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Keene School Board Policy Committee Emergency Meeting for Tuesday, October 27, 2020

Added Nov 06, 2020 •

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Meeting Date, Time: Tuesday, October 27, 2020-5:30-7:30 PM Meeting Location: The Keene School Board Policy Committee attended the meeting remotely. Transcript available upon request.

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there I am hitting record in the meeting is now yours Madam chair meeting of the team Board of Education policy committee and do we have any public input that was shared that I did not know I did not receive any second meaning second did anyone have any concerns changes do we need to do when we raise our hands if we each other I think just because it's a small committee if you just let Jen do the roll call little B quick and easy mr. Downing yes Miss Hanson yes Mister Houston Mister Sparky okay minutes are approved is about 2420 and we've got our policies for first read weird coming back to on the ehb data retention record this is something that's part of a data security requirement that we have we need to review this and update it so do we want and I know we have some questions last month of it specifically about taking what the New Hampshire SBA was recommending which was a lot of our existing protocol and and potentially putting that together with actual policy and are you able to pull that up from Russell get so I'm just going to show you what the current policy looks like first it's so that were clear it's not it's not very detailed or very specific and was last approved in 2010 and so if we look at the one that the nhspa has recommended includes a lot more specificity and aligns with law and requirements by law it would be the recommendation that we know from this office that we would consider the nhspa version / just reappointment sorry about that my dog just lost his mind I would agree and support your recommendation I think this gets brings all the detail and it makes it clear to anyone who asks questions and go to one policy and see what the requirements are two other members have any concerns with adopting the NHS PA require or recommendations hearing no objections okay sorry I was trying to wait until my dog stop barking but apparently that's not going to happen for a minute to take it emotion to adopt a motion to adopt the energy SBA policy ehp data records retention actually know what I'm totally wrong this is the first read so I can what I'm going to do if there's no objection to send this to the po-boy first grade and get their feedback good catch you get around to emotion and vote on this one because we do have an existing ehb them and you'll need will be recommends that the full board replace the existing ehb with the amended nhspa version of it actually I think what I can do George to help facilitate that is to the existing one stripe through the entire policy and impose the NHS be a recommended one opting the eh bee as amended okay just took maybe help clean up with emotions and stuff Rossini's along with that one under the floorboard and next up is gvea DMSO we were awaiting something back from Personnel bring that back in this as I recall hide to another policy that we had a legislative update which had to do with mandatory reporting there are also some updates to be made which was jail a Ponderosa some updates to be made to this sample policy and we did not have this one I think it's part of it so we are looking at adopting the New Hampshire SBA recommended u d a b you're coming down to the optional Provisions which was the first question of do we require a written report or do we recommend a written report and so I think that the question is do we want to did we I don't think we made a decision I think there was some sort of disagreement concerned with not requiring it originally we had some concerns that we may discourage people at in terms of the notes right here that would be a violation if they didn't make the reporting of writing and discourage reports we certainly want to investigate either way so I had to lean toward the language of encouraging people to make their reports and writing weather concerns with other committee members if you can in adopting that I had concerns about not having at some point a written statements doing an investigation without something in writing from individual I mean I'm just thinking of future if there is future litigation if there is an investigation from the Department I just always loved everything in writing but the other thing that I brought up how does policy oversees the superintendent and whether there were issues with sau29 with the sau29 board overseeing the position because one of the things that says the Chief Financial Officer the Chief Financial Officer is overseen by the SAU 29 and I've actually got an answer for you Peter on that no I appreciate it because it made us and made us in the cult scene think about this a little bit and although the SAU board is ultimately responsible for the office of the super the superintendent is also like in this instant right now the superintendent of the Keene School District on other evenings I might be the superintendent of the Marlow's District made so that's how we approach the work that we do in central office we're not just the superintendent we are the superintendent for each of the districts and sell movies District to have something into this nature in policy so that if there is ever an issue they can report that to the larger SAU board responsible for the office that makes sense that makes sense to me in that we don't want a  reports coming to either the Keene board or the SAU board we definitely will you know reviewed at least at one level before they come to us so it it does make sense you know I don't know why the nhspa chose the CFO but in our case that's