USD 489 BOARD OF EDUCATION WORK SESSION Monday, December 7, :30 PM Toepfer Board Room AGENDA

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1 1. CONSENT AGENDA TOPICS USD 489 BOARD OF EDUCATION WORK SESSION Monday, December 7, :30 PM Toepfer Board Room AGENDA A. Board Meeting Minutes November 16, 2015 B. Financial Reports: Clerk s Report, Investement Report, Petty Cash Report 2. DISCUSSION TOPICS A. Technology Presentation Hays Middle School teacher Margaret Meier will give a presentation on technology usage at the middle school. B. Technology Systems Scott Summers, Director of Technology, will discuss the data domains currently used as file back-up for the district. C. HVAC System Bid for Hays Middle School The board will review the bids received for the HVAC system at Hays Middle School. D. Hays High School Curriculum Recommendations Marty Straub will present the Hays High School curriculum recommendations to the board for the school year. E. Bond Issue The board will continue planning a bond election for April 5, F. Hays Middle School Volleyball Equipment Bid The board will review bid information on the Hays Middle School volleyball equipment. G. Board Policy Revisions and Additions The board will review administration recommended board policy changes. H. School District Gift Acknowledgement Form The board will review the newly proposed School District Gift Acknowledgement Form.

2 I. Adams, Brown, Beran, and Ball Audit Report Melissa Romme from Adams, Brown, Beran, and Ball will report the audit findings to the board at the December 21 st board meeting. 3. OTHER TOPICS FOR DISCUSSION Copy Center Tracking Report HRC November Meeting Minutes ECC Director s Report ECC Minutes ECC 2015 PIR Report 4. EXECUTIVE SESSION 5. ADJOURNMENT

3 HAYS UNIFIED SCHOOL DISTRICT NO. 489 BOARD OF EDUCATION BOARD MEETING TOEPFER BOARD ROOM November 16, CALL TO ORDER A board meeting for the Board of Education of Unified School District No. 489 was held Monday, November 16, 2015, in the Toepfer Board Room. The meeting was called to order by President Lance Bickle at 6:30 pm. Board members in attendance were: Lance Bickle, President; Josh Waddell, Vice President; Sarah Rankin; Paul Adams; Mandy Fox, and Luke Oborny. Others present were: Dean Katt, Superintendent; Mark Hauptman, Assistant Superintendent for Special Services, Shanna Dinkel, Director of Curriculum; Tracy Kaiser, Executive Director of Finance and Support Services; Bill Jeter, Board Attorney; Sarah Wasinger, Board Clerk; and district patrons. Danielle Lang was absent. The following items were discussed: 2.0 APPROVAL OF THE AGENDA Bickle called for a motion to approve the agenda. Waddell motioned to approve the agenda, and Rankin seconded. A vote was called, and the motion to approve the agenda carried with 6 ayes and 0 nays. 3.0 BEST OF THE BEST AWARDS PRESENTATION Bickle introduced Rilee Schwarz, a 5 th grade student from Wilson, for being the Best of the Best Student Award winner for November Schwarz was nominated by former teacher Laurenda Werth. Bickle also recognized Misti Norris, 8 th Grade ELA teacher at Hays Middle School, as the Best of the Best Staff winner for November Norris was nominated by HMS Principal Craig Pallister. Bickle thanked Gella s and Whiskey Creek for donating the gift certificates for the winners. 4.0 AUDIENCE PARTICIPATION Carrie Tholstrup asked the board to look at increasing the number of media specialists in each school library. A hand out was given to the board and is a part of the board agenda materials archived at the Rockwell Administration Center.

4 5.0 REPORT OF COMMITTEES Helping Hands Students and teachers from the Helping Hands organization provided the board with a report on the program. Jolene Windholz introduced the students and staff members that take part in the program. Teacher Kelly Karlin spoke about the history of Helping Hands. Helping Hands sells baked good and does vehicle detailing to raise money for non-profit organizations. Focus on Technology First grade teachers from Sarah Mackey and Aubrey Brooks from Roosevelt Elementary School presented information to the board regarding how ipads are being used in the classrooms. The teachers discussed how apps are used to help complete assignments. Board Attorney Bill Jeter entered the board room at 7:10 pm. 6.0 COMMUNICATIONS FROM OTHER ORGANIZATIONS The Learning Center Anita Scheve, Learning Center Director, gave a presentation on the programs available through the Learning Center. Head Start Annual Report ECC Minutes ECC Director s Report SCHOOL SPOTLIGHTS Adelyne Stremel was recognized for winning the 2015 Infinitec Outstanding Student in Technology Award. Marty Straub was recognized for receiving the 2015 KASSP Area 5 High School Principal Honoree distinguishment. Katt recognized the students, staff, and volunteers from the Hays High musical Once on This Island. Katt said the National Honor Society inducted 63 new students from Hays High School. Katt recognized several student athletes for signing with colleges in the respective sports. 8.0 REPORT OF THE SUPERINTENDENT Katt reported on the following items: The Hays Middle School HVAC bid meeting was today. Katt said training for negotiations is required for all persons who are designated as negotiators. Principal Craig Pallister sent out a communication to parents regarding a low level of mercury in one of the Hays Middle School classrooms. Waddell asked what the source of mercury was. Katt said the teacher brought the mercury in for an experiment. Mercury is no longer supposed to be used in classrooms.

5 9.0 FINANCIAL REPORTS Kaiser discussed the financial reports with the board. Kaiser said the district staff received an regarding work safety as the amount of injuries and accidents has cost the district $79,000 for this current fiscal year. Waddell asked what the injuries have been. Kaiser said one incident was a trip and fall and that there are two knee surgeries CONSENT: A. Board Meeting Minutes October 19, 2015 B. Board Work Session Minutes November 2, 2015 C. Personnel Transactions D. Financial Reports-Investment Report, Expenditure Report, & Petty Cash Report E. Approve bills in the amount of $2,666, Waddell motioned to approve the consent agenda. Fox seconded. Bickle called for the vote. The motion carried with 6 ayes and 0 nays NEW BUSINESS A. Transportation Purchase Russ Henningsen, Director of Transportation, discussed the need of purchasing a route bus and an activity bus, as well as two new suburbans and a Taurus. Adams motioned to approve the purchase of two buses, a Taurus, and two suburbans in the amount of $338, Waddell seconded. Bickle called for the vote. The motion carried with 6 ayes and 0 nays. B. Bond Issue Zack Snethen from HTK Architects discussed the four scope options with the board. Katt asked if these figures include all updates and additions of an auditorium and gymnasiums. Snethen said the figures do. Bickle said the Facility Needs Committee s work needs to be looked at as they were tasked with coming up with what items were necessary at each school. Bickle said the only thing that the Facility Needs Committee included that could be done without is the new administration facility. Oborny said he is concerned with removing items from the bond as building costs only get more expensive each year. Adams said there has not been a bond that has passed since Hays High School was built at its current location. Bickle asked about classroom space and if the current plan would get classroom numbers down to 18 to 20 students. Katt said it would and pointed out that safe rooms would be added at every school that does not currently have one. Adams asked about the $400,000 in option 3 to be spent on Rockwell. Snethen said that money addresses deferred maintenance and ADA compliance issues at Rockwell, the Learning Center, and Helping Hands. Adams motioned to approve option three without construction management for the scope of the bond. Rankin seconded. Bickle asked for discussion. Waddell said he agreed with the other board members. Katt said he wants the bond to focus on

