Good evening everybody. Um I will be acting chair tonight. Well maybe until Natasha joins us. Um and Mary Banaly is absent tonight. So as
the chair of this meeting I need to confirm that all members and persons anticipated on the agenda are present and can hear me. School committee members actually It's just us, right? So, yeah, I don't have to do this part. Correct. No one's online. Awesome. Nobody's online in the middle when the
joys. Um, just to confirm that. Um, is there any staff? Just us. Just Oh, Mike's here. Mike Ara,
can you can you hear me? Yep, I can hear everyone. Great. Thank you. All right. Uh we don't have student representatives tonight. Um okay. Pursuant to bill H62
2023 signed into law by Governor Healey on March 28, 2025 suspending certain provisions of the open meeting law MGLC 30A section 20. Cities and towns can hold remote or hybrid meetings until
March 31st, 2027. This open meeting of the matern committee is being conducted as a hybrid meeting via Zoom and in person as posted on the agenda. While an option for remote attendance and/or participation is being provided as a courtesy to the public, the meeting
will not be suspended or terminated if technological problems interrupt the virtual broadcast to remote attendees unless otherwise required by law. Please note that this meeting is being recorded. Accordingly, be aware that other folks may be able to see you and
take care not to screen share your computer. Anything that you broadcast may be captured by the recording, which is audible to and viewable by the public. If you plan to record or broadcast this meeting, please use the raise your hand function now to notify the chair as required by law.
Nobody. Uh along with the agenda, most of tonight's meeting materials are available on Maynard's public schools website in a folder titled 2024 to 2025 agendas under the tab school committee.
The public is encouraged to follow along using the posted agenda and documents unless the chair notes otherwise. The public comments agenda item is a devoted time for the school committee to hear from the public. Such as such its
structure primarily supports a unidirect unidirectional recording of public comments rather than birectional conversation. Uh if anybody wishes to make a public comment um you can read
the instructions on the back of the or on the second page of the agenda or the back depending on you have it or not. Uh before we go to the first item on the agenda permit to cover some ground rules for effective and clear conduct of our
business and ensure accurate meeting minutes. I will introduce each speaker on the agenda. After they conclude their remarks, I will ask each member if they have any comments, questions, or motions that they would like to make. I will go through the members for additional
comments or questions if time allows. Please hold off speaking until your name is called and remember to speak clearly and in a way that helps generate accurate minutes. If members wish to engage with other members, please do so through the chair and take bear not to
interrupt anyone who is speaking. Um, as of right now, we don't need to do a roll call. Um, since we're all in person for right now. Um,
and now we are uh meeting has is called to order. So, it's that um All right. So, uh, do we have any public comments, Colleen? No, we do not.
Right. Lieutenant Hos, do we have any urgent business? No. Go right into Mr. Tolman's report. Okay, great. Uh, just we will I will have an update shortly. It'll be our college early next week related to HBAC and
Fowler. Um they tend to do a little bit of a pivot. Um this week we had one company who we thought was going to do some work but then they changed their mind. So we have another company we'll wait for confirmation. So I'll have confirmation early next week air conditioning in this area.
Oh okay. But we'll have it set by the beginning of next week. Um, also I've shared our most recent and past ECP surveys with the community in the mornings. It's up on the website. It was on I think HOL posted on social
media as well, which are our student, staff, and parent belonging surveys and there's a lot of categories in there, but it's on the website. So any doesn't require password protection or anything. Anybody can see it, analyze it, ask questions. So, we're excited that we've now done it long enough so there's
enough data so it actually can start to show some trends. So, you'll be using that information as well. Um, included in the folder is just an update from case both their FY26 tuition rates
and their most recent newsletter. Great programming, good for the kids. Um, good that they're here. just sort of end of the year standard items from them. Green meadow building project continues to be on time and on
budget at this point. So, that's exciting. And I'm skipping to number five in my report, which is the safe routes to school yard sign contest. One of our own uh students uh Sie Bulan actually won this year and won last
year. So, that doesn't happen that often. Often the same kid might win two years, but not back to back. So if you see the picture in yours or even online the person will kind of it's like a suit without a jacket and a vest that would be secretary of transportation and then
the person in yellow is from safe foods to school and you can see Brenda Sullivan myself and Satie in the middle with her winning poster. So that was exciting. Um the other exciting thing on in here which I don't have a lot of information but we have Byron with us
tonight and he's going to give I'll just sort of prep you for he's going to give a over a high level overview of the high school solo project and we're working with Byron and the consultant Beth Wayne
and Eversource and Select to come back in June sorry in July and or August with more information, but I didn't want to leave you wondering where we were at and if it was working. It is working. Um, so let me turn it over to Byron so we can
give you some more specifics knowing that more specific information will be coming in a few weeks. We're trying to iron out some issues with Eversource and they made progress today. Byron, welcome. Thank you. Thank you for your time this
evening. Um and just an opportunity to to provide a little overview um in terms of what we're seeing right now uh for savings and how we think about that in terms of
the solar uh the solar system, both the rooftop and the canopy. and um starting at a very high level um just to make sure that we're all seeing this kind of the same way and and and I
understand that um the overall presentation's probably going to be under 10 minutes. I'm planning for about five and then if you have questions I'm I'm here as long as you have questions. So super super high level um
in Massachusetts since solar policy has taken effect there have been many different types of solar policy. So for those who have been on the school committee over time, it's possible you have seen many different
economic approaches, many different models, and uh whether it's a standalone system, a behind the meter system, or even a remote system that sends net meter credits to different schools. And so I just I thought it would be uh good
to try to provide just a high level uh overview in terms of how the economics work for this system specifically and and again Maynard may have other systems that that you've looked at or economics that may differ
through this program. Uh Select Energy finances the entire system. So we are essentially building a small power plant. um right on site. So when you think of how the school the high school
in specific has received electricity over time, it has come through Eversource as the distribution company. So there's a large generator which generates electricity. It goes through Eversource's lines and then goes to the