certainly the the place that I think that cold would have said this is the person to go to as well but it makes sense to me that it would go to send that if there is an issue that requires the supervising body they would go to the SAU board Atwood first go to us but I don't think this policy goes that far and I don't think it necessarily can go that far we can't write a policy of our own the direct SAU board actions I would agree cuz obviously any of these go to the point you don't agree that's where they end up in front of a word we none of the words should be involved at an earlier time so we can be objective and also in terms of having a healthy within SAU with in different districts they may have different titled administrators so you each one a policy that fits with your own School District so officer would be at the gym to that perception and it comes to the reports in writing so if there's a complaint from a so-called covered individual that brings out to the attention of the administration with the administration then start documenting in the best of is there any kind of supper calls do the pics that up call when there is a written complaint that initiates an investigation right there what if it's not a written complaint in terms of what we're looking like what if someone makes a verbal report when it isn't that the discussion on item to hear typically I'm just going to let you know that people say a lot of things and if we were to investigate everything that is said that babe we be chasing our Tails constantly but when someone reduces it to writing than that that gives a little bit more teeth and walking to the seriousness of of the just be very candid about that, there are a lot of well this is not necessarily the superintendent but anybody this administrator did this right would you give me that report and writing the well it wasn't really as bad as I think it was and we we don't end up going any further otherwise we're constantly facilitating investigator the missing the primary operation of the educational system and structure you know you understand that administrators are the first line of accountability and whatnot doesn't go in favor someone then it leads to a bunch of well he doesn't like me or she doesn't like me or they have favorites and and we would constantly be just doing investigation and looking for additional staff just to conduct investigate so writing written reports helped trigger that we've seen that from parents we we every year we get an honest letters from people alleging that certain people do this or that and I have no way to understand who I would even be responding to but I will notify the employee that we received a written play from some anonymous source alleging that this happened but I have no way to validate who that person is whether it's credible not credible and it makes it really difficult George yeah I got it I guess this is back in probably too but I have to agree with Peter the written Trail on something like this is vital and it protects everybody involved in protect the administration and board because then there's a record that it has been received and responded to it protects whoever is Accused it protects whoever is making the accusation you never fall into if you allow a verbal report it's really easy for whoever it's been reported to just two it just deal with it you know quickly in an offhand way and then there's no records that it was either received or dealt with is there is a written complaint then there also needs to be a written response and it kind of initiates that formal chain that protects everybody the one concern I would have is if it does present a barrier psychological barrier I guess to reporting in and maybe we can talk about how to work with that circumventing policies but you know how do we address those psychological barriers but in terms of the actual policy I think we need to write it in a way that is going to go satisfy protect everybody involved roll down or both but not here turn the thing looks like weed apple pie have to go in the last month and we can pull up together I see Peters got his hand up okay I just see a picture of Peter Peter I just put my hand down oh okay so little blue I'll put it back up with this little blue thing I can't see it so you can't see it darn it made the only route to see that so the one thing that I was kind of thinking is that if in my experience somebody comes up there very angry and they're saying things and again that's like sort of taking it off their chest they're angry whatever that might be and then it's like okay but how serious is this and I think necessarily launching an investigation off of VRBO what is Rob said you might get people who are just venting and now we've put into policy and investigation that it would be a violation of policy for that person to then not follow it I'm wondering for the sake of any other thing that I think about is that my what I hear and what I'm writing down as an administrator may not fully encapsulate what sad like Jen does a wonderful job with our minutes it does not encapsulate everything that we have set and even then we come up with mistakes or ways of things were sad or just was interpreted wrong and I would hate for somebody when it's not coming from them or not being approved by them to say well I never said that or to recant their statements and not have sort of our bring on that I'm thinking maybe a workaround might be that the initial report may be verbal but in order to trigger an investigation all reports must be followed up in writing that is now that we pulled up with that other option is America's say an initial report may be made orally in the first instance that then must be supplemented with a written report it says as soon as practicable I kept outside Park after the initial part but no longer than two business days and no longer two business days seems