6 items for students. Bickle called for the vote. The motion carried with 6 ayes and 0 nays. Dustin Avey with Piper Jaffray said the district will need to decide if the bonds are issued at one time or in increments. Avey said either option could be better depending on the market. Avey said most school districts complete 25 year bonds for this size of a project. $94,035, would be the size of the bond issue. Waddell asked about voting for a sales tax increase for educational purposes. Avey said both the bond sand sales tax increase should be voted for during the same election. Adams asked how successful bonds and tax increases have been in other districts. Avey said city tax increases with bond issues have been more successful in recent history. Rankin asked what typical amount is approved. Avey said a half of a cent. Avey said there has to be a portion of the sales tax used for other items outside of education, such as sidewalks and turn lanes. Avey said a half cent sales tax increase would generate approximately $2,700,000 in revenue per year. A county tax increase of a half cent would be $3,500,000 per year. Katt asked about the timeline and asking about the project amount for the bond. Avey said the board could decide between $94,000,000 or $94,035,000. Avey said the district would need to discuss an increase in sales tax with the City of Hays officials. Avey said January 18th would be the date the school board would officially vote to seek the bond issue with an amount for a ballot. Bickle asked if taxes being due in April would impact a bond issue. Avey said he has not seen that so far. Chuck Smith from HTK Architects asked how the sales tax increase could help pay for the bond. Avey said if the district can pass the sales tax increase,that would help fund the bond issue to make payments back to investors. Avey said the district will have the impact on the property tax mill levy as well as the sales tax mil levy. Rankin asked if the bond question will include the mill levy. Avey said the district would have to publish that for the community, but it would not be included in the question on the ballot. Smith asked if a bond election passes, but the sales tax does not get passed, would the bond issue fail. Avey said the board can decide how to word the question. Avey said Piper Jaffray will have the question written for the board by one of the December meeting dates. Avey said the board still needs to determine the type of election. Katt said he thinks that mail out election is the way to go. The board agreed the mail election was what they felt would work best. Avey said he will send Katt the wording of the bond issue from Liberal and Salina. C. SEIU and Board of Education Negotiated Agreement Rankin motioned to approve the SEIU and Board of Education Negotiated agreement for the school year. Waddell seconded. Bickle called for the vote. The motion carried with 6 ayes and 0 nays.

7 D. KERMIP Agreement Approval Kaiser discussed the KERMIP and said the attorneys have been working with the Attorney General s office to get the wording prepared for the interlocal agreement. Rankin motioned to vote for the approval of the amended KERMIP interlocal agreement. Adams seconded. Bickle called for the vote. The motion carried with 6 ayes and 0 nays DISCUSSION BY BOARD MEMBERS AND AGENDA REQUESTS Bickle asked if the programs that were at Washington, such as Moms and Muffins and Dads and Doughnuts were carrying on in the other schools. Demel said there are programs that are similar at O Loughlin. The board discussed the O Loughlin PTA purchase of ipads. Bickle said three board members have involvement in the O Loughlin PTA. Rankin said the ipads were intended to be used in groups in the kindergarten and first grade classrooms. Rankin said the district voted for the 1:1 ipad roll out. Rankin said it was her understanding during that vote that any current devices in the district at that time were figured in the 1:1 roll out. Rankin said O Loughlin was the first school to receive their devices. Rankin said there is no guarantee that the ipads purchased for O Loughlin are at O Loughlin, but the district could track those devices. Rankin said the communication bridge was not made between the building administrator and the PTA at the time the new technology policy was created. Rankin said the home and school organizations are critical for the students at the schools. Bickle said he thinks policy should be added that states that gifts become district policy. Bickle said a form could be created for the exchange of property that formally acknowledges that gift. Gifts should not be considered on loan from outside organizations. Waddell said he thinks home and school organizations should meet with the board so communication takes place regarding the goals of the board and the home and schools at each building. Alaina Cunningham, O Loughlin Home and School President said she was in favor of adding the additional policy. Cunningham said she would like the district to look into addressing the usage of ipads with Osmo docking devices. Scott Summers, Director of Technology, said the district is ordering removable cases to use with the Osmo devices. The district will reiterate this policy with educators and home and school organizations. Rankin said before technology requests go to home and school foundations, that building principals should have all technology purchases approved by the Director of Technology. A form will be created by the district to receive gifts from organizations EXECUTIVE SESSION None 14.0 ADJOURNMENT Bickle adjourned the meeting at 9:48pm. Minutes Approved at the December 21, 2015 BOE meeting:

8 Agriculture Science No Changes Art Computer Graphics change prerequisite to include Drawing and/or teacher recommendation. Business Course name changes: o Marketing to Marketing Applications o Marketing Research to Principles of Marketing Computer Applications Windows 10 operating system and Microsoft Office 2013 Webpage Design prerequisite Computer Applications and Emerging Technologies and/or teacher recommendation. Application required. Marketing (DECA) change to Marketing Applications (DECA), increase student DECA English membership dues from $20 to $30, and prerequisite Principles of Marketing. Marketing Research (DECA) change to Principles of Marketing, remove This class will also expand upon topics taught in Marketing A & B, and increase student DECA membership dues from $20 to $30. Introduction to Computer Information Systems MIS101 Change to Microsoft Windows 10 and Microsoft Office 2013 Concurrent Credit for Intro to Literature Change to ENG 125 (FHSU) from ENG 126. Remove Reading Emphasis for all grade levels. Debate Supplies: Add thumb drive. Foreign Language Elementary Latin add prerequisite of C average in English is recommended. Spanish I add current events and personal interests as additional emphasis. Human Services (Family and Consumer Science) Life Management Course code change from to Career Connections replaces Career and Community Connections. Career Connections courses provide human services/family and consumer sciences related work-based learning experiences outside the traditional classroom. Learning goals are set by the student, teacher and employer/adult mentor to create field experiences and/or discussions related to human services/ family and consumer sciences occupational technical skills. Culinary Essentials replaces Food Preparation II This comprehensive course covers advanced food preparation, meal planning and food presentation techniques. Special emphasis will be placed on food safety and sanitation procedures. Careers in the foodservice industry, international foods, food preservation and event planning are explored throughout the course. Nutrition & Wellness replaces Nutrition and Healthy Eating

