and um it would be really unfortunate if some kind of advertising made its way into our schools simply because it wasn't properly reviewed by the proper person where's the word shall help me it isn't there it says is responsible and i'm i'm suggesting that it could read site administer site administrator shall screen all such advertising for appropriateness etc etc if board members are open to that yeah i agree okay that was all that i had thank you very much lisa with that we are we will adjourn to a workshop about facilities uh with dr battle uh lisa ryder and uh stacey kivalang uh from gerald yeah do we need to vote we do all right um miss kenny will you please call the roll chester aye carrier i hume hi miller thank you for your patience guys uh gerald one point of clarification uh i know we moved away from a motion to to adjourn when we went to the virtual but do we did we research whether we need to do that for that for hybrid or not um i can still declare us i mean i we can do it either way but oh that's one declaration um aaron do you need a couple minutes no you can uh go right into we can keep going shop if you want to we'll stop the uh broadcast but the youtube will still go online so that people can it's still public meeting awesome so i'll declare us adjourned and we will move directly to our workshop you