Minutes WINDSOR CHARTER ACADEMY

EXECUTIVE BOARD MEETING – REGULAR SESSION Weld County School District RE­4

680 Academy Court, Windsor, Colorado 80550 Thursday, June 26 , 2014– 6:30 P.M

VISION STATEMENT: “Where students are educated, empowered, and equipped to reach their highest potential. MISSION STATEMENT: Windsor Charter Academy provides a challenging academic program based on the Core Knowledge curriculum that promotes academic excellence, character development, and enthusiasm for lifelong learning. The mission of the school is to develop in each child the love of learning, the ability to engage in critical thinking, and to demonstrate mastery of the academic building blocks necessary for a successful future. The WCA Board would like to welcome all Members and Staff in attendance. Discussions are limited to the board members unless otherwise requested. Your input is appreciated during Citizen and Staff Communications. Please fill out an information card prior to the start of the meeting.

1.0 Opening Called to order at 6:47 p.m. 1.1 Roll Call Present: Wayne Plechaty, John Bartmann, Laura Wining, John Feyen, Carolyn

Mader Absent: Heather Kenney, Kim Seyboldt, Courtney Guck 1.2 Pledge of Allegiance 1.3 Mission Statement 1.4 Adoption of Agenda Motion to accept amended agenda by Feyen. 2nd by Plechaty. Carries unanimously, 1.5 Approval of the Minutes None to approve.

2.0 Committee Reports (6:35 ­ 7:00) 2.1 Accountability: Seyboldt

The Accountability Committee did not meet during the month of June. 2.2 PR & Marketing: Wining Committte did not meet during month of June. 2.3 Technology: Feyen

Lease Negotiations Timeline for Technology Implementation HP Presentation by John Mayfield

40 staff laptops 2 labs of 30 computers­­mini computer using the computer screens

Keyboards and mice were part of the lease quote ­ monitors were not Computers would have more disk space Upgrade from Windows XP to to Windows 8.1 or 7

Suggested to use Windows 7 Core I5 processors for teachers Core A4 processors for labs 8 GB of memory for teachers 4 GB of memory for lab computers 5400 RPM drives

Same servers and infrastructures would be used. Lease Prices $81,220.80 divided over three years, which averages about to $27,073.63

Buy back technology at $1 per piece of equipment Protection plan...if a computer is damaged over the 3 year lease, the computer will be

replaced.

Mac Presentation by Anthony Tarr The lease negotiation is similar to the HP bid. The price for 60 mini computers and 40 staff

laptops would be $90,870. Rationale shared by Tarr for increased price is quality of laptop Tarr shared that he felt that the cost comparison was similar to the HP proposal due to

the need to invest in a $10,000 antivirus cost. However, John Mayfield disputed this amount and indicated there were free antivirus products which were just as efficacious as paid products.

The lab would have Mac Minis, using the existing computer screen and keyboards. 2.5 GHz Dual­­Core Intel Core i5

Same buy back plan as HP, with the knowledge that the value is greater for Mac products. Resale value is higher.

Cost of servers is ⅙ of the cost. Questions and Input by Staff and Committee Members

During initial discussion, and preference poll, there was a three way tie for platform: 3 wanted Apple, 3 wanted PC, and 3 could work with either.

Discussions centered around anti­virus protections, resale value, and ease of use of the platform. Apple seems to be secure by the nature of the platform. However, there are free solutions, which

provide an adequate level of protection for PC based units. Resale value was felt to be higher with Apple systems. Teacher preference was split between platforms, which will cause an equal number of teachers to

learn a new platform. It was felt the students would end up teaching the teachers in a short period of time, regardless of the platform chosen.

Committee Decision for Technology Recommendation to Board A second opportunity was provided for the group to express an opinion. Not allowing an “either”

choice, and including those who expressed an opinion via email or proxy, the recommendation was 9 for Apple and 4 for PC based systems.

Review of Summer Technology Work and Timeline The network will be down over the weekend of July 12 ­ 13 for streamlining and upgrades.

2.4 Education: Guck The Education Committee did not meet during the month of June.

2.5 PTC: Kenney

Did not meet. 2.6 Finance: Plechaty

FINANCE COMMITTEE: Thursday, June 19, 2014 at 6:30 p.m. Members Present: Anna Knudson, Wayne Plechaty, and Kellie Janke Members Absent: Dean Moyer, Tim Effinger, and Rebecca Teeples Before considering solar panels, need to discuss the roof. Will wait until September after meeting with Building Corp. Committee members want to stay on next year. FINANCIAL REPORT:

The FTE report given in April contained a typo error for the 5th grade student count and as a

result, the number of students returning to the school was over­reported. 5th grade students were reported as 57 instead of 47; therefore, the budget constructed in April was based on 460 students instead of 450. Due to this error, the April budget was amended in June to correct the over­reporting of revenue.

On the official count date which is 10/01/14, we must have 446 kids in our classroom in order for the 2014­2015 budget to work.

The new PPR our school will be receiving is $6660.68 which is approximately $350 more per student than last year. In addition, the State Education Fund increased its capital construction fund appropriation for charter schools. We will be receiving approximately $71,000 for capital construction which is an increase of approximately $34,000. The amount received is based on our per pupil count so Anna budgeted this amount on the low end until we know our actual student count on 10/1/14.

We will be replacing all PC Computers with MACs in entire school through a lease program which will cost $90,000 over three years (pending Board approval).

SOLAR PANEL UPDATE: At this time, the solar panel planning project has been put on hold until all roof issues can be

repaired. Recently, 50% of our roof was replaced with insurance monies received. The other half of the roof is still needing repairs and we're unsure when or if this will be replaced/repaired in the near future.

The committee can still following up with the following issues Talk to building corp. ­ approval We have 5 year charter agreement, but company wants a 20 year contract. Tim to follow­up with Jim from Denver Public Schools on any other issues we need to

consider before moving forward after roof repairs. HIGH SCHOOL UPDATE:

Susan Ackerman is constructing the initial budget for the new WCA High School. The cost will be around $1,200 and will be funded with monies from the 2013­2014 budget which were unused for her accounting services.

