--------- or topic you wish to speak about and turn it promptly to one of the officers. If you have items that you would like to present to the school board or superintendent, please hand them to the officer who will distribute them accordingly. Your participation is welcomed and appreciated.
Um, and seeing no cards, we're going to continue on to our agenda items. So, at this time, we have the approval of the 2026 2027 mental health assistance allocation plan. Can I get a motion to approve? >> I'll move to approve.
>> I have a motion from Miss Clerk. Can I get a second? >> I'll second. I have a second from Miss Hansen. Any discussion? All in favor signify by saying I. I. >> I. Any opposed? Motion carries. 50.
A um I'm not present. not letting me vote on. >> Yes, I think we're got all of us that way. >> Yeah, you guys should be in. >> Should say vote. >> Try it now. >> It should say voting up.
>> It doesn't say anything. >> Refresh. >> Refresh. >> Yeah, now we're good. >> Yep, I got it. >> All right, we have a public hearing to approve as advertised revisions of the school board policies and bylaws. I'm going to open that hearing at this time.
Anyone want to make a comment? Seeing none, we're going to close that hearing. Can I get a motion to approve the advertised revisions to schoolboard policies and bylaws? >> I move to approve them. >> I have a motion from Miss Hansen. Can I get a second?
>> Second. >> Have a second from Mr. Alvaro. Any discussion? No. >> All in favor signify by saying I. I. Any. Any opposed? Motion carries. 5. Uh, next item, dual enrollment
articulation agreement between Santa Fe College and Klay County. Can I get a motion to approve? >> Number. Did you move? >> I have a motion from Mr. Albero. Can I get a second? A second. >> Have a second for Miss Hansen. Any discussion?
All in favor signify by saying I. I. Any opposed? >> Motion carries. 5. Next item, preferred physical therapy contract. Uh, can I get a motion to approve? >> I'll move approval. >> I have a motion to Miss Hansen. Can I
get a second? >> Second. A second for Miss Clark. Any discussion? All in favor signify by saying I. I. >> Any opposed? Motion carries. Five. [clears throat]
Uh, next item. Revise interlocal agreement between the school board and Rolling Hills Community Development District regarding usage of district uh recreational facilities. All in favor signify. Or no, sorry. Can I get a motion? >> I move approval. >> I got a motion from Miss Hansen. Can I
get a second? >> I'll second. >> I have a second from Miss Clark. Any discussion? >> All in favor signify by saying I. >> I. >> I. >> Any opposed? Motion carries. 5.
And at this time we're going to have uh our CFO Miss Don Posie up for the presentation. Thank you. Okay. Good morning everyone. Morning superintendent. Morning school board. Uh the purpose of today's meeting is to
request the board's approval of the tenative millillage and budget advertisements. Uh before we get into the discussion of each one of the advertisements that are going to be um published, um we're going to do a little bit discussion on the the background and
all the information that's going to be included in this advertisements. And the best place to just kind of start is with the trim calendar. So um truth and village calendar, every July 1st is the beginning of trim. Florida Department of Revenue certifies the 2026 27 property
tax role which is the basis of Florida education calculation. July 17th, the Florida Department of Education certifies the required local mill rates and the prior period adjustment millage rates and issues the second calculation.
July 23rd Act today is the board meeting to approve the tended millage and the budget for purposes of advertising. July 28th, next Thursday at 5:05, um the tender budget of proposed millillage um well, next Tuesday, July 28th, it will
be advertised on the district's website. So, this is a change from LA the prior year. In the prior years, it's been in the clay today once on Thursday. So, this has changed. We're going to put it on the district's website. Dwayne's going to make his magic work. When you go to the homepage, there'll be an icon
on the top that you can click on that's going to say true. And then it's also [cough] the banner and flow across the homepage. Um, we're communicating with TRIM right now. I think it's going to be out there for a day, maybe two, but whatever the law requires is how long it's going to be on
the website. Um, July 28th, one week from July 30th, one week from today, is the first public hearing on the tended mill and budget. And then September 10th is the final public hearing on the adoption of the final millillage and
budget. So we're going to have a conversation about the difference between tenative and final. What next Thursday's tenative is going to be and what September 10th final is going to be. The tenative, the budget you're going to see in here today is based on certain date, a date certain June 30th.
We printed reports at business plus. Those are our numbers. June 30th from June 30 and that's the tenative from June 30th until September 10th and even when we close the even prior to that August 7th when we close the books we here at the district are still paying
bills from old year. We're still recording revenue from old year. So we're capturing all that and then we're doing some adjustments to [clears throat] get us to in compliance with law where we need to be. So all that rolls into the final right now
tenative is June 30th. Um, okay. Miller rates. This slide right here is um detail of the last 10 years of millage rates here at Klay County. You can see that um
over the last 10 years the basic discretionary the additional mill the capital [snorts] outlay mill have remained constant with no changes. You will see here that for the 2026 2027 that the required local effort by state
law has decreased 049. So then your total millage for the 2026 2027 has also decreased by 049. Um each one of these millages the
required local effort will generate approximately 68 million. The basic discretionary will generate approximately 17 million. The additional 1 millage will generate approximately 22 million and then the capital outlay the
1.5 will generate approximately 34 million. Um, just as a reminder as we go through the presentation, we'll probably say this more than once, that in order for you to receive your $252 million in the FDF calculation, the required local
effort here of 2.795 uh will have to be levied and that is also included in one of the advertisements. Okay. So, I thought since it's a decrease, I thought we would just do a little quick example that kind of just
um showed what the taxes a taxpayer would pay based on this year's required tax levy and last year's. So, if we have a home at $200,000 and we apply the 2025 2026 millage rate
of 6.272, 272, the taxpayer would pay $1,254. If we go to 2026 2027, we still have the same property value of 200,000. There's no change to it. We apply the millage rate of 6.223.
The taxpayer is going to pay 1,244, which is a decrease of $10. So that example is just showing you that bless your total millage decreased and that's as long as the property key point here as long as the property stayed the same
that's just so that's an example then it went down $10. Um, [snorts] okay. Um, okay. Here's the property assessment um comparison for the last 10 years. And this is the total assessed value in Klay
County. Um you can see except mostly it's a six between six and 7% ch change in the total assessed value from year to year except for the 2023 and 2023 24 years that were right after COVID those
have the high percentages in the 15% which is the change from one year to the next year um for 2526 21 almost $22 billion which was an
increase over the 2024 2025 by 1.43 billion. Then you get to 2026 2027 which is at 22.8 billion and that is an increase over the 2025 2026 of 21.9 of
942 million. So you can see there was an exactly as high as change as the normal which is approximately half a million which equates to the 4.30% 30% change. It's going to give it a second here.
>> It's not It's just not fast. >> Oh, okay. Okay. Thank you. [clears throat] Um, so last year, so on this slide right here, um, we thought it would be important to kind of go through what some action steps have been taken here at the school district to, um, um, get
our budget to where it is today. Last year, we did a little trip down memory lane. We all don't want to go back down that trip again, but I could really tell you all of them right off the top of my head. Um, but we did get a fourth couch this year. The third wasn't late. So that was last year's trip down memory lane. This one is basically what action
steps just a reminder of what action steps we have taken to get our budget to where it is today. Um reduced staff and positions across the district and schools. Uh reduced all school and district budgets by 20%. Conducted a return on investments on all major contracts.
Reduced Kelly services budget by 20% and eliminated building substitutes. Ended the contract with I Ready Math and Penda. reduce transportation ridership from two two miles to 1.5 and then we put a pause on all non-essential travel.