bill. So on your Eversource bill, you'll see a portion of the bill which is tagged to or related to supply, a supply cost. There's a portion of your bill that's related to the cost to get the
electricity from the place of generation to to the actual school itself. And so so that's what you've been doing all along. In the case where you have solar generation or a generating asset
on site, it works in a very similar way where the electricity is created and then it's transported to the main meter of the high school. The only difference is that the
distribution all happens on site with a a short conduit either that's coming down from the roof or across the parking lot to power the building. But the core the core concept of generators, you know, distributing to power the high
school stays the same. the high school uses the same amount of energy over time unless there's a retrofit or you know there's some infrastructure change to the building itself in theory the energy that is consumed by the building the classroom
the computers everything remains the same over time so then the question is you know what is the advantage of either doing an on-site power purchase agreement through solar or staying with
you know the default utility in this case it's Eversource and the answer is that the energy that Maynard is receiving from solar is significantly less expensive than the energy that you're receiving from
Eversource. So when you know if if you were looking at a case where you know back in 2019 I went back and I looked at a bunch of different bills but when you look at you know
2017 the building was using at that time just over a million kilowatt hours. And if you were using if you were paying at that time approximately 15 cents per kilowatt hour, you would
have been paying around $160,000 in electricity just for the addressable rate. That doesn't include demand and other cost. That's just the amount that we would offset. And so um and if you had no solar at all
and no building changes, it would stay at approximately that rate and you might be able to get less expensive supply or more, you know, expensive supply, but it would fluctuate within kind of that range and electricity gets more expensive over time. So you'd expect a
slow escalation, maybe 2 and a half, 3%, you know, in that zone over time. When you look at the solar, there is a fixed rate for the term of the agreement
at 9.8. So when you are buying from from the solar, it is completely separate from the market conditions. Um whereas that 15 cents may go up or down, you're
buying at 9.8 cents for the full term. So in you know that that 15 cents in year 10, it could be 20 cents or 23 cents and you're still only paying 9.8 for the solar.
So that's that's one piece of it. The second piece that's really important is that the solar the energy that you're getting from the solar supersedes what you're buying from the grid. So for any one kilowatt hour that we're generating on a hot day, you're buying one less
kilowatt hour from Eversource. So for each kilowatt hour we're generating, you're paying 9.8 and you're not paying, you know, the equivalent amount for Eversource. So So that's that's the highlevel
economics of it. when you take a look at the last 12 months um it's interesting to note that and compared to you know that that block of time you know in 2019
in the last 12 month 12 months you've bought about 64,000 kilowatt hours from Eversource in the in the previous you know in 2019 you had bought over 1 million kilowatt
hours. So that delta is about 466,000 kwatt hours that you have not bought from Eversource at the difference between the addressable rate and the solar rate which is about 5.2
which comes to $24,000. So in the in the first 10 months because we started kind of full production around September. We started in in August, but that was a short month for us just when the system came online. But
from September to today, um you're looking at a savings of about 24,000. So that's that's it in a nutshell. And then one other thing, if I can share, I don't know if I'll be able to share my screen, but but one thing that I always love to
see and then I and then we can do questions. Hang on, let me just see if I can share my screen here. I just sent a request to share. Sharing is not yet turned on. There we go.
Ah, there we go. Okay, this is the one. Okay. Can you see my screen here? Yes. Okay. So, I love this slide because this is um this is actually a bill that Wayne had
sent over um and it was from I think it was from May. And what you see here is this is the original you know billing rates or or volume. This is your consumption prior to the
solar system coming online. So back April last year, the system was not on and you were um you bought about 82,000 kilowatt hours from Eversource and you
compare that directly to this April and it net netted out as a zero. So we actually overproduced and sent energy back to your bill in the form of credits. Um, when you look at at March, um, well, you don't have March here, but
that was also a zero. And then as you go back through it, um, you can really see where May was at 87,000 kilwatt hours, June was at 116,000 kilwatt hours. And as soon as the system comes on in
September, it drops from August at 123 123,000 down to 700 7,135. So this right here is when you start to see like that's the impact of solar taking a primary lift on the uh on the
building's electricity you know supplying the the building. So that's um and then going forward you see you know significantly less draw from from the utility as more and more of it comes from the solar system. So I'll stop
there. That was a lot. I hope that was around five minutes, but that was a lot. But I'll I'll stop there and and see if you have have questions. Hillary, do you have any questions? Um, not right now, but when we get the update later in the summer, can we have it in writing because I my brain can't
handle like So, when you and Beth and Wayne and I get together over the summer for that more in-depth presentation, we'll put it in some sort of presentation format to put in to the school committee's hands
before the meeting so they can do a little processing. Absolutely. Yeah. And you know the other the other piece too that was was interesting is that Eversource just just on their timing they updated their
billing system like last June right at the time we were starting to to move forward with this system. And so although we see how much we're producing and we've got all of our dashboards and displays to see the actual production
um and though we see the reduction in in consumption that you're buying from Eversource for the portion which is is overproduced or credited back to the bill. Um, Beth
had noticed some questions that she had and she wanted to confirm how Eversource was doing its calculations on that piece of it. So Brian, to your point, like in the next iteration when we write this up, you know, I Beth reached out to um
Eversource with some very specific questions in terms of their formulas and and calculations and and assuming we hear back from Eversource by then, we should um that will be included too. But um that again that we're just starting
with the high level and then getting more and more granular, you know, as as we advance here. Thank you. This was this was cool to see. Um, no, I just had some questions about the net credits and what that's going to
look like moving forward. Um, but I'm sure it'll be over the summer. Yeah, I can. Believe me, I can wait until the summer to get more in-depth information. Perfect. Um, regarding that, but this is really neat to see. I like the zero.