ADJOURNMENT ­ 7:30 p.m. 2.7 Building Operations: Bartmann

The Building Committee did not meet during the month of June. 3.0 Citizen and Staff Communications (7:00 ­ 7:25)

No citizen or staff members present 4.0 Principals Report (7:25 ­ 7:40) 4.1 Principal Report

This month’s efforts were focused on the following: Hiring new staff members Preparation of classrooms for fall Creating and developing professional development for the fall

Developing and finalizing the charter expansion application Supporting high school committees and their work Supporting student enrollment process

Kindergarten: 83 First: 56 Second: 71 Third: 58 Fourth: 51 Fifth: 59 Sixth: 48 Seventh: 43 Eighth: 31 Total Student Count: 500 Total FTE: 457

5.0 Business Report (7:40 ­8:30)

YTD Financials The month of May brought us through 91% of the budget year. General fund account balances are within appropriate ranges with an average of 13% of the budget remaining. Accrued salaries are expected to be $7,000 less than previous years due to the decrease in Administrator salaries. Contracts are paid out on average of three months after the end of the budget year. Accrued salaries/benefits for the beginning of 2013­14 were 371,000. We expect to have the number drop to 364,000 for 2014­15. 2014­15 Budgets The 2014­15 budget has been provided for approval. Student count is set to be 446, this leaves our General Fund with a positive balance of $4,453 after expenses. Please refer to the Finance Committees’ report for further details. 2014­15 Salary Schedules have been attached. these include the additional hires for both the professional and classified schedules. Recommended Approvals

5.1 Current YTD Financials: Knudson Motion to approve by Feyen. 2nd by Plechaty. Carries Unanimously.

5.2 Approval of 2014­15 Final Budget on 2nd Read Motion to approve by Feyen. 2nd by Plechaty. Carries Unanimously.

5.3 Approval of 2014­15 Salary Schedules Motion to approve by Feyen. 2nd by Wining. Carries Unanimously.

5.4 Apple Contract There is a conflict with the contract as presented to Apple. There isn’t an appropriations clause in

the contract and Apple won’t accept the lease from us with an appropriations clause as we are not a governmental entity ­ we are a 501(c)(3). The District won’t approve our lease without an appropriations clause, but if we add one then Apple won’t accept the lease.

John B ­ The Board has already approved the expenditure as we have approved the 2014 ­ 2015 budget.

John F ­ Motion to table this discussion item to work out the conflict. The intent is that Anthony Tarr will work with the District and Apple on Monday to develop alternative plans so the Board can meet on Tuesday (July 1, 2014) to vote on the contract.

5.5 Approve Increase in Insurance Reserve expense from 2,000 to 65, 300. Roof repairs have been completed in the month of June. Total expense is 63,300. Insurance payments will

cover the cost with other repairs and replacements occurring in the 2014­15 budget year. Motion to approve by Feyen. 2nd by Plechaty. Carries Unanimously.

5.6 Policy Revisions/Deletions

District Revisions/Deletions/Additions EE Transportation Does not apply to WCA

GCE­GCF­R Revised

Professional Staff Recruiting/Hiring GCE­GCF­R Teacher recruitment and selection shall be the responsibility of the Superintendent of Schools. Applications of all regular licensed personnel to be employed by the district will be processed according to this procedure. Short­term, temporary or interim appointments may be made directly by the superintendent, subject to the approval of the Board of Education, without following the advertising procedure. 1. Vacancies All regular vacancies will be advertised by the District Office. A vacancy officially exists after a written resignation is submitted to the District Office or if a signed contract is not received by the Superintendent on or before 15 days after the contract is used. In addition, additional positions may be added. 2. Applications All applications will be submitted to the District Office using the current application system. Current employees may apply for supplemental pay positions or any open positions, by completing any required internal application. The District Office will maintain an up­to­date system of applicants from which principals or directors will select applicants to be considered for vacancies. 3. Selection A minimum of three applicants will be interviewed except in the case where fewer qualified applicants are available. Unless otherwise required by law, displaced teachers who are members of the priority hiring pool will be afforded a first opportunity to interview for available positions. Principals and directors shall ensure that applicants are highly qualified according to state and federal requirements prior to making recommendation for employment. Reference checks by the principal or director with former supervisors are required if supervisor information is available. Previous employers and/or other references checks shall be contacted to obtain information or recommendations relevant to the applicant's fitness for employment. Principals or directors shall present to the Superintendent a written recommendation for employment using the district’s current position approval process. The Superintendent will recommend to the Board of Education, in a regular monthly meeting, the applicant recommended for employment. The Superintendent, or designee, is responsible for notifying persons approved for employment by the Board of Education. Principals or directors shall notify all applicants interviewed of their status and that the position has

been filled. 4. Background checks Prior to hiring and in accordance with state law, the district office superintendent designee shall: a. Conduct a background check through the Colorado Department of Education (the department) to determine the applicant's fitness for employment. The department's records shall indicate if the applicant has been convicted of, pled nolo contendere to, received a deferred sentence, or had his or her license or authorization denied, annulled, suspended or revoked for such crimes. The department shall provide any available information to indicate whether the applicant has been dismissed by or resigned from a school district as a result of an allegation of unlawful behavior involving a child, including unlawful sexual behavior which was supported by a preponderance of evidence according to information provided to the department by a school district and confirmed by the department in accordance with state law. The department shall also provide information regarding whether the applicant's license or certification has ever been denied, suspended, revoked or annulled in any state, including but not limited to any information gained as a result of an inquiry to a national teacher information clearinghouse. Information of this type that is learned from a different source shall be reported by the district to the department. The department will not disclose any information reported by a school district unless and until the department confirms that the allegation resulted in the person's name being placed on the state central registry of child protection. 5. Fingerprinting non­licensed administrators a. All non­licensed applicants selected for employment in an administrative position must submit a complete set of fingerprints taken by a qualified law enforcement agency and a completed form (described in b below) as required by state law. b. On the form the applicant must certify either that he or she has never been convicted of a felony or misdemeanor charge, not including any misdemeanor traffic offense, or that he or she has been convicted of a felony or misdemeanor charge (not including any misdemeanor traffic offense). The form must specify the felony or misdemeanor, the date of conviction and the court entering judgment. c. The school district will release the fingerprints to the Colorado Bureau of Investigation for the purpose of conducting a state and national fingerprint­based criminal history record check utilizing the records of the Colorado Bureau of Investigation and the Federal Bureau of Investigation. d. Although an applicant may be conditionally employed prior to receiving the results, he or she may be terminated if the results are inconsistent with the information provided on the form. The district may notify the district attorney of such inconsistent results for action or possible prosecution. e. The school district will charge the applicant a nonrefundable fee to cover the direct and indirect costs of fingerprint processing. The fee will be credited to the fingerprint processing account. Adopted: April, 2009 Revised: June, 2013 March 2014