Um, I would like to add to this that we have Kyle and the budget department. We have all met diligently this last year with everybody on cabinet. Each one of the departments we have gone line I don't even know how many lines. I should
have counted but I didn't. We gone line by line by every single line in our budget to kind of go through and say, okay, where can we what can we do here? How can we help you here? But how can we also decrease the cost? We did that with the high school um principles also. Um
next year we hope to like to expand that to even more principles. Um but every single one of those meetings was in person in a room going through their budget. So we've been taking a lot of meticulous attention to the budget. Everybody has on a daily basis. And so I just thought it was important that we
just kind of go through those steps. Okay. Before we get into the numbers, um, so I'm I went back as I long. Before we get into the numbers, um, I have a couple disclaimers. Um, the superintendent said that I always have like 10 disclaimers when I walk in, but
I only have three. I do have 10, but I'm only going to go through three. But if we want to, we can go through 10. But first one, this is a tenative budget. This is not final. It's not final. These these numbers have already changed. And I I don't even um it's a fluid document,
so it changes every day. One day we're adding a zero, the next day we're taking away a zero. They're not the same. It's every day changes. And there's a big factor to this budget. Um enrollment. So we're enrollment shifts. Where are the
kids? Are they we going to meet enrollment projection? our enrollment projection that we gave the Florida Department of Education, which is the basis of how much dollars we're getting from them. Are we going to meet that? Are we registering kindergartens? Are we going to meet that? How many families
decide over the summer at pool parties and birthday parties that they decided they weren't going to go to kindergarten, they're going to take the scholarships and they're going to go to a private school? All of that matters in this budget. And all of that is uncertainty that no one in this room can
predict. And so I just thought it was important that we give that um disclaimer. And then just one other thing just as a reminder. I've always heard over the past, oh, the bunny follows the child and bunny follows the child. And it does. Today it's a little bit more complex as to whether it comes
back when it does follow them somewhere else, but it still follows the child. So if they walk into kindergarten, we're going to get that money. But if they don't show up, we're not going to get it. So I just thought that was important before we went through these numbers. If we want more disclaimers though, I I
have more. Um, okay. So, general fund. This slide right here is a comparison. The first two slides are really just a comparison like we did last year of general fund this year compared to general fund last year. This is comparison document. Um, highlighted
on here is the family empowerment scholarships. You can see that in 2025 2026 those were at 29.5 million and today currently for the 2026 2027 tenative it's at 33.9 million. So that
is a basically a 4.4 increase in the scholarships represented in that difference column is a negative because that's actually money that we're not getting. So that is a complete reduction for us. Um, and then you will see down here at the bottom the total state
revenue is a decrease of 6.8. Right above that, I didn't mean to skip it, but right above that is miscellaneous state. It was 5.7 in the 2025 2026 tended and today it's 1.8. And that's those are um Alice's cap grants that she
gets um money for for that's just cuz some of them closed out and have been finalized. So that's the difference [clears throat] there. But the total state revenue has decreased $6.8 million. Okay. So on this next slide, this is the
a comparison of the local side of the revenue. You can see on that school district side that for 2025 2026 tended, we were at 79 million. For the 2026 27 tended, we're at 81.5 million, which represents a 3% change. And then under
miscellaneous local it just um that has gone up from 3.5 million the tenative for 2025 2026 to the not 5.3 for 2026 2027 and that's mostly representative of
us recouping money and also of a little bit of a change in the recording of revenue and how that's being recorded. Um but for total revenue the decrease is $2.6 $6 million >> compared to last year.
>> I have a question. Um, when we're talking about local revenue, can you tell me like cuz we have people in in the area that says, you know, we have all these people moving in, they're all paying property taxes, impact fees, all of these things. Would you say that
it would take a year or two to actually generate like a new neighborhood that's moved in that tax money or how long does it take for us to receive that quote unquote local revenue for for these
new builds? I guess cuz people I guess the there's either a misconception or we've been told wrong that it takes a while for us to get that tax money versus they build the they build it and we get it like the next six >> impact fees is it the impact fees?
>> Well impact just tax property taxes like all of the things. >> So the property taxes are going to be governed based on the calendar year [clears throat] and when everybody has to pay their taxes. So that's all going to be based on the assessment of those bills going out. And we here at the school district don't start getting that until like November, December of the
year, >> but it comes in the 12 month time frame. >> Okay. Now the >> we get we get a lot like we get hit with. So that's why a lot of school districts a lot of school districts that don't have cash um have to go out and get tax anticipation notes from July,
August, and September to get them to in October to get them to November and December when all the tax money starts coming in. And it can be January, too. There's a lot that don't pay on time and pay late, and so you're not getting it to January and February. >> So, it it's all a timing of when that money is going to come in. They will
they will get a tax bill from the county and they will they will include it. >> And then what about impact fees? >> So, impact fees, I'll probably have to leave that to Bryce and then that >> So, impact fees are paid to the county um as they are permitted based on new
housing. We receive a monthly check from the county. Now, they do have a 6% administrative fee that we have to pay them to receive that check, but we do receive it on a monthly basis. However, we have to understand that impact fees can only be used and strictly only be
used for new growth, >> right? And that is it. And it also has a six-year um it it expires in 6 years. So, if we don't spend that money within a six-year period, then technically we have to give it back to the residents. Okay. I just wanted to clear that up and
and cuz you you hear about all these new bills and they're asking where all that money is coming from. So, >> and some of the new builds are are going to be in the impact, >> right? >> Pardon me. >> Some of those new bills are going to be related to the impact fees that we get. >> Um it depends housing, residential, uh
they all pay impact fees. Yes. The county, we have a countywide impact fee ordinance, right? So they will all any new build um the only way they're exempt is if there was a a dwelling on that particular parcel prior to the build.
Now they will be they will get an exemption from it. >> I was just curious when we actually get that money. [clears throat] Okay. I didn't know if it was like a >> just real quick then. So if you have to spend it in six years as we get it in let's say we know we're going to start a new build in 2028.
We're saving it to start that new bill, but we have to have it all spent before that six-year time frame. >> Yes, ma'am. >> Correct. >> Okay. >> All right. >> Don, can you explain the huge reduction on tax redemptions and if that's moved to another category?
>> Oh, yes, ma'am. Um, >> just so everybody, >> it's it's just kind of been it's been reported to um the actual tax line. So, you're welcome. >> Um, okay. Are we good? Okay. So, this um
general fund estimated revenue, this slide basically is just um what um everything that we just went over except what it looks like for general fund revenue if we reported to the state currently. It's in their format. And then um
general fund other financing sources and beginning fund balance. I just want to point it to you at that bottom here. The total estimated revenue, other finance, financing sources, and fund balance for the general fund is at 411 million. Um, general fund appropriations and
ending fund balance. Um on this page, I just wanted to point out that the largest amount of course is on um function 5000 at $259 million and that our total appropriations and other financing uses and fund balance of 411 agreed with the
revenue. Okay, 1 mil estimated revenue and beginning fund balance. Um on this page, biggest number one I've pointed out is basically our local revenue that came in at 21.5 million. And that on the bottom here, our total estimated revenue and
other financing sources and fund balance are at 24.8 million. One mill appropriations and the ending fund balance on this slide. Uh just wanted to make note that um um for the operational plant function 7900 $8.9
million that you see there is mostly the police department contract. A little bit of that is um Voyak's um department here. And then the total appropriations other financing uses and fund balance at there at the bottom
24.83 million agrees with our total revenue and estimated uh fund balance. Okay. So, all of that was the background to get us to the budget summary advertisement, which is the entire budget for the Klay County School
District. You can see on this um budget summary area at the very top are all the proposed millage levies that are subject to the 10 mil cap, which all of those mill are in there to get us to the 6.2230 total millage. Um each one of these
funds general fund which includes the general fund and the one mill together special revenue which is going to be our federal dollars and our food service debt service which is uh created for the rep payment of the 2024 um cops for the
classroom additions at Lake Asbury and Oakleaf capital projects which are Bryce's funds which are included the 1.5 the impact fees the sales tax money that we have come in and then the internal service funds, which is going to be our medical fund and our workers comp fund
combined to get a total for all funds of in excess of 665 million. So, the next ad that we're required to um issue is the notice of tax for school capital outlay advertisement. And this ad um you can see in the very beginning
of it in the paragraph this tax the 1.5 is an addition to the school board's proposed tax of 4.723 mills to covering operating expenses. Um and these projects all the projects listed here from construction and
modeling to school buses are all listed as to what the 1.5 mil money will be used for. So on here is construction and modeling. all of Bryce's construction and modeling, then maintenance and renovation, motor vehicles, payments of loans for
our cops for 1.5 payments of the cops payments, principal and interest. And then the last page of the ad is I'm going to um inform the public um that on July 30th, 2026 is our um public hearing
related to the tenure budget. Okay. And then the final ad um the final ad, the notice. How did we get to this final ad, the notice of proposed tax increase advertisement when we just said several slides earlier that we indicated that there was a millage
rate decrease of 049 and that a taxpayer was going to have $10 less that they would have to pay this year. But keep in mind that that example was because property values stayed the same. They're constant. There's no fluctuation. Well, um, so this notice of t property tax
doesn't mean that the school board is raising the millillage. It simply means that because of rising property taxes, you're getting more taxes. That's basically what it means. So just just to clarify because I know
this is a this is an important one. Okay. So would I be correct in saying that this school board is not raising at all the millage in fact the millillage is going down? Is that a correct statement? >> That is a correct statement. 049.
>> So any increase in the amount of money that a taxpayer would pay would strictly be the result of an increased value of that property. not the taxing by the board. >> Correct. >> Okay. >> Would you guys like me to say that again
for you? >> Okay. One more time. >> And but I just want to add that taxing authority to raise you know what the property values are out of our control. >> Okay. >> And it's maxed out at 3%. or the cola for the
>> thing like Tracy Drake's works for us the citizens and he picks has to go by the lower of the two regard >> but we have nothing to do with that portion except certifying the tax rule that's >> since 2019 let's review it again with the CFO
because I know it's important for the board and for the public to understand so is it correct that the board is not increasing the millillage in fact they're lowering the millillage >> the millillage was lowered and you're approving a lower mill rate. That is correct. >> Okay. So, any increase that exists for
an individual taxpayer would simply be because the value of their property has gone up. >> And under the trim, you're required to have this ad because you are generating more revenue than what you did the year before under the roll back rate. So, yes, that is a correct statement.