9 o Students will gain an understanding of nutrition and how practicing good nutrition and promoting wellness can enhance individual wellbeing. Strategies that promote physical, emotional, social and intellectual components of wellness will be explored. Emphasis on nutrients, healthy food preparation and personal diet are an integral part of coursework. Math Music New Course Leadership Service in Action o Leadership Service in Action course provides students with the opportunity to analyze real world issues of concern, refine an action plan and apply leadership, teamwork and decision making skills through civic engagement and service learning within Family and Consumer Sciences. The course promotes empowerment of students to assume advocacy roles in family, community and FCS/human services business and industry environments. Grades: 10, 11, 12 Supplies: remove graph paper. Concurrent Credit College Algebra pre-test will be done in the spring rather than fall. Concurrent Credit Elements of Statistics add purchase an access code in Marching & Concert Band Delete reference to trip frequency. Concert Choir take out audition. Physical Education Health and Wellness will include information regarding Safe Dates and K-Fit program Science Course name change: o Physics & Honors Physics to Integrated Science & Integrated Science Honors. Social Science Business Economics provides.5 Social Science credit Technology Communications Digital Media Design and Production (Newspaper) same prerequisite as Applied Graphic Design (Yearbook). Technology Education Remove Advanced Studies. Supplemental Support (Special Education) Collaborative/Inclusive will be used as many classes use para support rather than teacher. Social/Emotional Support Program is removed.

10 USD 489 AGENDA ITEM COVER SHEET BOARD AGENDA ITEM NO. _2E_ MEETING DATE: TOPIC: Ceiling mounted volleyball system at Hays Middle School ACTION REQUESTED: The Board of Education shall vote on approving the purchase of a ceiling mounted volleyball system at Hays Middle School. NARRATIVE: The gym at Hays Middle School is used daily by students and 4-5 times a week by outside organizations. Currently, the district has portable volleyball nets that must be set up and taken down daily, which leads to a significant chance of someone being injured. LEGAL CONSIDERATION: N/A FINANCIAL CONSIDERATION: Three bids were received and the lowest bid was from Carroll Seating Company for $30, Donations have been received and the district will be using activity funds, athletic budget lines and capital outlay to pay for the system. STAFF CONSIDERATIONS: The retractable system will create a safer environment for staff and outside organizations.

11 OPTIONS: The Board has the following options: Option 1: Motion to accept the low bid from Carroll Seating Company in the amount of $30, for the Hays Middle School volleyball system. Option 2: Motion to reject the low bid and provide an alternative recommendation to administration. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Bruce Rupp, Hays Middle School Athletic Director ADMINISTRATION RECOMMENDATION: The administration recommends the Board of Education vote to accept the low bid to purchase the volleyball system. COMMITTEE RECOMMENDATION(S): N/A ATTACHMENTS: Carroll Seating Company bid Lou s Sporting Goods bid End Zone Sports & Office Supplies bid

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15 USD 489 AGENDA ITEM COVER SHEET BOARD AGENDA ITEM NO. 2G MEETING DATE: 12/21/15 TOPIC: Board of Education Policy Revisions ACTION REQUESTED: The administration requests the board consider the revised policies attached within the agenda packet. NARRATIVE: The administration recommends the Board of Education vote to approve the revised policy changes. These changes address public relations, gifts to schools, and other KASB recommended changes. LEGAL CONSIDERATION: N/A FINANCIAL CONSIDERATION: N/A OPTIONS: Option 1: The administration recommends the board adopt the included policy changes as presented. Option 2: The board may motion to not adopt the included policy changes and make alternative suggestions to administration.

16 PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Superintendent Dean Katt ADMINISTRATION RECOMMENDATION: The administration recommends the board vote to adopt the policy revisions and additions. COMMITTEE RECOMMENDATION(S): N/A ATTACHMENTS: Board policy revisions red-lined Board policy after revisions

17 Redlined Board of Education Policy Revisions DJEH Purchasing Technology Policy The Director of Technology shall approve all purchases of technology, whether hardware or software. The Director of Technology, before approving any purchases, shall consult with the Superintendent to ensure that the new technology is necessary for the betterment of student education and shall meet school district objectives. All outside organizations are required to follow the same process before purchasing technology for schools. Any purchases in excess of $20, are subject to the bid process. All technology gifts to schools shall be approved by the Board of Education and shall be accompanied with a Gift Acknowledgement Form that acknowledges the reception of these items as district property. The Board President or Vice President as well as the organization or individual giving the gift will sign the Gift Acknowledgement Form. BOE Approved February 2015 GACBA Attendance Required Staff members are expected to keep unscheduled absences to a minimum. When absent from work, the employee must make a reasonable effort to immediately notify the supervisor of the reason for such absence prior to the beginning of the shift. If the absence is to continue beyond the first day, the employee must notify the supervisor on a daily basis unless otherwise arranged. Documentation from a health care provider may be required, particularly if the absence extends to three consecutive days. Except in extenuating circumstances, absence for 3 consecutive working days without notifying the supervisor is considered a voluntary termination. Required medical documentation. Employees may be required to submit documentation from their health care provider in such cases as (but not limited to): If absent for three (3) consecutive days, If the ability to return to work is in question, If there are attendance issues/problems, If there is a need to substantiate the employee s own, or a household member s serious health condition, If there is suspected abuse of the sick leave benefit. Failure to provide requested verification may result in disciplinary action. Submission of altered or falsified documentation is grounds for dismissal. KBA District or School Websites (See DC, ECH, II, IIBG, JR et seq., and KB) The board may establish a district website and may allow creation of websites for individual schools. A district website shall be under the control of the Superintendent and school web- sites shall be supervised by the principal.

18 Website Rules Detailed rules relating to websites are found in appropriate handbooks or in documents approved by the board and filed with the clerk and/or principals. Website rules shall include the following areas: data privacy and FERPA regulations; copyright rules, relating to access and use of materials and the property rights of the district, students, and employees who create material; instruction on what information and materials will be prominently posted on district and/or school homepages, which shall include, but may not be limited to, a copy of Kansas State Department of Education s Form 150 estimating the legal maximum general fund budget as well as the budget summary for the current school year and actual expenditures for the immediately preceding two school years showing total net dollars of transfers and dollars per pupil as specified in Kansas law, using the full-time equivalent enrollment of the school district for such required calculations; the board s and administration s right to determine website content and monitor use by employees and students. District and school websites and social media accounts are maintained to support the public relations and educational programs of the district and/or the schools. The district reserves the right to block or delete any posts to the district Facebook page that are defamatory in nature. Websites and/or social media accounts may be modified or terminated at any time by board action. BOE Approved January 2011 BOE Revised July 2015 KDC Solicitations (See GAI) The board shall discourage all solicitations of and by staff members during regular school hours and at school-sponsored activities. Agents, solicitors, and salesmen shall not be permitted to take time of teachers or students from educational activities. The students and faculty of the district shall not promote commercial or private financial interests, either through direct sales or through promotion of competitive goods or services. This rule applies to those activities, promotions, and sales originating outside the school. Exception to this rule may be made as outlined below. Materials and projects submitted for consideration under this rule must be made in writing to the superintendent. Requests will be considered in light of the proposal s direct contribution to the educational values in the school. Consideration shall be on the basis of unreasonably added work for staff members. Any individuals or organizations violating the policy on solicitations shall be reported to the board by the superintendent. Violators may be denied further access to school premises by board action. BOE Approved January 2011