basically all solar um for particular months and now we're for particular months. Exactly. And now we're going into good production time. You will see like on your bill if you look at it or Wayne looks at it, you will see credits which are now accumulating to the bill.
But what what Beth wants to verify is is the calculation behind these credits because you are receiving credits. It's just a matter of making sure that they tie out with with expectations. Thanks, Byron. Greatly appreciate you making the time to attend the meeting.
Thank you. It's really exciting. It's It's uh It's great. So, thank you for your time and have a wonderful evening. I didn't mean to cut you off. It's all right. I did have a question. Byron, don't leave. I'm fine. Yeah, if you have more questions. No, this is great.
Um I um I did have a question about the educational piece of of this and how that is being incorporated and can kind of where we are with that and if this that's not something you can address now
um if if you could the next time that you put something together. So, so just short answer is um a lot of the educational benefit comes with the displays and the
production monitoring and things like that. Maynard does have have those those tools now. However, when they went over, it was as the season it was probably I'm I'm trying to remember. Or it may have been around Earth Day or it may have been it was as
the year was closing out and and Brian you can guide me in. But I think we had decided at the time probably the thing to do would be in September as people are coming back late September October we would do either I would come in and present on it either do a training to
some of the teachers um and then do more of the communication as the school year ramps up as opposed to trying to do it amongst the many things as the school year was ramping down. But it's that's um Brian, you can weigh in, but that's
that was kind of the the thought I had. Yeah. And that No, you're absolutely right. And we recently, I would say in the last month, had a meeting where Byron shared the two different but similar dashboards with the high school
administration. So, but it we were literally it was probably April, May. So, it was kind of ramping up to toward graduation. And so we did decide, let's really firm it up and then roll it out next year. But but they do have it and I think it's been shared
with several of the science teachers and they're excited to incorporate it into like environmental science and whatnot. Okay, great. It might be cool to share a Facebook post about this, like a brief one. Yeah. Just for all the folks that were, you know, advocating for this
several years ago. Let me give you that. Great. Thank you very much, Byron. Thank you. Have a good night. You too. I just kind of just
Yeah. Thank you. Um crisis. Um, just texted saying that she's going to be on in like two minutes. So, want to wait. Maybe we can do the um
start with the athletic handbooks. Everybody is is okay with that? And then go maybe just jump around a little bit. do the athletic book athletic athletic handbooks
so that Mike since he's here and then we'll go back to the superintendent's evaluation and then we'll do the im immigration course. Okay. Um, so Mike, if you want to
kind of go over, we can maybe start with the student um athlete one. Um, yeah, I I just wanted to address any um any of the comments or concerns that you all had. I went into uh the file
over the past couple days and um I added some comments today with the updates. Uh, I know the one point that we were looking at that we don't really have settled yet is the procedure on transportation for off-site athletics events, uh, specifically practices. So,
I kind of just wanted to answer any questions you had specifically, um, within the student athlete handbook. Yeah, that's the um well, very briefly, the piece about the um the progress reports as opposed to the report cards. That was just a suggestion to think
about it. Like I don't no pressure on that one at all. Um Oh, okay. So, I I wanted to go back to that real quick. Um me and Miss York actually did talk about that throughout this past school year and that's just something I didn't update in the first draft, but we were planning on implementing that for
progress reports to be more proactive to allow kids to potentially keep their eligibility once the report cards come out. Oh, cool. Um my big my big issue is the piece about um like everything else you've made changes for but the piece
about the transportation um logistically that's not how I've seen it play out um in the past two years um like logistically the the kids find out and make a plan and the parents don't even know. So for the parent like this
sort of outlines communication going the opposite direction of what I've seen happen. But I think we just can't have a pol we can't have a handbook that contradicts the school committee policy. And we have the school committee policy E A that contradicts this. So I think we're kind of at an impass until that's
sorted out. Um yeah we um we sent it over to the attorneys today so we can kind of get that aligned with the E A policy. Okay. Okay. Um, I also don't have anything. Um, I'm happy with the changes that you
made with those the stuff that I um that I just took a look at. So, we're all good with that. Um, okay. Let's go to the coaches next. I didn't see any um specific comments or
questions in the coach's handbook other than um kind of going back to the procedure on the transportation for off-site practices about that. Do do you usually have um you know those types of of problem or
you know circumstances where they where coaches do do it elsewhere because in in you know in all the years where my kids have done like you know varsity soccer or whatever they may just stay here. So
you know I just you know I understand like with you know games and stuff um is a little different but not for practices. So you know what would what kind of example do you have that we would be doing this?