Professional Staff Recruiting/Hiring GCE­GCF­R

Teacher recruitment and selection shall be the responsibility of the Administrator. Applications of all regular licensed personnel to be employed by the School will be processed according to this procedure. Short­term, temporary or interim appointments or transfers may be made directly by the Administrator, subject to the approval of the Executive Board, without following the advertising procedure.

1. Vacancies All regular vacancies will be advertised by the School. A vacancy officially exists after a

written resignation is submitted to the Administrator or if a signed contract is not received by the Administrator on or before 15 days after the contract is issued. Additional positions may be added. 2. Applications All applications will be submitted to the Main Office.Current employees may apply for

supplemental pay positions by submitting a letter outlining their qualifications for the position they are seeking or by completing any required supplemental application. All applicants will report to the Main Office and complete an application form. The Administrator or his or her designee is responsible for the initial screening of the application files including completed application, credentials, transcripts and written references.The Administrator will maintain an up­to­date file of applicants from which applicants can be considered for vacancies.

3. Selection A minimum of three applicants will be interviewed except in the case where fewer qualified

applicants are available. The Administrator shall ensure that applicants are highly qualified according to state and federal requirements prior to making recommendation for employment.

Reference checks by the administrator with former supervisors is required if supervisor information is available. Previous employers and/or other reference checks shall be contacted to obtain information or recommendations relevant to the applicant’s fitness for employment.

The Administrator will recommend to the Board, in a regular monthly meeting, the applicant recommended for employment. The Administrator, or designee, is responsible for notifying persons approved for employment by the Board. The administrator shall notify all applicants interviewed of their status and that the position has been filled.

4. Background checks Prior to hiring and in accordance with state law, the Administrator designee shall: Conduct a background check through the Colorado Department of Education (the

department) to determine the applicant’s fitness for employment.

The department’s records shall indicate if the applicant has been convicted of, pled nolo contendere to, received a deferred sentence, or had his or her license or authorization denied, annulled, suspended or revoked for such crimes. The department shall provide any available information to indicate whether the applicant has been dismissed by or resigned from a school district as a result of an allegation of unlawful behavior involving a child, including unlawful sexual behavior which was supported by a preponderance of evidence according to information provided to the department by a school district and confirmed by the department in accordance with state law. The department shall also provide information regarding whether the applicant’s license or certification has ever been denied, suspended, revoked or annulled in any state, including but not limited to any information gained as a result of an inquiry to a national teacher information clearinghouse.

Information of this type that is learned from a different source shall be reported by the School to the department.

The department will not disclose any information reported by a school district unless and until the department confirms that the allegation resulted in the person’s name being placed on the state central registry of child protection. 5. Fingerprinting non­licensed administrators

a. All non­licensed applicants selected for employment in an administrative position must submit a complete set of fingerprints taken by a qualified law enforcement agency and a completed form (described in b below) as required by state law. The school district will charge the applicant a nonrefundable fee to cover the direct and indirect costs of fingerprint processing. The School will collect payment for the processing fee payable to Weld RE­4 School District.

b. On the form the applicant must certify either that he or she has never been convicted of a felony or misdemeanor charge, not including any misdemeanor traffic offense, or that he or she has been convicted of a felony or misdemeanor charge (not including any misdemeanor traffic offense). The form must specify the felony or misdemeanor, the date of conviction and the court entering judgment. c. The School will forward the fingerprint card to the District Office along with the processing fee. The school district will release the fingerprints to the Colorado Bureau of Investigation for the purpose of conducting a state and national fingerprint­based criminal history record check utilizing the records of the Colorado Bureau of Investigation and the Federal Bureau of Investigation. The District Office will forward the report provided by the Colorado Bureau of Investigation to Windsor Charter Academy for the employee’s file. d. Although an applicant may be conditionally employed prior to receiving the results, he or she may be terminated if the results are inconsistent with the information provided on the form. The district may notify the district attorney of such inconsistent results for action or possible prosecution.

Adopted by WCA: December 2010 Revised: January 2014

GBED Deletion (Not a Policy in Exhibit E or Website) ADC ­ Revision (Addition of Vapor Pens)

TOBACCO­FREE SCHOOLS ADC Whereas the use of Tobacco Products is detrimental to the well­being of students and staff, the following prohibitions are placed on its use and/or possession in school facilities, on school property, during school­sponsored activities or in school­owned transportation equipment at any time during the calendar year. Smoking, chewing or any other use of any Tobacco Products by staff, students, and members of the public is banned from all school district property. Students shall not be in possession of any Tobacco Products while on school district property, during school­sponsored activities or in school­owned transportation equipment at any time during the calendar year. “Use of any Tobacco Product” means “lighting, chewing, inhaling, selling, distributing, or smoking any tobacco product.” “Tobacco Product” means:

a. any product that contains nicotine or tobacco or is derived from tobacco and is intended to be ingested or inhaled by or applies to the skin of an individual, including but not limited to cigarettes, cigars, pipe tobacco, snuff and chewing tobacco; and b. any electronic or manual device that can be used to deliver nicotine to the person inhaling from the device, including but not limited to an electronic cigarette, cigar, cigarillo, vapor pen or pipe. c. “Tobacco Product” does not include any product that has been approved by the appropriate federal agency as a tobacco use cessation product and that is possessed or being used by a person legally permitted to purchase Tobacco Products or tobacco use cessation product. “School property” means all property owned, leased, rented, or otherwise used or contracted for by a school or the school district and shall include school grounds over which the school exercises control including, but not limited to, areas surrounding any buildings, playgrounds, athletic fields, recreation areas, and parking areas. “School facilities” includes, but is not limited to, all indoor and outdoor facilities used to provide educational services, library services, routine health care services, athletic or recreation services, and daycare or early childhood development services to children as well as for administration, support services, maintenance or storage. “School­owned transportation equipment” means all vehicles owned, leased, or rented by the school or school district used for transporting students, staff, visitors, or other persons. Signs will be posted in prominent places on all school property to notify the public that smoking or other use of Tobacco Products is prohibited in accordance with state law and district policy. This policy will be published in all employee and student handbooks, posted on bulletin boards and announced in staff meetings. TOBACCO­FREE SCHOOLS ADC Any member of the general public considered by the superintendent or designee to be in violation of this policy will be instructed to leave school district property. Employees found to be in violation of this policy will be subject to appropriate disciplinary action. Any student who violates this policy is subject to the consequences described below. The sequence of consequences that follow will occur during the student's tenure in each of the three levels (K­5, 6­8, 9­12) that exist in the school district. The student returns to a first offense consequence only when he or she advances to a new level. 1. For the first offense, the student shall be suspended from classes for one day and a letter shall be sent to his or her parents notifying them of the violation. This suspension may be in school or out of school. 2. For the second offense, the student shall be suspended from school for two days and a letter shall be sent to his or her parents notifying them of the violation. Before the student is readmitted to school, a conference will be held with the

student, parents and a building administrator. 3. For the third and subsequent offense(s), the student shall be suspended from school for a minimum of two days and a maximum of 5 days and a letter shall be sent to his or her parents notifying them of the violation. Before the student is readmitted to school, a conference will be held with the student, parents, and a building administrator. 4. Notwithstanding other provisions of this policy, a student may be recommended for expulsion by the building principal at any time (1) if the offense is deemed to be behavior that is detrimental to the welfare of other students or of school personnel, including behavior that creates a threat of physical harm to the child or the other children; (2) for the fourth and subsequent violations of this policy if the smoking violation(s) is (are) deemed by the building principal to be a pattern of continued willful disobedience or open and persistent defiance of proper authority; or (3) if the student distributes, dispenses, sells, gives, or exchanges a Tobacco Product on school district property, during school sponsored activities, in school­owned transportation equipment or off school district property when such conduct has a reasonable connection to school or any District curricular or non­curricular activity or event or when such conduct interferes with the operations of the District or the safety or welfare of students or employees. Exemptions Pursuant to state law no exemption shall be granted pursuant to this policy. LEGAL REFS.: 20 U.S.C 7181 et seq. C.R.S. 18­13­121 C.R.S 22­32­109 (1) (bb) C.R.S 22­32­109.1 (2) (a) (VII) Policy is not listed in Exhibit E or Website.

BEAA ­ New Policy ELECTRONIC PARTICIPATION IN SCHOOL BOARD MEETINGS BEAA Board members may attend and participate by electronic means in regular or special meetings of the Board in accordance with this policy and state law. For purposes of the policy, “electronic means” shall be defined as attendance via telephone, video or audio conferencing, or other electronic device. Board members may attend and participate by electronic means in a regular or special Board meeting only when extenuating circumstances prevent the Board member form physically attending the meeting. For purposes of this policy, “extenuating circumstances” means the Board member’s job or military service requires the member to be outside of the district at the time of the meeting or inclement weather and/or unsafe driving conditions prevent the Board member from physically attending the meeting. Additional extenuating circumstances may be considered with approval from the Board.

A meeting at which one or more Board members attend and participate by electronic means shall be open to the public, except for periods in which the Board is in executive session. A quorum of the Board shall be physically present at the meeting for a Board member to attend and participate by electronic means. The electronic means used shall allow the public to hear the comments made by the Board member(s) participating by electronic means and allow the Board member(s) to hear the comments made by the public. A Board member participating by electronic means will be included in the recording of the Board meeting. A Board member who seeks to attend and participate by electronic means in a Board meeting shall notify the Board president and superintendent at least three business days prior to the meeting and shall explain the extenuating circumstances that prevent the Board member from physically attending the meeting. If such notification is not possible, the Board member shall notify the Board president and superintendent as soon as it is reasonably possible of the request to attend by electronic means. If the request is approved, a Board member who attends and participates by electronic means shall identify the location from which he or she is participating, those present, and the extenuating circumstances that prevented the Board member from physically attending the meeting. If the Board convenes in executive session, the Board members attending and participating by electronic means shall ensure confidentiality during that portion of the meeting. A Board member may attend and participate by electronic means in a maximum of two Board meetings per calendar year. Unless otherwise approved by the Board, additional requests to attend and participate by electronic means will be denied. In accordance with state law, the Board shall declare a vacancy if a Board member fails to attend three consecutive regular Board meetings, unless the Board member’s absence is otherwise excused by the Board. A Board member’s failure to comply with this policy may result in the Board’s refusal to allow the member to participate by electronic means in Board meetings. Adopted: May 2014 LEGAL REFS.: C.R.S. 22­31­129 C.R.S. 22­32­108 (7)(a) C.R.S. 24­6­401 et seq. CROSS REF.: BEA/BEB School Board Meetings/Regular Meetings/Special Meetings BEC Executive Sessions/Open Meetings

