Regular Meeting of the Board of Directors Minutes

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November 3, 2011• No tice o f Re gular Me e ting o f the Bo ard o f Dire cto rs Agenda

I . O PENI NG

A. Call to O rder (7:00) B. Verse

C. Roll Call and Establishment of Q uorum

I I . PUBLI C CO M M ENT (7:05) This portion of the meeting is set aside for members of the audience to make comments or raise issues that are not specifically on the agenda or for those that are on the agenda. These presentations are limited to three (3) minutes per presentation and the total time allotted to non- agenda items will not exceed fifteen (15) minutes.

I I I . O PEN SESSI O N

A. Communications (7:20)

1. Board M ember Q uestions, Comments, Clarifications of the Agenda 2. Approval of M inutes: 10.20.11

3. Executive Director Report B. Financial H ealth

1. Cash Balance from SCO E (action) C. Board Development

1. Presentation on Waldorf Education (Julie Yarnall) D. Governance (8:00)

1. Dress Code Policy and Administrative Regulations (act ion) 2. Risk M anagement Policy (action)

3. Employee Safety Policy (action)

4. I njury and I llness Prevention Program Administrative Regulations (action) 5. Small Contract Authorization (action)

6. Employment Conflict of I nterest Policy (action) 7. Board Development M andate (action)

8. Committee Development Process (discussion) 9. Grades Configuration Policy (discussion)

E. Report I tems not covered in Packet: can include appreciations and reports from ad - hoc committees

I V. CLO SED SESSI O N (9:00)

A. Conference with Labor Negotiator

1. Agency Designated Representative: M atthew M organ, Executive Director 2. Employee O rganization: Live O ak Teachers Association

V. O PEN SESSI O N

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October 20, 2011 w Regular Meeting of the Board of Directors

Minutes

I. OPENING

A. Call to Order (7:07) B. Verse

C. Roll Call and Establishment of Quorum

Present:

Debbie Elam (DE) Tom Gallup (TG Cliff Schlueter (CS) Bobbie Smith (BS) Metha Singleton (MS) Rachel Kaplan (RK) Julie Yarnall (JY)

Also present: Matthew Morgan (MM), Executive Director

II. PUBLIC COMMENT (7:08)

A parent expressed a desire to provide up to 10 hours a week towards

establishing and staffing a counseling program at the school - more information is provided in the Executive Director's report.

III. OPEN SESSION

A. Communications (7:12)

1. Board Member Questions, Comments, Clarifications of the Agenda

No questions, comments, or clarifications

2. Approval of Minutes: 10.06.11

• RK moved to approve - all approved

3. Executive Director Report

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4. Transition Team Report

MS reviewed the committee's report, highlighting the proposed Small Contract Authorization policy, the Employment Conflict of Interest Policy, and some additions to the annual survey that the committee will conduct later this year.

5. Exit Interview Report

RK reviewed her report on the results of her exit interviews with families that have left the school since Spring 2011.

B. Financial Health (7:35)

1. FOLOCS Report

BS reviewed the FOLOCS 1st Quarter Financial Report.

BS explained how the percentage of pledge participation, which is currently 48%, generally increases as the year progresses.

The question was posed regarding whether the school community's socioeconomic demographic could support a robust pledge program.

MM said that according to the records, this information has not generally been gathered or reported in a consistent manner before - i.e. the free and reduced lunch eligibility data

2. Annual Audit (action)

TG mentioned that it has been a good year with no major issues

MM mentioned that one area for improvement was around the timely processing of reimbursements

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3. Monthly Financials: September (action)

TG reviewed the document with the Board. It was explained that there have been several adjustments made and funds shifted since the budget was adopted, causing some of the budget lines to read inaccurately but that these discrepancies will be cleared up in the 1st Interim Report in December.

MM mentioned that there may be a need to change the date of the second

December meeting in order for the board to approve the 1st Interim Report in time for submission.

MM also explained that the last of the private class accounts have been closed.

• TG moved to approved - all approved

C. Governance (8:14)

1. Dress Code Implementation (discussion)

MM explained the rationale of having both Board Policy and Administrative Regulations.

The reformatted policy and regulations will be brought back for approval in November.

DE questioned the timeline for implementation.

MM suggested that the most natural time would be after the winter break

TG questioned if language around staff enforcement should be mentioned.

It was felt that this was not appropriate in either of the documents but that it would be addressed separately.

2. Safety and Risk Management Policy Revision (discussion)

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3. Small Contract Authorization (discussion)

MS presented the policy.

TG suggested the inclusion of a timeframe for reporting contracts to the Board - within 30 days or the next Board meeting.

4. Employment Conflict of Interest Policy (discussion)

MS presented the policy.

JY shared her concern that this policy would limit a practice that has the potential to be very beneficial for children. JY explained the goal of the relationship between the teacher and assistant in the Waldorf kindergarten was to replicate the archetypical husband/wife marriage and family environment.

Discussion continued and it was pointed out that the policy contained the provision for exceptions to be discussed and reviewed

The suggestion was made to have a different body, other than the board, hear and decide requests for exceptions.

D. Report Items not covered in Packet: can include appreciations and reports from ad-hoc committees

DE brought up some ideas from the Board Development Committee, which recently met.

IV. CLOSED SESSION (9:05)

A. Public Employee Performance Evaluation: Class Teachers B. Conference with Labor Negotiator

1. Agency Designated Representative: Matthew Morgan, Executive Director 2. Employee Organization: Live Oak Teachers Association

V. OPEN SESSION

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I . O pening and Check- in (12:30 p.m.)

Committee M embers present: D ebbie Elam, M ark Escalera, Julie

Yarnall

I I . No public comment

I I I . Reviewed the committee’s mandate and made some small revisions. We would like to bring on at least one additional member with some marketing experience and skills.