But why? So football it happens every so often. So, we co-op with uh AMSA and um they use Fourkicks out in Malbor for a lot of their athletics events because they don't have their own facilities. So, um our coaches obviously work with
myself and the people over at AMSA. And sometimes when the weather's a little bit too harsh and there is availability over at four kicks, the coach is able to kind of lock down an hour or so. They can have a more effective practice outside of um not being in the weather.
Um, so those changes would happen during the school day when the weather is happening and uh I could see the challenge in getting that notification out to parents so we can get confirmation for the kids travel um to that off-site uh practice uh during the
school day. So that's that's what we're really trying to tighten up with um get in line with the policy EAG right now. And um in the spring it also happens every so often when it rains because our coaches have access to batten cages that
may not be in Maynard or obviously not on site at school. So same type of thing there. Okay. Thank you. I feel like potentially it could be edited to say something like um you know on occasion there may be an opportunity for
practices offsite. Um if transportation is not provided by the school practices will be optional like or there'll be no penalty for not you know attending practices um and then like you know must follow policy E A for student
transportation and kind of like not get into like specifics too much. Um but uh yeah that's the area I'm too stuck on like No, you
attorney recommendation. No, I'm kind of curious about the attorney. Yeah, I appreciate you adding the piece about um coaches being bound by the state ethics laws and the school committee policies. Yeah, because they
are. I thought it was good to like add that in as a reminder. No, that is a good reminder and it's a a simple line in there that just makes them aware that there are other policies that aren't listed specifically in the handbook. So, I've seen other schools in Massachusetts that the coaches have been
fined given really big fines by the state for violating state ethics laws. Well, we're lucky enough to not have that here yet from what I've seen. So, yeah, just want to make sure everybody knows. I was surprised at how big the penalties
were. Um but Natasha has um joined us. Natasha, can you hear me? I can. Can you hear me? Okay. Yes. Great. Um we kind of went out
of order. Um so since Mike was here um and you were not um we decided to to go out of order. Um, so we're we did the handbooks first before the evaluation. Um, and I wasn't sure if you had any
comments um on either hand handbooks of the handbooks. Um, I I did not I think um I didn't hear all the conversation but um I didn't have any pressing matters I uh to address with the athletic handbook. I
know Hillary, you did. So, I wanted to make sure Mike, thank you for for joining that Hillary had an opportunity to to speak with you directly on the concerns before the school committee um weighed in on approving anything. So, nope, I'm fine. Thank you. Yeah, that
piece still isn't sorted out. Um okay. So, I and I um I apologize for missing part of the conversation. So, this is um the first read for the athletic handbook, right? So, um I guess my
question, if I missed this, Mike, what is your timeline on getting it approved for? Um, ideally, it would be good to get it approved. I'd say latest uh end of this month or middle of July just because I'
i'd like to have it solid before I send out the registration for the fall. Right. So I think the next school committee meeting would be in in July. Um so is it um and I I guess Hillary I don't you and Maro I'd look to you. Is
there substantive recommendations that still need to be worked out that you're Yeah, there's a a section that conflicts with school committee policy um that needs to be made concordant um more alignment.
Yeah. Is that something that we think we could get um tidied up within the next two weeks? They reached out to legal today. um to get help with that piece.
Okay. So, does it look promising or is there still um I think we'll definitely have it ready for the next school committee meeting. Okay. That's what I was wondering. I just didn't want to hold anything up for what Mike needs, but I also want to make sure that whatever concerns because
we're heading into the summer, it gets a little um hard to get everyone together and action going. So, okay. No, I I'm fine. So, I guess we'll have on our next agenda, we'll have a second read, but I don't know if we'll need do we need do
does the committee feel like we need Mike available for that or is it something that can is this good opportunity? I just want to make make sure everyone's time is um either available or we get if we have any additional questions that um Mike has
those ahead of time. Uh, I think I think we could possibly not I think we'll we should be fine. But um I guess what I would like to happen is for the handbooks um to get sent to
the two of us um and then we can decide if we need to meet or not. Okay. I think for me if if if the if it's edited to be consistent with the pop school committee policy, it can be a really easy
to the next meeting. Um potentially if things get wonky, there could need to be discussion. So it's sort of hard to say without seeing how it ends up. Um Okay. But and this is contingent on uh legal um how how they opine, right?
Yeah. And then like how much requires wording? Um Got it. How Yeah. Okay. No, no, thanks. That that's helpful. So, it sounds like we're waiting for legal and depending on how much they recommend changing will determine and then it'll
go back to Hillary, you and Maro for policy. Although I know we're kind of coming to an end of the fiscal year or the school year, but I I think it sounds like kind of wrapping this up back to you guys probably makes the most sense. Um even if it is in July, if that would
be um okay since you're both kind of continuing on, I just don't want the crossover of the year to interrupt anything. So yeah, I think potentially it could be a really quick thing like it's sent to us
and we say we're good and we're good. Um or when we see it we could say we need to meet as policy or we need to have more of a discussion at school committee. Like I think we'll know back. Okay.