EGAEA ­ New Policy ELECTRONIC COMMUNICATION EGAEA Electronic communication is the transmittal of a communication between two or more computers or other electronic devices, whether or not the message is converted to hard

copy format and whether or not the message is viewed upon receipt. Electronic communication includes all electronic messages that are transmitted through a local, regional or global computer network. All district electronic communication systems are owned by the district and are intended for the purpose of conducting official district business only. District electronic communication systems are not intended for personal use by Users. Users shall have no expectation of privacy when using District Technology including communication systems. Electronic communication sent or received by users may be considered a public record subject to retention under state or federal law. Such electronic communication may also be subject to public disclosure or inspection under the Colorado Open Records Act. Whenever the district is a party in litigation or reasonably anticipates being a party in litigation, users in possession of electronic documents, e­mail, voice mail, and/or other evidence relevant to the litigation or reasonably anticipated litigation shall retain all such documents, e­mails, voice mails and other evidence until otherwise directed by the superintendent or designee. All digital storage on District Technology is property of WSD and WSD retains the right to retain, review, and disclose all information sent via, or stored on, District Technology for any legally permissible reason, including: to determine whether such information is public record, to determine whether such information is discoverable in litigation, to access District information in the employee’s absence, and to determine whether District Technology is being used in a manner that complies with District policy/regulation and law. Upon sending or receiving an electronic communication, all Users shall segregate or store those communications that are public records. Public records are those that evidence the district’s functions, policies, decisions, procedures, operations or other activities of the district or that contain valuable district data. Electronic communication on District Technology shall be retained only as long as necessary. Such electronic communication shall be deleted on a routine basis unless otherwise required to be retained by district policy or state or federal law. The custodian of records for the district shall assist the public in locating any specific public electronic records requested and shall provide public access to public electronic records in accordance with state law. The district’s records custodian shall also be responsible for assisting the district’s school and other sites in complying with record retention requirements. Users may be subject to disciplinary action for violation of this policy. ADOPTED: May 2014 CROSS REF.: EHB Records Retention

JRC Colorado Open Records Law GBEE Appropriate Use of District and Personal Technology by Non­Student Stakeholders EHB ­ Revison RECORDS RETENTION EHB Page 1 of 1 The Board has approved the district’s use of the Colorado School District Records management manual (records management manual) developed by the Colorado State Archives Department to assist the district in determining the appropriate retention period for various types of records. School district records regarding the district’s organization, functions, policies, decisions, procedures, operations, or other activities may be considered public records subject to retention. The district shall retain records for the time periods specified by the records management manual, as may be amended from time to time, unless a longer retention period is required by state or federal law. District employees and Board members shall be responsible for adhering to the records management manual. Whenever the district is a party in litigation or reasonably anticipates being a party in litigation, Board members and district employees in possession of hard copy or electronic documents, email, voice mail and /or other evidence relevant to the litigation or reasonably anticipated litigation shall retain all such documents, emails, voice mails and other evidence until otherwise directed by the superintendent or designee. Documents and other materials that are not “records” required to be retained by district policy, the records management manual, or state or federal law, and are not necessary to the functioning of the district, may be destroyed when no longer needed. Examples include telephone message slips, miscellaneous correspondence not requiring follow­up or district action and emails/voice mails that do not contain information otherwise required to be retained by district policy, the records management manual, or state or federal law. District employees may be subject to disciplinary action for violation of this policy. Adopted: May 2014 LEGAL REF.: C.R.S. 22­32­101 through 22­32­109 C.R.S 24­80­101 et seq CROSS REFS.: EGAEA Electronic Communication GBJ Personnel Records and Files JRA Weld County School District RE­4 Student Records/Release of Information Concerning Students JRC Colorado Open Records Law

(Not listed in Exhibit E or Website)

JICH ­ Revision Ms. Trusler reviewed the changes made by legal counsel to this policy to include “drug paraphernalia” in the descriptions of events that will cause disciplinary action in regards to drugs and /or alcohol.

STUDENT USE, POSSESSION, AND ABUSE OF JICH ILLEGAL DRUGS AND ALCOHOL Page 1 of 4 Definitions “Drug” or “drugs” means all substances defined under the Uniform Controlled Substances Act of 1992, C.R.S. § 18­18­101, et. seq., as “drugs” or “controlled substances”, as well as counterfeit drugs and substances falsely represented as being drugs. “Drugs” shall include, but not be limited to, opiates, narcotics, cocaine, anabolic steroids, amphetamine and other stimulants, depressants, hallucinogenic substances and marijuana, and inhalants. “Legal drugs” means over­the­counter and prescription drugs, including vitamins and other dietary supplements that are properly possessed and used by the person for whom they are intended in accordance with all applicable district policies and regulations “Illegal drugs” means all drugs not defined herein as legal drugs. “Drug paraphernalia” means any machine, instrument, tool or device as defined in the Uniform Controlled Substances Act of 1992, C.R.S. § 18­18­426. “To possess” or “to be in possession” means to have illegal drugs, drug paraphernalia, or alcohol on ones’ personal property, locker, desk or other storage area within School and District jurisdiction. “Distributing”, “dispensing”, “selling”, “giving”, and “exchanging” shall include any means by which illegal drugs or alcohol are transferred from one person to another. There need be no use or intent to use the drugs or alcohol involved in the transfer. Because the unlawful possession and use of illegal drugs and alcohol is wrong and harmful, using, possessing, distributing, selling, giving, exchanging and being under the influence of illegal drugs or alcohol is prohibited in all Weld County School District RE­4 schools, on school grounds, at school sponsored activities, when students are being transported in vehicles dispatched by the School and/or District at any time during the calendar year, and off school property when such conduct has a nexus to School or any District curricular or non­curricular activity or event. Compliance with the standards of conduct set forth in this policy and the accompanying regulations is mandatory for all students. The regulations which shall guide the enforcement of this policy shall be in keeping with

applicable laws and shall be observed by all school personnel. Appropriate procedures shall be followed by all Windsor Charter Academy personnel in working with students who may: 1. Use or be under the influence of illegal drugs or alcohol on school grounds, at school sponsored activities, when students are being transported in vehicles dispatched by the School or District, or off school property when such conduct has a nexus to school or any District curricular on non­curricular activity or event. 2. Possess illegal drugs or alcohol, regardless of quantity, on school grounds, at

school­sponsored activities, when students are being transported in vehicles dispatched by the School or District, or off school property when such conduct has a