I V. D iscussed Annual Training and D evelopment Plan

 The committee will research the meeting schedules of the Boards of the other Waldorf charter school and bring those back to the next meeting.

 Discussed the logistics for Board presentations on “M y Waldorf M oment” or “What Waldorf means to me.” The committee would like to have teachers present monthly to the Board on this theme, but others would also be

encouraged.

V. D iscussed recruitment needs: We have 2 open seats, one two- year term and one three- year term, and the terms of four current

members of the board will expire this coming June. The

committee recommends holding mid- year elections in January and will discuss the logistics of this at its next meeting on November 15 at 12:30 in Julie’s classroom.

VI . Adjournment (1:30)

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Director’s Report

November 3, 2011

Middle School Improvements

On the governance front, students will be nominating 3 representatives and rotating alternates from each grade (6,7,8) to the student council during the week of November 7-11. The first meeting will be held November 15. Alex Boshell is exploring options to bring an after school sports program to the school for the spring semester. We will likely be teaming up with local Waldorf schools to provide league play, though there is an option to participate in a small middle schools league in the North Bay. For the 8th grade trip, we are looking at outdoor ed options in the north bay. One option could include the Point Reyes backpack as described in the middle grades improvement plan. Parents were receptive to both options and several parents and staff are exploring what is available.

Contamination Update

Testing on the garden resulted in negative findings for targeted contaminants. Both apple and olive fruit were tested. The remediation process itself has been delayed to mid-December. Harvesting from the garden may resume, though garden placement is still under discussion.

Student Culture Program Development

We had our circle demonstration with Restorative Resources and will be discussing the experience at the next faculty meeting. The faculty is generally supportive of a consistent circle/class meeting format for holding the day to day maintenance of social relationships in the classroom. In addition, work on a school wide positive behavior program rooted in strategies from Building Effective Schools Together (BEST) is continuing. Staff has been identifying key elements of positive personal behavior necessary for a healthy student community. We will use these elements as cornerstones of a life skills education program throughout the school.

Website

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Development and Finance Committee Mandates

Attached are the drafts of the development and finance committee mandates. I will be bringing these to the next Executive Committee meeting, though drafts are attached.

Student Information System

We are still waiting for confirmation of our E-Rate certification. Last estimate from PCS was end of November. After that there will be a bid process to supply the service. As AT&T is the only possible bidder, this is a formality, but it will delay the process by at least another week. I do not expect to see the connection made until early January. Even then, it may be a couple of weeks to get a network implementation to cover the campus and provide access to the fiber connection to the office where we will ultimately be using AERIES and MUNIS.

Homeschooling

Updated information from Rainbow is being used to prepare a more detailed financial picture from implementing such a program; I would expect to have a proposal ready for the boards consideration by the December 1 board meeting.

Seeds Program/Counseling Internship

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Analytical Sciences

October 25, 2011

Andy Rodgers

ECON

Sebastopol, CA 95472 241 S. Main Street

Mark A. Valentini, Ph.D.

Laboratory Director Dear Andy,

Enclosed you will find Analytical Sciences' final report 1101403 for your 301 Payran - Live Oaks School project. An invoice for this work is enclosed.

Should you or your client have any questions regarding this report please contact me at your

convenience. We appreciate you selecting Analytical Sciences for this work and look forward to serving your analytical chemistry needs on projects in the future.

Sincerely,

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Analytical Sciences

Report Date: October 25, 2011

Laboratory Report

Project Name:

Lab Project:

301 Payran - Live Oaks School 1101403

This 7 page report of analytical data has been reviewed and approved for release.

Mark A. Valentini, Ph.D.

Laboratory Director Andy Rodgers

ECON

Sebastopol, CA 95472 241 S. Main Street

P.O. Box 750336 Petaluma, CA 94975-0336 Telephone: (707) 769-3128

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Compound Name

Lab# Sample ID Result (mg/kg) RDL (mg/kg)

TPH Gasoline

Gasoline

1101403-01 A1 ND 1.0

Date Analyzed: Method: QC Batch: 10/14/11 10/14/11 10/18/11 EPA 8015 B009733 Date Sampled: Date Received: Compound Name

TPH Gasoline

Gasoline

1101403-02 A2 ND 1.0

TPH Gasoline

Gasoline

1101403-03 OL1 ND 1.0

TPH Gasoline

Gasoline

1101403-04 OL2 ND 1.0

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Compound Name

Lab# Sample ID Result (µg/kg) RDL (µg/kg)

Volatile Hydrocarbons by GC/MS

Benzene

1101403-01 A1 ND (AC) 2.0

Toluene ND 2.0

Ethylbenzene ND 2.0

m,p-Xylene ND 2.0

o-Xylene ND 2.0

Surrogates Result (µg/kg) % Recovery Acceptance Range (%)

70-130

Dibromofluoromethane 62.3 125

70-130

Toluene-d8 58.1 116

70-130

4-Bromofluorobenzene 57.0 114

Date Analyzed: Method: QC Batch: 10/14/11 10/14/11 10/18/11 EPA 8260B B009804 Date Sampled: Date Received: Compound Name

Volatile Hydrocarbons by GC/MS

Benzene

1101403-02 A2 ND (AC) 2.0

Toluene ND 2.0

Ethylbenzene ND 2.0

m,p-Xylene ND 2.0

o-Xylene ND 2.0

70-130

Toluene-d8 62.0 118

70-130

Date Analyzed: Method: QC Batch: 10/14/11 10/14/11 10/18/11 EPA 8260B B009804 Date Sampled: Date Received:

Page 3 of 7

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Compound Name

Volatile Hydrocarbons by GC/MS

Benzene

1101403-03 OL1 ND (AC) 2.0

Toluene ND 2.0

Ethylbenzene ND 2.0

m,p-Xylene ND 2.0

o-Xylene ND 2.0

70-130

Toluene-d8 50.8 102

70-130

Date Analyzed: Method: QC Batch: 10/13/11 10/14/11 10/18/11 EPA 8260B B009804 Date Sampled: Date Received: Compound Name

Volatile Hydrocarbons by GC/MS

Benzene

1101403-04 OL2 ND (AC) 2.0

Toluene ND 2.0

Ethylbenzene ND 2.0

m,p-Xylene ND 2.0

o-Xylene ND 2.0

70-130

Toluene-d8 48.5 95

70-130

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Quality Assurance Report

Result Limit Reporting

Units Level Spike

Result Source

%REC

%REC Limits RPD

RPD

Limit Notes Analyte

TPH Gasoline

Batch B009733 - EPA 5030 GC

Blank (B009733-BLK1) Prepared & Analyzed: 09/29/11

Gasoline ND 1.0 mg/kg

LCS (B009733-BS1) Prepared & Analyzed: 09/29/11

Benzene 0.025 0.005 mg/kg 0.0250 100 70-130

Toluene 0.025 0.005 mg/kg 0.0250 100 70-130

Ethylbenzene 0.025 0.005 mg/kg 0.0250 99 70-130

Xylenes 0.080 0.015 mg/kg 0.0750 106 70-130

LCS Dup (B009733-BSD1) Prepared: 09/29/11 Analyzed: 10/06/11

Benzene 0.025 0.005 mg/kg 0.0250 99 70-130 1 20

Toluene 0.025 0.005 mg/kg 0.0250 100 70-130 0.5 20

Ethylbenzene 0.025 0.005 mg/kg 0.0250 101 70-130 2 20

Xylenes 0.079 0.015 mg/kg 0.0750 106 70-130 0.2 20

Page 5 of 7

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Result Limit Reporting Units Level Spike Result Source %REC %REC Limits RPD RPD Limit Notes Analyte

Volatile Hydrocarbons by GC/MS

Batch B009804 - EPA 5030 GC/MS

Blank (B009804-BLK1) Prepared & Analyzed: 10/14/11

Benzene ND 2.0 µg/kg

Toluene ND 2.0 µg/kg

Ethylbenzene ND 2.0 µg/kg

m,p-Xylene ND 2.0 µg/kg

o-Xylene ND 2.0 µg/kg

µg/kg 20.0 70-130

Surrogate: Dibromofluoromethane 24.4 122

µg/kg 20.0 70-130

Surrogate: Toluene-d8 23.4 117

µg/kg 20.0 70-130

Surrogate: 4-Bromofluorobenzene 23.0 115

LCS (B009804-BS1) Prepared: 10/14/11 Analyzed: 10/17/11

1,1-Dichloroethene (1,1-DCE) 22.4 2.0 µg/kg 25.0 90 70-130

Benzene 24.0 2.0 µg/kg 25.0 96 70-130

Trichloroethene (TCE) 25.5 2.0 µg/kg 25.0 102 70-130

Toluene 25.7 2.0 µg/kg 25.0 103 70-130

Chlorobenzene 25.9 2.0 µg/kg 25.0 104 70-130

µg/kg 20.0 70-130

Surrogate: 4-Bromofluorobenzene 23.1 116

LCS Dup (B009804-BSD1) Prepared & Analyzed: 10/14/11

1,1-Dichloroethene (1,1-DCE) 21.4 2.0 µg/kg 25.0 85 70-130 5 20

Benzene 24.9 2.0 µg/kg 25.0 100 70-130 4 20

Trichloroethene (TCE) 25.4 2.0 µg/kg 25.0 102 70-130 0.4 20

Toluene 26.0 2.0 µg/kg 25.0 104 70-130 1 20

Chlorobenzene 26.4 2.0 µg/kg 25.0 106 70-130 2 20

µg/kg 20.0 70-130

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Notes and Definitions

Relative Percent Difference RPD

Analyte NOT DETECTED at or above the reporting detection limit (RDL) ND

Reporting Detection Limit RDL

NR Not Reported

Page 7 of 7

CA Lab Accreditation #: 2303 Lab Project#: 1101403

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Development Committee

Admin. Board Faculty

_______________________________________ (Chair)

Date: October 28, 2011

Mission:

The Mission of this Committee is to articulate the vision of Live Oak Charter School and to develop the financial capacity to achieve it.

Authority:

This Committee will develop and complete tasks that will help fulfill the organizational mission (for example, develop marketing plans; identify audiences, funding and

partnership opportunities, and grants; create the necessary support materials; etc.).

Composition/Selection Process:

Existing Committee members and Board members may nominate new members.

Confirmation of new members will occur with Board approval. Members serve for one-year terms (August – July). Nominations and composition for the following one-year occurs prior to the end of the school year. Members may serve consecutive terms but must go through the nomination and approval process.

Committee composition

5-7 members including:

 Executive Director

 LOCS Board Representative

 FOLOCS Board Representative

 Faculty Representative

 Parents

Selection will be made with preference to those with a solid marketing and development experience

Committee Chair

Selected by Committee membership annually

Resources allocated to enable the committee's work:

 School space for meetings.

 Meeting time

 Media and printing support

 Financial resources may be brought by LOCS or FOLOCS depending upon

the project.

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The Committee will report to the Board monthly.

Committee Review Structure:

This group will self-evaluate as a Committee in May of each year. A summary of the evaluation will be documented in written form. The report will be presented to the Board at one of the June meetings.

________________________________________________________________________

All parties to this mandate agree to adhere to the guidelines outlined in the Mandate Agreement.