19 KGA Use of District Personal Property and Equipment Requests for use of district equipment by individuals or outside organizations shall be submitted to the Superintendent. Any request shall be granted or denied pursuant to guidelines for using equipment developed by the administrator and approved by the board. The Superintendent may establish a deposit or requirement for the purchase of insurance for use of school equipment before it is removed from the school grounds or other district property. The deposit will be paid to the designated administrator and will be refunded when the equipment is returned in working order. Lost, Stolen, or Damaged Property or Equipment No request for use of school equipment shall be granted until the requestor executes a use agreement specifying such person will agree to pay the district fair market value for any equipment that has been lost, stolen, or has suffered irreparable damage while in the requestor s possession. For the purposes of this policy, irreparable damage shall include any damage severe enough that the cost to repair such equipment would be more than the fair market value of the equipment. If school equipment is returned damaged beyond normal wear and tear of acceptable use, the requestor shall be responsible for the cost to repair such equipment. The district may also require the purchase of insurance. Personal Use No district equipment shall be used by staff for personal reasons at school or away from its designated station. Without the prior approval of the superintendent; the building principal or administrator; or the director of buildings and grounds. BOE Approved October 2012 KGD Disruptive Acts at School or School Activities (See EBC, GAAE, JCDBB, JDDC, and KGC) Disruptive acts at school or school sponsored activities will not be tolerated. persons threatening the safety of students, school personnel or other persons; to damage school property; to interfere with school activities or the educational process; will be asked to leave the premises. The school administration and staff are responsible for handling any disturbance caused by adults or students. The final decision for determining if assistance is needed is the responsibility of the Superintendent or school principal. In the absence of these individuals, the determination shall be made by the assistant principal or person designated to be in charge of the building or activity. The Superintendent shall be notified of any serious problem at the school.

20 Possession of a Firearm Unless otherwise required by law or authorized by board policy, no person other than a law enforcement officer shall possess a firearm on any district owned or operated property, within any district owned or operated building or facility; in a school vehicle or an employee s personal vehicle being used to transport student, or at any school sponsored activity, program, or event. This prohibition includes possession of concealed weapons even if the person has a valid concealed carry license in this state; and/or openly carried weapons; however such prohibition shall not apply to the secured storage of a handgun in a district employee s own locked vehicle on school property so long as such employee holds a valid Kansas concealed carry license and such weapon is maintained out of plain sight. Appropriate signs shall be conspicuously posted as directed by the board and required by law. Anyone in violation of this policy shall be directed to leave the premises immediately and not return without prior approval from the building administrator or Superintendent. Failure to comply with such order will result in a report to law enforcement. BOE Approved Sept KH Gifts to Schools Any organization or individual making a gift to the district shall have the prior approval of the board. All gifts will be regarded as district property. Persons or organizations desiring to make gifts to the schools should contact the Superintendent. All gifts will be regarded as district property. All technology gifts to schools shall be approved by the Board of Education and shall be accompanied with a Gift Acknowledgement Form that acknowledges the reception of these items as district property. The Board President or Vice President as well as the organization or individual giving the gift will sign the Gift Acknowledgement Form. BOE Approved January 2011 KN Complaints The board encourages all complaints regarding the district to be resolved at the lowest possible administrative level. Whenever a complaint is made directly to the board as a whole or to a board member as an individual, it will be referred to the administration for study and possible resolution. Discrimination against any individual on the basis of race, color, national origin, sex, disability, age, or religion in the admission or access to, or treatment or employment in the district s programs and activities is prohibited. Harassment of an individual on any of these grounds is also prohibited. The Superintendent has been designated to coordinate compliance with nondiscrimination requirements contained in Title VI of the Civil Rights Act of 1964,

21 Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and The Americans with Disabilities Act of Superintendent of Schools USD West 12 th Street Hays, KS Information concerning the provisions of these Acts, and the rights provided there under, are available from the compliance coordinator. Complaints About Discrimination or Discriminatory Harassment Complaints of discrimination or discriminatory harassment by an employee should be addressed to the employee s supervisor, the building principal, or the district compliance coordinator. Complaints by a student should be addressed to the building principal, another administrator, the guidance counselor, or another certified staff member. Any school employee who receives a complaint of discrimination or harassment from a student shall inform the student of the employee s obligation to report the complaint and any proposed resolution of the complaint to the building principal. If the building principal is the alleged harasser, the complaint shall be reported to the district compliance coordinator. Complaints by any other person alleging discrimination should be addressed to the building principal or the district compliance coordinator. Complaints about discrimination, including complaints of harassment, will be resolved through the following complaint procedures: Informal Procedures The building principal shall attempt to resolve complaints of discrimination or harassment in an informal manner at the building level. Any school employee who receives a complaint of discrimination harassment from a student, another employee or any other individual shall inform the individual of the employee s obligation to report the complaint and any proposed resolution of the complaint to the building principal. The building principal shall discuss the complaint with the individual to determine if it can be resolved. If the matter is resolved to the satisfaction of the individual, the building principal shall document the nature of the complaint and the proposed resolution of the complaint, and forward this record to the district compliance coordinator. Within 20 days after the complaint is resolved in this manner, the principal shall contact the complainant to determine if the resolution of the matter remains acceptable. If the matter is not resolved to the satisfaction of the individual in the meeting with the principal, or if the individual does not believe the resolution remains acceptable, the individual may initiate a formal complaint. If discrimination or harassment has occurred, the district will take prompt, remedial action to prevent its reoccurrence. The district prohibits retaliation or discrimination against any person for opposing discrimination, including harassment; for participating in the complaint process; or making a complaint, testifying, assisting, or participating in any investigation, proceeding, or hearing.