nexus to school or any District curricular on non­curricular activity or event. 3. Be engaged in acts of selling, purchasing, exchanging, or distributing illegal drugs or alcohol, regardless of quantity, on school grounds, at school­sponsored activities, when students are being transported in vehicles dispatched by the School or District, or off school property when such conduct has a nexus to school or any District curricular on non­curricular activity or event. STUDENT USE, POSSESSION, AND ABUSE OF JICH ILLEGAL DRUGS AND ALCOHOL Page 1 of 4 Definitions “Drug” or “drugs” means all substances defined under the Uniform Controlled Substances Act of 1992, C.R.S. § 18­18­101, et. seq., as “drugs” or “controlled substances”, as well as counterfeit drugs and substances falsely represented as being drugs. “Drugs” shall include, but not be limited to, opiates, narcotics, cocaine, anabolic steroids, amphetamine and other stimulants, depressants, hallucinogenic substances and marijuana, and inhalants. “Legal drugs” means over­the­counter and prescription drugs, including vitamins and other dietary supplements that are properly possessed and used by the person for whom they are intended in accordance with all applicable district policies and regulations. “Illegal drugs” means all drugs not defined herein as legal drugs. “Drug paraphernalia” means any machine, instrument, tool or device as defined in the Uniform Controlled Substances Act of 1992, C.R.S. § 18­18­426. “To possess” or “to be in possession” means to have illegal drugs, drug paraphernalia, or alcohol on ones’ personal property, locker, desk or other storage area within School and District jurisdiction. “Distributing”, “dispensing”, “selling”, “giving”, and “exchanging” shall include any means by which illegal drugs or alcohol are transferred from one person to another. There need

be no use or intent to use the drugs or alcohol involved in the transfer. Because the unlawful possession and use of illegal drugs and alcohol is wrong and harmful, using, possessing, distributing, selling, giving, exchanging and being under the influence of illegal drugs or alcohol is prohibited in all Weld County School District RE­4 schools, on school grounds, at school sponsored activities, when students are being transported in vehicles dispatched by the School and/or District at any time during the calendar year, and off school property when such conduct has a nexus to School or any District curricular or non­curricular activity or event. Compliance with the standards of conduct set forth in this policy and the accompanying regulations is mandatory for all students. The regulations which shall guide the enforcement of this policy shall be in keeping with applicable laws and shall be observed by all school personnel. Appropriate procedures shall be followed by all Windsor Charter Academy personnel in working with students who may: 1. Use or be under the influence of illegal drugs or alcohol on school grounds, at school sponsored activities, when students are being transported in vehicles dispatched by the School or District, or off school property when such conduct has a nexus to school or any District curricular on non­curricular activity or event. 2. Possess illegal drugs or alcohol, regardless of quantity, on school grounds, at school­sponsored activities, when students are being transported in vehicles STUDENT USE, POSSESSION, AND ABUSE OF JICH ILLEGAL DRUGS AND ALCOHOL Page 3 of 4 circumstances are such that the Executive Board elects to impose lesser punishment 2. Records of student drug or alcohol offenses noting date, type of offense, and discipline imposed shall be kept at the School. Such records will be forwarded to the next District school the student attends. 3. Violation of federal or state law will be grounds for referral to law enforcement authorities. II. Students who distribute, dispense, sell, give, or exchange illegal drugs or alcohol on school property, at school sponsored activities, when students are being transported in vehicles dispatched by the School and/or District, or off school property when such conduct has a nexus to School or any District curricular or non­curricular activity or event, will be handled in the following manner. 1. The student will be suspended from school in accordance with the procedures set forth in Policy JKD/JKE.

2. The principal or designee will conduct a conference with parent and/or police representative. 3. The principal shall recommend expulsion for up to a calendar year, pursuant to the procedures of Policy JKD/JKE. The sale, purchase or distribution of illegal drugs shall be grounds for mandatory expulsion. The sale or distribution of alcohol is also grounds for expulsion for up to a calendar year. 4. Violation of federal or state law will be grounds for referral to law enforcement authorities. III. The school administration will cooperate fully with local law enforcement agencies when investigations and searches related to illegal drug offenses are in progress. IV. Students and parents will be given a copy of the standards of conduct and sanctions involving drug and alcohol use, possession, and distribution. V. Information about the elements of the School’s alcohol and drug program is available to the membership in the School Office. Adopted by WCA: May 2001 Revised: July 2009 Legal References: 20 U.S.C. § 3221 (defines drug abuse education and prevention) 20 U.S.C. § 3224a (Drug­Free Schools and Communities Act) 20 U.S.C. § 7116 (Safe & Drug­Free Schools and Communities Act of 1994) C.R.S. § 18­18­102(3), (5), (13) (definition of “anabolic steroids”, “controlled substances”, and drug”) STUDENT USE, POSSESSION, AND ABUSE OF JICH ILLEGAL DRUGS AND ALCOHOL Page 4 of 4 C.R.S. § 18­18­407 (2) (crime to sell, distribute or possess controlled substances on or near school grounds or school bus) C.R.S. § 22­32­109.1 (2)(a)(VII) (policy required as part of safe schools plan) C.R.S. § 22­32­106 (1)(d) (mandatory expulsion for sale of drug or controlled substance)

JLCD ­ Revision Ms. Trusler reviewed the changes to this policy to

include wording for students to “self­administer” and carry their inhalers and Epi­Pens as outlined in the policy ADMINISTERING MEDICINES TO STUDENTS JLCD A significant number of school children have health problems that require the administration of medications during the school day. There are a number of reasons why students might require medications in school, including chronic conditions requiring