A mandate confers authority and responsibility for the work specified in the mandate agreement. As part of the agreement to establish and maintain a mandate, each committee/task force agrees:

1 That all parties to the agreement consent to entrust the mandated group with its responsibilities and further agree to support its decisions and recommendations. Recommendations should be adopted by the authorizing decision-making body unless new information or a new perspective indicates a necessity for the committee to reconsider and the committee agrees to do so.

2 That the mandating body must approve any modifications to the terms of this mandate.

3 To conduct its business in the spirit of collaboration and strive for transparency in its processes.

4 To discern and determine who needs to be consulted or have input during the consideration process.

5 To seek that advice and consultation and report it to the committee as part of deliberations and prior to a decision/recommendation. The committee should also feel free to invite participation in the discussion where appropriate.

6 To discern and determine the scope of the decision/recommendation to make sure that it falls within the task-responsibilities description. If it falls outside the scope of the committee refer it back to the appropriate body.

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9 To keep to its agreed upon schedule, calendar, and agenda in recognition that the success of the other responsible groups and the school are dependent upon timely decision making.

10 To commit to maintaining close communication and the use of appropriate communication techniques at all stages of decision-making. This includes maintaining minutes of all its proceedings and publishing them to its members and to its authorizing body in a timely fashion.

11 To maintain positive attitudes towards our colleagues, within meetings and

outside of them. We will use candid, frank, direct speech within our meetings and will avoid criticism of colleagues or the committee when speaking with others.

12 To maintain confidentiality about committee and school business as necessary and appropriate.

13 This committees’ goal is to make decisions by consensus. We understand consensus to mean that all members with a voice in the decision concur. In the absence of consensus: A majority vote shall prevail, with the reservations by the dissenting members noted and presented to the governing body.

14 That concerns and disagreements from non-committee members will be brought

to the attention of the committee chair. Unless the chair considers it necessary to bring the matter to the attention of the committee, it will be recorded in the minutes and held as part of the committee record.

15 At each review period for standing committees, the committee will take time to reflect on work accomplished and work yet to be done. As part of the review the committee will present what it perceives as the work to be done during the next period as well as consider what resources it might need to accomplish that work. Ad Hoc committees shall present these findings with their final report.

________________________________________________________________________

Signature Print Name

________________________________________________________________________

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Committee Mandate

Last Adoption November 3, 2011 1/3 [page

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COMMITTEE MANDATE FINANCE COMMITTEE

Mandating Body:

Live Oak Charter School Board

Chair:

Executive Director

Date:

11/03/2011

Mission:

To ensure fiscal stability and financial health of Live Oak Charter School

Authority:

1. Oversee the financial health of Live Oak Charter.

a. Create a five and ten year fiscal plan for the school

2. Advise the Executive Director and the Board on the development of appropriate fiscal policy for Live Oak Charter.

3. Ensure best practices are used for fiscal management of Live Oak Charter School. 4. Investigate findings or discussion items from the annual audit and make formal

recommendations to the board to address these issues. 5. Ensure fiscal transparency to the board and public.

Composition/Selection Process:

The Finance committee is composed of the Executive Director and the Treasurer as well as up to three members at large. Ideally committee members will be persons with an interest in becoming Treasurer and having a strong budgetary or fiscal background.

Members at Large are nominated by the School Board with selection or approval by current members of the committee.

Resources allocated to enable the committee's work:

1. Financial resources will be allocated in the single adoption budget and adopted by the board. Modifications to apportionment will occur according the 1st and 2nd Interim corrections.

2. Access to all relevant financial data or involved staff

Reporting Structure:

The Committee will report to the Executive Director monthly with minutes available publically

Committee Review Structure:

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All parties to this mandate agree to adhere to the guidelines outlined in the Mandate Agreement.

A mandate confers authority and responsibility for the work specified in the mandate agreement. As part of the agreement to establish and maintain a mandate, each committee/task force agrees:

1 That all parties to the agreement consent to entrust the mandated group with its responsibilities and further agree to support its decisions and recommendations. Recommendations should be adopted by the authorizing decision-making body unless new information or a new perspective indicates a necessity for the committee to reconsider and the committee agrees to do so.

2 That the mandating body must approve any modifications to the terms of this mandate.

3 To conduct its business in the spirit of collaboration and strive for transparency in its processes.

4 To discern and determine who needs to be consulted or have input during the consideration process.

5 To seek that advice and consultation and report it to the committee as part of

deliberations and prior to a decision/recommendation. The committee should also feel free to invite participation in the discussion where appropriate.

6 To discern and determine the scope of the decision/recommendation to make sure that it falls within the task-responsibilities description. If it falls outside the scope of the committee refer it back to the appropriate body.

7 To discern and determine, when a decision or recommendation is prepared, who needs to be informed of it and commit to that communication as an integral part of the

decision/recommendation.

8 That in case a committee is unable to decide or recommend, it will refer the topic to its authorizing body.

9 To keep to its agreed upon schedule, calendar, and agenda in recognition that the success of the other responsible groups and the school are dependent upon timely decision making.

10 To commit to maintaining close communication and the use of appropriate

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Committee Mandate

12 To maintain confidentiality about committee and school business as necessary and appropriate.

13 This committees’ goal is to make decisions by consensus. We understand consensus to mean that all members with a voice in the decision concur. In the absence of consensus: A majority vote shall prevail, with the reservations by the dissenting members noted and presented to the governing body.

14 That concerns and disagreements from non-committee members will be brought to the attention of the committee chair. Unless the chair considers it necessary to bring the matter to the attention of the committee, it will be recorded in the minutes and held as part of the committee record.

15 At each review period for standing committees, the committee will take time to reflect on work accomplished and work yet to be done. As part of the review the committee will present what it perceives as the work to be done during the next period as well as

consider what resources it might need to accomplish that work. Ad Hoc committees shall present these findings with their final report.