22 Formal Complaint Procedures A formal complaint should be filed in writing and contain the name and address of the person filing the complaint. The complaint should briefly describe the alleged violation. If an individual does not wish to file a written complaint and the matter has not been adequately resolved, the building principal may initiate the complaint. Forms for filing written complaints are available in each building office and the central office. A complaint should be filed as soon as possible after the conduct occurs, but not later than 180 days after the complainant becomes aware of the alleged violation, unless the conduct forming the basis for the complaint is ongoing. If appropriate, an investigation shall follow the filing of the complaint. If the complaint is against the Superintendent, the board shall appoint an investigating officer. In other instances, the investigation shall be conducted by the building principal, the compliance coordinator or another individual appointed by the board. The investigation shall be informal but thorough. All interested persons, including the complainant and the person against whom the complaint is lodged, will be afforded an opportunity to submit written or oral evidence relevant to the complaint. A written determination of the complaint s validity and a description of the resolution shall be issued by the investigator, and a copy forwarded to the complainant no later than 30 days after the filing of the complaint. If the investigation results in a recommendation that a student be suspended or expelled, procedures outlined in board policy and state law governing student suspension and expulsion will be followed. If the investigation results in a recommendation that an employee be suspended without pay or terminated, procedures outlined in board policy, the negotiated agreement or state law will be followed. Records relating to complaints filed and their resolution shall be forwarded to and maintained in a confidential manner by the district compliance coordinator. The complainant may appeal the determination of the complaint. Appeals shall be heard by the district compliance coordinator, a hearing officer appointed by the board, or by the board itself as determined by the board. The request to appeal the resolution shall be made within 20 days after the date of the written resolution of the complaint at the lower level. The appeal officer shall review the evidence gathered by the investigator and the investigator s report, and shall afford the complainant and the person against whom the complaint is filed an opportunity to submit further evidence, orally or in writing, within 10 days after the appeal is filed. The appeal officer will issue a written determination of the complaint s validity and a description of its resolution within 30 days after the appeal is filed. If discrimination or harassment has occurred, the district will take prompt, remedial action to prevent its reoccurrence. The district prohibits retaliation or discrimination against any person for opposing discrimination, including harassment; for participating in the complaint process; or making a complaint, testifying, assisting, or participating in any investigation, proceeding, or hearing. Use of this complaint procedure is not a prerequisite to the pursuit of any other remedies including the right to file a complaint with the Office for Civil Rights of the U.S. Department of Education, the Equal Employment Opportunity Commission, or the Kansas Human Rights Commission.

23 Complaints About Policy The Superintendent shall report any unresolved complaint about policies to the board at the next regularly scheduled board meeting. Complaints About Curriculum (See IF) The Superintendent shall report a failure to resolve any complaint about curriculum to the Board at the next regularly scheduled board meeting. Complaints About Instructional Materials The Building Principal shall report any unresolved complaint about instructional materials to the Superintendent immediately after receiving the complaint. Complaints About Facilities and Services The Superintendent shall report any unresolved complaint about facilities and services to the board at the next regularly scheduled board meeting. Complaints About Personnel The Superintendent or the building principal involved shall report any unresolved complaint about personnel to the board at the next regularly scheduled board meeting. Complaints About Emergency Safety Intervention Use Complaints concerning the use of emergency safety interventions by district staff shall be addressed in accordance with the local dispute resolution process outlined in board policy GAAF. BOE Approved Sept. 2013

24 Redlined Board of Education Policy Revisions DJEH Purchasing Technology Policy The Director of Technology shall approve all purchases of technology, whether hardware or software. The Director of Technology, before approving any purchases, shall consult with the Superintendent to ensure that the new technology is necessary for the betterment of student education and shall meet school district objectives. All outside organizations are required to follow the same process before purchasing technology for schools. Any purchases in excess of $20, are subject to the bid process. All technology gifts to schools shall be approved by the Board of Education and shall be accompanied with a Gift Acknowledgement Form that acknowledges the reception of these items as district property. The Board President or Vice President as well as the organization or individual giving the gift will sign the Gift Acknowledgement Form. BOE Approved February 2015 GACBA Attendance Required Staff members are expected to keep unscheduled absences to a minimum. When absent from work, the employee must make a reasonable effort to immediately notify the supervisor of the reason for such absence prior to the beginning of the shift. If the absence is to continue beyond the first day, the employee must notify the supervisor on a daily basis unless otherwise arranged. Documentation from a health care provider may be required, particularly if the absence extends to three consecutive days. Except in extenuating circumstances, absence for 3 consecutive working days without notifying the supervisor is considered a voluntary termination. Required medical documentation. Employees may be required to submit documentation from their health care provider in such cases as (but not limited to): If absent for three (3) consecutive days, If the ability to return to work is in question, If there are attendance issues/problems, If there is a need to substantiate the employee s own, or a household member s serious health condition, If there is suspected abuse of the sick leave benefit. Failure to provide requested verification may result in disciplinary action. Submission of altered or falsified documentation is grounds for dismissal. KBA District or School Websites (See DC, ECH, II, IIBG, JR et seq., and KB) The board may establish a district website and may allow creation of websites for individual schools. A district website shall be under the control of the Superintendent and school web- sites shall be supervised by the principal.

25 Website Rules Detailed rules relating to websites are found in appropriate handbooks or in documents approved by the board and filed with the clerk and/or principals. Website rules shall include the following areas: data privacy and FERPA regulations; copyright rules, relating to access and use of materials and the property rights of the district, students, and employees who create material; instruction on what information and materials will be prominently posted on district and/or school homepages, which shall include, but may not be limited to, a copy of Kansas State Department of Education s Form 150 estimating the legal maximum general fund budget as well as the budget summary for the current school year and actual expenditures for the immediately preceding two school years showing total net dollars of transfers and dollars per pupil as specified in Kansas law, using the full-time equivalent enrollment of the school district for such required calculations; the board s and administration s right to determine website content and monitor use by employees and students. District and school websites and social media accounts are maintained to support the public relations and educational programs of the district and/or the schools. The district reserves the right to block or delete any posts to the district Facebook page that are defamatory in nature. Websites and/or social media accounts may be modified or terminated at any time by board action. BOE Approved January 2011 BOE Revised July 2015 KDCSolicitations (See GAI) The board shall discourage all solicitations of and by staff members during regular school hours and at school-sponsored activities. Agents, solicitors, and salesmen shall not be permitted to take time of teachers or students from educational activities. The students and faculty of the district shall not promote commercial or private financial interests, either through direct sales or through promotion of competitive goods or services. This rule applies to those activities, promotions, and sales originating outside the school. Exception to this rule may be made as outlined below. Materials and projects submitted for consideration under this rule must be made in writing to the superintendent. Requests will be considered in light of the proposal s direct contribution to the educational values in the school. Consideration shall be on the basis of unreasonably added work for staff members. Any individuals or organizations violating the policy on solicitations shall be reported to the board by the superintendent. Violators may be denied further access to school premises by board action. BOE Approved January 2011