Um, and as you can see, this ad has 137 from prior year. And then total year's proposed tax levy is at 142 million. Um, and then the next paragraph, the last thing I just wanted to point out in this ad is that a portion of the tax levy is required under state law for the school
board to receive the $253 million in state education grants. And that is all I have for the presentation in the budget. Any questions for Missy?
Ashley, do you or Miss Gen, do you have any questions? >> I do not. Thank you. >> All right. Thank you. >> So, I just want to end with a sincere thank you to from the budget department to Kyle to the entire cabinet to everybody because this would not be
where it's at right now if it wasn't the entire leadership here at CL here. And it is amazing to just be working with everybody to do this. So, thank you to everybody. >> I just want to honestly I've really been thinking about this a lot >> cuz people need the the budget is massive.
>> It's massive. >> It's massive. >> And when the district takes the time massively go through line by line to try to make sure that we're doing the best we can with taxpayer dollars. I remember
even the first time around when we had to make the big cut, we brought somebody from the outside to make sure that we were finding every dollar and I know the amount of work that goes into the district looking through every single line of this massive budget and I
appreciate those efforts from the bottom of my heart. >> Yeah. And and I do too. Everybody in cabinet from Melanie to Heather to everybody sat with us um and went through their budget line by line and took an extremely amount of we were there like hours and hours. The high
school principles came up and so yeah so this is a thank you to everybody for that. So okay >> thank you. >> Oh yeah. Okay. Okay. So, at this time, we're going to bring it back to the board um to uh Can I get a motion to
approve the trim advertisement? >> I move to approve the trim advertisement. >> I have a motion from Mrs. Clark. Can I get a second? >> A second. >> I have a second from Miss Hans Hansen. Any discussion? All in favor signify by saying I.
>> I. Any opposed? Motion carries 5. And at this time, this meeting is adjourned. We're going to take a five minute break so [clears throat] that it can do what they need to do. Part: 2
taking the time out of your busy schedule to attend today's school board workshop. This workshop is your opportunity as your elected represent representatives to collaborate openly among ourselves and make decisions that will decide the future direction of our public schools and education of our
children here in Klay County. There will be an opportunity for the public to ask questions at the end of the workshop presentation. Questions will be allowed. Public comment will not be allowed. If you wish to ask a question, please fill out a comment card a comment card with your question and hand the co card to
the deputy. Your participation is welcomed and appreciated. At this time, we're going to have Mr. Matt Voyak, director of safety and security to give us a presentation on volunteers and >> so just to kind of kind of introduce
this you know um the reason for this presentation at the end of last school year there was an event which an employee uh which a volunteer within one of our schools was arrested for an incident that occurred
in Jacksonville by JSO. That event sparked two things, right? One would be taking a deep dive look at all of our volunteer processes, procedures, and policies in order to strengthen it within Klay County. The
other side of that, of course, is if there was any wrongdoing by our employees and the vetting of those individuals, those individuals would would be held to account. The district has hired an outside external investigator, an attorney, I believe
from Tallahassee. I know where she's from. And uh she's in the process of of doing that investigation. She'll make a recommendation as to as to uh proper consequences for the employees involved, keeping in mind due process, past past
practice, and all of the things that uh from an HR attorney lens that you would look at. So part of it is holding to account the individuals that maybe didn't do what they should have done in the process. That's not the purpose to
this presentation. Mr. Boyak, the director of safety and security in Klay County, uh has an awesome reputation of of being fair and indepth in this. So, we took a look from the ground up with
our volunteer process uh and the wishes of the board. He has a presentation this morning for you on the adjustments that need to be made. It's important to me that we make these adjustments prior to the start of school and you'll see some
of these require some time in which to implement. So, with that as a as a prelude, I'll turn it over Miss Thank you, Mr. Broski. Uh good morning board members and members of the community. Um I I just want to reiterate a little bit of what Mr. what Mr. Broski said there
is that you know I am here to simply make recommendations for how we can improve our policies and procedures procedures in [clears throat] relation to volunteers. I'm not a part of any investigation into what specifically happened in the incident he's mentioned.
Uh the district has hired an external investigator that's going to handle those sorts of things. Uh the summer is actually when we normally do our our policy and procedures review uh department by department. Typically I'm not involved in the volunteer or vetting
side of things. Okay. But Mr. Broski, like you mentioned, has asked me to kind of look into it with some fresh eyes. Um and ultimately kind of make some make some recommendations to the board and the superintendent on how we can improve and strengthen our policies and and procedures. So that's been my my last
few weeks, months, um is looking into those sorts of things um and really uncovering every stone. And you know, every stone you uncover, you end up finding three or four more other things that leads you down that trail. But I hope you feel like this is a comprehensive review. Um I'm ultimately going to make nine recommendations that
we can use to try to strengthen our policies and procedures, and I'll recap them all at the end for you, uh as as uh Mr. Broski is going to state. So um you know my sole purpose is to walk you through those recommendations. So let's go ahead and get going as I just talked
about uh we have uh varying levels of of sorry I believe the slide on task but uh I already talked about the task and task is to conduct that comprehensive review over all tier policies and procedures. This particular slide talks about school
access levels. I want to make it very very clear we have three different levels of school access in our schools. Okay. visitors, which you can kind of see some of the things that that visitor functions would be. That's like I'm there for a parent teacher conference. I'm there to eat lunch with my student, with my kid. Um, I'm there to attend an
awards uh banquet or ceremony. That's those are visitor functions. Then we have level one volunteers. Our current policy says level one volunteers must be supervised. Uh, but those are those kind of things that you can kind of do in the room with the teacher, making copies, being mom or dad, you know, bulletin
boards, decorating. Uh but there's also some some level one things like concession stands and ticket takers that we'll talk about in a little bit. And then finally, you have level two volunteers. These are the things that that um that's the the level of vetting that we currently have for unsupervised access to students. Okay? So things like
chaperoning, field trips, volunteer coaching, club sponsoring, mentoring, all of those sorts of things. And I'm going to draw a distinction uh to in school and after school in one of my recommendations. So we're going to go ahead and get get moving here. So the first thing that we got to start with
and and it's the the basis of everything you guys do as the board is create strong policy because the district follows strong policy. It ultimately comes down to uh what we do what we base our procedures off of. So my my first recommendation on this is we have
several opportunities for improvement when it comes to our our policy 9200. The first thing that I want to draw your attention to is that in our policy currently it says who would work with students in an unsupervised manner. To
me that leaves open way too much for interpretation. Okay. Uh those of you that have been involved in schools you know very well you know if I wanted to avoid okay if I wanted to avoid having to do a level two background check I can just say they are only supervised or
they're only supervised at all times. um what happens if they are a level one volunteer is they are checked against the sex offender registry. I think we have an area that we can improve in in that regard as well and then ultimately are currently with our level ones uh we
require self-disclosure. Okay. Uh but you know self-disclosures only work if people are are being honest and I'm not saying most of our people aren't going to be honest but really what it comes down to is we need to add a step of independent verification when it comes to that as well. So these are some of
the uh my kind of proposed policies. You should have received a proposed policy earlier. Those of you who are watching online, you'll be able to to to see it in the agenda as well. Uh but I think we need to be absolutely clear in our policy, not leave room for interpretation. Uh ultimately we need to
eliminate the ambiguity of who is supervised, who isn't supervised, is it possible to always be supervised? Um things come up all all the time. Okay. But what is really you're going to see happening in this new policy is it promotes level two as the standard for
our volunteers. Okay? Does leave some room for for um allowing some level one volunteers, but basically if you want to travel on a field trip, if you want to be involved in an extracurricular activity, the standard for that is going to be as a level two volunteer and the
vetting that goes along with that. This policy also creates the minimum standard but does allow the superintendent to impro implement additional protections as well when it comes to those things. And then very importantly, we've had many discussions on this. The thing that's great about this policy is that it doesn't throw the baby out of the
bathwater. Okay? It allows for certain exceptions because the whole goal of this board has been to get volunteers involved in school, to open up the school, uh to allow parents to come in and serve uh our students in our schools. So, we understand that there are some positions that don't need to be
level two. Okay? We understand that there are certain things that if you're you're constantly working in the public, if you're a tenitator, we appreciate your service. Okay? Uh we don't think that if that's a public facing role, you don't necessarily need to be uh level two scrutinized when it comes to that
particular position because some of our events, athletics being one of them, uh it's so so important to to bring our volunteers in. We don't want to create additional barriers for that. But I do believe strongly that we do need to have additional vetting and and screening when it comes to uh people that have
direct access to our children. So I'm going to uh kind of go through that right now. So what I really want to kind of show you is that in this new policy, okay, we added a section on volunteers and their scope. So it's very very clear that you
can see exactly level one volunteers, these are the functions that you can do. Level two volunteers, these are the functions that you can do. And that's the scope of work there. We actually define direct contact with students. That's something that needed to be in that in that first policy. What exactly does that mean? That should not be left
to interpretation. And then finally, we added categories in there for things like guest speakers, clinicians, student volunteers. All of those things were left unsaid in our first policy and I think that this will be improved that. Uh obviously, one of the things that that we really need to talk about too is the media policy in regards to this.