_______________________________________________________________________

________________________________________________________________________

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BP

Last Adopted 10-20-2011 1/1

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BOARD POLICY DRESS CODE

Live Oak Charter School is dedicated to offering the most that an education can give. The scope of this education does not stop with the “Three R’s,” but extends into consideration of the physical and cultural environment of the School. The desire for individuality in clothing is strong in modern culture and seeps down to the youngest ages due to the effectiveness of advertising. Yet within the Waldorf approach, the unfolding of the child’s individuality is best marked in the student’s work and relations with his classmates. It is our humanness that needs development, not our responsiveness to advertising, slogans, sports allegiances, etc. Clothing fads, competitiveness, precocious behavior, and

self-absorption can contribute to unnecessary conflict between students, between students and teachers, and between children and parents, undermining a productive learning atmosphere.

The Board wishes that clothing remain simple and functional. That Class teachers and school staff reserve the right to ascertain when clothing or appearance is unacceptable (regardless of whether the attire conforms to the “letter of the law.”) Anything that might become a distraction to learning should be avoided. Class teachers may have additional guidelines for their classes. Disregard for any of these standards may result in the parents being contacted to bring other clothes to school. Repeated offenses may result in disciplinary action, including suspension. The following guidelines should be used in the development of appropriate administrative policies.

1. Comfort and Practicality: Movement is a part of every school day. The student’s clothing should be loose enough for running, bending, jumping, etc. Shoes need to be comfortable, secure, and able to take the wear and tear of running games. Toes should be covered.

2. Sufficient Warmth: Children are unable to learn well if they are cold and their circulation is poor. All clothing must provide adequate temperature regulation given varied weather throughout the day. Our foggy mornings necessitate layers of clothes that can be peeled off as the children warm up. Coats are necessary during cold weather and legs must be covered. Layers of fleece or wool are good fabrics for keeping children warm. Boots and Raincoats are needed for rainy days.

3. Neatness: Neatness of dress and hair, cleanliness of hands, face and nails are all important to help a student feel prepared for their day and ready to engage in the social sphere.

4. Media Free Environment: The Waldorf curriculum emphasizes that students’ imagination and play, should arise from their own internal stories and meaning construction. Media generated stories and characters quickly dominate child play, obscuring a child’s own creativity, and their free exploration and interpretation of stories and events. In addition, media and commercial messaging targeted at children is designed to capture a child’s attention and loyalty to ensure students return as repeat consumers. The entire notion of capturing a child’s imagination for commercial benefit, or tethering their free exploration of story is anathema to natural childhood development. As such, media content on clothing, including cartoons and TV characters, is strongly discouraged.

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ADMINISTRATIVE REGULATION DRESS CODE

In order to provide a healthy Waldorf program it is important that the school institute a dress code that reflects the pedagogical and developmental needs of the K-8 student body. As such, the following dress code will be implemented. Students who do not comply with the dress code will be provided opportunities by school staff to cover, alter, or replace the garment or accessory so as to meet the guidelines. Students who demonstrate difficulty in meeting the dress code will be counseled by staff. If a student repeatedly or significantly violates dress guidelines, parents will be contacted for assistance. Defiance of Board Policy, or of staff administering Board Policy, will be handled progressively through congruent, responsive interventions which may include suspension. Section “A” guidelines apply to all Live Oak students, with adaptations for grades 6-8 noted in Section „B”.

A. Dress Code K-5

1. Clothing and accessories should not be disruptive, disturbing, or inappropriate for healthy child development in a Waldorf environment.

2. Clothing and accessories should be subtle and modest in fit and style and allow for full participation in school activities including movement and free play.

3. Clothing and accessories should be free from text and imagery.

a. Solid colors, patterned fabric, geometric or abstract designs, plaids, floral prints, stripes, and simple decorative icons are acceptable.

b. Words and numbers, cartoons, scenic, realistic or media images are not acceptable. c. Image or text advertising commercial interests, including media, is not allowed d. Garments from school activities that include text and image are acceptable. 4. Clothing must cover the body and undergarments from mid-thigh to top of chest.

5. Footwear must be worn at all times except when specified by staff. Toes must be covered by footwear. Shoes must be secure on feet and supportive during physical activity.

6. Jewelry is discouraged to protect students from injury, loss or damage.

a. Earring Studs or very small hoops (smaller than a dime) may be worn in pierced ears. No dangling jewelry may be worn.

7. Perfume is not allowed.

8. Hair coloring, facial cosmetics, temporary tattoos, or nail polish is not allowed 9. Hats and hoods must be removed while in class.

B. Dress Code 6-8

1. (Replaces A.3) Clothing and accessories may have limited display of text and imagery. The following guidelines apply.

a. Image or text may not be visually distracting, disruptive, or inappropriate to a K-8 school environment. b. Image or text may advertising commercial interests, including media, is not allowed.

c. Image or text may not communicate violence, racism, sexism, macabre, drugs, sex, gangs, or disturbing concepts for young children.

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BP

Last Adoption October 20, 2011 1/1 [page

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BOARD POLICY RISK MANAGEMENT

The personal safety and health of students, staff and our community are a primary concern of Live Oak Charter School. In addition, the preservation of school property from accidental damage or loss is important for the fiscal health of the school. The Board is dedicated to

providing leadership and financial support necessary to develop and maintain adequate insurance programs and successful safety and loss control practices.

Prudent trusteeship of the resources of the district requires careful review of exposure arising from employing of staff, supervising of students, holding of real property, engaging in contractual arrangements, providing public services, and the possessing of liquid and other assets. The board recognizes the need to protect Live Oak Charter from these exposures through the fundamental risk management activities of risk identification, measurement, mitigation and assumption or transfer of risks through purchase of insurance, pooling with other districts or other risk financing practices.