26 KGA Use of District Personal Property and Equipment Requests for use of district equipment by individuals or outside organizations shall be submitted to the Superintendent. Any request shall be granted or denied pursuant to guidelines for using equipment developed by the administrator and approved by the board. The Superintendent may establish a deposit or requirement for the purchase of insurance for use of school equipment before it is removed from the school grounds or other district property. The deposit will be paid to the designated administrator and will be refunded when the equipment is returned in working order. Lost, Stolen, or Damaged Property or Equipment No request for use of school equipment shall be granted until the requestor executes a use agreement specifying such person will agree to pay the district fair market value for any equipment that has been lost, stolen, or has suffered irreparable damage while in the requestor s possession. For the purposes of this policy, irreparable damage shall include any damage severe enough that the cost to repair such equipment would be more than the fair market value of the equipment. If school equipment is returned damaged beyond normal wear and tear of acceptable use, the requestor shall be responsible for the cost to repair such equipment. The district may also require the purchase of insurance. Personal Use No district equipment shall be used by staff for personal reasons at school or away from its designated station. Without the prior approval of the superintendent; the building principal or administrator; or the director of buildings and grounds. BOE Approved October 2012 KGD Disruptive Acts at School or School Activities (See EBC, GAAE, JCDBB, JDDC, and KGC) Disruptive acts at school or school sponsored activities will not be tolerated. persons threatening the safety of students, school personnel or other persons; to damage school property; to interfere with school activities or the educational process; will be asked to leave the premises. The school administration and staff are responsible for handling any disturbance caused by adults or students. The final decision for determining if assistance is needed is the responsibility of the Superintendent or school principal. In the absence of these individuals, the determination shall be made by the assistant principal or person designated to be in charge of the building or activity. The Superintendent shall be notified of any serious problem at the school.

27 Possession of a Firearm Unless otherwise required by law or authorized by board policy, no person other than a law enforcement officer shall possess a firearm on any district owned or operated property, within any district owned or operated building or facility; in a school vehicle or an employee s personal vehicle being used to transport student, or at any school sponsored activity, program, or event. This prohibition includes possession of concealed, and/or openly carried weapons; however such prohibition shall not apply to the secured storage of a handgun in a district employee s own locked vehicle on school property so long as such employee holds a valid Kansas concealed carry license and such weapon is maintained out of plain sight. Appropriate signs shall be conspicuously posted as directed by the board and required by law. Anyone in violation of this policy shall be directed to leave the premises immediately and not return without prior approval from the building administrator or Superintendent. Failure to comply with such order will result in a report to law enforcement. BOE Approved Sept KH Gifts to Schools Any organization or individual making a gift to the district shall have the prior approval of the board. All gifts will be regarded as district property. Persons or organizations desiring to make gifts to the schools should contact the Superintendent. All technology gifts to schools shall be approved by the Board of Education and shall be accompanied with a Gift Acknowledgement Form that acknowledges the reception of these items as district property. The Board President or Vice President as well as the organization or individual giving the gift will sign the Gift Acknowledgement Form. BOE Approved January 2011 KN Complaints The board encourages all complaints regarding the district to be resolved at the lowest possible administrative level. Whenever a complaint is made directly to the board as a whole or to a board member as an individual, it will be referred to the administration for study and possible resolution. Discrimination against any individual on the basis of race, color, national origin, sex, disability, age, or religion in the admission or access to, or treatment or employment in the district s programs and activities is prohibited. Harassment of an individual on any of these grounds is also prohibited. The Superintendent has been designated to coordinate compliance with nondiscrimination requirements contained in Title VI of the Civil Rights Act of 1964, Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments

28 of 1972, Section 504 of the Rehabilitation Act of 1973, and The Americans with Disabilities Act of Superintendent of Schools USD West 12 th Street Hays, KS Information concerning the provisions of these Acts, and the rights provided there under, are available from the compliance coordinator. Complaints About Discrimination or Discriminatory Harassment Complaints of discrimination or discriminatory harassment by an employee should be addressed to the employee s supervisor, the building principal, or the district compliance coordinator. Complaints by a student should be addressed to the building principal, another administrator, the guidance counselor, or another certified staff member. Any school employee who receives a complaint of discrimination or harassment from a student shall inform the student of the employee s obligation to report the complaint and any proposed resolution of the complaint to the building principal. If the building principal is the alleged harasser, the complaint shall be reported to the district compliance coordinator. Complaints by any other person alleging discrimination should be addressed to the building principal or the district compliance coordinator. Complaints about discrimination, including complaints of harassment, will be resolved through the following complaint procedures: Informal Procedures The building principal shall attempt to resolve complaints of discrimination or harassment in an informal manner at the building level. Any school employee who receives a complaint of discrimination harassment from a student, another employee or any other individual shall inform the individual of the employee s obligation to report the complaint and any proposed resolution of the complaint to the building principal. The building principal shall discuss the complaint with the individual to determine if it can be resolved. If the matter is resolved to the satisfaction of the individual, the building principal shall document the nature of the complaint and the proposed resolution of the complaint, and forward this record to the district compliance coordinator. Within 20 days after the complaint is resolved in this manner, the principal shall contact the complainant to determine if the resolution of the matter remains acceptable. If the matter is not resolved to the satisfaction of the individual in the meeting with the principal, or if the individual does not believe the resolution remains acceptable, the individual may initiate a formal complaint. If discrimination or harassment has occurred, the district will take prompt, remedial action to prevent its reoccurrence. The district prohibits retaliation or discrimination against any person for opposing discrimination, including harassment; for participating in the complaint process; or making a complaint, testifying, assisting, or participating in any investigation, proceeding, or hearing.

29 Formal Complaint Procedures A formal complaint should be filed in writing and contain the name and address of the person filing the complaint. The complaint should briefly describe the alleged violation. If an individual does not wish to file a written complaint and the matter has not been adequately resolved, the building principal may initiate the complaint. Forms for filing written complaints are available in each building office and the central office. A complaint should be filed as soon as possible after the conduct occurs, but not later than 180 days after the complainant becomes aware of the alleged violation, unless the conduct forming the basis for the complaint is ongoing. If appropriate, an investigation shall follow the filing of the complaint. If the complaint is against the Superintendent, the board shall appoint an investigating officer. In other instances, the investigation shall be conducted by the building principal, the compliance coordinator or another individual appointed by the board. The investigation shall be informal but thorough. All interested persons, including the complainant and the person against whom the complaint is lodged, will be afforded an opportunity to submit written or oral evidence relevant to the complaint. A written determination of the complaint s validity and a description of the resolution shall be issued by the investigator, and a copy forwarded to the complainant no later than 30 days after the filing of the complaint. If the investigation results in a recommendation that a student be suspended or expelled, procedures outlined in board policy and state law governing student suspension and expulsion will be followed. If the investigation results in a recommendation that an employee be suspended without pay or terminated, procedures outlined in board policy, the negotiated agreement or state law will be followed. Records relating to complaints filed and their resolution shall be forwarded to and maintained in a confidential manner by the district compliance coordinator. The complainant may appeal the determination of the complaint. Appeals shall be heard by the district compliance coordinator, a hearing officer appointed by the board, or by the board itself as determined by the board. The request to appeal the resolution shall be made within 20 days after the date of the written resolution of the complaint at the lower level. The appeal officer shall review the evidence gathered by the investigator and the investigator s report, and shall afford the complainant and the person against whom the complaint is filed an opportunity to submit further evidence, orally or in writing, within 10 days after the appeal is filed. The appeal officer will issue a written determination of the complaint s validity and a description of its resolution within 30 days after the appeal is filed. If discrimination or harassment has occurred, the district will take prompt, remedial action to prevent its reoccurrence. The district prohibits retaliation or discrimination against any person for opposing discrimination, including harassment; for participating in the complaint process; or making a complaint, testifying, assisting, or participating in any investigation, proceeding, or hearing. Use of this complaint procedure is not a prerequisite to the pursuit of any other remedies including the right to file a complaint with the Office for Civil Rights of the U.S. Department of Education, the Equal Employment Opportunity Commission, or the Kansas Human Rights Commission.

