Board reviews narrow revision to policy 6800 to allow outside groups on campus under MOA

Dr. Crane opened the work session and read the paragraph of policy 6800 that the staff recommends revising: "Clubs and organizations established and sponsored by outside agencies or groups shall not be considered school clubs and shall not function on school grounds or during the school day unless authorized by the principal." Dr. Crane said staff placed the recommended revision and a new R&P section C on tonight’s action agenda and will request a waiver of the second reading so the change could be effective immediately if the board votes to adopt it.

Ms. Posey, the district staff member who walked the board through the new R&P, said the addition clarifies how outside organizations may work with schools. The R&P and the board-approved memorandum of agreement (MOA) template define the activity’s purpose and the respective responsibilities of the school and provider, require appropriate criminal background and sexual-offender registry checks for adults interacting with students, and require the outside organization to carry general liability insurance and workers’ compensation if applicable. Ms. Posey said the MOA includes termination clauses and a routing and review process that involves the school principal, area superintendent, the chief of staff, risk management, finance and legal review before a final agreement is executed.

Board members pressed staff on scope and process. Several trustees asked whether the R&P would treat student‑initiated clubs differently from outside organizations that bring programming onto campus. Staff said student-initiated, non‑curricular groups remain subject to policy 6801 (student-initiated groups) and the district’s school‑sponsored/activities policy (model 3620/6800 family), while the 6800 R&P change specifically governs outside agencies that organize and operate activities on campus. Staff said the revision was intended to remove insurance or wording barriers (for example, for NICA/Nike bike-club sponsorships) that had previously prevented some outside-sponsored activities from taking place on school property.

Trustees also raised concerns about the principal’s role as the initial gatekeeper. Several board members asked whether a principal’s denial effectively ends consideration for a proposal; staff said the principal initiates the approval process but routing through area superintendents and the chief of staff provides oversight and an opportunity for appeal or further review when a principal declines to authorize an MOA. Staff committed to additional guidance to principals and to taking policy refinements and an appeals process to the policy committee for June review.

On risk and insurance, staff and trustees discussed the district’s risk tolerance. Ms. Posey said general-liability minimums typically start at $1 million for many MOAs and can be higher for transportation or other specialized services; she noted some MOAs in practice have required limits up to $3–5 million depending on the activity. Staff emphasized that risk management provides recommendations but that final decisions about acceptable risk sit with the superintendent and the board.

Staff recommended placing the R&P on tonight’s action agenda with a waiver of the second reading and promised a follow-up to the policy committee to harmonize references across 3620, 6800 and 6801 and to clarify appeal routes for families and students. The board agreed to allow staff to move the MOA language forward quickly so vetted outside‑sponsored clubs that meet requirements can begin planning for next year while policy work continues.

Ending — The board directed staff to include the R&P on the action agenda with the waiver request, circulate implementation guidance for principals, and return to the policy committee in June to refine definitions and appeals language.