e e e e e e e e e e
e e e e e e e yesterday so and the only today is Tuesday March 4th 2025 the
time is 3 4 p.m. I will now call the policy committee meeting to order Miss Kenny is there a quorum present yes there is all right please stand for the pledge I pledge to the flag of the United States of America and to the it
stands one nation God indivisible withy and justice for all oh okay is there a motion to approve the agenda so move thank you is there a second second all right any
discussion discussion discussion all right hearing none all those in FA favor signify by saying I I I opposed all right motion passes we have no review of policies this time uh so we will move right into
section four which is the revision of policies so is there a motion to approve sending policy 503 student attendance to the school board so moved thank you Nate is there a
second second all right um discussion so looking at 503 uh there's a corrected reference on in note on page five and some punctuation
and page five yep okay there's a not for me on page four sorry am I missing something this is 503 right y 503 yeah my notes are on 503 -4 I
apologize the only on page 53- 9 it's just some clerical pieces okay and then the note on 503-1349 [Music] [Music] motion
passes is there a motion to approve sending policy 507.00 [Music] [Music] 3B instead of 120b other than that there are no
changes any discussion any discussion all right hearing none all those in favor of sending policy 507.00 to the school board signified by saying I I opposed all right motion
passes is there a motion to approve sending policy 613 graduation requirements to the school board so moved thank you Nate is there a second second all right thank you
Wendy um discussion changes are on page excuse me 63-3 where there's a note that has been added um 613-4614 graduation requirements to the
school board please signify by saying saying I I I opposed okay making good time here all right is there a motion to approve sing policy 615 testing accommodations modifications and
exemptions for IEPs Section 504 plans and LEP students to the school board so Mo thank you is there a second second thank you uh discussion looking at this one the only change is
on 615-4199 testing accommodations modifications and exemptions for IEPs Section 504 plans and lap students to the school board please signify by saying I I opposed
okay that is it for our review of policies we do have two policies that are new to us right the first one is we don't have a
number for it um but it is policy for information security um the policy has been supplied for you and Mr Mike birding is here to answer any questions so is there a
motion to approve sending policy information security to the school board so moved thank you Nate is there a second second right thank you Wendy um discussion uh Mike do you just want to give us a quick rundown on why we need
this new information security po policy sure so I think the most important thing is to make sure that um regardless of who is in my position or who is in any of the positions that we see within our school district that we maintain a clear
security posture as well as um identifying access controls um and any any sort of things that we would be required to Via state law or federal law to ensure that we are uh keeping data private we're necessary and also having
any kind of information controls data controls that we would be obliged to have um and so with changes in administration often times um plans might change things such as incident response plans which um for crisis
management were required to have by law um and having incident response plans and Disaster Recovery plans for the scope of technology is also a best practice and often times it is required for insurability um so having a policy
in place guarantees that the superintendent is aware that we need to have such policies in place or such practices in place and and uh designates if necessary people to do so um so make sure that any work that we do with information security does not go away
with the change of personnel any questions for Mr birdie Mr chair yeah on page two um I just have a and I know I asked some of these questions yesterday to Mr venty but I I added a couple here so under
five guiding principles uh two it talks about that is all schools or other facilities are responsible for the district data and I understand that there's two databases that uh the the data go to uh who and one of the things
I should have asked yesterday was who we have teachers you know according to uh if whatever their curriculum or class whatever teachers can access staff Administration who else can access then so we are under the Minnesota Government
data Practices Act 1332 which uh says how technology vendors are supposed to handle data um or rather how we're supposed to engage in those relationships with those vendors so when we look at data that's out there um whether it's student data
or staff data or even other directory information whether it's families parents that sort of thing um we typically get a contract that says or a data privacy agreement in place that says this company is going to have our data for this purpose this is how
they're going to control that data this is how they're going to audit their own users and um how they're going to handle the data should we end that relationship with them so we do um according to the law we are required to post a list
annually or communicate with families the um vendors that have access to our data um so that list is posted on our website if you go to the technology page there is the list of um vendors that would have access to our data um on the
opposite side of that though um am I 100% confident that I know every single thing that every single person is signing into with one of our accounts absolutely not um I I would say that we have a good view on it and we vet the
things that as a district that we are going to adopt um and when we do those adoptions um I run them through a a private rubric that I developed with local cooperatives as well as other Tech leaders across the state to say yes I
feel comfortable sharing the data with this vendor um and I wouldn't be able to name them all off the top of my head they are on the list yeah is like Health finders because I know a few so to the best of my knowledge and I'm not I wasn't a part of