Administrative procedures should detail, by position, the employee responsibilities, and the responsibilities should be included in job descriptions.

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BOARD POLICY EMPLOYEE SAFETY

The Governing Board believes that safety is every employee's responsibility. The Board expects all employees to use safe work practices and to report and correct any unsafe conditions which may occur. Supervisors shall constantly promote safety and correct any unsafe work practice through education, training and enforcement.

No employee shall be required to work under unsafe or hazardous conditions or to perform tasks which endanger their health, safety or well-being. Working conditions and equipment shall be maintained in compliance with standards prescribed by federal, state and local law and

regulations.

There shall be established an effective Injury Prevention Program. This written program shall include the identification of the position responsible for implementing the program, the method of identifying and evaluation of hazards, and the methods for correcting unhealthy conditions and work practices in a timely manner. A training program complying with Labor Code Section 6401.7 and General Industrial Safety Order 3203 will be implemented.

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1_{This item is an activity that is required by Cal/OSHA for compliance with the IIPP standard.}

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ADMINISTRATIVE REGULATION

INJURY AND ILLNESS PREVENTION PROGRAM

A. ASSIGNMENT OF RESPONSIBILITY(Title 8 CA Code of Regulations §3203(a)(1))

The Live Oak lead Injury and Illness Prevention Program (IIPP) administrator is:

Matthew Morgan, Executive Director 100 Gnoss Concourse #1

Petaluma, CA 94952 (707) 762-902

The responsibilities of the IIPP Administrator include:

 Preparing and updating our school’s IIPP

 Implementing the provisions in our IIPP

 Making sure each site has a copy of our IIPP

 Making sure hazards, injuries and accidents in each site are routinely investigated

 Taking action to mitigate identified hazards

 Establishing a school wide Safety Committee and designating a chairperson

 Establishing procedures for employee reporting of workplace hazards, accidents, injuries and general safety concerns

Live Oak’s Safety Coordinators are:

Matthew Morgan, Executive Director Julie Beckner, Office Staff

The responsibilities of our school-site safety coordinators include:

 Conducting routine safety inspections

 Participating on the school wide Safety Committee

 Participating in the mitigation of identified hazards

 Communicating with employees about safety

The responsibilities of all Live Oak employees include:

 Reporting unsafe conditions, work practices or accidents to their supervisors or the school site safety coordinator immediately.

 Following safe work practices.

 Using appropriate personal protective equipment as instructed by their supervisors

This IIPP applies to all school sites

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B. HAZARD ASSESSMENT / INSPECTION (Title 8 CCR §3203(a)(4))

Periodic inspections to identify and evaluate hazards at Live Oak sites will be performed by:

 Live Oak safety coordinators

 Live Oak IIPP Administrator

Periodic inspections are always performed according to the following schedule:

 When we initially established our IIPP.1

 Whenever new substances, processes, procedures or equipment which present potential new hazards are introduced into our workplace.1

 Whenever new, previously unidentified hazards are recognized.1

 Whenever occupational injuries and illnesses occur.1

 Whenever workplace conditions warrant an inspection.1

 When we hire and/or reassign permanent or intermittent employees to processes, operations, or tasks for which a hazard evaluation has not been previously conducted.1

C. ACCIDENT/EXPOSURE INVESTIGATIONS(Title 8 CCR §3203(a)(5))

Investigations of workplace accidents, hazardous substance exposures and near accidents will be conducted by:

Matthew Morgan, Executive Director

Workplace accident and hazardous substance exposure investigation procedures include:

 Visiting the scene as soon as possible.1

 Interviewing injured employees and witnesses.1

 Determining the cause of the accident/exposure.1

 Examining the workplace and the incident for underlying causes associated with the accident/exposure.1

 Taking corrective action to prevent the accident/exposure from reoccurring.1

 Recording the findings and actions taken.

D. HAZARD CORRECTION (Title 8 CCR §3203(a)(6))

Unsafe or unhealthy work conditions, practices or procedures will be corrected in a timely manner based on the severity of the hazards. Hazards will be corrected according to the following procedures:

 When observed or discovered;1

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The Live Oak Employee Safe Work Practices Plan addresses the following hazards that may present themselves at Live Oak

 Slip and fall hazards and ladder safety

 Chemicals covered under Cal/OSHA’s Hazard Communication standard, including

pesticides, cleaning products, lab chemicals,

 Ergonomic hazards

 Infectious diseases, including blood-borne and aerosol transmissible diseases

 Violence

 Indoor air quality

 Power tools and machinery hazards, including electrical safety, lock-out tag-out of machinery, machine guarding, etc.

E. COMMUNICATION WITH EMPLOYEES ABOUT SAFETY (Title 8 CCR §3203(a)(3))

All supervisors are responsible for communicating with their employees about occupational safety and health in a form readily understandable by all employees. Our communication system encourages all employees to inform supervisors about workplace hazards without fear of reprisal. Our communication system includes:

 New employee orientation including a discussion of safety and health policies and procedures.1

 Follow-through by supervisors to ensure effectiveness.1

 Worksite-specific health and safety training.1

 Regularly scheduled safety meetings.1 Our safety meetings are held twice a year during faculty/staff meetings held Thursdays at 1:30.

 Effective communication of safety and health concerns between employees and supervisors, including language translation where appropriate.1

 Posted or distributed safety information.1

 A system for employees to anonymously inform administration about workplace

hazards.1 This system involves placing an anonymous written notice in the Executive Director’s box.

 Our safety meetings are held more frequently as deemed necessary by the creation of hazards or occurrence of injuries and illnesses.

