DR. HOFFMAN SAID the district brought several PSBA-directed policy updates so the committee could confirm compliance and streamline administrative practice. The committee met Jan. 5 to review Policy 105.2 (exemptions from instruction), Policies 6-10/6-11 (competitive bidding thresholds), Policy 702 (donations), and Policy 800 (records management), and to consider social media account ownership and enforcement.

The committee’s chair asked for clarification on how items arrive on the agenda; Dr. Hoffman outlined three routes: PSBA legal updates, requests from board members or administrators, or cyclical review tracked by an internal spreadsheet. She emphasized the committee will continue to refine checkbox options in draft policy language after consulting solicitors or internal department leads when necessary.

On exemptions from instruction, Dr. Hoffman said the PSBA update responds to recent court actions and that attached Administrative Regulations (ARs) will make the district compliant and formalize how parents request exemptions. "We would not be in compliance... particularly regarding court actions regarding parental rights in recent years," she said, noting ARs would ensure parents can request an exemption for a specific activity (for example, a dissection) rather than an entire course.

The committee discussed how parents would be notified of opt-out opportunities. Dr. Hoffman described using the district’s InfoSAP enrollment system to list policies and forms annually for parents; she acknowledged the system cannot guarantee parents click every item but would increase visibility.

On procurement policy (6-10/6-11), the committee agreed to reference the current competitive bidding ranges published in the Pennsylvania Bulletin rather than hard-coding dollar amounts that require annual revisions. That change aims to reduce year-to-year edits while maintaining a clear method to locate current thresholds.

Policy 702, which governs donations, was revised to reduce reporting burden for small classroom gifts while establishing a formal tracking threshold at $50 per item. Dr. Hoffman explained that cash and cash-equivalent donations will trigger notification and formal tracking regardless of amount because of cash-handling procedures.

The business office confirmed records retention practices: documentation associated with donations and financial records is generally kept seven to ten years depending on processing; cash receipts and purpose-specific tracking are preserved to demonstrate funds were used as intended.

For records management (Policy 800), Dr. Hoffman said the written policy states a three-year email retention, but the district had been operating under an automated one-year retention; IT staff adjusted the automated setting to three years and staff will clarify exceptions such as litigation holds and HR or student-related records.

On social media (Policy 08:16), staff reported a recent audit that standardized official district account names (uses QCSD_ prefixes on Facebook, X and Instagram) and recommended asking booster and community pages that are not district-owned to add a clear notice that they are not official district pages. Committee members requested a register to document which third-party pages the district has notified; Dr. Hoffman said she will work with communications staff (Missy) to develop consistent outreach and a record of notifications.

The committee asked whether the social media language came directly from PSBA; Dr. Hoffman confirmed it was a PSBA update tied to a right-to-know case and proposed bringing a clean, human-readable copy to the next meeting for easier review and potential tailoring.

The committee did not vote on these policies at the meeting. Members asked staff to produce clearer AR drafts, a documented outreach plan for third-party social accounts, and a tidy 'clean copy' of PSBA language for the next meeting.

The meeting concluded with committee members agreeing to return revised Administrative Regulations and cleaner policy drafts at the next scheduled policy committee meeting.