Sounds like a plan. Great. Uh, Natasha, do you want to take over for a chair or do you want me to just keep going? Oh, you can keep going. We're I think we're in the policy stuff anyway. So, right. Um, did you do immigration already? No,
no, we're we're actually what my plan was was going to go back to evaluation and then Okay, got it. Um, so how I have a general, this is a general question because I'm not sure how it worked
because I've never uh done this before sports. Um, so there is a direct final rule that the Department of Energy has put forth to change Title 9 and girls equal treatment in sports. uh and
to remove the language that girls will be treated equally was in sports. Um if that rule moves forward and title 9 is changed, if the language is changed, does that go to MIA to adjust
the policies and then it gets incorporated into our policy? Is that how it is that how it works? I don't know. which is why I'm asking the question. I would assume that if they're going to change law, right?
Yeah. And when let's just assume for the sake of argument they change the law at some point we'll get a legal tomorrow which we will incorporate into our policies. Okay. MIAA will get the same thing. Okay. because we all have one of those people only two or three times and
they all send to everybody and they would do the same thing. They would put out because the way they've done it, it would it's not through regular negotiated rule making. So, it's not going to take effect in a year. If it's
approved, it goes through immediately. We would get that we would get the bring it back to school for a change. If it had us this summer, there's nothing happening this summer. Okay. We have an opportunity whether it's July or August. Okay. Yeah. Okay. All right. And then uh just a little bit on that. I think that
that's probably the the same for anytime there's a change in in a law like because it could happen at any point in the year. Um you know, we would um it would be the the handbooks would be amended in that next school year, but there would be in effect when the law
requires it, right? So they'd be whether it be a communication that goes out to families or whatever that might be. But we wouldn't necessarily amend the handbooks um midy year just to address that. We might have to update the policy first if there's a policy specific to it
and then that would you know help inform amending the handbooks. That's what I would imagine. Otherwise we'd be amending handbooks and stuff all you know in the moment. that would be um pretty exhausting um as well. So I think it'd have probably have to look at policy and then because I think the idea
of what we're trying to do and Hillary you touched on it is is making sure our policies are up to date first and then what we've been doing is kind of referencing the policies from the handbook, right? So that that would I think would be the first place we would want to do updates is policy
that can be updated any you know anytime as well. So, and Brian, just for sake of clarity, um policy anytime our policy um maybe this is a question for um legal just um if
there is a policy update that happens before a handbook gets updated, is there a particular language that we would recommend including in handbooks? you know or something to that effect
that basically like some legal ease because I know handbooks are considered a policy as well. So in theory, we would not want to have two policies that contradict, but is there something that we would um we would maybe want to note in handbooks that you know says, yeah, you know, this
is Yeah. You know what I mean? Along those lines, like if there's a change in law, you know, that supersedes anything that's something I think we have in our collective bargaining agreements as well. Yep. I'll follow up with legal on that. Okay.
All right, great. Mike, thank you so much for um coming tonight and um listening to all our input. So, thank you, Mike. No problem. And um we'll get
those updated as soon as we hear back. Yeah, great. Thank you so much. Thank you, everyone. Have a good evening. You too. Okay, let's go to the evaluation. Um,
so save. So I changed the, if we go to page three, I changed um the wording on the second to last bullet and then added the last bullet. Yeah,
Natasha, do you have any? No, I do not. Okay. Um, and then the other one. What's that? Page 12. in the
um 3A and B section of the uh comments. Um, I added the last two sentences
that starts with Brian maintains strong working relationships. Okay. Natasha, I I'm good. Okay, great. All right, so
we're all good here, Brian. Yes. Are you okay with Yes. Okay. Thank you. All right. So, um, we need to do we need do we need to do a
vote now? Yeah, we do. Yeah, we we vote to approve the final evaluation and then later on after executive session, we'll vote on the compensation piece. All right. Um,
so I'll make a motion that we approve the final superintendent evaluation for Brian Hos for school year 2024 2025 as presented.
Second. Okay. Um, Alexis, yes. Hillary, yes. Natasha, yes. Maro is a yes. Great. Thank you, Brian. Thank you.
Thank you. All right, let's move to um go back to school policies. um AC. So, um
you would open up the recommended attorney revised. That's the one where they made all the changes. Um, and really it's just the first like
full page and then the next which goes to like a line or two on the next page. The rest of it is has been deleted and is going to be a
procedure. Yeah, I think because it is a that Yeah, because it is a procedure. Yeah. Yeah, I think that works a lot better. I I agree with that. But I think it's really important that we um that the procedure be written by before school starts so we
could share it with people by July. Okay. By the July. Um there were there's a lot of people involved with immigration type stuff that I had shared the one we had with and they were really happy with it. And um I think that taking all that out is going to make them anxious. And so if we can so all
that will most likely just move procedures. Yeah. I feel like you know over the summer doesn't really matter but like as long as we can say we we have this formalized school. Um what have you said about um the
social security number? So some special ed programs um through the state and all that students need to be registered for and a social security number is required. That is the only time we've ever request a social security number. No secretary ever asks we have no reason
to collect it. So they just they never have collected. Oh, is that a requirement from the state? I think it is. Yeah. Certain specific types of programs for continuing ed or possibly job resources for students.