what what level of media and communications restrictions should we put on our volunteers? All of that is laid out in this current new proposed policy. It was vetted by Neola. Uh it creates stronger standards for those after school and field trips where things are a little bit I want to say
messier, but things are a little bit uh less that less organized sounds bad. Miss Thompson's going to kill me for that. Uh but what it comes down to is there's more opportunity to be alone in after [snorts] school events and on field trips and things of that nature. So, we need to set that level two as a standard for those types of activities
that are after school. And I do believe we will build much better procedures on the back of a stronger policy. >> Uh, Mr. Boy, I have a question [clears throat] cuz you you touched on it right here. So, I'm I'm looking and I just want to >> I want to know what this means. >> Sure. that says superintendent to
implement additional protections and in the policy it says um the superintendent [clears throat] may also require additional screening and standards above and beyond the standards listed above. So, what is additional from the level two? Cuz it says level two screening. If
a criminal record check is conducted under the discretionary authority, it will be executed at the volunteers's expense. Then the superintendent may also require additional screens. >> Yes. So, that's going to allow us to do my next recommendation when it comes to
level one volunteers and allowing us to vet them. Currently, our policy says that they're checked against the the National Sex Offender Registry. Uh I believe and that my next vol my next um my next recommendation is going to show exactly why that was added in there. So,
just hold tight with me. >> No. Okay. I just was wondering cuz it said it didn't make Okay. >> Yeah. Just hopefully it will make sense after I get through this one. Our current practice, okay, is for visitors in level one. There's no distinction in how they are screened. All right. Both
of those are checked against the National Sex Offender Registry. You go to the front office, you show your ID, they scan it, they make sure you're not a sex offender, and then you're allowed in. Okay. Uh that's one of the questions that we grapple with a lot. Is that enough when it comes to vetting with our our people that are entering our
buildings? So, um that is a start and and and you know, that's going to be something that we get to, but I want to make sure everybody understands how we are currently vetting our volunteers. Okay. For level two volunteers, this is where we really see some stringent requirements in place. Our level two volunteers go through something that's
called the Florida Care Provider Network Clearing House. This is something that was created uh in Florida so that people who work with vulnerable populations have received an appropriate level of screening. Okay, they're screened against uh their fingerprints or against the FDLE, state and national criminal
history checks, uh their FBI databases. There's a comprehensive review and there is actually a list of disqualifying offenses that would allow you not to be approved as a level two volunteer or as an employee and they ultimately come back with an eligibility determination when it comes down to uh level two
volunteers. The beauty of this system is that if you are a level two volunteer, you are attached to Klay County. So, for example, if you go out and commit a crime Saturday night, Klay County is going to receive notification that you were arrested and we will then be able
to make determinations on whether or not you will be act will be able to have access going forward. Uh, this travel and that that HR department gets those uh notifications when they come through. Okay. So talking about that care number again this is the standard used by the FLOE
but you can also see it's the standard for many other state organizations down there in level three and like I said the most important thing with this is that this provides you okay or provides us with the peace of mind that if something happens okay we are going to get notified because we are attached to that
person uh and their fingerprints. All right so here's my next recommendation. My next recommendation is that we need to introduce a level one screening option. In my opinion, uh just being not being a sex offender is not a good enough screening level for us as a
district. We need to have a higher standard than that. Uh we looked into uh several options when it comes to this. Uh but what we ultimately found is that our Raptor system does offer a commercial background check through a service called JD Palaton. It conducts a national criminal database search, a
national sex offender search, social security number ID search, terrorist watch list, and name check and address verification. Ultimately, we don't want cost of level two to be a barrier, but we also need to have higher
standards here. So, we're trying to find ways uh to make sure that we can have stronger vetting of level one without making the cost be a consideration. Obviously, currently checks against the sex offender registry are free. This would cost, all right, I don't want to
put put anything out there that would be misleading. It would cost $17.55 per volunteer, but it would be good for 3 years. Okay? It would require the deletion of all current level one volunteers. We would have to remove that system because everybody would need to go back through and ultimately receive those checks. it would no longer be an
instant approval, but in our our employees, CCDS employees, not the clearing house, would be the ones making that 435 eligibility uh determination in case somebody came back and there were arrests listed. Now, I want to be very very clear with this is that this is not a governmental search. This is not the
same search as the FDLE. What JD Palentine does is they go through um and they check all of these online data they have. So, like you can go on our website right now and and search the Clay Clerk Accords and you can find all the arrests in Klay County. Uh, so this registry or this search is as only as good as those
databases that they are searching. All right, but I've talked with several other districts in Florida that use this. Um, and they are all very satisfied with the results that that come out from that. But, uh, I just wanted to bring that to your attention as far as that goes. Obviously, it would be very easy for me as the safety guy to
stand up here and say everybody should be level two, right? That would be the easiest thing for me to do. But I understand that the will of this board, the will of our school district is to bring parents and we understand there is value to do that. I mean, we don't want to necessarily make $82 for a level two
check a barrier to some of our parents who are going to be supervised all the time. None of the the reg requirements for level one are going to go away. Level one is still going to be required to be supervised by a CCDS employee at all times. But what we really can do
with this is we want the volunteers in our schools, but we need to have the right volunteers in our schools. We [clears throat] got a rap sheet that would disqualify you from being in in this education field or working in our schools. We don't necessarily want to have you come and work as a volunteer as
a room either. Okay. All right. So, the next part that I'm going to talk about are more procedurals. Okay. So, we're going to talk about strengthening our procedures. If we were able to pass that new policy, uh, some of these would be some of the changes that I would recommend to our procedures. Every year, the employee handbook goes out to all of
our new employees. So, we've got a lot of teachers that are about to come back, a lot of assistants that are about to come back, a lot of folks that are about to come back from a summer break. And every single one of them will get a copy or receive a digital copy of the employee handbook guidelines. There'll
be specific trainings at each school that will walk through them about some of the changes and the specific policies. U volunteers will be included in that as well. The beauty of this including be including this into the level or into the handbook the employee handbook when it comes to this is that
everyone must sign that they understand these new changes or these policies within and they agree to govern themselves by this new employee handbook. Again, in the handbook, we worked on very specific language. You can't put everything in the handbook cuz it's already 80 90 pages long. Um, but
you can put the the gist of things in there. So, we put in there clarifying level one and level two expectations, giving examples of each. We are also the next thing I'm going to talk about is how people are going to be able to check. We're going to improve that process as far as what volunteer status they have. And it's going to provide
strict supervision mandates for those level one volunteers. Uh, we talked about boundaries and enforcements, media privacy rules. All of that is going to be in the employee handbook that every employee will sign that they understand and will govern themselves by those documents. The big thing that we want to make sure is that we are never assuming
that somebody is acquitted. Yes. M >> I know when I was teaching >> Yes. >> when we had changes such as this principles generally went over those changes in a faculty meeting. So this would be the kind of thing that's addressed in those meetings. [clears throat] >> Any new ads to this? There will be
specific uh speaker notes for principles that will be able to go over this to make sure everybody understands. But this is this is not the one approach that we're going to take. There are going to be several approaches that I'm going to come at uh for for educational purposes when it comes to this. The next one is the volunteer handbook. Okay. So
the volunteer handbook is going to be where you would go if you were really needing to dig up on these. You know, not every employee would need to necessarily deal with volunteers, okay? But if you did, this would be your place to go. Um, I know uh Sabrina and and the
Faith Shop do a great job in in in being available for questions when it comes to this, but we need to have something done in writing. We have a strong volunteer workbook, but we will emulate what is in the uh policy to our volunteer workbook and make sure we have consistency through all those documents. This is
where you would need to go if you need to get more detail than currently exist in that employee handbook if you work with volunteers on a regular basis. talking about athletic directors, talking about band directors, talking about uh people that that uh rely on volunteers a good bit. Okay. And then
ultimately, we need to redesign our volunteer applications because the last thing we want is somebody to pay $17.55 to be a level one volunteer and then realize, oh, I was doing a level one because I want to do a chaper on a field trip and then realize, oh, now I got to do the 82 and now they've paid up. So,
we need to be very very clear in our applications what exactly you can do with a level one volunteer. It's basically I'm going to volunteer during the school day and I'm always going to be supervised by that teacher or whoever I'm volunteering with or I'm doing something after school, but it's only in
a public-f facing operational role. I'm a ticket taker. I'm a concessions worker. I'm a chain gang on the football sidelines. I'm going to be standing somewhere where everybody can be seeing me at all times. Okay? I'm not going to have direct access alone to kids. Uh we need to educate. Uh this is something
that I think we can do a great job with. Policy 8462 lays out our mandatory reporting requirements. As a volunteer in our schools, you are a mandatory reporter as well. We need to make sure that people understand that and they know that and they know how to do that. And by referencing that policy, we can
do that. And then obviously, like I said, we can't just be reliant on the honesty of that volunteer. As honest as our community is, uh, we need to do some vetting and some background checks. In order to do that, we want to make sure that what they're telling us matches the background search when it comes to level
one. Okay. [snorts and clears throat] Education accountability. This is where I think that we are really making an impact with some of these recommendations. Okay. We need to have one-stop shop. It cannot be difficult to find this information. It should not be a, oh, I
know there's a handbook for this, but where do they put it or anything along those lines, everybody goes into the portal pretty much every day. And if you go to the top, you get down to that search bar. I want to be able to search the word volunteer and have everything come up in one folder. Okay? You're
going to see the policy language. You're going to see the volunteer handbook. You're going to see the attestations that I haven't talked about yet. You're going to see the application links. If I need to be able to send an application to somebody that's interested in volunteering for my club or my sport, I want to be able to do that. And the most powerful, impactful thing that we are
going to create when it comes to this is a live dashboard that shows every single volunteer in the district. Not just those that are attached to your school, but every single volunteer that is in your particular in the district. It's going to show their name and it's going to show what level they are cleared to
be. Okay? and we'll probably have a little disclaimer in there as to exactly what one and two means just for redundancy purposes. So, let's talk a little bit about that. It needs to be available for all CCDS employees. Okay? I cannot just take the word of the employee. Oh, yeah. I'm cleared. Okay? I
don't have time if I'm a head coach or if I'm a band director or whatever to find the volunteer group in the school, call them and say, "Hey, is this person actually cleared?" All right. I need to be able to take that power into my own hands. We need to remove the barriers to that. And that's what this is going to be. So, it'll be in that volunteer tile.