F. TRAINING AND INSTRUCTION (Title 8 CCR §3203(a)(7))

All employees, including supervisors, will have training and instruction on general and job-specific safety and health practices. Training and instruction is provided according the following schedule:

 When the IIPP was first established.1

 To all new employees.1

 To all employees in new job assignments for which training has not previously provided.1

 Whenever new substances, processes, procedures, or equipment are introduced to the school school and represent a new hazard.1

 Whenever anyone is made aware of a new or previously unrecognized hazard.1

 To supervisors to familiarize them with the safety and health hazards to which employees under their immediate direction and control may be exposed.1

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This training will include (but is not limited to):

 An explanation of our IIPP, emergency action plan, fire prevention plan, measures for reporting any unsafe conditions, work practices, injuries and any additional instructions that are needed.

 The availability of toilet, hand-washing, and drinking water facilities.

 Provisions for medical services and first aid, including emergency procedures.

 Proper housekeeping, such as keeping stairways and aisles clear, keeping work areas neat and orderly, and promptly cleaning up spills.

 Prohibiting horseplay, scuffling, or other acts that adversely influence safety.

 Proper storage to prevent:

 Stacking goods in an unstable manner

 Storing materials and good against doors, exits, for extinguishing equipment and electrical panels.

Where applicable, our training may also include:

 The prevention of musculoskeletal disorders, including proper lifting techniques.

 The use of appropriate clothing, including gloves, footwear, and personal protective equipment.

 Information about chemical hazards to which employees could be exposed and other hazard communication program information.

 Proper food and beverage storage to prevent them from becoming contaminated.

In addition, we provide specific instructions to all employees regarding hazards unique to their job assignment, to the extent that such information was not already covered in other trainings.

G. EMPLOYEE COMPLIANCE WITH SAFETY PROCEDURES (Title 8 CCR §3203(a)(2))

Management is responsible for ensuring that all safety and health policies and procedures are clearly communicated and understood by all employees. Supervisors and lead personnel are expected to enforce the rules fairly and uniformly.

All Live Oak employees, including supervisors, are responsible for complying with safe and healthful work practices. Our system of ensuring that all employees comply with these practices includes all of the following checked practices:

 Informing employees of the provisions of our IIPP.

 Evaluating the safety performance of all employees.

 Providing training to employees whose safety performance is deficient.

 Recognizing employees who perform safe and healthful work practices. This recognition is accomplished by the Executive Director and Office Staff.

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H. RECORDKEEPING AND DOCUMENTATION (Title 8 CCR 3203(b))

Although school schools are not required to keep records or documentation of the elements of an IIPP, except the written program itself, our school maintains the following records to help us more efficiently and effectively implement our IIPP:

 Records of scheduled and periodic inspections (to identify unsafe conditions and work practices, including the names of the person(s) conducting the inspection, the unsafe conditions and the work practices that have been identified, as well as the action(s) taken to correct the identified unsafe conditions and work practices. These records are

maintained for at least one (1) year.

 Documentation of our safety and health training. The master copy of this IIPP can be found at

Live Oak Charter School Main Office

100 Gnoss Concourse, #1 Petaluma, CA 94952

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BOARD POLICY

SMALL CONTRACT APPROVAL

INTENT

The intent of this policy is to facilitate the daily operations of Live Oak Charter School and to ensure a timely response to student and faculty needs by giving the Executive Director the authority to negotiate and enter into small contracts.

DIRECTION

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BOARD POLICY

EMPLOYMENT OF RELATIVES POLICY

Personnel policies and procedures establish a framework and set standards that guide how we should conduct ourselves as employees and members of the Live Oak Charter School

community. This includes how we perform our jobs, make decisions, interact with one another and manage the business operations of the school.

All employees share responsibility for protecting the well-being of the community and for adhering to standards of behavior that make this a great school and great place to work.

INTENT

The intent of this policy is to ensure equitable treatment of all employees, avoid conflicts of interest and prevent the appearance of partiality in the hiring, promotion, demotion,

reassignment, and transfer of employees, thereby limiting the negative effect on morale and the appearance of impropriety.

EMPLOYMENT OF RELATIVES OR FRIENDS

Relatives of employees may be hired by the school (in accordance with normal staffing requirements), but not in a position which involves a direct supervisory relationship with a Relative. Furthermore, no employee may work in a position in which he or she has the authority to influence, directly or indirectly, any term or condition of employment of the Relative. In the event a relationship between two employees is created during employment that puts the employee in a position where s/he works in a relative’s direct line of supervision, or in a position that poses a possible conflict of interest, each employee involved has a responsibility to

immediately inform the Executive Director. An appropriate solution will be sought as soon as practical.

Relatives are considered a spouse, ex-spouse, child, parent, sibling, grandparent, aunt, uncle, niece, nephew, step-relatives, in-laws, significant other, domestic partner or any other

relationship that would present a conflict of interest as determined by the Executive Director.

PARENT AS AN EMPLOYEE

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Board D evelopment Committee

Admin. Board Faculty

D ebbie Elam H upp (Chair)

November 3, 2011

M ission: To ensure continuing vitality and effective governance, the Board D evelopment Committee has the primary responsibility for matters pertaining to the effective and appropriate involvement of Board members and to the Board's recruitment, orientation and training.

Authority:

1. D evelop an annual recruitment plan that takes into account the expertise, perspective, judgment and resources needed in new Board members; Create a pool of nominees for consideration by the Board.

2. Review the talents and interests of current and new members and recommend committee assignments most appropriate for their involvement.

3. D evelop and implement the orientation for new board members as well as ongoing training for current members; Plan the Board retreats.

4. Encourage participation of members in special occasions that bond members to each other and to the organization.

Live Oak Charter School

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Composition/ Selection Process: Waldorf training is preferred. At least one member of the faculty. Additional members of the committee will be elected by consensus of the current committee. The chair of this committee will be a member of the Board.