medication in order to benefit from classroom instruction; acute, but temporary, medical needs that require medicine during the school day, such as an antibiotic for an infection; or conditions that might require emergency medication, such as epinephrine for a bee sting or food allergy. To ensure safe and accurate administration of medications to all children, the school nurse will delegate and supervise the task of medication administration only to those staff members who have completed the approved Medication Administration Training. The term “medication” as used in this policy includes prescription and over­the­counter medications such as ibuprofen, acetaminophen, cough medication, vitamins, nutritional supplements, and/or homeopathic remedies. The school nurse or his or her designee may administer medication to a student only if the student’s parent/guardian has specifically requested such action and there is a reason to administer the medication when the child is at school. A written order from an individual who is licensed to prescribe medication must be on file in order to administer medication. Neither the school nurse nor his or her designee is permitted to administer medication unless: 1. The medication is in the original, properly labeled container. If it is a prescription medication, the student’s name, name of the drug, dosage, time for administering, name of the health care provider and current date must be printed on the container. 2. Written orders from the student’s health care provider are on file in the school stating: the student’s name; name of the drug; dosage; purpose of the medication; time of day the medication is to be given; the anticipated number of days it needs to be given in school; and possible side effects. 3. The parent/guardian provides written permission to the school to administer a prescription or over­the­counter medication. 4. School personnel keep an individual record of any medications administered by school personnel. The record shall contain: the student’s name; the name of the medication, dosage and route; the time medication was given; special instructions, if any; and the name and initials of the individual giving the medication. 5. Medication is stored in a clean, locked cabinet, refrigerator or container. ADMINISTERING MEDICINES TO STUDENTS JLCD Written authorization from the health care provider and parent/guardian must be submitted for each instance of illness requiring medication administration by school personnel, as well as for each new prescription and each dosage change. If medication must be continued from one year to the next, new written authorization from the health care provider and parent/guardian must be submitted at the beginning of the school year. Parents/guardians are responsible for providing all medications and supplies to the school. Medications must be delivered in original pharmacy or manufacturer­labeled containers. As described below, students who have been approved to carry and

self­administer their own medications may transport them to and from school. Colorado law provides immunity to any school employee who administers any medication to a student in accordance with written instructions from a parent/guardian if there is an adverse drug reaction suffered by the student as a result of dispensing such drug. Self­Carry Medications (Students Who Carry and Take Their Own Medication in the School Setting) A student with asthma, a food allergy, anaphylaxis or related, life­threatening condition may self­carry and self­administer medication(s). Self­administration of such medication may occur during school hours, at school­sponsored activities or while in transit to and from school or a school­sponsored activityStudents are prohibited from possessing or self­administering medical marijuana on school grounds or at any school

sponsored event. Students may carry and self­administer their own medication, such as an inhaler or epinephrine, provided that all of the following requirements are in place: 1. Written authorization from a licensed prescribing practitioner must be on file with the school stating the student’s name, the name, purpose, prescribed dosage, frequency, and length of time between dosages of the medication(s), to be self­administered; as well as a statement from the prescribing practitioner that the student is to carry and self­administer the medication and that the student has been instructed about the use and has the skill level necessary to use the medication and any device that is necessary to self administer the

medication as prescribed. 2.The school nurse or school administrator, in consultation with the school nurse, the student’s licensed health care practitioner, and the student’s parent/guardian collaborate to make an assessment of the student’s knowledge of his or her condition and ability to self­administer the medication and formulate a written treatment plan for managing asthma, food allergy, or anaphylaxis episodes of the student and for medication use by the student during school hours, at school­sponsored activities, and while in transit to or from school or school­sponsored activities. A treatment plan authorizing a student to possess and self­administer medication for asthma or anaphylaxis shall be effective only for the school year in which it is approved. The parent/guardian shall submit a new treatment plan annually or more often if changes occur in the student’s health or prescribed treatment. 3. Written permission from the parent/guardian must be on file with the school requesting that the student carry and self­administer the medication and a release of liability for any injury arising from the student’s self­administration of such medication. 4. Medication is to be properly identified and in its original pharmacy or manufacturer­labeled container. 5. A written contract between the school nurse, school administrator, the student, and the student’s parent/guardian must be on file with the school, assigning levels of responsibility to the student’s parent/guardian, student,

and school employees. 6. Authorization for a student to possess and self­administer medication to treat the student’s asthma, food or other allergy, anaphylaxis or other related, life­threatening condition may be limited or revoked by the school principal or designee, after consultation with the school nurse and the student’s parent/guardian, if the student demonstrates an inability to responsibly possess and self­administer such a medication. A structured plan will then be developed for the administration of medication. 7. A student shall report to the school nurse or designee or to some adult at the school immediately after the student uses an epinephrine auto­injector during school hours. Upon receiving the report from the student, the school nurse, designee, or other adult will provide appropriate follow­up care to the student, which shall include making a 911 emergency call. 8. Student possession, use, distribution, sale or being under the influence of medication inconsistent with this policy shall be considered a violation of Board policy JICH Student Involvement with Drugs and Alcohol any may be subject to student disciplinary consequences, including suspension and/or expulsion. Disposal of Medications ADMINISTERING MEDICINES TO STUDENTS JLCD Page 4 of 4 Medications that are no longer needed at school and have not been picked up by the parent/guardian, once notified by school staff, will be disposed of. It is the responsibility of the school nurse or designated school employee to dispose of medication. Should school personnel be required to dispose of medication, one witness must be present and school personnel must document the disposal, including the signatures of the individual disposing of the medication and the witness. Preventive Measures Preventive measures, such as sunscreen, insect repellent, diaper ointment, and cough drops, may be used with written parental permission only. School personnel shall not recommend or require the use of a psychotropic drug for any student. School personnel shall not require a test for a child’s behavior without prior written permission from the child’s parent(s) or guardian(s) and prior written disclosure as to the disposition of the result or testing. School personnel who have concerns about a child’s behavior should discuss those concerns with the parent or legal guardian and may suggest that the parent or legal guardian speak with an appropriate health care professional about the child and the behavior concerns.

Revised: August 1987 November 1991 September 1997 September 2004 February 2005 February 2006 May 2014 Legal Refs: C.R.S. 22­1­119 C.R.S. 12­38­132 C.R.S. 22­1­119.5 C.R.S. 22­2­135 C.R.S. 24­10­101 1CCR 301­68 6 CCR 1010­6, Rule 9­105 CROSS REF.: JICH, Student Involvement with Drugs and Alcohol JKE/JKD Suspension/Expulsion of Students JLCE Medical Emergencies and First Aid

EHB­R Deletion Ms. Trusler explained the deletion of this policy as the procedures are now outlined in policy EHB Records Retention.