I can go in. I can type in somebody's name and then that particular person's name will come up if they're a clear volunteer and it'll say level one or level two. And then there's no mystery as to what what they're clear to do when it comes to those things. It'll be synced nightly directly from Raptor.
It'll be accessible 24/7. And it will allow people to take that power into their own hands so that they can check in and not rely on somebody else telling them whether they are clear or not. >> [clears throat] >> Obviously this is a lot of changes or recommended changes so it's going to
require heavy training and Miss Hansen you asked about this how are we going to get this information to our employees that we are considering doing these changes one pre-planning presentations we have a whole group and small group clubs uh coaches all of them will be involved in some of these small group
trainings we have an employee handbook attestation that principles will be going over we have volunteer coordinator meetings uh that anybody who deals with volunteers will have to attend And then the individual attestations. I think this is going to be the most powerful from an educational and an accountability standpoint. And I'll tell
you what I mean when we move on here. This is an attestation. This is basically saying I understand okay the volunteer policies and procedures that have been put in front of me. Okay. This will be signed uh by your principles, by your athletic
directors, by your head coaches, by anybody who's a club sponsor uh who is, you know, ultimately in charge of bringing volunteers in front of their people. It says very clearly, I understand the difference between level one and level two. And it's parenthesis that explains it in case they didn't. It'll say, I will actively verify the
clearance status of every volunteer assigning my program. I will maintain an updated list of adults associated with my program to allow the AD or principal or whoever is in charge of checking that to make sure that there's redundancy there. Mandatory supervision of level ones. I understand that they cannot be left alone with with kids. All right?
Enforcing volunteer restrictions. All of those things. This is a teaching document. So if I'm clicking here, I have to do this. If I'm clicking here, I have to do this. If I'm clicking here, I have to do this. This way we can ensure that they know and understand what the rules are.
So, what else is being done right now? Okay, Mr. Broski authorized a manual review of every level two background check that we have received from the clearing house. We want to make sure that the people that we are clearing or that the clearing house is clearing as level two are actually people that are
meeting the statutory requirement of chapter 435. Mr. Johnson's group has been doing a great job going through that. We have over 3,000 level two volunteers currently. So, that's a very, very big task, but they are up to it. uh because our kids are worth it. So ultimately, let's go through the review
of recommendations here. I'll take any questions and then we can you guys can can open it up for discussion. Okay. 1 through three. Receive and and replace policy 9200. Uh I believe the new policy is much clearer with our expectations
and we can hold people accountable to making sure that those procedures match the policies uh that we have put in place. Ultimately, we need to require more volunteers to be level two. If you're going to go on a field trip with kids, if you're going to be around kids after school hours, you need to be level two. It shouldn't just be volunteer
coaches. It's anybody who is involved directly with kids. And again, we define that in our new policy. Uh needs to be a level two volunteer. But we're also not hamstring our programs by allowing certain volunteers that work in the public eye to still just receive that
level one. Additional vetting for level one volunteers using Raptor's JDP integration to screen those level one volunteers. In my opinion, it's not enough if you're just not a sex offender, okay? That you can do a lot of bad things in this world that I wouldn't want you around kids um that wouldn't
put you on the sex offender registry. Screening proposal recap just to make sure this is clear for everybody at home. Visitors, you're going to go through the the raptor sex offender registry check. And again, that's for things that you're dealing with your kid. I'm eating lunch with my kid. I'm watching my kid end up receive an award.
I'm involved in a parent teacher conference. those sorts of things. Level one raptor JDP background screen is going to cost $17.55. That's if I want to be a room mom, if I want to work in the school during the school day, uh if I want to be, you know, supervised by a specific teacher
during that school day or I'm in one of those public operational positions after school, but then the standard uh as far as everything goes is going to be that care provider background screening uh that the clearing house puts out, and that's going to be $82. So again, this is going to increase cost on those that
decide they want to be level one volunteers. Uh but I do think that we we do need to increase our standard when it comes to uh how we are checking and vetting that level of volunteer. Um creating consistency through our handbooks. Obviously all of this needs
to match. Our procedures need to match our policy and we've already started uh working on improving those. Uh improving the application process. We need to make it abundantly clear. What do you want to do? Oh, you want to be a volunteer coach? You need to go to the level two background screen. Oh, you want to be a
room mom? Is that all you want to do? You want to shower on field trips? Oh, if you do want to show trips, you need to be level two. Okay, we need to make it abundantly clear so that there's no confusion as to which level of vetting they need to receive. But as offering that lower price of vetting will
hopefully make it attainable for those who still want to be involved in our school during the school day and then really train our employees on the changes. Okay, we have got to set our employees and teachers and and support staff and everybody who's going to be involved in this principles. We have to set them up for success. We can't make
all these changes and be like reading the handbook. All right? We've got to make sure that they understand because we are doing these things for safety. Okay? And we need to train them and teach them all of those things. And then finally, have principles and leaders attest to their understanding.
It reinforces our expectations. Again, as you saw, I'm clicking this. I'm clicking this. I'm clicking this. Oh, I didn't read that the first time. Now I see it. Okay. And it's going to allow us to streamline accountability. We're viewing all of our current level two background checks. And then the total tile, I think, is going to be critical. We can't have information on this
website under this heading and then this here and then this there. there should be a one-stop shop for everything volunteer related uh in our board. Okay, so those are the nine recommendations that I have. Um I am going to open it up to questions. I really great I greatly
appreciate you guys listening intently. I know this is a lot. Um but as Mr. Broski said, my role in this was simply to look and strengthen our policies and procedures. Okay? I didn't investigate the situation that was alluded to earlier. That's being done by an external independent auditor. My job is
to try how can we tighten up our policies and procedures to strengthen safety within our schools. Uh so with that I will take any questions or you guys can just discuss it amongst yourselves. >> Um I think we could do a little bit of both. I have a few questions. Um
uh well first of all do you think I have a few? Hold on. First of all concessions and ticket takers. you think that they really need to be level one of the 17 or do you think that they could be just basic visitors?
