← School Committee · 2025-10-28 · School Committee
Vote: JJF Policy
Agenda original PDF
Minutes original PDF
l SECONDER: Dorie Withey AYES: Dorie Withey, Jennifer McAndrew, Jennifer Razi-Thomas, Seamus Kelley, Margaret Raymond Driscoll, Matt Hartman ABSENT: Jennifer Grigoraitis Mr. Hartman presented the student activity funds manual in the packet for an informational reading. Deputy Superintendent Kelley shared that they reviewed several neighboring communities and put together this document to show how the student activity funds are currently operating which aligns with the policy. Discussion included fundraising for student activities and what can be paid for out of these accounts, the process for fundraising and depositing funds, the idea of training student leaders as a learning opportunity to learn about the process, and also how there are only student activity funds at the middle school and high school levels, not at the elementary level as that's not recommended by DESE. C Annual Review: Policies IJND and IJNDB Mr. Hartman presented IJND and IJNDB policies for annual review. Ms. Acevedo presented the IJNDB Policy, and the technology committee has been working to update what was the acceptable use policy into the empowered and responsible use of 3 information
Transcript
▶ 11:26 Speaker 5: You. Um, moving to the second reading of the JJF policy. Um, so this policy, if folks will remember, we had a first reading, uh, a first review, um, about I think two or three meetings ago where we raised some questions about the policy and changes that we might wanna reflect on it. Um, and I see Mr. Kelly has returned, uh, if we have questions on this. Um, so moving to this policy, there are three versions of it in front of you. Um, we've discussed a couple of elements that could change. In particular, adding language from the MASC policy about, um, accounts that are unused and expired should be, uh, discontinued. Um, that language is added in the middle version of this policy, as well as language about reviewing the accounts, uh, at the school committee once a year, just to review the accounts and the balances that exist so we have better knowledge and tracking of what's going on with student activity accounts. Um, there were also some questions on the processing of checks, and so that's highlighted in that middle frame of the policy there as well. Those are the changes that we might consider for tonight. Um, the, the policies are presented alongside each other so members can follow along what changes have been offered. Um, and at this stage, uh, I think we would take our first vote tonight if that's the will of the committee, and we would wanna be specific about what language we would include based upon those three different versions that exist in front of us. So, um, we can start with a motion or, uh, any questions we could direct to Mr. Kelly, if that's what we need to do First, uh, Mr. Driscoll
▶ 13:06 Margaret Raymond Driscoll: Question, please. Thank you. And I, I believe you touched on this, um, through the chair, uh, to Mr. Kelly, um, in the past. I just wanna confirm, it does say in the, um, in the policy that, uh, the account will be audited every three years and that, that, um, that audit comes before the committee as part of the, um, audit at large. Is that correct? So we actually are seeing the audit, it's just not necessarily called out completely separately. Is that correct? So could you speak to that please?
▶ 13:40 Speaker 2: Sure. Thank you. And apologies I had to step out. Unforeseen technology issue. Sorry about that fire for my delay. And thank you for the question. So yes, it, um, it would be independently audited every three years and then internally in the, in-between years. And that, um, every three year audit would definitely be shared with school committee as part of a packet this share out. Um, we did that this year when we had it audited, um, and, uh, reviewed all of our findings internally at the business office. But yes, we would share that with the school committee happily, to have you look at the, uh, the results of the audit.
▶ 14:12 Margaret Raymond Driscoll: Perfect. I think, I think that would be very helpful. And I would like, um, I would propose that we amend the language to, um, say potentially in that same section that, um, in the off years, the first and second year, that, um, the administration would provide a report indicating that that review had been completed.
▶ 14:34 Speaker 5: Okay. Um, so would that be something that would, the yellow sentence about annual review of the counts, would you want to add it? Maybe perhaps right after that? Yeah. Um,
▶ 14:46 Margaret Raymond Driscoll: And I'm happy to draft some language specific to that. But the, the spirit of the intention is that in the off years there would be a report mm-hmm. Not necessarily a, you know, got it. Long document. Just sharing with us that, that, because that is a sensitive area and we just wanna make sure that we're, um, using our oversight correctly, that, um, it's an opportunity for the administration also to share that you are being very watchful of, um, funds that in other districts may have had issues. And we don't here. So, um, and I, so I would, um, I would certainly make a motion to approve with that language added.
▶ 15:27 Speaker 5: So says, motion to approve with, um, language that we, would, we want to try and put some words to it right now as part of the motion. I think
▶ 15:36 Speaker 3: That would be Sure. Um, yeah. In the off, in the, uh, off years.
▶ 15:42 Speaker 4: Is that a fair, um, Mr. Kelly? I ask which the audit is in
▶ 15:44 Speaker 7: Occurring or something in all other years? Say again? In all Other years?
▶ 15:50 Margaret Raymond Driscoll: Yeah. Yeah. So that's fine. In all other years, the, um, school committee will see, receive a report at a school committee meeting indicating that, um, a report, uh, that a review has been completed and the results of that review.
▶ 16:22 Speaker 5: Um, so the language as I, as I wrote it down quickly as I could, um, the school committee would re in the years with no audit, the school committee would receive a report of the results of the review from the district on the accounts. Would that be a good,
▶ 16:42 Speaker 5: so the motion is to approve it with that language added in the section right after the yellow highlighted language on school committee getting annual updates about the balance of the accounts.
▶ 16:56 Speaker 5: Is there a second to that motion? Second from Ms. Withy.
▶ 17:04 Speaker 5: Okay. Any discussion on the motion?
▶ 17:05 Speaker 2: Well, just one other recommended edit is the numbers in the, the middle, um, proposed version Yes. Are just incorrect. So you just need to go from six to 1, 2, 3, 4.
▶ 17:18 Speaker 5: Mm-hmm. Except it as a friendly amendment to that motion.
▶ 17:21 Speaker 2: That would be great. Thank you.
▶ 17:22 Speaker 5: I see nodding indicating. Yes. Yes. That's great. Uh, Ms. McKen, just
▶ 17:27 Jennifer McAndrew: To, for clarification, um, also the dates will be updated, I'm assuming, um, are we, is the motion now just related to the policy? Yes. Yes. And we'll do the procedure next. Yes. Because I have questions on that. Okay. Thanks.
▶ 17:42 Speaker 5: And just to indicate the clarity on the motion is for the middle's policy mm-hmm. With the changes included, um, as we've discussed at this point. So any further discussion on that as a motion on the table. All those in favor. So with six in favor and one absent the middle policy passes with the amended language offered by Ms. Driscoll, second by Ms. Withey. Um, moving to the next document is the, um, student activity policy. Uh, I wonder if, uh, Mr. Kelly can introduce this for us as is the first time we're seeing this in this context.
▶ 18:18 Speaker 2: Sure. Thanks. So, yeah, appreciate the approval of the policy. And then this manual now is something that, um, we've, uh, read several, uh, neighboring communities, um, and looked at, at, you know, MASC Maslow policies and, um, brought together this document that sort of encapsulates and captures how the student activity funds is currently operating. It does align very closely with, uh, the policy, um, that was just approved and that, that middle column, um, and it just, uh, is kind of an overview of basic terms, um, uh, the use of the accounts, uh, eligible deposits and expenditures ineligible examples there. And then, um, uh, just some, some basic terminology. And I'd be happy to answer any questions and, and happily receive feedback. 'cause this is our first draft.