Hackberry Elementary School District #3 board adopts multiple advisory policies, rejects one proposal

Leanne Donason, Governing Board President, called the special meeting of the Hackberry Elementary School District #3 Governing Board to order July 14, 2025 at Cedar Hills School in Kingman, Ariz. Roll call recorded Leanne Donason, Pam Adams, Tammy Herrera, Valerie Grimes and Sam Dell present; Bryan Wright was noted as absent. Christina Ramirez is listed in the agenda as the board’s agent and as Superintendent/Principal.

The board approved the meeting agenda on a motion by Tammy Herrera, seconded by Pam Adams (Passed 4-0). Over the course of the meeting the board considered multiple grouped second readings and adoptions of advisory policies and related exhibits and regulations.

On second reading the board declined to adopt Advisory Policy No. 716 (JLDAB — Referrals to Other Agencies, including Regulation JLDAB-R and Exhibit JLDAB-E); the recorded motion was made by Pam Adams and seconded by Valerie Grimes and is recorded as Passed 4-0 for the action not to adopt the policy as presented.

The board approved several grouped policy packages on recorded 4-0 votes. Among the items adopted were Advisory Policy Nos. 783–786 (which include JJE — Student Fund‑Raising Activities; Exhibit JK‑EA — Student Discipline; Exhibit KB‑EB — Parental Involvement in Education; and KEC — Public Concerns/Complaints About Instructional Resources) and No. 808 (Regulation IHB‑R — Special Instructional Programs). Separately, the board approved a suite of governance-related policies (Nos. 819–821) and adopted Policy No. 822 (BBA — Board Powers and Responsibilities) with a revision to the Quorum and Vacancies section to include a 15‑minute wait time before taking action.

The agenda packet listed policy numbers 823–857 with a number of items marked as deleted and several new exhibits and regulations. The board approved adoption of Advisory Policy Nos. 823–857, then approved Advisory Policy No. 858 (BIBA — Board Member Conferences, Conventions, and Workshops) with removal of section BIBA‑R. The board also approved Advisory Policy Nos. 859–862 and Nos. 863–865 (including an updated evaluation exhibit BAA‑EB, Policy IHA — Basic Instructional Program, and Policy JLIF — Sex Offender Notification).

In a later grouped action, the board approved Advisory Policy Nos. 876–905, which cover fiscal management goals, annual budget and budget hearing procedures, purchasing and bidding rules, vendor/contractor relations, payment and payroll procedures, inventories, audits and related financial controls; several numbered items in that range were listed as deleted in the packet and several were adopted as new regulations or exhibits.

All recorded motions shown on the agenda carry a notation of “Passed 4‑0.” The agenda does not list individual roll-call votes for each member; the packet shows motions, movers and seconders for each action but does not provide individual ‘yes’/‘no’ votes by member in the text provided.

The board set a procedural change to Policy BBA to add a 15‑minute wait time in the Quorum and Vacancies section, and it removed section BIBA‑R from Policy 858 as part of that item’s adoption.

The meeting adjourned at 10:50 a.m. on a motion by Tammy Herrera, seconded by Valerie Grimes. The board posted a future meeting date of August 12, 2025 and instructed that items for the next agenda be submitted to Superintendent/Principal Christina Ramirez (cramirez@hesd.net) at least five business days before agenda creation. The agenda packet and meeting notice were certified as posted at the district office and on the district website.