>> So, I think after school is a is a tricky topic um simply because it is hard to guarantee anything after school. As somebody who was was a coach uh for a long time uh so coaching my daughter basketball team come Saturday. No, I'm
just kidding. Uh but but uh what it comes down to though is is often times, you know, hey, you were a ticket taker, but now I need you to move over here, >> you know. So I I think that ultimately I don't think it's that big of an ask
to, you know, be good for 3 years. It's less than $6 a year um to do those kind of things to just ensure that we have the right people serving those functions. I I do know it's going to be a big change. Uh I've already kind of I kind of brought this up and
workshopped it a little bit with athletic directors. They understand it. They understand why we need to make sure that the right people are working there. Because at the end of the day, I take take care of my concession worker, whether you like it or not, they're a representative of my school. >> I don't want somebody there who's got an
armed robbery conviction from 20 years ago, even if it was 20 years ago, sitting there representing my school in a polo taking. I appreciate their help and I love their desire to give back. Uh but really I think we need to raise the standard of who is representing us at our schools.
>> Okay, I can agree with that. Um and I forgot to tell you, thank you for this by the way. Um I know sometimes that we create policy and we implement it and then >> the beauty of policy is you got to go back and assess it and make sure that you know things are working. And then
sometimes things happen and we realize, oh crap, that that policy isn't as strong as we'd like it to be or wasn't the desire that we we we needed it to be and procedures and stuff. So, thank you for that. But I also wanted to [clears throat] emphasize, and I know you emphasized it over and over and over
again, but is there a way, [clears throat] and maybe this is a Sabrina question, that we can get a graphic uh made kind of like this one just to where it explains the volunteer, the level one, and the level two, so that we can push it out and make sure
that it's pushed out on every individual page. Um especially in the elementary schools where parents are volunteering so that they know at the beginning of the year, let me go ahead and do this cuz I don't want to miss you Halloween. I don't want to miss a, you know, the parties, the all the things, but also
maybe have in that graphic a link to the new policy and a link to the visitors um page, if you [clears throat] will. Um, and then my next question or um, I guess it's not really a question. It's kind of [clears throat] a statement.
It's maybe for the public. Um, this was one of my concerns and when we were talking about the raptor system, a lot of times these people plea down or, you know, they do an egregious crime and they have a good attorney or whatever the case may be, but like you said, you really don't want them around kids and
they're still it's still very inappropriate. So, I think that for our the public to to know that and I don't think any any parent with with children is going to think any different like they're going to be very okay with this. But I think it's very important for
people to understand that even though they don't have they're not a registered pedophile, they still probably should not be around our kids. like you said, whether it's different crimes or uh still a sex crime with children and they fled down, they have no business near
our kids. So, I think it's very important to know that cuz I know people are going to I mean, I've kind of already heard it in the community, you're going to make everybody get level twos or, you know, whatever. But when it comes to the protect protection of our kids, we'll do what we have to. I don't
want to go crazy and you know, but at the same time, I want to make sure that there's checks and balances and people are held accountable and that our children are safe, but we want parents in our schools and we want them volunteering, but like you said, the right ones, the right um the right ones
around our our students. So, um >> can I ask a couple of questions? >> Yes, ma'am. Go right ahead. [snorts] >> Okay. So my first question um with the level one volunteers, can we create a very specific list of which jobs are
allowed to be level one versus level two? And then number two, could we um create uh this is probably a standard operating procedure for if you in your department have a need for um a
volunteer position that from your perspective should be a level one and it's not one that we've included. There's a request process for that. So that there's some checks and balances and documentation. Um, but it also gives kind of that um, wiggle room that staff will sometimes
need because sometimes the policy won't foresee every single volunteer opportunity in every single department. And to your point, we don't want to create unnecessary burdens, but at the same time, we want to have strict measures of accountability and safety. >> Thank Thank you, Miss Gohousen, for pointing that out. Yes, I we are in the
process of building specific lists, and we will that will be a growing list as we find out because you're right. I don't know every volunteer opportunity in the county. I know Miss Thompson as the county athletic director and I have gone back and forth on a lot of these. Uh should it be level one? Should it be level two? in that volunteer tile in the
portal, we can kind of put specific positions out there that we have kind of determined, okay, this can be allowed level one, this should be level two, and we can kind of create a a T-chart uh for, for lack of a better word, um as far as which level of volunteer screening that and then we'll, like you
said, we can come up with some sort of a Google form that schools can submit and basically say this is the job I need done. This is a description of their responsibilities and then we can provide guidance to them from there on which level of screening it gets done to I mean to re reiterate though the easiest
thing in the world to do would be and the safest thing in the world to do would be to make everybody level two. Okay. But what I'm what I'm attempting to do with this recommendation is really support those programs uh that that exist after school and then the room
moms and the people that don't have any desire to do anything outside of the school or outside of the school day, but they want to come in and make copies. They want to come in and, you know, do things around the school to help beautify it, paint a wall, you know, do whatever it is that they need to do, decorate a bulletin board. uh we're trying to not have to have them pay the
$80 because we know they are always going to be supervised. Where it gets tricky is the after school events where you know people get pulled in different directions, somebody gets hurt at practice and then all of a sudden now you are you know my head coach is over here and now we've got somebody who's not necessarily supervised. So um I I
appreciate those th those two comments and and yes, we can get both of those done. So my other question was um pertaining to the after school activities. Is there a way um within where I work, we have a volunteer check-in station through iPads
across our campus. So I don't know if after hours there's a a place where um volunteers can check in. Obviously the front office isn't open. Um but if there's not a place for me to do that, is there an opportunity there that we could create something along those
lines? So currently we don't have the infrastructure in place for that. Like you mentioned the front office is closed. Um so a place where they check in but where they really are going to check in is with their lean who will be uh you know a CCDS employee um uh of ours and they would go and check in with
that particular person. Um, with the attestations, we are really putting the onus on our head coaches, on our band directors, on our our chorus directors, on that group to ensure that every person that is volunteering with them is on a list somewhere. And that list can
be double checked by the principal, the athletic director, uh, whoever is in charge of that. But to answer that question, we do not currently have uh, anything where they would go and check into Raptor. One thing I didn't actually mention that I'm glad you brought that up [clears throat] is that the level one screening for our operational folks is
actually going to run a monthly check. That three-year background check uh is will be good for 3 years because JD Palentine once a month [clears throat] after uh the initial check-in will um run another background check on that person to make sure their status hasn't changed. Again, it's not as good as the
level two where they're we're getting notified within 24 hours of an arrest, but we still have that additional screening in place once a month after that that check. I don't know that I answered your question, but hopefully that helped with with where we are currently with this.
>> I wanted um if we can, I'd like to explore like what what could be put in place um for after hours check-ins. Um cuz it could be something as simple as you know at the ticket station you also have an iPad there for the athletic event and if you're volunteering you
need to check in on iPad when you get there just so that we know who's on our campus and when and we have a record of it. >> Yeah, I think we can definitely explore that. It would also um you know let us better track our volunteer hours because we do have some volunteers that work tirelessly that are up at our schools
every night um that you know we we probably could do a better job recognizing them if we just knew how many hours they are actually putting in on behalf of our schools. So uh we could have look into that uh within uh our volunteer coordinator uh program. >> Thank you.