the start of Health finders in that uh data sharing agreement I have seen the data sharing agreement as we use it develop to develop a different data sharing agreement um my understanding is that within the scope of that contract we do allow access to certain data for
the purposes of providing the services that are within that contract um I also couldn't tell you what that is off the top of my head um but if we kind of go through this policy um we also look at um the spot
where it's under three um section 3 five um establish a district data security officer role so somebody who is going to know where these data sharing practices are taking place and set some checks and balances on that um while I don't want
to reduce autonomy um for our teachers and whatnot what I what I do want to do is make sure that everybody is cognizant of when you have data go out what are the possibility uh what are the possibilities that could happen with that data and then be able to provide
protection should something happen I guess I'm concerned because I know some parents are with the health finders uh especially when we're getting into medical care or something like that uh maybe even uh heal uh mental health care
I think I feel a little better if we had flushed this out just a little bit because um uh that does that does uh concern me especially you know some parents not want this do you have it you have it on
the website but it can parents opt out of some of these things with their students that's a big thing I think we have to address this before I'll I'll see yeah so so state law does provide that so um within the scope of looking
at um the the application list that I have to send out via annual notification every year two parents two parents y so the parents get this yeah well they they get that they get well I not get this but get the list correct and if they
don't want they can do they have the correct and they can opt out then they yes they can opt out um there are certain things in which we would not allow per se opting out because it would
um directly impact operations um such as food service right like we need to be able to provide food service in order to do that we need the student information system um to be able to provide transportation like we would need to have a system set up for them to be able
to do that um and then that that doesn't mean we can't have that conversation with them um and so the process typically is if somebody says I want to opt out of X Y and Z we engage in a conversation um just to find out what
the concerns are because if that if one person has that concern we want to address those concerns um we don't want to put people in positions that they're uncomfortable um but we also want to again honor the fact that yes there is data that flows in and out of the school some of it we can control and some of it
we can't control unfortunately but um I can tell you from my experience the first year I was here um and I'm not 100% sure uh if the annual notification of applications was sent out prior to me being here I had one parent reach out to
me um and when I responded back I I did a couple phone calls and I never was able to get a hold of the parent um and then this last year after doing it I had no parents reach out to me so so it's not policy then to send this out to the
parents it is with you though correct it's stay law it's what state law state law so they would have to say uh because I'm worried about because I I tell you my daughter's in a different district and she had a concern with with something with the phys you know they
don't have health finders but with the company and she wanted to make sure that you know the opt out procedure so as long as we have send to parents all of this parents can opt out I I'm fine with it yes and like I said we will engage in
conversation because at the end of the day in order for me to make the best decision that I can for all of our students and all of our parents I want to make sure that I know what those concerns are and that they are so okay thank you okay I'm fine then
um any further discussion any further discussion all right hearing none um is there a motion to approve sending new policy uh 598 information security so that's the policy number 598 information
security to the school board all those in favor signify by saying I I I I opposed all right motion passes um is there a motion to approve sending
new policy 599 social media policy or the use of social media uh to the school board so mov all right is there a second
second all right thank you discussion Mike once again why don't you just give us the 30 second rundown on uh the need for this policy are you timing me this time um so the need for this policy um
we Denette and I um DTE being our Communications coordinator um we ran into a little bit of an issue when we had a staff member that had left um we it took us a really long time to get control of an account um and when we don't NE neily have controls
of an account um we can't really control what uh is happening with that account um but we were able to get fortunately the Instagram account um and the person who had access to it was very kind and supportive in getting it to us um but
the the idea of a social media policy is to uh provide some guidance for employees on how social media functions in terms of an organization but also providing uh an understanding of the impact social media may have um on the
individual when it comes to being a part of an organization um so this sets the guidelines on the expectations of of social media use in the professional educational setting right questions for Mr
birding I just have a couple comments and then uh on page three under it's f i I think that's a good thing uh professional boundaries was students I think uh the Professionals in our school should maintain a caring attitude yet
very professional attitude I like that part um on page five oops wa minut yeah okay um and actually I I've got a question
just kind of a scenario type of thing uh on page 5D speech ad interferes with efficient operations uh I noticed and so this is kind of a good time to ask this question I noticed I think it was yesterday Redwing students walked out I think for I think
U they didn't like the fact that something about um uh black awareness month or something that was cancelled and so I I guess one of the it's good to have guidelines because I'm thinking sometimes you know staff or even oh even
