Policy Committee
Meeting Minutes and Agendas
2024
August 5, 2024 Policy Committee Meeting Agenda
BOARD POLICY COMMITTEE MEETING
of the Spring Grove Area School District Board of School Directors
Monday, August 5, 2024, 10:00 AM
Educational Services Center
100 East College Avenue, Spring Grove / ESC Board Room
Agenda
I. Confirm Attendees
II. Policy #229 / Student Fundraising
III. Policy #815 / Responsible Use of Internet, Computers, and Network Resources
IV. 24-25 Code of Student Conduct / Student-Parent Handbook
V. Tentative Policies in the Queue
VI. Wrap-up / Next Steps
August 5, 2024 Policy Committee Meeting Minutes
SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
POLICY COMMITTEE MEETING MINUTES
DATE/TIME of MEETING: August 5, 2024 @ 10:00 AM
LOCATION of MEETING: Educational Services Center, 100 East College Avenue, Spring Grove, PA
The following School Directors were in attendance: Karen Baum, Doug Stein
The following Spring Grove Area School District personnel were in attendance: Dr. Joseph Bradley, Superintendent, Mark Czapp, Director of Business Operations, Suzanne Sterner, Board Recording Secretary, Chris Enck, District Technology Director, Jennifer Leppo, Accounting Manager
A Policy Committee meeting of the Spring Grove Area School District Board of School Directors was held on Monday, August 5, 2024.
POLICY #229 / STUDENT FUNDRAISING – PROPOSED REVISIONS
Dr. Bradley reviewed the background of proposed revisions to Policy #229 that were presented to the Board at the June 10, 2024, Directors’ Study Forum. The proposed revisions were recommended for approval of a first reading at the June 24, 2024, Regular Voting Meeting. The motion failed.
Existing Policy #229 includes language that prohibits students from raising funds for the benefit of an individual student. Proposed revisions to the policy do not remove the language; rather, provide greater clarity to the intent. Sample policies from neighboring school districts were presented that include like restrictions. Situations involving individual requests can still be supported by school-affiliated organizations that would be responsible for the collection of, and accountability for, all monies, thus allowing the school district to adhere to and maintain the integrity of, Policy #229.
Clarification was given to annually Board-approved student fundraising organizations vs. school-affiliated organizations that do not require annual approval. Mark Czapp also stated that additional revisions to the policy include parameters necessary to follow PA School Code as it relates to accountability with Student Activity accounts. Board committee members acknowledged that district fundraising efforts should remain neutral and equitable to all students, and the district should continue to be fair in its support of such efforts long-term. Consensus was to include Policy #229 as an agenda item for reconsideration and discussion at the August 12, 2024, Directors’ Study Forum.
POLICY #815 / RESPONSIBLE USE OF INTERNET, COMPUTERS, AND NETWORK RESOURCES
Dr. Bradley reviewed the background of proposed revisions to Policy #815 that were presented to the Board at the June 10, 2024, Directors’ Study Forum, and tabled when presented for approval of a Second Reading at the July 15, 2024, Regular Voting Meeting. Proposed revisions to policy were explained by Chris Enck, who noted this policy does not address livestreaming concerns, which are included in a separate policy.
Enck noted that to address the Board’s concerns, language related to liability for data breaches or device issues was stricken from proposed revisions before going to the Board for consideration of approval of a Second Reading. Bradley reminded Board members that individual acknowledgement of receiving and reading Policy #815 is part of start-up exercises for every district staff member and student/parent, and approval of all changes is strongly encouraged prior to the start of the new school year to support this effort. Consensus was to motion/remove the proposed second reading of Policy #815 from the table at the August 12th voting meeting and request approval of a second reading thereafter.
2024-25 CODE OF STUDENT CONDUCT / PROPOSED STUDENT/PARENT HANDBOOK
Dr. Bradley presented and highlighted language outlined in the proposed 2024-25 Student/Parent Handbook related to Policies #229 and #815, indicating that the proposed language was consistent with existing Board Policy and district protocols. Consensus was to motion to remove the proposed handbook from the table at the August 12th voting meeting and request approval thereafter.
TENTATIVE POLICIES IN THE QUEUE
There are several policies under review by district administrators that may move to the queue for Board consideration. Following internal review, the typical process is to present to the solicitor for review and legal advisement, then present to Mrs. Baum as Committee Chair for consideration of a Policy Committee Meeting prior to presenting to the entire Board at a future Directors’ Study Forum.
Mrs. Baum questioned proposed changes to Title IX policies as the result of recent legislature. Dr. Bradley noted that a professional development session with the Leadership Team, facilitated by the District Solicitor, is currently scheduled to review 2020 requirements and 2024 proposed changes.
The meeting concluded at 10:49 AM.