>> Thank you. Well, my question is more on >> we talk about um marketing strategies making people welcome. >> So, I really think that we need a human resources or a a statement. So, when a
parent says, "Why do I have to pay the $17?" I think there needs to be a consistent statement that they could read from a card until they memorize it. But I think the answer needs to be positive, uplifting, short to the point
to help people understand that because what I don't think what we want is a parent sitting in the front office arguing about a $17 bill. >> Yeah. >> Because it's new. So one, I do think we need to have statements for people to read from >> to make sure we're consistent across the board. Well, that's not what I heard at
my other school. You know what I mean? And secondly is a very impressive plan when we talk about public eye. So when I was a head track coach at Oakleaf, you have volunteers at the high jump, volunteer, timers, people taking, you know, starting blocks up if and all of
it's done in the public eye and it's certainly less complicates. I need a volunteer to go over and measure the long jump for instance, right? So [clears throat] from the school aspect when it comes to that volunteerism part in the public eye,
>> that's a great way and a great terminology cuz it's easy for me to understand. They're in the public eye over there measuring how far someone jumped with a tape measure, right? >> Um and as for what Miss Gilhousen was saying maybe about an iPad,
when you say that we as employees would go into a database and check level one or level two, right? Maybe there's a way to to tie in that volunteerism somewhere there because they have to check in somewhere, right? They're checking the list already. And it's just a a concept
to try to maybe follow up with what Miss Mhousen said. >> And I think that's a really good point is that maybe we could create a Google form that volunteers can get texted and they just sign in that hey, I'm at Clay High School and I'm at, you know, here at 4 and I'm going to leave at 10 and then we can transfer that information
over. >> Easier than that. How expensive is an app where coaches so many volunteers you go into the app and you click on a button? >> Well, the issue would be having it in a central location. Um because you know, you know at Oakley High at any given moment we got seven different things
going on. So, you know, it would have to be at a central location. They'd have to get to that central location, check in, and go from there. But we can definitely workshop a way of tracking that volunteer commitment. Um because that's the other part that we don't know right now to be honest with you. We have over 12,000 level one volunteers in the
system. Okay. But, you know, many of those volunteers have never shown up or done any volunteer work. They're just registered as level one volunteers because it was free that they could they could do that. So, I think that, you know, this will push more people to uh level two. Uh but it will also provide a
cheaper alternative for level one screen. >> I don't know a lot about apps, but I do know they're cheap. you can have them developed for you where a coach could go in into an app and say this volunteer is here. >> I mean, it doesn't sound like a complicated thing. You wouldn't need to buy a central location like an iPad that had to be moved around, especially when
you have 2500 students. >> But I do know that apps are not very expensive to make and we could have maybe a volunteer after our login app or something. >> Yeah, I don't I don't disagree with that. I don't know if that would be something we can incorporate into our one play app cuz I know we don't want to
have 17 different things that they need to hold on to but maybe that's something we can look into as well. >> I have a few questions. >> Yes sir. Well, um after the situation with the gentleman that Mr. Bur was talking about, I had several conversation with different people including the
superintendent and the state of Florida is very flexible with what type of record they allow those volunteers to have and worked in the schools. So my question to Mr. to us if we are like forced or mandatory to
allow them to volunteer with us because the state of Florida say they allow to and it's in our discretion and that's where my questions come who makes the final decision right now what type of uh record we are going to allow in the schools
>> okay so uh to answer your question chapter 435 is the statute that governs this there's an entire list of statutes that would disqu disqualify someone from working in our schools. Uh so the clearing house is making that eligibility ineligible determination
right now. Um and they send us back that information eligible or ineligible. Um so they're checking and it's statute number is really what it comes down to because they're you know if you've ever seen the law code and all that it's it's it's intense and I know Mr. Brock Blocker had probably taken many many
classes to interpret all that what that means and our HR is trained in that as well. But they're the ones that are going to receive the results and the eligibility determination from um from the clearing house. >> Okay. Yeah. But my question is we still have the discretion to allow that person
to work with their kids or not. >> Do we have the discretion to decide if we want it with certain record in the schools? Because the person who was arrested in Jacksonville still was allowed to work in the schools even with the record he had. And that's what Mr.
keeper was talking about there's some records that we don't want [clears throat] some some people we really don't want it >> so so chapter 435 is is clear as far as what the eligible or ineligible ones I would kick that to to our attorney uh to ask uh answer that question
>> sure absolutely so I think um Mr. That's a great question and obviously a pertinent question based on what's happened recently. We have a Florida statute that governs this and part of the part of the benefit of having a statute that oversees that is it protects the district. Now there are cases where people are going to fall
outside the crack there but also you have circumstances where we don't know the full scope of some of these cases. I think Mrs. Skipper pointed that out. You can have people that you know I used to be a prosecutor. I can tell you, you know, sometimes people pleaded things they they probably shouldn't plead to or
are wrongfully charged or whatever. It does happen. So, we don't always have the full scope of knowledge of what we're dealing with. I think it's very important to follow the statute and make sure our decisions fall within that framework because that way the legislature has kind of evaluated that.
You know, they're the ones that are are setting up our our criminal code. you know, we have uh common law that drives this, but in Florida, all the criminal statutes are are statutories or regulated. So that legislative body, I'm not saying they know more than us, but they have
kind of looked at this broadly speaking. So I think because there's a statue want to fall within that statute as much as possible. >> So they have the one responsible. >> No, no, no. Okay. So this So I think you're confused for a second. So the volunteer did not have a level two. So that's why we didn't know about his
previous arrest. So if he would have had a level two, he would have been disqualified. >> No, no. Mr. Broski said that he would have been allowed to work in the schools even with the record he had the conversation that he had. >> No, I think I think what happens is is if the person is arrested and they fit
within 435, they definitely would not be working in school. >> Well, in addition, the new level one $17. The reason we're making this change is under the new level one with the $17, he would not have been allowed in our schools at all. >> You would have seen the arrest.
>> So that's why that change is so pertinent. So we're going to uh take Florida's um recommendations as our decision making body to allow them in the schools. No sir. So I so I think and I understand
I absolutely understand your concerns because I think everyone in this room wants to protect kids. That's the most important thing as parents. That's really our driving. That's why we all ran for office. Right. >> I know. Somebody asked why is this person here because of Florida allows them. >> Right. So I think to to totally
understand and if I can answer that I think what's important is I think that we have a great security specialist that has brought you all recommendations today. under the current law, there are things that we can do to strengthen our ability to protect kids. That's really what we're hearing today. Ultimately,
y'all y'all get to decide to to go forward, but it's very important because y'all are local government and there are state laws that govern this. There's reason that goes into the state laws. I'm not saying they're always correct. I'm not saying the legislature always gets it right. What I'm saying is
because there's also a risk of the board potentially at times opening itself up to litigation because you could have a scenario where we go beyond the statute and someone that did not do anything wrong was maybe you know wrongfully classified you know a parent is now
upset because you know hey why was I why why why was I signaled out when they weren't someone that should have been signaled out. So I think these recommendations today which a lot of thought has gone into which you know a lot of research these are opportunities for y'all to evaluate and strengthen
your current policies within the statute. All these recommendations fall within the statute all are guarded by the statute and again I'm not saying that we can't continue to evaluate. I think this is kind of a yearly every school year we need to look at and see where the gaps are. But um I think in
this specific situation that we're dealing with today, if there had been a level two evaluation and some other recommendations that were in place here, that person would have been identified would not have worked in the school system. I do want to say one other point if I can. I think what's important is because there's been a lot of emails and
media coverage. This individual did not harm anyone at Klay County School District. This is something in in Duvall County. So in a way, the system worked, right? law enforcement ran a a staying operation, identified this individual and took him out of it. Obviously, we're
all extremely disappointed, concerned that he was around kids here, but for the benefit of the public, none of the Klay County school children were harmed and the system worked. And I think that's a compliment to the staff and to y'all as as leaders in the community that you're having this discussion so we
can continue to lean forward in the foxhole. And isn't it true that if it had been an arrest in Klay County, it would come across the superintendent's desk that we would have known about it? >> You the Klay County Sheriff's Office does a great job communicating with me and my office on anytime they are
investigating one of our employees or ultimately going to arrest one of our employees. So, we have a great relationship with the sheriff's office. Um, and and you know, there's a there's a host of things that went into this particular situation, but again, I think we should let the independent external investigator kind of present their
findings or or you know, give you that information here today is just about how can we make our policies and procedures better. Um, and I've given you my thoughts on how that can happen. But again, none of this is foolproof, you know, and that's the that's the scary
part about the whole thing is that we can put ourselves in better positions. But, you know, at the end of the day, um you know, if somebody hasn't been caught or somebody doesn't hasn't had one of those arrests yet, there's not there's not going to be a a you know, something that we're going to be able to outlaw
them with. So, you know, that's where see something, say something is so important. That's where, you know, our mandatory reporting laws are so important is if something seems off with somebody, we need to say something. so that we can look into those things. So we're done. So So if we could you can see great deal of work and uh you know I
don't even know how many meetings we have many many meetings to kind of get to this point. You can also see that some things have to be done within a twoe time frame for the start of school. Right. So what I'd like is is the board and maybe just put flashback up one
through nine just for the board to kind of weigh in say yeah that sounds good. uh so that we could start the infrastructure to make it happen uh by all that time like creating the dashboard the attestation forms
uh all of that sort of stuff takes a little bit to get that to actually work >> right I ask a question real quick um in one of the comments stated we discussed so you know down the road if we can look into something other
than just in the office that would be that would be with Um, how does a sub from Kelly services? They come in, they're new. I mean, I remember when I was an OPE, I'd work in the classroom. Teacher would
go to the office, I'm left in the classroom with all How does a sub possibly get all this information and know that they can't leave a volunteer loan? >> So, the subs are level two cleared. They're trained extensively by Kelly
Services. Um, Miss Troutman, do you want to speak any more to that particular question about how the subs know all of our policies and procedures or >> they they do go through a training with our current policies and procedures. I
will verify through Kelly Services that they are aware, but they go through because they're mandatory reporters. [clears throat] So, but I will double check. I am 99% sure that that information is received to them that they cannot leave
volunteers alone. But I will definitely because of the >> I mean know that that you think about you know this >> andrect only our employees should be supervising level one volunteers. So if the volunteer is in and of itself is a
level two volunteer, then they have been cleared to be unsupervised with our children because they've gone through that clearing >> but not to supervise >> unsupervised class. Yeah. >> Correct. >> Yeah. >> So very good point. All right. Did you have another one, Miss Clark? >> No, I'll stop. Let's go.