a little short to me that doesn't mean I'm leaning towards of agreeing with you guys more wear no one can be held responsible for not making a report which they certainly can be under state law then the only way for them to documents they made the report is also to have everything in writing and NFP ministration typically going to wait I have a complaint in writing to act and we most certainly want one of those cuz these are cases were talking about child abuse reporting and harassment so in that sense I'm leaning toward the first one today's seems awfully short after an initial report but maybe that's too what what are your thoughts I would almost immediate doesn't make a difference but I would also say you know what then the second written report has to be at that time is kind of critical when you're filing a report in the longer you delay the the further down the road get put off you know I just think that it's probably wise to make. I think two business days is probably a very fair timeline I would agree especially if these are things that that are pretty serious allegations and need to be need to get going pretty quickly I think having that in writing really make sure okay this is this is everything this is like what you've put up and what you're alleging served and it's in black and white and we need to move forward Tigres Leonard are we comfortable with the nothing that first option I'm as written to any initial report made relative to a winery but maybe made orally in the first instance but must be supplemented with a written report and then also the covered individual that makes the written report gets a copy of showing that it was received by the administration so that they can document their own responsibilities and then also actually putting in Chief Financial Officer above then if there's no Justin I'd like to move this forward to the full word also prefer Street no worries is that are you dinging when you when your microphones on yeah like the alerts that are coming through my computer sorry I apologize I try to do it strategically when I see that they are lapsing alright so now we are moving on to ACAC sexual harassment this is one that got through we we got it and it have you adopted was it by August 14th I think so we suspended the rules and and passed it at a full word meeting which is actually full sau29 meeting as well I know you want to bring that back browser certainly this is this is being challenged in several States across the country I don't think there's been any successful challenges on but I know you had wanted to bring this back to review or any specific concerns rob you should I don't have any specific concerns I just wanted to make sure because we did rush through it in August to make sure we were compliant that that we weren't just putting it through and not you know taking our time do you know spend a little bit of time in that and so I thought it was important that we did actually bring it back just to make sure that we're comfortable with the policy so that we know exactly what we approved in this are any updates obviously we would bring that to you but you know this is I think about as good as it gets it was written not only by the nhspa but they also employed multiple attorney and Law Offices some that we use as well to help crap this policy as it is very wordy and lengthy 21 pages of policy just on one policy alone is quite a bit to digest the way that we had to make sure we were complying with Title Nine this gives me a little bit of pause and and saying that you know you might want to just double-check to make sure that you're comfortable with the way this policy went through that was really what my intent was to make sure that we are comfortable can you sprout tbsp just want to see where that starts listing I think what's important this like I have some discomfort with this I have some discomfort with the law which I don't have really any control with nor does the school district and at this point have much control over but I think it's important that this doesn't negate other policies we have in terms of things of addressing Behavior assault discrimination I don't do this with preamp anyone that talks about a very specific type of cheese so that's what I was looking at it it referred December other policies that obviously remain in place notwithstanding how do you spell brain correct I think we talked about it understanding me yes your understanding correct and I'm in and just the cray that we do have a title 9 coordinator and in all because this policy requires some training for the title 9 coordinator of it just happening so Nancy you there or the HR Director serves as the title 9 coordinator so she's constantly in training to make sure that she is completely well-versed with that she coordinated a very in-depth training for our administrators after the policy was adopted to make sure that we were complying with put the it was actually about a full day long for our administrators to go through that training we did it over in the Middle School auditorium because that's where we like to have long meetings yeah so Nancy has filled that role or actually the HR Director fills that role as the title 9 coordinator touching her number Pfizer looking at the senior hello are there other if we can offer to the complaint counseling course modification schedule changes increase modern supervision I'm additional types of Supportive Services are there other things off the school district that we would want to include specific the key so I don't know anything off the top of my head that we would just put in there other than additional considerations may also be considered you know something along that understatement about such as that additional Supportive Services may be considered right but we can even eliminate number five because if you look at the lead sentence ketchup are not limited to