30 Complaints About Policy The Superintendent shall report any unresolved complaint about policies to the board at the next regularly scheduled board meeting. Complaints About Curriculum (See IF) The Superintendent shall report a failure to resolve any complaint about curriculum to the Board at the next regularly scheduled board meeting. Complaints About Instructional Materials The Building Principal shall report any unresolved complaint about instructional materials to the Superintendent immediately after receiving the complaint. Complaints About Facilities and Services The Superintendent shall report any unresolved complaint about facilities and services to the board at the next regularly scheduled board meeting. Complaints About Personnel The Superintendent or the building principal involved shall report any unresolved complaint about personnel to the board at the next regularly scheduled board meeting. Complaints About Emergency Safety Intervention Use Complaints concerning the use of emergency safety interventions by district staff shall be addressed in accordance with the local dispute resolution process outlined in board policy GAAF. BOE Approved Sept. 2013

31 USD 489 AGENDA ITEM COVER SHEET BOARD AGENDA ITEM NO. 2H MEETING DATE: 12/21/15 TOPIC: School District Gift Acknowledgement Form ACTION REQUESTED: The administration recommends the board adopt the School District Gift Acknowledgement Form. NARRATIVE: The Board of Education must approve all technology gifts being given to any district facility. The School District Gift Acknowledgement Form ensures individuals/organizations that give technology gifts to the district understand the ownership of the donated items as well us being made fully aware of the district gift policy. LEGAL CONSIDERATION: N/A FINANCIAL CONSIDERATION: N/A OPTIONS: Option 1: Motion to approve the use of the School District Gift Acknowledgement Form for all technology donations made to the district.

32 Option 2: Motion to reject the use of the School District Gift Acknowledgement Form and provide the administration with alternative direction. PERSON/STAFF MEMBER(S) MAKING PRESENTATION: Superintendent Dean Katt ADMINISTRATION RECOMMENDATION: The administration recommends that the board adopt the use of the School District Gift Acknowledgement Form. COMMITTEE RECOMMENDATION(S): N/A ATTACHMENTS: School District Gift Acknowledgement Form

33 USD 489 District Gift Acknowledgement Form Name of Organization or Individual: Description of Gift: Value of Gift: USD 489 Board Policy: KH Gifts to Schools Any organization or individual making a gift to the district shall have the prior approval of the board. All gifts will be regarded as district property. Persons or organizations desiring to make gifts to the schools should contact the Superintendent. All technology gifts to schools shall be approved by the Board of Education and shall be accompanied with a Gift Acknowledgement Form that acknowledges the reception of these items as district property. The Board President or Vice President as well as the organization or individual giving the gift will sign the Gift Acknowledgement Form. I/we acknowledge that I/we have read board policy KH Gifts to schools as written above in this acknowledgement form and understand its intent. This contribution is a gift to this building and will now be considered property of USD 489. Name of Individual or Organization Date Board President or Vice President Date

34 Regular Board Meeting November 25, 2015 Noon A. Call to order B. Roll Call 1. Regular Meeting C. Approval of Agenda D. Approval of Minutes 1. October 28, 2015 Regular Meeting Communication E. Audience Participation 1. Melissa Romme-ABB&B F. Written Communication Finances G. Financial Statement Reports H. Staff Reports 1. Sports Director-Adult and Youth 2. Program Director-Adult and Youth 3. Aquatics Director 4. Wellness Director 5. Sports Complex Director 6. Superintendent Business I. Unfinished Business 1. No Unfinished Business J. New Business 1. Approval of Annual Meeting of Members and Directors of the HRC Foundation 2. Review ABB&B Engagement Letter for 2016 Miscellaneous K. Board Member Reports L. Other Action M. Executive Session 1. To discuss personnel N. Adjournment 1. Regular Meeting

35 HAYS RECREATION COMMISSION REGULAR MEETING October 28, 2015 Chair called the meeting to order at 12:07 pm. Roll Call Chair Jeff Briggs Vice-Chair Nancy Jeter-absent Secretary Mark Junk-absent Commissioner Dustin Armbruster Commissioner Tom Albers Superintendent Roger Bixenman Approval of Agenda Motion by Dustin Armbruster to approve the agenda. Second by Tom Albers. Motion carried 3-0. Approval of Minutes Motion by Dustin Armbruster to approve the minutes of the regular meeting for September 23, Second by Tom Albers. Motion carried 3-0. Audience Participation Terry Ault-Architectural Solutions updated the board on the progress of the Storm water Management plan and changes needed to be made prior to sending the building project out to bid. Written Communication Thank you letters were shared with the board. Finances Financial Statement Motion by Tom Albers to approve the financial statement for September Second by Dustin Armbruster. Motion carried 3-0. Staff Reports Sports Director Information concerning youth and adult sports were shared with the board. Program Director Information concerning youth and adult leisure and IDD programs were shared with the board. Aquatics Director Aquatic information was shared with the board. Wellness Director Wellness information was shared with the board. 2

36 Sports Complex Director Sports Complex information was shared with the board. Superintendent Roger shared his report with the board. Unfinished Business No Unfinished Business New Business No New Business Board Member Reports No Board Member Reports Other Action None Executive Session None Adjournment Motion by Dustin Armbruster to adjourn the meeting. Second by Tom Albers. Motion carried 3-0. Respectfully submitted, Roger Bixenman CPRP Superintendent 3

37 DIRECTOR S REPORT Early Childhood Connections Policy Council/USD #489 School Board Officers/Committees The following individuals have been elected as the Policy Council Officers Chairman Kayla Jones Vice-Chairman-Emmy VanDerWege Secretary- Sarah Smith Treasurer Shane Scranton Individuals signed up for the Personnel and Budget Committee. If you were not at attendance in the meeting and would like to sign up for a committee, please let me know. Attendance Report Attendance for EHS Center-Based for October is 92% Attendance for HS Center-Based for October is 91% Enrollment Early Head Start 75 slots 100% enrolled 9 on waitlist as of Nov. 1st. Head Start 123 slots 100% enrolled 2 on waitlist as of Nov. 1st. Credit Card Statements Total on Early Childhood Connections 0 to 3 credit card for the month of October was $9.16 and for Early Childhood Connections 3 to 5 was $3.341/03. Statement will be reviewed by budget committee and available at the meeting. Parent Participation Daddy and Me Day was held on October 17 th at the Fire Department. Thirty adults and thirty-sex children participated. TGI...Family Night Out was held on October 27th. Twenty adults, twenty-three children and four staff members attended. The topic was "Healthy Children, Healthy Families". Daddy and Me Day was held on November 14 th at FHSU Training Center. Attendance will be reported at the meeting. Parent Leadership The following individuals (Amanda North, Sarah Smith, and Sascha Seib) attended the Parent Leadership Conference in Topeka on November 5 th and 6 th.