RESPECTFULLY SUBMITTED BY:
Suzanne E. Sterner, Board Recording Secretary
2023
- August 30, 2023, Policy Committee Meeting Agenda
- August 30, 2023, Policy Committee Meeting Minutes
- June 12, 2023, Board Policy Committee Meeting Agenda
- June 12, 2023, Board Policy Committee Meeting Minutes
August 30, 2023, Policy Committee Meeting Agenda
BOARD POLICY COMMITTEE MEETING
of the Spring Grove Area School District Board of School Directors
Wednesday, August 30, 2023, 6:00 PM
Educational Services Center
100 East College Avenue, Spring Grove / ESC Board Room
Agenda
I. Confirm Attendees
II. Background to Proposed Changes
III. Proposed Policy Revisions / LINK TO FOLDER
a. Finances / Business Related:
- #702 – Gifts / Grants / Donations
- #228 – Student Government
- #618 – Special Purpose Funds
b. Board / Board Governance Related:
- #003 – Functions
- #011 – Board Governance / Standards for Code of Conduct
c. Program Related
- #122 – Extracurricular Activities
IV. Tentative Policies in the Queue
a. To be reviewed internally and shared with Stock and Leader for Legal Opinion before presenting to Policy Committee
- Whistleblower Policy (related to fraud)
- Policies associated with Records Management (storage, retention, destruction)
V. Wrap-up / Next Steps
a. Include listed policies with September 11th DSF Agenda items for review and discussion
b. Include listed policies with September 25th Regular Voting Agenda action items, recommending approval of a First Reading
c. Include listed policies with October 23rd Regular Voting Agenda action items, recommending approval of a Second and Final Reading
d. 2023-2024 continued implementation, in compliance with approved policy changes
August 30, 2023, Policy Committee Meeting Minutes
SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
POLICY COMMITTEE MEETING
DATE/TIME of MEETING: August 30, 2023 @ 6:00 PM
LOCATION of MEETING: Educational Services Center, 100 East College Avenue, Spring Grove, PA
The following School Directors were in attendance: Karen Baum, Nicole Wilson, Dave Trettel
The following Spring Grove Area School District personnel were in attendance: Dr. George W. Ioannidis, Superintendent, Mark Czapp, Director of Business Operations, Suzanne Sterner, Board Recording Secretary
A Policy Committee meeting of the Spring Grove Area School District Board of School Directors was held on Wednesday, August 28, 2023. Karen Baum called the meeting to order at 6:04 PM.
PROPOSED POLICY REVISIONS
Dr. Ioannidis and Mark Czapp presented proposed revisions the following Finances / Business Related policies:
- #702 – Gifts / Grants / Donations
- #228 – Student Government
- #618 – Special Purpose Funds
Ioannidis reported that the impetus to the proposed revisions was due to an internal review by the Business Office. Recommended language removes details no longer relevant and includes language clarifying requirements associated with financial actions of staff and students within the school district.
Ioannidis shared proposed revisions to the following Board / Board Governance related policies:
- #003 – Functions
- #011 – Board Governance / Standards for Code of Conduct
The proposed revision to #003 is suggested for greater definition of expected conduct by a board member in the event of a request to visit school buildings during the school day. Proposed revisions to #011 are a result of a recommendation by PSBA and updates to the Principles of Governance of the School Board. Policy #011 is recommended but not statutorily required.
Ioannidis presented proposed revisions to Program Related policy:
- #122 – Extracurricular Activities
Proposed revisions to #122 are presented to better define extracurricular activities vs. co-curricular activities and is recommended in light of new opportunities available to home educated students.
TENTATIVE POLICIES IN THE QUEUE
Policies to be reviewed internally and shared with Stock and Leader for legal opinion include the following:
- Whistleblower Policy (related to fraud)
- Policies associated with Records Management (storage, retention, destruction)
Mrs. Baum will be asked to indicate if a Policy Committee Meeting will be necessary before presenting tentative policies in the queue to board members.
WRAP-UP / NEXT STEPS
Policies discussed at this evening’s committee meeting will be included on the September 11, 2023, Directors’ Study Forum Agenda for review and discussion. A first reading is tentatively scheduled for September 25, 2023, at the Regular Voting Meeting, with a second and final reading expected with October 23, 2023, Regular Voting Meeting actions.
The meeting concluded at 6:57 PM.
RESPECTFULLY SUBMITTED BY:
Suzanne E. Sterner, Board Recording Secretary
June 12, 2023, Board Policy Committee Meeting Agenda
A meeting of the Spring Grove Area School Board Policy Committee will take place at 5:30 PM in LGI Room #242 at the Spring Grove Area Middle School, 244 Old Hanover Road, Spring Grove, prior to the Voting/DSF Meeting. This is a public meeting. The meeting will not be live streamed.