yeah it's sort of covers the same thing so I would be I don't need that number 5 so did anyone else changes are concerns on this let me see you get to your point if so there's still a decent amount of yellow in that still like as an example you know page 14 or whatever talks about an 80-day process filing grievances are we okay with that or Robin and guests are you okay with that is that reasonable at that what your recommendation would be in things like us so hang on I'm just trying to get to that point it's right here so typically our grievance processes not that long but given the nature of these allegations and what is being covered here I think it is reasonable as somebody you know a victim might be less likely to immediately report or or file but after careful consideration realize they look you know what I was done wrong these are sensitive and in a lot of respect sometimes it takes a little while for that to come out I don't think it's unreasonable just to answer your question. the other one that caught 17 in the footnote where it talks about the preponderance of evidence vs. clear and convincing and whether there is a straw opinion on which is the right way for us to go when I have to go back and double-check which one we have baked in we made it myself and I'm referring to the footnote under where it says fortnite 14 on page 17 make a chance to look at it yeah that footnote might need to come out remove 1314 controller version in cut cancel they must have cut that as part of the policy okay thank you and I think with the some of these other things in in the yellow like the days here are the 10 days 5 days that we did talk about that in the last meeting and and decided to keep those time frames and are also some that just included putting titles for reporting in those I think we covered all those also or any of those that we did not I think we got them all I don't have any other input on this do other committee members not from my end I'm good okay so this is already been voted on his and is in place so there's nothing on for us to do and it doesn't need to go to the full board so it just continues on as policy disrespect and read these are things I already went to the full board gdeb stuff contact this is also something that related to the jail F5 code of reporting and this went to the Fort Worth her first three. I have not heard dacor concerns on this did any committee members have any feedback or concerns with gbed as it's written here all right then I moved that we forward Paul cgdev stuff contact to the full board with a recommendation to adopt any discussion Jennifer Kay do a roll call mr. Downing Miss Hansen yes mr. Houston yes mr. Starkey yes thank you so that passes for zero and the next one is jbab the admission of homeless this is one that I'm quite sure who is our mckinney-vento workers on this team about we had to make some updates that had to his legislative change that were specifically looking at dispute resolution between school districts so she reviewed the policy we made some changes based on her feedback at the overall she she agreed with the changes. made this also went to the full board for 1st Street and I also have not received any feedback or concerns from other board members to do any that committee members have concerns are in foot seeing none I move that we forward I might need to see the name of the senior ojf add admission of homeless students to the full board with a recommendation to adopt the new language any discussion jumper teacher roll call again yes cancel that passes for zero next second read once it comes up Discovery site with the screen I can't get some ice cream jld BB witches Suicide Prevention and response this also came about as a change other the requirement for training in the school district for suicide prevention and response and so Kim Baker came to a two of our policy committee meetings and work with the counselors throughout the school district 2 help us with this policy there is a New Hampshire SK recommendation they added some language that was unique to the King School District also and glossary of terms to help people understand them and also as she helped in terms of putting together teens the different schools in making that part of the policy so that people would know where to go to report concerns and this also went to the full board last month and this month and I have not heard any feedback or concerns today and that committee members 70 comments concerns for this one sorry I keep doing that cuz my screen is mirrored so I hold up my hand in the wrong direction and I love you can see it this isn't really a concern about this one particular but maybe about the last three that we've reviewed they've all been the minimum of nine pages and one of them's 21 pages and that seems to be the direction that we're moving on Paula maybe we have to go there because so many of them are now based on Law and the laws becoming so complicated but I anticipate the point in the not-too-distant future where we start getting complaints from the community that can't read our policies without consulting with a lawyer as well and I absolutely understand why these three are are like this but it's I think it's something to keep in mind as we move forward to that HSPA is almost certainly going to move in this direction because it's all lawyers that are writing the policies and you know I wouldn't want to bypass illegal review I wouldn't want to turn away the play nhspa I can't imagine the work that it would be for this District in this committee to try and do this work ourselves but I think we do need to be careful about putting too many of our policies in 289 page legal documents point taken agree with that I need to keep an eye on and then think about whether we can shorten them or do what we've done the password which is making a short space CNN referring people to the protocol