Gilpin Board makes progress on policy work

Lynn Volkens

02/08/2007 - Gilpin School’s Board of Education spent their Monday evening (January 5^th) talking policy. Board President CinDee Spellman was absent. Patti Hack presided. Members Scott Groginsky, Rusty Hardy and Bob Masslich were present.

  The Board has spent at least two-and-a-half years in a continuous process of updating the District’s policies. Their goal has been to work their way through the four-inch-thick binder of documents and transfer them to computer disks, then make the entire policy manual available to the community via the school Internet site. After tonight’s meeting, they may finally be seeing the light at the end of the tunnel.

  Policies adopted Monday evening included those governing educational objectives, school wellness, accountability, standards-based education, accountability reports, accreditation, waiver of State law/regulation, copyright compliance, public e-mail records, student use of the Internet and electronic communications, insurance management and staff health. Policies about parent involvement in education were tabled for later consideration following discussion at a work session scheduled at 6:30 p.m. on February 21^st.

  School Wellness (Policy ADF) is of particular interest to Board members Scott Groginsky and Bob Masslich, who both worked on and with the District’s nutrition committee (as required by federal law) to develop it. ADF requires the entire school environment, not just classroom activities, to work toward teaching students how to make informed decisions about lifelong healthy eating habits and physical activity. To that end this policy requires that students have access to fresh fruits and vegetables. It encourages staff to increase healthy nutritious lunchtime choices - fresh foods, whole grains, and dietary fiber. (For their mid-meeting snack/dinner, Board members chose donuts.) At one point, the policy read there would be only one menu option for lunch, thereby forcing students to eat what was offered – or not eat at all, as it turns out. The Food Service Director objected, as did some parents, that some children will choose no food rather than eat an item they don’t like. Board members noted that occasionally, students have no choice when the food service runs out of an item, though they were told that isn’t happening often. They directed the Superintendent to have food service staff keep a record of how many times it does. The one-choice-only provision was struck from the policy.

  Fundraisers, which have long included sweets of assorted types, are now “strongly encouraged” to be healthful food choices. Food and drink used in the past to reward good behavior and/or school work, are now discouraged. Commercial advertising of food items that don’t meet district standards is not allowed in the school, nor are there any soft drinks in the student vending machines. Students are no longer complaining, reported Secondary Principal Alexis Donaldson, and seem to have accepted the bottled waters and teas now stocked in the machines. It is unknown, as yet, how the change of items will affect the revenues (used for student activities) generated by the machines. (A vending machine under lock and key is available for staff to purchase sodas.) There are more stipulations for food items as well as those requiring all students be able to participate in physical activity. Withholding recess as a disciplinary measure or to increase classroom time is discouraged under ADF. Noncompetitive physical activities are encouraged and staff is directed to look for opportunities to engage students in such activities during the school day. Some of ADF’s requirements could be met through after-school programs, intramurals, interscholastic athletics and physical activity clubs.

  Groginsky asked about implementation of the policy into curriculum and Board members also wanted to know how the wellness policy was impacting academic performance. Administrators said the health curriculum had been expanded to include more nutrition information in the secondary school but they are still looking at where to add it to the elementary curriculum. Superintendent  Ken Ladouceur said he was pleased with the way it’s going, particularly complimenting Food Service Director Janie Britton, who is putting pressure on suppliers to comply with the new standards. Administrators have not yet had the chance to go classroom-to-classroom to get teacher input, but plan to do it later, he said.

  Policy AE-R requires all meetings of the district’s accountability committee (DAC) to be open to the public and posted in the same place as School Board meetings. Board meetings are currently posted in the Black Hawk and Central City Post Offices, the Community Center, Gilpin Public Library, Gilpin County Courthouse and at the school. DAC meetings are currently not posted in all of these places, but meetings are open to the public. The Board discussed the ratio of two school associated/three non-school associated members of the DAC and determined that the number of members wasn’t as important as maintaining the ratio. The DAC timeline was updated to include deadlines for October elections and November membership roster. This policy is scheduled for a second reading at the March policy meeting, prior to adoption.

  Policies dealing with fiscal management goals, financial administration, budget, fiscal emergencies, taxing and borrowing, loan programs, revenues from investments, banking services, authorized signatures, fiscal accounting, inventories, audits, purchasing authority and procedures, bidding procedures, payroll procedures, salary deductions, expense authorization/reimbursements, school properties disposal and employment of part-time and substitute support staff are all due for second reading at next month’s meeting. Some of the above policies need to be reviewed by the policy committee and/or the District’s Business Manager first.

  Policy DAB, Financial Administration stipulates, “The Superintendent shall take reasonable steps to ensure that only funds that have been received in the fiscal year to date are expended, unless authorized by Board resolution.” This policy also spells out several reporting steps the Superintendent must provide to the Board. Clauses requiring the Superintendent to provide expected year-end fund balances, a comparison with budgeted amounts, and a reconciliation report had been eliminated from the original policy. Groginsky noted these functions are required by Colorado law.

  A revision of the Authorized Signatures policy (DGA) will allow two Board members to sign checks when extenuating circumstances preclude the usual requirement of one administrator’s and one Board member’s signatures.

  Ladouceur commended District Secretary Michelle Welch for her efforts on the policy work, noting much of the tracking, preparing copies, referencing statutes, etc. falls on her. Getting to the point when the policy manual is online for the public to access will tax the Secretary, he concluded.

  February is the month the Board begins preliminary budget discussions. This reporter asked if the areas of art, band, vocal music or physical education are being specifically considered for budget cuts. Ladouceur responded that all areas would be looked at.

  The meeting adjourned at 8:41 p.m. Items put forth for discussion at upcoming meetings include the procedure for adding items to the agenda, defining public participation, redrawing the organizational chart and a sportsmanship policy. Due to the Presidents Day holiday, the Board has rescheduled their business meeting from their usual day (the third Monday of each month) to Wednesday, February 21^st.