Schoolboard members can influence or encourage students to to do some of this and I think at least this is a start for some guidelines because uh uh and then the last thing
is I think people put a lot of work into this I think as I told Mr benty yesterday we we're coming dangerously close to violating some of these some of what's in here violating First Amendment rights uh and actually the uh the first
amend Amendment the F very first right is speech and so that's kind of a sacred it's a basic fundamental right um I and uh we don't want to violate what they call black letter violation and that goes back to
1847 uh I actually showed this to uh well I have a um a former colleague his wife is a retired uh she's a retired attorney and uh I hope that was the census is public knowled I gave it to
her and she just wrote back and she said this could possibly jeopardize freedom of expression which could lead to some lawsuits uh I really think and some of this some of the paragraphs could be intimidating and I don't think we need I think we need to have a lawyer look at
this before I do anything else and I think we better be very careful with how we talk about speech and you know uh because it it is a fundamental right it's actually the first one and uh we don't want and that is a
it's a stable and that's why they call a black letter of violation um I think we really need to walk circumspectly here and I would really like an attorney to look at this because we could Viola in somebody's First
Amendment rights as is it could put us in a world of trouble so um I think I'm I'm not going to I'm not going to vote for this if if uh we need an attorney to really go over this some of especially with the
speech that's my position do you have like what makes you um okay I think it was page five probably D that she uh and they I think that's was
it talk about Constitution no C good yeah other employees may be dis just not under the con we're getting into some gray areas here and I'm thinking from what this uh friend of mine uh his wife
text me about she said we're this is a possibly jeopardizing freedom of expression which would I I think she was referring to the speech only talk briefly but uh I think we we have to be very careful because first amendment is
a is the gold standard in fact we don't want to violate that so I think we need to be very careful and we're in a gray area here so I can't go along with this in fact that the LA told me she said I wouldn't I wouldn't vote for that if I were you
so so I would agree that I mean obviously I would like our attorneys to look at this but I guess I'm I'm comfortable with this I know you know I hear what you're saying but also
you know I think it's a if it's not within the policy and consequences seems a bit harsh but I I mean I think it's it's difficult
I'm just going to use myself as as an example so if I post something on my personal page am I speaking on behalf of the Chamber of Commerce am I speaking on behalf of the fal School District or am I speaking
on behalf of Me Myself and I so that feels gray right it is gray um I guess my employer has a very similar it's you know within our employee handbook that
says you know I need to be aware that people might not be able to draw the conclusions um so if it's I don't know I guess if it's not in
the policy where would it be because well I'm not not saying it shouldn't be but I think we we need to be very careful with the wording and
uh it almost seems like intimidation in a way for the school Personnel or whatever and I think we have to erir on the side of freedom of speech this time but that's my opinion let let's do this I'll make a motion to table this until
May 6th of 2025 um with the caveat that we run through our Attorneys at ratwik and have them look at it with a concern and an eye towards First Amendment freedom of
speech I think that would be a safe thing because we could have lawsuits and we need to this is a gray area we need to get some advice all right so I've made a motion is there a second to uh table policy 599 social media policy
until May 6th 2025 uh for our attorneys to take a look at it concerning freedom of speech and maybe maybe they could just look through the whole thing just in case we're not discussing right now we got to go is there a second got gotcha
yeah second all right so now that it's motioned and seconded now discussion around tabling this till May 6th discussion you'll run the whole policy yes we we'll we'll we'll take the entire
policy we'll turn it over to our attorneys and and tell them to take a look at it with an eye towards the First Amendment based on speech and anything else that they see um we don't want lawsuit so okay I agree any further
discussion all right so remember we are voting on the table tabling okay so an an I vote is yes we table it to May 6th a nay vote is no we don't so all in favor of tabling policy 599 social media
policy until excuse me May 6 to 2025 signify by saying I I I opposed okay do I still need to vote on the no okay all right so there are no
more items to discuss is there um NOP hang on next meeting is May 6th 2025 no April 1 April 1 nope we're going to we're going to cancel that meeting that's a joke yeah Fool's Day is that yeah I'm
going to actually take a vacation oh I know I know yeah did you run that by your boss you're going to leave I did run that by my boss and she said yes I needed to take a vacation oh good you said it's all right right
you so okay so we will come back on May 6 and we're actually so that everyone knows um we're actually doing very well on our policies we are almost Beyond caught up so for us missing this one meeting we we'll have I would say A
medium amount then on May 6th but there's a chance that we may not need any this summer depending on the legislature yeah um so depending on that but so we might not our May 6th one might be our last one until possibly September oh okay because we've got so
caught up and done so many of our policies um Jamie uh what is it from I read that someplace I don't know if it was in the but like every year we go through about a third of them correct yeah plus the ones that we have to from the state any ones that that have
changes and then we we uh we go through about a third of our policies so yeah they're on a three-year rotation y yep okay all right uh there's no more items to discuss there's a motion to adjourn the meeting so moved is there a
second all right discussion discussion discussion all in favor signify by saying I