and practice and procedures in a separate document if need be yeah it's a tricky balance certainly are near their based on some pretty strict law as well which is why they look like this I'm so I moved it we forward jld BB and I can't see the name of the end of suicide prevention response to the full board with a recommendation to approve the updated language second and any discussion on that one call again mr. Downing Miss Hanson Houston yes mr. Starkey all right so just before you leave this I know it's not a officially approved yet part of next week's Workshop day includes that two hours of training that we're going to be able to do with a throughout the essay you so you know we're pretty excited about it not all of our hourly employees are working that day but we'll find ways to make sure they receive the training as well but you know really really thankful that the perp National development committee looked at ways that we might be able to kill two birds with one stone so too so to speak and utilize the limited amount of time that we have available throughout the school year just for your home knowledge that it is going to be happening on Tuesday and I want Louboutin ones that have now been approved by us a sense of the full board Optimum still have the crossout language or new language to adopt we should put those into a clean policy as it's going to appear on the website before we send it to the full board cuz I think I makes it much easier for them to review and for us to discuss to see am I going to look like in its final form at and so we have no policies for review this month we do call seats review we brought this up briefly at the last meeting with the idea of looking at creating a so-called blizzard bag policy so that students could potentially continue torn during snow days as opposed to having to check on a lot of extra days at the end of the and I think rob you were looking at other school district policies how they're handling it and we're going to talk with staff as we do we have anything new to look at or is that still a problem actually I'm very excited. let you know that there used to be a formal review procedure through the commissioner's office but throughout the state of emergency that changed and we no longer need to go through a formal review procedure with the commissioner in all of our schools have been since the beginning of World the end of September really have been putting together their plan and tomorrow morning we telling the principles that we are we are set to move forward with inclement weather make-up remotely or with hard copies however there be no different schools have different plans for different groups students at might not have accessibility and whatnot so that's probably about as timely as I can get considering what could happen on Friday will knock on wood that it doesn't that the ground isn't cold enough for the anything to stick to Mary Long very happy with the efforts at our building principles are building leaders and under the guidance of both assistant superintendent. E Frazier and Brian Campbell have made in a very short. on top of everything else that they're doing so school district is ready to put this into a having snow days this year and we can do that without provide correct right I did not find any policy at any other District had eye of the nhspa did not have a policy that spoke to that either items came from the New Hampshire State Board of Education which updated its procedures during the course of the pandemic and because of that we are very well positioned to put this into action immediately and one thing I would just bring up his obviously everything in the world is different because the pandemic and and operation of the Department of Education is different but we might want to keep in mind if this works well and did this wants to adopt a going forward that next year that review May again be required we don't have emergency stipulations going on and anyone that can be her questions about that all right well that is we have a number of policies that are still out with other committees so they're continuing to work through those does anyone have any other issues they wanted to raise George actually wanted to talk briefly about the policies gone to other committees it might be worth a quick email from from you committee chair to the chairs of the other relevant committees which I think is just financing facilities at this point but having sat in on their meetings I don't remember any of these policies coming up in like this year so like a petty cash I don't think it's been talked about in Committee in I don't know 14 months at this point a lot of that has to do with Cub but you know just a reminder that they have these policies out there and what they're supposed to be doing with them Finance in facilities both have new chairs since last year and they may not know what they're doing with those policies are even if they're still there thank you we will we will do another round of those and I think it's specially but I'm her finances DHS policies you should be able to do that and just in terms of our other we have right now ihvh we are still I think in a future meeting going to have the yellow coordinator come so that we can review that with there and put BBC a pandemic epidemic emergencies are some point later this year tutoring now living through it so we wanted to keep that on the agenda so we remember to bring that back up as we get hopefully start seeing the light at the end of the year to view this policy is invalid experienced I need any other discussion issues they want to break out 11 this meeting is adjourned thank you all so much thank you thank you all everybody

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Keene School Board Policy Committee Emergency Meeting for Tuesday, October 27, 2020

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