(Not listed in Exhibit E or website)

The preceding policies were reviewed by the board to understand latest policy changes. 6.0 Old Business (8:30 ­ 8:45)

6.1 A Year at a Glance

Month District Board Meeting Representative

Completed Board Modules

Action Items

June Module 18­20 Finalize plan Induction for new board members

2nd read on annual budget—approve and send to the district

July Feyen Module 21­23 Review strategic goals & UIP goals Review and revise crisis plan Complete Induction for new board

members

August Mader Module 24­26 Review strategic goals & UIP goals Administrator evaluation plan Designate board meeting posting

location

September Wining Module 27­29 Review strategic goals & UIP goals Set date and plan for November’s Parent

Membership Meeting

October Bartmann Module 30 Review strategic goals & UIP goals Finalize plan for Parent Membership

Meeting

November Kenney Module 1­3 Review strategic goals & UIP goals Review of completed financial audit Parent Membership Meeting

December Plechaty Module 4­5 Review strategic goals & UIP goals

2015 Calendar Year

January Seyboldt Module 5 Review strategic goals & UIP goals Annual board assessment Approve calendar and submit calendar to

district 1st read on salary and stipend schedule

February Feyen Module 6­8 Review strategic goals & UIP goals 2nd read on salary and stipend schedule Set date and plan for Parent Membership

Meeting in April Appoint election committee

Plan to share responsibilities Determine appropriate modules Set date for election, public speaking

opportunities

March Mader Module 9­11 Review strategic goals & UIP goals Teacher contracts distributed the week of

March 24th 1st read on parent and staff handbooks Finalize plan for Parent Membership

Meeting in April

April Wining Module 12­14 Review strategic goals & UIP goals 1st read on annual budget 2nd read on parent and staff handbooks Signed teacher contracts are due the

week of April 7th, 14 days after distribution

Host Parent Membership Meeting

May Bartmann Module 15­17 Review strategic goals & UIP goals Set a data plan for Induction for new

board members Board elections

6.2 Board Accountability for Professional Development through Training Module

Modules John Bartmann

Heather Kenney

John Feyen

Kim Seyboldt

Wayne Plechaty

Laura Wining

Carolyn Mader

Becky Teeples

Jeremy Shriner

1: Self­Assessment

2: Legal & Policy Issues

3: Board Member Contact

4: Structure & Responsibilities

5: Holding Productive Meetings

6: Promoting Vision & Mission

7: Strategic Planning

8. Special Education

9. Board Financial Oversight

10. Charter School Finance

11. Policy Development

12. Board Relationships

13. Pitfalls to Avoid

14. Charter School Waivers

15. Data Driven Decisions

16. Accountability & Assessment

17. Sunshine Law

18. Selecting, Reviewing, Assessing

19. Professional Development

20. Renewal & Accreditation

21. Grant Writing

22. Communication

23. Charter School Act

24. Effective Committees

25. Board Officer Responsibilities

26. Parental Involvement

27. Capital Improvement

28. Fund Development Resources

29. Needs Assessment

30. Additional Best Practices

6.3 Assistant Principal

Moving from “TOSA” terminology to an Assistant Principal term. The job description and salary remains the same as for the TOSA. Motion to change "TOSA" terminology to Assistant Principal terminology by Feyen. Second by Plechaty. Carries unanimously. 7.0 New Business (8:45 ­ 9:00)

7.1 Consent Agenda Resignations

Janell Meyer: Middle School Science Robynn Tello: Spanish

Appointments Audrey Bacon: Paraprofessional / Lunchroom Supervisor Margaret McMahon: Paraprofessional Jessica Bush: Paraprofessional Lara Holt: Middle School Science Gil Douville: Middle School English Jeremy Schriner: Assistant Principal Anna Knudson: Accountant Motion to approve consent agenda made by Plechaty. 2nd by Feyen.

7.2 Board Member Resignation Motion to accept Courtney Guck's resignation by Feyen. 2nd by Plechaty. Motion carries unanimously.

7.3 Charter Application Motion to accept by Wining. 2nd by Feyen. Motion carries unanimously.

7.4 Character Education Program 8.0 Strategic Monitoring 8.1 Current Strategic Plan Monitoring 8.2 Upcoming Strategic Plan Monitoring 9.0 Executive Session (9:00 ­ 10:00) A Board of Education, upon the affirmative vote of a quorum present, may convene in executive session at a regular or special meeting. The Board is not allowed to adopt any proposed policy, resolution, regulation, or take

any formal action at an executive session that is not open to the public. Prior to convening in executive session, the Board is required to refer to the specific citation to statute authorizing it to meet when it announces the session. The Board may hold an executive session to:

∙ Conduct discussions regarding the purchase, acquisition, lease, transfer or sale of property C.R.S. §24­6­402(4)(a) ∙ Conduct conferences with the School’s attorney for the purpose of receiving legal advice on a particular matter, C.R.S. §24­6­402(4)(b) ∙ Discuss matters which are required to be kept confidential by federal or state law, rules or regulations. In such cases, the Board must announce the specific citation of the law, rule, or regulation which provides for confidentiality, C.R.S.§24­6­402(4)(c) ∙ Discuss security arrangements or investigations, C.R.S. §24­6­402(4)(d) ∙ Conduct discussions regarding the School’s position, strategies, and bargaining instructions regarding collective bargaining negotiations, C.R.S. §24­6­402(4)(e) ∙ Discuss personnel matters, subject to the limitations discussed below. If the employee who is the subject of the discussion desires the discussion occur in open meeting, the discussion must be held in open meeting, C.R.S. §24­6­402(4)(f) ∙ To consider any documents which are protected from disclosure by the Colorado Open Records Act, C.R.S. §24­6­402(4)(g) ∙ Discuss individual students where public disclosure would adversely affect the person or persons involved, C.R.S.§24­6­402(4)(h)

10.0 Adoption of Minutes/Adjourn (10:00)

Motion to adjourn by Plechaty. 2nd by Wining. Meeting adjourned. at 8:40pm