>> I have Well, no. I I want to emphasize [clears throat] this and maybe I might get voted down um on this, but before we proceed um to agree, I think every volunteer coach, every person that touches the field, that
touches a court that that does anything with our kids as far as sports is concerned, we need a level two. And maybe I'll get I'll get voted down on this, but I'm I'm if you are on a court or on a field doing anything with kids,
running drills, do doing anything with our kids, I would like to see a level two. >> Okay. To clarify, are you saying even the public operational folks or are you saying just anybody who is a part of that coaching staff? So, for example, if I'm the chain gang
on the sideline holding the sticks at a football game or if I'm a ticket taker at the front, I'm talking about >> you're talking about a parent if a parent is intermittently coming and going. Hey, this week I'm in town. I don't have a flight schedule or whatever. I'm I'm a pilot or whatever,
but I want to be here for my kid when I'm, you know, coming in town and I'm normally on the sidelines waiting for practice to get over, but the coach is like, "Hey, can you help me run these drills?" They should not be allowed on that field unless they have a level two. >> And that that is a part of that attestation process. The coach will know
that I can't just grab Bobby's dad. Even if Bobby's dad played college football, like I can't just grab him. He has to go through a a level two vetting process for him to coach. And that's that's to make sure that that is clear as day. Yep.
>> Moving forward. Like you can't just pull people from the stands. you can't just >> and I would add to that um also the team mom um even in our high schools like I know sometimes on high school football team and um there's usually a team mom
that's helping pretty closely working with the head coach mostly to meet those needs but there's lots of access to the team um so I think just making sure like um not just anybody who's working it and not in that particular situation I guess it would not be a public facing
operation because you'd be dealing a lot with you know things like feed in the team um stuff like that. So just anybody who's working pretty directly with our kids I think needs level two. >> Yeah. Yeah. We actually discussed that scenario yesterday pregame meals and those sorts of things. So thank you Miss
Gilhousen. That makes sense. >> I have a question. >> Do I kick it to her or something >> or you want to you want to >> it's up to you madam chair. >> Go ahead. it. You had said here that there was it was not an instant thing. I'm just wondering for the logistics of
rolling it out for the level one for this new part. What kind of a delay are we going to have to message to parents? You know, parents sometimes are last minute like, oh, you know, like do you have an estimate? >> So, the the plan would be if if we get yays on on the things that that we need
yays for, uh we would be working all of next week to try to get everything set up and ready to roll. And then our goal will be to have all of this in place uh by pre-planning. So >> So what I meant was first day of school, the parent comes in, I've always been the room mom, but now I have to start over. How long do I have to wait to get
into the classroom? >> So it depends on, you know, what comes back. If you're the level, you're talking about the level one. >> Just if you're the level ones and you've never been arrested, it's going to be very very quick. Okay. You know, it'll be super. If you've been arrested and we have to apply the chapter 435 charges,
there will be a little delay on that. So, good question. Thank you, >> Miss Hansen. Yay or no? >> Yeah. >> So, can we go through each one? Yay or nay? >> Number one item. All right. >> We're not even voting. >> I just want to make sure before we start
next week, [clears throat] the board's in full agreement. >> All right. So, for one, can I get a nay for Miss Hansen or a yay nay? Whatever. >> Everybody good with the >> Mr. Albert or Mr. Albero? >> Yeah. >> Miss Housing. Yes.
Yes, Miss Clark. Yeah. >> Can I make a request really quick? I'm I'm watching you guys online while I'm um participating on the phone and I can't see the slide. It's uh currently on CN you guys. I don't know if there's a way to get the slide up on the screen so that >> I can I can read it out loud and then if
you guys want to vote like you normally do and just say yay. I think that would be the quicker way. All right. So, number one, resend and replace policy 9200. Obviously this would be at the will of you know the timelines that it would be advertised and all that policy would be advertised on the August
meeting. It would be then be voted for a final 28 days later. Okay. >> So yay on one which is resend and replace policy 9200. >> Yes. >> Yes. >> Okay. >> Yes. >> All right. Yay on two. Require more volunteers to be level two. All field
tripons and all nonoperational public facing after school volunteers. >> Yes. All right. Three, additional vetting for level one volunteers using the JDP integration at a cost of $17.55 over the course of 3 years. >> Yes. >> Yes.
>> Okay. >> Four, create consistency through our handbooks. >> Yes. >> Yes. >> Improve the volunteer application process by asking questions and making it abundantly clear which level of access or which level of screening parents should be required to go to.
>> Yes. >> Yeah. Training employees on changes. >> Yes. >> Okay. And then principles and leaders attest to their understanding. >> Yes. >> Okay. Review all current level two background checks. >> Yes.
>> That was already going on. So you guys are good. All right. So and then number nine, create one play portal tie to house all of this information. >> Yes. I greatly appreciate your your trust and faith and and you know, I believe that this is a great first step to making our volunteer process uh strengthened and
safer. Thank you. >> So, I got a question. >> Okay. >> While you're doing all of this and getting it all done, can we cuz I know a lot of this stuff will happen behind the scenes. Can we go ahead and start pushing to parents like like ASAP? >> This is coming.
>> This is coming also. And then let them know, hey, we're live. start applying. Yeah. >> Um >> yeah, we'll pull the application now now that we have to make changes. We don't want people to apply on the old application and they have to do it again. So, we'll pull the application. Um and then we will make it very clear
as far as level one and level two. We'll have to revamp that process with HR. But yes, we will Sabrina a shot. Give me good. We're going to give give some good uh communication to our parents on these new processes. And to answer Miss Hans's question about why we're doing this, the answer is because we care, you know, and
I think that's going to be what the statement is is that we care enough to make sure that if you're going to be a volunteer for our organization in any capacity, uh, that you meet certain criteria. So, >> I just didn't want any delays for parents on day one. So, I just we >> we will we will get it done, Mr. Yep.
Anybody? >> All right. Thank you. >> Thank you so much for all your work. >> Great job. >> Great job. >> All right. Up next is policy review. >> So, so there's a list of of policies for review, including the one that we just
talked about there. Uh, and if there's any additional information or questions that we can answer, which is things like sick leave, bank, uh, instructional leave, kind of molding. The only one that was really exciting was the volunteer one that we just we just discussed. So what this is is that this
will then appear for advertising on the next board agenda. Then you have to wait the 20 28 day period before and a public hearing before it actually these changes become effective. So I just want to make the board aware of that.
>> Well, I want to say I'm grateful for the sick leave report for admin because they're people too. >> Yes. >> Who might actually need that help at some time, [laughter] >> right? I mean, seriously, we back in the day, we give sick leave to anybody. Remember that?
>> And then we went where you could. >> It's It really just should should have been available to everybody. >> Yeah. That's a credit to Brenda Traman and her team and Michelle Larson and her team. So, >> so the the last the last item is review
the agenda. I know that we have a big uh meeting after this. We'll probably be on a 2-hour meeting. So, I didn't see anything on the agenda that I thought was uh problematic for the board. If you discover something that you would like to discuss between now and board meeting, be glad to do it. I'm just
trying to save time because I know that we have a long meeting about to about to come up. And uh with that, I I'm done. >> No other further comments? >> No further comments. We're excited to start the school year. I mean, it's good. I don't sleep usually the night
before teachers come back and the night that students come back. Uh, every year, 37 years, those are two sleepless nights. Uh, I'm just excited to get kick it off. A lot to be proud of. We have our highest academic performance ever in the history of Klay County Schools. So, a lot to be proud of. Uh, also, if
you're superintendent, you're always worried. You're in a constant state of worry because that's your job and that's your responsibility. So, you know, you're always worried about the beginning uh of the school year. We want it to be a good experience for our families and for our students. And so we're looking forward to getting getting
it kicked off. So, thank you so much. >> Uh, attorney comment. >> No. Miss Hen, do you have anything? >> I just want to thank everybody for allowing and accommodating my remote participation today. Um, my son had to have emergency surgery yesterday, but
he's recovering well and um, just appreciate everybody being so considerate and kind. Yes, I am. Uh um Miss Hannah, I don't have anything. Mr. Albero, just want to thank Mr. Night Boy and his team for the work that he
did, you know, improving our volunteer policy. Uh that's what our community want and that's what we did for safety. Thank you. >> Yes, sir. >> Miss Clark. >> Yeah. Um, real quick, we have to acknowledge how
much work is being done during the summer by everybody and we appreciate that. I wanted to mention we had some employees that wanted to know about our white fleet and the opportunity to purchase some of the vehicles. So, uh, Miss Ellis explained to me in the next
couple of weeks, we want to start watching govdealss.com because there's vehicles that anybody can go out there and get a great deal. So, hopefully the employees are listening. We can share that with them.
That's it. >> I have nothing. Enjoy the last few weeks of your summer. >> Okay. >> This meeting is a dirt. That's loud. Can you see my hand?