So older students, it's older students. Oh, okay. It's like 18 and up. Yeah. Okay. Um could we change this to district personnel will not require students to apply for social security numbers in order to enroll or to in order like Well, it's not our
policy our procedure currently. You don't ask for it. If they give it to us, we give it back and say we don't want that. I think the reason it was put in here is because people want to make sure that like they can register for school without it and no one will know. I don't
ever remember a parent giving me the social security. It's not something that even parents think about. It's not asked for um to register for parents don't offer. Yeah,
I think there's um Oh, I'm sorry. I raised my hand, but um I just was actually um I looked recently at some of the doc they just have like a I think some list of documents that is acceptable, you know, and so um but they're not how about district personnel
will not require students to present social security numbers because why would we ask them to apply for social security number? I don't actually like any reference to the social security number aspect at all and I would not want to I don't know it
feels like it's pulling you get very you're getting very granular. What about like birth certificate? There's a whole host of different documents that could spark the same you know thing. So if you if you call out one one thing you you what would be the difference in all
other US issued documents? We've done that though that um one of the other policies like so when the attorney general's office has hosted a couple of things trying to tell schools and um folks how to be more um safe with um
students. They've recommended like making making it clear that students don't need birth certificates to register and they like they the attorney general said to tell students they don't need birth certificates. Yeah. I don't know if that should be in our policy though specifically. That's
what I'm saying. I think it's part of the enrollment options like the kindergarten enrollment. They have a list of acceptable documents I guess is what it has. And so I I would say maybe that would be a place there. Like what are our
acceptable? Yeah, we've already we've already done that part. But I'm just saying like when you said not to address it, like the attorney general's office is who said to address it. Is that one of the sections though that Sarah crossed out?
No, she did make a comment. She made a comment. Yeah. Um I must not have the proper thing in here. Let me look. That's what I was looking at. Is it one of the sections? She suggested not mentioning because we because for those particular programs we do need it. So
she suggested not having anything about social security numbers. I'm okay. I'm okay taking it should be out person. I don't see any reason to have it. Yeah. Yeah. I'm okay of taking that out. Would we for number six? Would we want to
rephrase it um to something? I say just take it out that way. Number six is the um hate crime. Yeah. I my question is is this specific
to immigration enforcement or is it just general a general hate crime policy? You know that's Yeah. Where does that come from? That's that's what I was curious about. Feels like a disconnect a little bit. It should be accounted for
in other it should be accounted for in other ways and not necessarily called out specifically in the immigration in the immigration one. It should be elsewhere. I feel like this whole section doesn't need to be in.
Yeah. I mean, isn't there a Okay, I'm going to like an idiot. Isn't there a discrimination, harassment, bullying, policy, all of that? So, I guess that goes into much more detail than this. So I I'm curious why we need that right in the
immigration enforcement policy if we have it separate in another policy. Maybe we should cite it just reference it and cite it because if that one is ever updated then I mean we should be applying the
same process for discrimination across the board right in any instance. In any instance, it shouldn't matter. Right. Right. Exactly. So like restating you would be reporting it. I mean that's the policy of the
district. So it's almost like restating what's already in a policy that you would report it right away, right? Because if we're going to then say, you know, we're going to link to the procedure for this, then we can link to
this policy. Wait a minute for that last one. access the reference piece. Um, I'm wondering if that sentence about access to records should go in the first paragraph. I think it just goes underneath that.
Can I can I make a suggestion about the the the records piece and because I I feel like there's the that common theme of like how much, you know, not overolcting information. I think that's what I'm hearing and making sure that we're So, is it maybe fair to say we
should have a general um like statement that just says the school district will not require any um US, you know, issued
state or federal document unless programmatically required by law. And just so we we're kind of like is a catch-all for like any program that we want to do. So it would be like if it's enrollment or whatever that we're not
going to be collecting, you know, is that what you were kind of saying? Access to records. This isn't access to this isn't about collecting it. This is about law enforcement access to record. No, I was
I was thinking about that number um five that that Hillary was originally talking about, but just maybe like rewarding it in a way that's more broader just to the theme of the district will not
um require or will not request you know any government issue document unless required under a a program of law or something to that effect, right? So, it's so like for enrollment or whatever that might be, it's not going to require
we're not going to require a document unless it's required by the state or the government. You need the whole section. I want to remove the whole section. Okay. Um Okay. And then and then site all those policies as a c
cross references at the bottom. Mhm. Okay. I mean, I would leave access to records in here because I think this is spec I think this one this sentence or two sentences is very specific Yeah. to this particular policy and immigration
enforcement. Um, I'm going to assume there's probably similar language and if not, uh, this language needs to be copied and put into other policies that talks about access to records by law enforcement. It is,
but I kind of feel like it helps people feel comfortable having it here. Oh, I'm I'm I'm not saying that to take it out. I'm saying to keep it Yeah. and take this language and and put it into Yeah, wherever other language might be, but
use the exact same language in the across the policies for access to records. Okay, I wasn't going to ask in that sentence, but the goal of protecting student privacy, I wouldn't I wouldn't even add this
while you're And all it says is we're going to abide by state and federal laws. Yep. That's all. That's perfect. Which is why I think she wrote it that way. That's just Yeah, it's a given, right? We're we have to do that. Yeah. And then we have we have a a separate
policy about student records, right? So that could just be cited as well right in here. So again, if that policy ever gets updated, you know, then we it just kind of carries over um question about the section. Can I is
it okay if I ask um a question about the the section about access to school premises that's been stricken? Yeah. Um, is there so there's no
no possible way that any of that can be retained at a very high level. Like I I I would would not want to like where it has the bullets one, two, and three. I would not want to um keep that. But
maybe recommendation for procedure and that's in there, right? I think the lawyer took it out because we can't act. Well, no, just more about and again about the the there was guidance that came out
about like the warrants types, right? Um but that's a part of the procedure. Um no, it's more for awareness. So if I could just Yeah. So I think we're awareness that like there because people do wonder what the difference is. A warrant is a warrant. So just outlining
that the judicial warrants will be acted on in accord like whatever. We don't have to outline the different steps for it which would be the procedure but there I think was two different types of warrants. the administrative and it like one how the
district is not you know wasn't that part of the guidance that came out from so there was I think in talking with Sarah her point was all of that belongs in the procedure but not in the policy per se but I
