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Welcome and Review of Minutes

Facilitator Dick Withycombe welcomed committee members. The committee adopted as submitted the September 6 meeting minutes; these will be added to the committee’s OneNote notebook and posted on the district website.

Review of Activities by Category

Executive Director of Schools John Harrison and District Director of Athletics and Activities Jeff Lowell reviewed the chart they had prepared to display student activities by type. All of these activities fall within the committee’s charge.

  • Athletics: Washington Interscholastic Activities Association (WIAA) and non-WIAA approved sports
    • Examples: basketball and softball (WIAA); lacrosse, water polo, and badminton (non- WIAA)
    • Non-WIAA sports are self-funded. Generally speaking, the full cost is borne by students and families; therefore these sports rely on donations to a significant
  • Co-curricular Programs: Associated Student Body (ASB) and non-ASB
    • Examples: music groups, DECA, art club, leadership or Link Crew (ASB); music groups (non-ASB)
    • These programs are linked to classes; some activities may take place during the school day; and students may be required by teachers to
  • Non-curriculum related groups: ASB clubs and student-led groups (SLG)
    • Examples: Junior Statesmen of America, service clubs, International Club, Robotics (ASB); Black Student Union (SLG)
    • These programs are not linked to classes. The district may be required to offer these activities, but students are not required to participate and do so on their own
    • They are generally funded through fundraising activities, fees, and
  • Activities delivered by outside providers: Memorandum of understanding (MOU) required; commonly funded by PTSAs at the elementary level
    • Examples: SPONGE language class, Coding for Kids, Jubilee Reach (middle school and elementary school), Chess for Life, Spanish (
    • The district does not usually receive money to support these activities, but donors may provide funding or equipment to support them at the school
    • Jubilee Reach, which offers after-school activities, as well as mentoring and supervision during the school day, provides equipment other school activities also

In the course of this conversation, the subject of outside, online fundraising firms came up. These vary, some providing services to school-based organizations without charge, others taking as much as 27 percent of proceeds. There are also issues related to the use of district and school logos and to the wording of fundraising appeals. Dick reminded the committee they may raise issues outside their charge if they feel they have discovered something the board needs to be aware of.

The committee considered adding a column to the activities chart for curricular programs, such as those supported by Microsoft. The resolution of this conversation was to ask John to update the last paragraph of the revised board charge to clarify the kinds of activities to be covered.

Clarification of Charge

As requested by the committee, John sought clarification of the committee charge from the board’s policy committee. This clarification is reflected in the addition of a paragraph to the earlier Phase II charge stating that, although the focus is on activities and athletics, the policy committee assumes some recommendations will be more broadly applicable and is willing to consider recommendations that are not specific to activities and athletics. The revised charge will be added to the OneNote notebook.

Review of Policy 6114

The committee reviewed the district’s existing donations policy and suggested revisions for the subcommittee that will draft a revised policy for review in October.

  • Introductory paragraph: Replace “PTSA’s, P-FO’s, and other citizens and non- governmental agencies” with “”individuals and organizations.” (This cleans up the language and affirms the recommendation of the Phase I donations )
  • Paragraph A: Revise this sentence to read “Donations may be used only for purposes consistent with school board policies/procedures and with state and federal law.” (This identifies the school district as the first authority, with the understanding that there is a legal hierarchy that might apply in specific )
  • Paragraph B: Revise this sentence to read “Prior to dispersal, specific authorization must be obtained from the superintendent or his/her designee.” (The Phase I committee wanted to make explicit the right to decline a gift, a change some members of the current committee also support. A second issue raised in today’s discussion was the distinction between receiving and dispersing the money. The donation authorization form is not always completed prior to receipt of funds. Changing the language from “receipt” to “dispersal” allows the district to return gifts ultimately deemed inappropriate. The drafting subcommittee will review examples from other school districts and nonprofit organizations for language that addresses these )
  • Paragraph C: Delete “to individual(s) or groups” in the first sentence and “from the individual(s) or donating group” in the second. (This cleans up the )
  • Paragraph D: No suggested
  • Paragraph E: No suggested revisions. (It is understood that this language reflects board policy on the funding of certificated staff )
  • Last paragraph: Add “designed to ensure compliance with this policy” after “procedures.” Replace “quantity” with “monetary value.” (This language requires the superintendent to develop clear procedures and creates a more meaningful basis for reporting )

John will place the draft revision of policy 6114 in the OneNote notebook, allowing committee members both to see other people’s comments and to enter their own before the next meeting. Jeff requested that, rather than wordsmith the draft, people describe their concerns and suggestions so people drafting the revision can better understand and synthesize multiple comments.

Next Meeting October 24

The next meeting will be Tuesday, October 24 (4:15 p.m. to 6:15 p.m.) at the district office. Committee members will review the draft of the revised donations policy and the current donations procedure within the framework of the clarified charge. They will also begin to identify stakeholder groups and engagement strategies.