Resources allocated to enable the committee's work: M eeting space on campus. Budget for training, conferences and retreats will be

determined as part of the annual budget process with the Bard and Executive D irector.

Reporting Structure:

M onthly meetings; minutes provided to Board

Committee Review Structure:

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All parties to this mandate agree to adhere to the guidelines outlined in the M andate Agreement.

A mandate confers authority and responsibility for the work specified in the mandate agreement. As part of the agreement to establish and maintain a mandate, each committee/ task force agrees:

1 That all parties to the agreement consent to entrust the mandated group with its responsibilities and further agree to support its decisions and recommendations. Recommendations should be adopted by the authorizing decision- making body unless new information or a new perspective indicates a necessity for the committee to reconsider and the committee agrees to do so.

2 That the mandating body must approve any modifications to the terms of this mandate.

3 To conduct its business in the spirit of collaboration and strive for transparency in its processes.

4 To discern and determine who needs to be consulted or have input during the consideration process.

5 To seek that advice and consultation and report it to the committee as part of deliberations and prior to a

decision/ recommendation. The committee should also feel free to invite participation in the discussion where appropriate.

6 To discern and determine the scope of the

decision/ recommendation to make sure that it falls within the task- responsibilities description. I f it falls outside the scope of the committee refer it back to the appropriate body.

7 To discern and determine, when a decision or recommendation is prepared, who needs to be informed of it and commit to that communication as an integral part of the

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10 To commit to maintaining close communication and the use of appropriate communication techniques at all stages of decision -making. This includes maintaining minutes of all its proceedings and publishing them to its omembers and to its

authorizing body in a timely fashion.

11 To maintain positive attitudes towards our colleagues, within meetings and outside of them. We will use candid, frank, direct speech within our meetings and will avoid criticism of colleagues or the committee when speaking with others.

12 To maintain confidentiality about committee and school business as necessary and appropriate.

13 This committees’ goal is to make decisions by consensus. We understand consensus to mean that all members with a voice in the decision concur. I n the absence of consensus: A majority vote shall prevail, with the reservations by the dissenting members noted and presented to the governing body.

14 That concerns and disagreements from non- committee members will be brought to the attention of the committee chair. Unless the chair considers it necessary to bring the matter to the

attention of the committee, it will be recorded in the minutes and held as part of the committee record.

15 At each review period for standing committees, the committee will take time to reflect on work accomplished and work yet to be done. As part of the review the committee will present what it perceives as the work to be done during the next period as well as consider what resources it might need to accomplish that work. Ad H oc committees shall present these findings with their final report.

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BOARD POLICY

GRADE CONFIGURATION POLICY

An extended relationship between the class teacher and the student is part of the foundation of the Live Oak pedagogical approach. The trust and understanding that builds in such an extended relationship allows the teacher to more fully understand and comprehensively address students’ social, emotional and intellectual needs during their enrollment at Live Oak.

In addition, there is a significant need for a specialized middle grades program that provides the academic rigor and comprehensive adolescent support elements that ensure positive early adult development.

As such, Live Oak Charter School will organize its looping program into an elementary and middle grade configuration. By design, a class will loop with an assigned teacher for grades 1 through 5. Upon grade 6, students will pass to a middle grades teacher, who will loop with the class from grades 6 through 8.

1. Elementary Grades

a. Elementary is defined as grades 1 through 5.

b. Elementary Main Lesson Teachers will loop with their class starting in first grade and finishing in fifth grade.

i. Given the unpredictability of personnel congruence and efficacy, and in the ability to retain personnel to fulfill multi-year loop terms, deviation from the loop ideal may occur, the loop being carried by a different teacher for a portion or remainder of the loop as necessary.

ii. Live Oak recognizes that different teachers have different capacities and preferences in regards to the ages of their students. Consequently, the number of years that any given teacher remains with their class is ultimately decided by the Executive Director.

2. Middle Grades

a. Middle is defined as grades 6 through 8.

b. Middle Grade Main Lesson Teachers will loop with their class starting in sixth grade and finishing in eighth grade.

i. Given the unpredictability of personnel congruence and efficacy, and in the ability to retain personnel to fulfill multi-year loop terms, deviation from the loop ideal may occur, the loop being carried by a different teacher for a portion or remainder of the loop as necessary.

ii. Live Oak recognizes that different teachers have different capacities and preferences in regards to the ages of their students. Consequently, the number of years that any given teacher remains with their class is ultimately decided by the Executive Director.

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Live O ak Charter School Board Policy

Committee D evelopment

The standing committees of the Board of D irectors serve to create harmony between the school’s various functions and its strategic

direction. For short-term activities, it establishes ad hoc committees that cease when the activities are completed. The Board ensures the efficient and integrated operations of these committees through its Executive Committee which oversees the cycle of committee creation, revision and dissolution.

Annually, as the Board develops its goals, the Executive

Committee reviews the structure and individual mandates of the all committees for alignment with these goals. I n collaboration with the committees themselves and the Executive D irector , the Executive

Committee recommends any changes to the full Board. Specifically, the Executive Committee will ensure that

 each committee has a specific charge or set of tasks to address that support the school’s goals and mission;

 Board members understand the committee's charge;  the reporting structure and accountability to the Board is

adequate;

 the committee’s chair is effective;

 the composition of the committee is appropriate to the committee’s goals.

O nce approved by the Board, written documentation detailing these agreements will be filed in paper form in the school office and in

electronic form on the school website.

Although the Board can delegate certain powers to a committee, the Board at large is ultimately responsible for the decisions it makes based on the work of a committee and thus reserves the right to make

changes as needed.

Any other committees will be considered administrative committees and will serve under the authority of the Executive D irector. The