38 Social Service and Family Involvement Karla Bixenman and Brenda Raven will be attending the Policy Council meeting to share information on social service, family involvement and transportation. A presentation will be completed monthly that shares information for the program s work plan so that when it is time to approve the work plan, policy council members will have an understanding of how the program meets performance standards. ERSEA Policy Revision The ERSEA policy (Eligibility, Recruitment, Selection, Enrollment, and Attendance) is being updated to include policy and procedures around staff who intentionally violate federal and program eligibility determination regulations and enroll those not eligible to receive EHS/HS services. The bolded sections have been added or updated. A copy of this policy revision is in your packet. PIR (Program Information Report) PIR stands for Program Information Report. This data is collected from all Early Head Start/Head Start programs by the Office of Head Start. Reports are available annually. The report will be reviewed at the meeting. Self Assessment/Program Improvement Plan Self-Assessment is the way we measure our agency accomplishments, strengths, weaknesses, and allows for continuous improvement of the program and its services. At least once each year, with the participation of Policy Council, agencies must conduct a self-assessment of their effectiveness and progress in meeting program goals and objectives in implementing Federal Regulations (Performance Standard (i) (1)). The self-assessment must be ongoing, have a timetable for when certain pieces of information are reviewed and come from a variety of different monitoring tools. The Self-Assessment Policy and Program Improvement Plan will be reviewed at the meeting. Resignations and Hires Brooke Rogers has resigned from Munjor due to health reasons. We wish her well! Breana Coston resigned from Munjor as she moved back home. We wish her well! Jolene Amrein has resigned at 1100 teacher-family assistant. She has taken a position with the Department of Children and Families. We wish her well in her new position. Kristy Rhoden has resigned at part-time teacher assistant at Ellis classroom. She has taken a position with Size Wise in Ellis. We wish her well in her new position.

39 Correspondence with Regional Office/Office of Head Start No new information memorandums or program instructions were posted. Information was posted regarding Health Literacy and Collaborating Across Federal Programs to Address Maternal Depression. This information has been included in your packet. The program received notice that we will have a change in our program specialist. Our program specialist is Mustafaa ElScari. Full versions of the Information Memorandums and Program Instructions can be read at PFCE Study Our program has been asked to participate in a study through National Head Start Association and University of Chicago. The study is attempting to measure family outcomes through the stories of the families. Five Early Head Start families will be randomly chosen to participate. Follow-up from Policy Council It was requested by a parent at the last meeting that the program look into painting parking lines on the street around the Washington Building. The city has been contacted and they will not do the painting but gave us permission to paint the lines. The Director has contacted the transportation department about this request. CACFP REPORT Programs are required to report CACFP meals served to Policy Council and the Governing Board. Those reports are attached.

40 POLICY COUNCIL MINTUES :00 to 1:00 Gym at Connections - Washington Site Those present Donna Hudson-Hamilton Sarah Smith Joan Dunn Emmy VanDerWege Shane Scranton Janelle Williams Gina Bright Danielle Anderson Sascha Seib Tosha Hays Shawna Lyon Amanda North Marcy Beougher Angel Mellott Call to Order- Acting Chair Emmy VanDerWege Elections of Officers Election of Officers were held. The following officers were elected using paper ballot. Chairman Kayla Jones Vice-Chairman Emmy VanDerWege Secretary Sarah Smith Treasurer Shane Scranton Report of Officers Secretary- Minutes of last meeting were reviewed. Sarah Smith motioned to approve. Gina Bright seconded, motioned carried Treasurer- Shane Scranton reviewed the budget reports. Gina Bright motioned to approve, Danielle Anderson seconded, motioned carried Reports Director s Report Donna reviewed the Director s Report Donna asked to table ERSEA policy revision topic Donna added certification of health and safety screening to agenda

41 Center Reports Emmy VanDerWege 5000 New equipment, fire safety, playing inside during inclement weather Sarah Smith 1100 Parent teacher conferences, fire safety Angel Mellott 2000 Parent Teacher conferences, respiratory virus going around Danielle Anderson 3000 Scare with head lice, parent teacher conferences, fire safety Amanda North 0-3 Teacher will start to teach her Spanish Janelle Williams 3000 Moved playground, parent teacher conferences, different centers Tosha Hays HB Learning letters and patterns Gina Bright 8000 Concern that her son doesn t talk, so she doesn t know exactly what is going on during class Sascha Seib HB categorizing food, animals, clothes, etc, colors Shane Scranton 5000 asked about having lines put in for parking out front KHSA APM Meeting - Amanda North She about the charts for entire early childhood, each program does this. Unfinished Business New Business Mission Statement Sarah Smith motioned to approve the mission statement as written, Gina Bright seconded, motioned carried. Bylaws Gina Bright motioned to approve the Bylaws as written, Amanda North seconded, motion carried. Appointment of Committees Emmy VanDerWege passed around sign-up sheet for committees. Personnel Committee Tasha Hays, Sascha Seib, Danielle Anderson, Sarah Smith Budget Committee Shane Scranton, Emmy VanDerWege, Shawna Lyon Policy Manual Policy To Affect Change Gina Bright motioned to approve the policy as written, Angel Mellott seconded, motioned carried.

42 Internal Resolution Policy Shane Scranton motioned to approve as written, Danielle Anderson seconded, motioned carried ERSEA Policy Revision- Approval Shane motioned to table, Angel Mellott seconded, motion to table carried. Certification for Health and Safety Donna reviewed the Health and Safety checklists. Gina Bright motioned to approve to have vice-chairman sign the certification, Amanda North seconded, motion carried. Announcements, Agenda items for next month? Budget committee meeting will be held at 11:30 before the next Policy Council Meeting. Parent Leadership Conference Amanda North, Sara Smith, and Sascha Seib will be attending the conference. The next meeting will be held on Nov. 30, 2015 from 12:00 to 1:00 Adjourn- The meeting was adjourned. Respectfully submitted, Sarah Smith

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