No one in attendance

No one in attendance

The Board discussed establishing a standardized process for policy oversight, including creating a master review schedule to ensure compliance throughout the fiscal year. A draft policy inventory spreadsheet was presented that categorizes policies by required or recommended status, includes last adoption dates, and identifies external and internal locations. The Board discussed moving from an alphabetical listing to a categorized and potentially numbered indexing system to improve organization and accessibility. Additional columns were requested to include recommended review frequency and projected next review dates to better manage workload and prevent policy backlogs. It was noted that most policies should be reviewed at least every two to three years, with certain policies requiring annual review. The importance of documenting all revision dates on policies moving forward was emphasized. The Board also discussed maintaining a standardized template and clarifying the internal review process for drafting, legal review, and Board approval of policies.

The Committee initiated a comprehensive review of the CWCS bylaws, which were last amended in 2019, to ensure compliance with current California Education Code, the Brown Act, nonprofit law, and charter requirements. It was reported that legal counsel is currently reviewing the bylaws, and the Committee agreed to incorporate its feedback before advancing revisions. Proposed updates discussed included compliance adjustments related to SB 126 and teleconferencing laws, gender-neutral terminology changes, clarification of officer titles, ethics training requirements, transparency provisions, and documenting revision dates moving forward. The Committee also discussed clarifying governance roles to better distinguish responsibilities between the Board and the Executive Director, including defining powers reserved exclusively to the Board. Additional refinements included updating meeting location requirements for multi-site operations and removing outdated terminology. Members emphasized the importance of strengthening governance language to prevent ambiguity and ensure accountability. No action was taken, and the Committee will await legal feedback before making recommendations to the full Board.

The Board discussed revisions to the Employee Relocation Policy and agreed that, at this time, the language from the November 21, 2025 memo will remain in place as interim guidance within the Employee Handbook. The relocation notice requirement will be updated to require a minimum of 60 days’ written notice, and minor language corrections will be made for clarity and consistency. The Board confirmed that the policy will reside in the Employee Handbook rather than as a standalone policy. Members discussed the need to consult legal counsel regarding multi-state employment compliance, payroll, tax, workers’ compensation, and associated cost implications. A cost analysis of current out-of-state employees will be requested to better understand financial and operational impacts. The Board identified key policy considerations, including geographic boundaries, grandfathering of current employees, pay scale implications, time zone expectations, travel reimbursement, and position classifications. Formal policy options will be developed for future Board consideration, and the interim memo language will remain in effect until a final policy is adopted.

The Board discussed the desire to review and update the truancy, suspension and expulsion, and independent study policies, noting that some have not been updated for a couple of years and are not fully aligned. The Board committee recommended that these policies be initially reviewed by the Executive Director and legal counsel to ensure accuracy and compliance before coming to the Board for discussion. The Board will rely on the most current guidance from the attorney during the annual review process in August and September.

The next Board meeting is scheduled for May 12th from 8:30 to 10:00 a.m. The agenda will include updates on the truancy, suspension and expulsion, and independent study policies, as well as progress on the out-of-state employee policy.  Finally, the updated bylaws from YMC will also be included for review once they are returned.