BOARD POLICY COMMITTEE MEETING
of the Spring Grove Area School District Board of School Directors
Monday, June 12, 2023, 5:30 PM
Spring Grove Area Middle School
244 Old Hanover Road, Spring Grove / LGI Room #242 / Enter at Door #15
Agenda
I. Confirm Attendees
II. Background / Legislative Changes
a. Homelessness / Foster Care / Educational Instability (PSBA/PNN)
b. Homeschool Programming (PSBA/PNN)
III. Proposed Policy Revisions / Homelessness
a. Policy #251 – Students Experiencing Homelessness, Foster Care and Other Educational Instability
b. Policy #200 – Enrollment of Students
c. Policy #202 – Eligibility of Nonresident Students
d. Policy #204 – Attendance
e. Policy #217 – Graduation
f. Policy #221 – Dress and Grooming
g. Policy #255 – Retire Policy (language included with proposed revisions to #251)
IV. Proposed Policy Revisions / Home Education
a. Policy #137 – Home Education Programs
V. Proposed New Policies / Home Education Students’ Participation Opportunities
a. Policy #137.1 – Extracurricular Participation by Home Education Students
b. Policy #137.2 – Participation in Co-curricular Activities and Academic Courses by Home Education Students
c. Policy #137.3 – Participation in Career and Technical Education Programs by Home Education Students
VI. Future Policy Considerations
a. Policy #003 / Policy #011 (Board)
b. Policy #122 / Policy #123 (Programming / Participation)
c. Policy #702 / Policy #228 / Policy #618
VII. Wrap-up / Next Steps
a. Include listed policies with June 26th DSF Agenda items for review and discussion
b. Include listed policies with July 17th Regular Voting Agenda action items, recommending approval of a First Reading
c. Include listed policies with August 14th DSF Agenda action items, recommending approval of a Second and Final Reading
d. 2023-2024 continued implementation in compliance with approved policy requirements as per legislative changes
June 12, 2023, Board Policy Committee Meeting Minutes
SPRING GROVE AREA SCHOOL DISTRICT
BOARD OF SCHOOL DIRECTORS
POLICY COMMITTEE MEETING
DATE/TIME of MEETING: June 12, 2023 @ 5:30 PM
LOCATION of MEETING: Spring Grove Area Middle School, 244 Old Hanover Road, Spring Grove, PA 17362
ATTENDANCE:
The following School Directors were in attendance:
Karen Baum, Committee Chair, Ben Ramsay, Mike Ritz, Rachel Rohrbaugh, Rodney Shearer, Doug Stein, Doug White
Nicole Wilson arrived 5:56 PM
The following Spring Grove Area School District personnel were in attendance:
Dr. George W. Ioannidis, Superintendent, Dr. Steve Guadagnino, Assistant Superintendent, Dr. Michelle Ludwig, Director of Pupil, Services, Mark Czapp, Director of Business Operations, Suzanne Sterner, Board Recording Secretary
A Policy Committee meeting of the Spring Grove Area School District Board of School Directors was held on Monday, June 12, 2023. Karen Baum called the meeting to order at 5:30 PM.
LEGISLATIVE CHANGES CALLING FOR POLICY REVISIONS
Dr. Ioannidis reported that the impetus to proposed new policies and policy revisions was due to legislative actions at the state level requiring school districts to make considerations before the start of the 2023-2024 school year.
POLICIES RELATED TO HOMELESSNESS / FOSTER CARE / EDUCATIONAL INSTABILITY
Baum presented seven policies for consideration. Earlier this year, Senate Bill 324 was enacted into law requiring school entities to address and assist students experiencing educational instability. Dr. Ludwig gave an overview of the changes and noted that clarifying and expounding on the definition of “unaccompanied youth” was the focal point; definitions are now clearer and more codified. A Keystone Diploma, one of the proposed additions to language in Policy #251, was explained as an option available to identified unaccompanied youth. Ludwig reported that the district will continue to use a checklist to determine a student’s needs, status, and placement.
Ludwig reported that the district underwent a Homeless Audit last school year (the second in two consecutive years), scoring 93/100 this school year. One recommendation following the review was to make information more accessible on the website to assist homeless students with services and support beyond the educational environment. Ioannidis noted the positive results of the audit are a testament to the district’s work. Ioannidis added that proposed revisions to Policies #200, #202, #204, #217, and #221 are recommended to support the Pupil Services Department’s efforts and maintain consistent definitions throughout related policies to include students who are identified as experiencing educational instability.
There was some concern expressed by Board members concerning services extended to identified homeless students, particularly related to dress code. The administration indicated that the practice of working with families to provide appropriate and helpful economic resources for the family will continue and limitations and time limits will be established and enforced for consistency among all students regardless of their status.
POLICIES RELATED TO HOME EDUCATION PROGRAMS
Baum presented four policies, #137, 137.1, 137.2, and 137.3, for review to address requirements as the result of legislative changes related to Home Education Program students.
Ioannidis reported that new requirements according to Act 55 have been placed on school districts to develop policies and procedures permitting children enrolled in home education programs to participate in district cocurricular activities, academic courses, and career and technical education programs on the same basis and eligibility as other students enrolled in the school district. Ioannidis explained that administrators are currently addressing what internal procedures and forms will be necessary to implement the proposed new and revised policies.
WRAP-UP / NEXT STEPS
On June 26th, a Directors’ Study Forum (DSF) will take place following adjournment of the regular voting meeting. The policies discussed at this evening’s committee meeting will be included on the DSF Agenda for review and discussion. A first reading is tentative for July 17, and a second and final reading is expected with August 14 DSF voting actions.
The meeting concluded at 6:20 PM.
RESPECTFULLY SUBMITTED BY:
Suzanne E. Sterner, Board Recording Secretary