understand why you're thinking you're I understand the want to have it there I have I feel the same thing but I I think I'm accounting for that by thinking we'll have before school starts we'll have the procedure and we can share them
together as one like you know they're two different documents but they'll be shared together provided together just like logistically one will be a policy and one will be a procedure um but that like they'll be a package deal sort of
because I think all that is really really important and parents want to see it community members want to see it yeah I think our policy much. Yeah. I mean, I think our policy I know we're taking a lot out of it and what we're
what we're what we're doing. It seems like we're going like 180 completely. We're just carving it out and saying we'll comply with federal and state guidelines. Look at these other policies, right? I don't want our whole immigration policy to kind of be that, right? That it just says we comply with
law because not everybody understands exactly what all the law is. So that's the part if we can find like a a medium where it doesn't get into the granular steps of what that would be. But just
general awareness of just even the two different types of warrants that that's the part that how would you feel if the procedure and the policy were like we didn't approve this now and we
approved it the same when the procedure is ready and yeah maybe that maybe that's what we need to see like you know see them both in in tandem. Yeah. I don't feel comfortable approving this tonight. There's this is like way
too messy. Um I would like to, you know, um redo this so that it's like you're seeing the final like what it would look like and then so I think we should wait until we have the procedure to
I think that that's a better a better idea. Because what we're talking about like just for the moment just looking at everything that Sarah struck and then looking at the part that we want to strike about the bullying piece basically you're having like five
sentences for a policy and that looks very it looks very shallow for the importance of what it is. So I just want to I and I'm not saying keep everything there but I just don't want the gist of it. So maybe seeing it cleaned up a bit in in in align with what the procedure will
look like will be a better visual to see. I kind of I kind of agree with you because I feel like when I saw this I was like the people people in the community who are anxious will get concerned that our policy with all these protections in it is now a paragraph but
not really understanding that there's going to be this extra document that has it. So I think you know approving it when that document exists can help it be and and also can you remind me how much
of this was mask original versus what we yeah med okay but did mask have mask does not have um okay so this is us creating one based on like u looking at other
districts and um uh we when we were first looking for this there we actually could not find other than I think Medford, right? Because I think most people put it into a procedure so
that you can give the procedure to families and say this is what we do. This is how we act on the policy. These are the things that we do because that's what parents always are most concerned with is what happens if X happens. They
don't necessarily need us to read the policy. They need the procedure of what's going to happen to them and their children. Um if this happens, which is why I think it was probably really hard to find something in a policy because it's not a policy. It's a procedure.
It's a process. If A happens, you must do B. Um well I think it's also the importance of how you value your community of you know who are impacted by immigration changes. So I do think policy does represent how you the
importance of that. So I I appreciate that we are crafting a policy. I think it's an important conversation that we're we're having. Um I do think it's important also to find the right balance that we're not getting too, you know, detail oriented in the policy, but it is
I think sends a message of its importance, but I think it'll be important to have it side by side with the procedure. So, and also we don't know what's going to change potentially over the summer. Um you know, who knows? Because students have been picked up by ice and stuff. There's been a lot of
more recent changes. So, we don't know if mask or any, you know, might come up with some more guidance that might help us. Um, things are kind of playing out in real time right now.
Brian, do you um is it possible to have the procedure um done for the July meeting? Yeah. Yeah. Okay. So then we could um clean this up and then and then bring them both back
for the July meeting. Yeah. I mean my recollection from the conversation with legal was the policy which I know not everybody's comfortable with but the policy is really those few sentence that high overarching few sentences and the procedure is what we've written
originally as most of right. So it's really they'll both be there. there'll be a much shorter policy with a robust procedure so people can see both and understand that we take it seriously and addresses all the concerns that I think are okay so yeah we can have that by
July and and I think also I think that would be important because seeing actually on the heels of what happened with the flag people only took one action out of context not realizing the conversation you know was happening over multiple meetings I think it'll be great to have the conversation on both at the
same time. Thank you. All right. Um, we don't need to to deal with the school admissions because Sorry, before I move on, um, one more question on this policy. Um
Brian, we I know with the guidance that we had provided was there was a recommendation by the state which we had um to have a liaison um for the community which I know Alio
has been for Maynard that role of I forget what they actually called it. Um, but could we add language in the policy about the district will have a coordinator or a designated
coordinator which might be an EL teacher or whatever, but that would be something that I would wonder if we could consider. I can't I mean to me that feels more procedural as opposed to policy. No, I
think that appointing just like we have the title N, we have that in our policies and in other places. I think saying that the superintendent will appoint or whatever whoever will appoint like a have a designated um I forget what it was called but um something
coordinator but title nine you put it in because legally you're required to identify those people as your title n coordinators people grievances whatever whichever way it goes. Um I know K12 is
different than higher ed. Yeah, but we don't have to wait till a law to tell us to designate someone as a position. We can actually say that we take it enough serious that we do have a designated position for that. Um, and I don't think it's um
wrong to uh it doesn't have to be the same person or it doesn't have to be could be part of the EL position role or however that might be. But I just think it's important to clarify that um that there is a liaison and again that was based on
the pedal guidance as well. I think that should be I think that should be in the procedure um because that's you know when when a parent is reading through that they want to know who to contact but I don't I
don't think that should be in the um in the policy. No, the the person who it will be won't be in the policy. Just the general that they will have one will be in the policy. Whoever has designated that, that would be in the procedure for
Brian and whoever to do as long as how to contact that person. We not going to be I wouldn't be putting that information in there. But I would say that sharing that we have that as a resource um and we designate that it's not part
of a a procedure in any set. It's just saying that that's a person that we do have a person dedicated for that and then in the procedure that may be where you put like their contact information right that's where goes to parents but our policy would be where what we would
value as important to do and I think it is very important to have a liaison that yeah can we ask that's what I was asked can Can we ask about that particular
I will ask. Absolutely. Thank you. All right. So, we're going to table JF um until this this one is done. All right. And so, oh sorry, just one more back on that.
