Board of Education: Board Policy Meeting

Josh Daniels, Chair
Ty Alper, Director

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1. Call to Order/Approve Agenda
2. Public Comment
3. Approve Board Policy Meeting Minutes for September 22, 2016
4. Community Process for Facilities  – Action (15min)
5. AR5144.3: Expulsions and AR5144.1: Suspension Due Process—Action (45min)
6. AR on Communication Protocols for Threats to Groups—Discussion (30 min)
7. Social Media/Communications Policies – Discussion (15 min)
8. Update Board Policy Calendar – Action 

Board Policy Subcommittee Minutes
Room 126
September 22, 2016
4:00-4:30pm

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Director Daniels called the Policy Subcommittee Meeting to order at 4:00pm.

Roll Call
Josh Daniels, Chair – Present
Ty Alper, Director – Present
Donald Evans, Superintendent – Present by phone
Lyz Chairez, Recorder – Present 

Approval of Agenda.
Motion to approve meeting agenda:
Alper/Daniels and approved 2-0. 

Approval of Minutes
Motion to approve minutes for September 9, 2016:
Alper/Daniels and approved 2-0 

Public Comment
No public comment

ACTION:

BP 6200: Adult Education
Principal Tom Reid presented a revised version of BP 6200 – Adult Education to include language about student fees as required by FPM.

Motion to approve revised BP 6200:
Alper/Daniels and approved 2-0. 

DISCUSSION:

Communications/Social Media Policy
Director of Communications and Public Relations, Natasha Beery presented a number of outdated policies related to media relations and communication with the public, and brought up the need to develop policies regarding media and technology permissions for students and staff.

Daniels asked Beery to present revised draft policies for discussion at the next policy meeting. 

Policies to address at the next policy meeting on October 14:
Community process for facilities
AR on expulsion
AR on communication protocols for threats to groups
BP regarding media and technology

Motion to approve updates to policy calendar:
Alper/Daniels and approved 2-0.

Meeting adjourned at 4:25p.m.

BERKELEY UNIFIED SCHOOL DISTRICT

TO:          Policy Committee
FROM:        Timothy E. White, Executive Director of Facilities       
DATE:        October 14, 2016
SUBJECT:  Community Engagement Process to Improve Construction Design Review and Approval Process

BACKGROUND INFORMATION:

A number of times in the recent past, the Board has discussed improving its construction design review and approval process.  A number of improvements were made by Cabinet in the spring of 2013. Community feedback suggests that additional improvements are needed.  Staff had originally planned to propose an Administrative Regulation, but no corresponding Board Policy exists, so staff is proposing procedures until such time as the Board adopts a Policy. 

Please see the attached proposed procedure as an informational item.  Also attached to the proposed procedure is a document prepared and approved by the Construction Committee which addresses the same subject.  In addition to the procedure, plans are being made for regular internal updates to ensure that Principals are aware of construction plans, and can in turn inform their communities of plans and opportunities for feedback. 

This procedure does not govern all projects in the Facilities Plan. Some small projects that replace a single system such as a roof or heating system would not be subject to the regulation.

POLICY/CODE:
None

FISCAL IMPACT:
There will be some additional mailing and signage costs which will be absorbed in the construction project budgets. 

STAFF RECOMMENDATION:
Review and comment on the Procedure for Construction Design Review and Approval.

 
Procedure

Community Engagement Process for Construction Design Review and Approval

For all projects which involve new construction, significant grounds improvements, or facilities modernizations that would affect the community, the Superintendent or designee shall: 

1. Meet with the Principal or Site Manager to identify the major components and basic schedule of the proposed project;
2. Hold an informational meeting at the site.  That meeting should be noticed in the school community and sent to the City Council Member in whose district the project is located.  The purpose of the informational meeting is to explain the project in broad terms and to solicit Site Committee Members if the project is of a scale to have a Site Committee.  These first two meetings should ideally occur no less than 45 days before the second community meeting;
3. Review the establishment of a Site Committee. The Principal shall propose Site Committee Members.  Site Committees should include all major constituents, including the Principal, teaching and classified staff (3-4 total), parents (2-3), community members (2-3) and possibly a student.  It is anticipated that the Committee members will help to communicate with other community members about the project. On select projects, the Site Committee will be involved in architect selection. The proposed Site Committee will be reviewed by the Superintendent’s Cabinet to assist the Principal in developing a representative group;
4. Encourage the Principal to communicate with their communities via their e-trees and other bulletins;
5. Publish a list of all Site Committee and Community Meetings concerning the design and approval of construction projects on the District website;
6. Prepare an announcement board to be posted on the site.  That posting should be similar to the City notification, and it will include the:
   1. Name of project;
   2. Project location;
   3. Project description;
   4. Project history;
   5. Site Committee formation;
   6. Project Meetings, meeting location and goals for those meetings;
   7. BUSD approval date;
   8. Project Schedule, including planned Board approval date;
   9. Project Contact, including web site URL for further information.
7. Hold a second community meeting for project input prior to the final Site Committee Meeting.  The goal of this meeting is to present the project at 90% schematic design and solicit community feedback of the proposed design.  This meeting must be publicized through the school community, through the local City Council Member, and via a mailing for neighbors within 300 foot radius of the school.  Notification shall be sent out no more than 1 month before this meeting and no less than 2 weeks before the meeting.
8. Plan for a presentation to be taped prior to Board approval.  The presentation may be done in conjunction with the Bond Advisory Committee.  That presentation shall be available on the District web site no later than when the Board packet is published.  Only by exception will a presentation be held at the Board. 
9. Ensure that the Board reviews and approves the schematic design.
10. Return the plan to the Board for a supplemental approval if there are significant changes to the project after the initial Board approval.

Documents are forthcoming.