The question for legal I would like to be is it is it okay that we are able to do that? Does she find any fault to that? I would really want not to ask like does she prefer to have it in the procedure? So, I really want to I really want to make sure that she doesn't find
any issue with it being in a policy, not that we are wanting to do that. So just to clarify what the ask will be. Um Natasha, do you have anything for chair's report? Um no, I just wanted to well
congratulations to all the staff and students and today was the eighth grade um promotion which was wonderful. Um it the weather held out and uh it was great speeches all in all. It was
exciting time. So um that's that's really it. Um also happy happy father's day to all the fathers recently who celebrated. That's it. This is our last um school
committee meeting in this school year. So, just also thank you to fellow board members for a successful year as we come to a close. Great. And Colleen, I know you too and
Brian also. Thank you um for a wonderful school year. computer. Natasha, we have some weird weird noise noises going on here in the the library. Yeah, it sounds like planes are taking off and landing. Strange. Is it haunted?
Are we haunted? Is that why you guys keep looking over there? Like I don't know if somebody's walking in or I just see people. It's like it look it sounds like something's landing taking off.
Um Alexis, do you have anything? No, I do not. Okay, Hillary. Nope. No. Um why? No, I don't either. Okay. Um we don't have any minutes or warrants. Warrants
are 65, 66, and 67. 65, 67. Okay, without objection, then I will um uh
Oh, my my mind just I was like, "Oh my god." We'll accept the approved warrants. Thank you. Uh without objection, I'll accept the approved warrants uh
2565, 2566, and 2567. And they are approved. Okay. And now we'll be moving into executive session under MGL
uh chapter 30A section 21 A2 to conduct strategy session in preparation for negotiations with all non-UN personnel superintendent and section and I want to note that that next section is actually not for tonight because I pasted and
copied. You're all set with I was confused about that. Yes. as well. Okay. Um, since an open meeting will have a detrimental effect on the bargaining position of the public body and the chair so declares
the committee will return to open session in 20 minutes. Um, roll probably in 10. Um, Alexis, yes. Maro, yes. Hillary, yes. Natasha, yes. Okay, we are in
effective session. Pause the recording. Find the correct. Okay, we're back. Um, let me try to do this. Do you want to do Yeah. Yeah. So, um, I'm gonna I'm gonna
do it two motions. Um, so I'd like to have a motion to approve a annual salary increase for the upcoming school year 2025
2026 for Superintendent Hos or 3% which will increase um salary to $193,722. back in. What was that number? 1,00 $193,000.
Wait, now I'm 193722. Yep. Is 193, right? Because Mara, you put I see that you have a different number. No, that was that was something else the other. Okay. Okay, got it. So, it's 193722.
And who seconded? Okay. All right. Any other discussion? No. Roll call. Um, Maro, yes. Hillary, yes. Alexis, yes. Natasha, yes. All
right. Great. And then separately we want to do the school committee would like to um also provide superintendent hos with um
um so I'd like to make a motion to pro as a one-time merit-based special project payment for the close of this school year FY 25
for $4,000. No, next year. Oh, is it next? No, it's Is it It's this year. No. Okay. Maybe we I don't know if we talked about that part. So, it's going into next year or is it closing out this
year? Next year, I thought. Yeah. Yeah. Next year. Okay. All right. Okay. So, I'll amend my motion that that's why I was wondering about timing about getting it paid
because I was thinking it would be next year. Okay. So, in that case, I will amend a motion to provide a one-time special project merit-based payment for superintendent HOS of $4,000
um for the upcoming school year FY26 and authorize this the chair to amend um as necessary for um processing
Second. Any further discussion? Okay. Roll call. Hillary. Yep. Maro. Yes. Alexis. Yes. Tasha. Yes.
Brian, congratulations. Thank you very much for a great year. Colleen, what when are you in on? Are you a full day on Friday? Okay. Maybe a little early, but pretty much a full day. Are you going to come in? You said you're going to be in
early. Oh, maybe. Oh, leave early. Okay. Got it. Got it. Okay. I might be in around noonish if that's okay with you. Okay. We're done, right? We're done. Motion.
Second. Second. Second. I don't know. I heard motion and then I'm so I'm just saying second. I heard adjourn and motion. I don't know if it's the same person. Yes. Hillary. Yes. Natasha. Yes. I'm a
yes. We are journed. Thank you all very much. Thank you. Bye bye.