Beaverton School Board Work Session 10-8-18

001[Applause] just to give you a statement they could emphasize something there in the report or give an additional information to you just add additional content from there are intend to ideally spend between 40 to 45 minutes question answering dialogue around the reports and intimacy you have to delve deeper into their specific topics all right there we go all right with that good afternoon so you received five reports from facilities from my departments as well I know they read like a great novel hope you enjoy them and so I'm going to turn it over to the team here share going to talk about facilities development Othello's is going to talk about our energy and resource conservation and then Nathan actually gave you three reports he's going to talk about maintenance custodial and our contracted services which

002includes a lot of our compliance work and our facility improvement projects just very quickly I think the common themes you see in all the reports hopefully as you read them is that there's a lot of hard work going on a lot of progress to improve our schools and exponentially over the short summer we had the team did a great job this year as well certainly a focus on continuous improvement and improving our efficiency even in tight times limited budget that we're trying to get as much done as we can and always working to to do more for our district regardless of those funds or the market that we're facing and then also visit vision for the future within the department there better learning facilities and again trying to improve the delivery of our of our

003services as well with that I will turn over to share good afternoon it's so good to see each one of you and we finished off the summer with another brand new school hazel Dale is complete and beautiful and I know that there is a very special event happening there in two weeks when we get to be in it with others and just celebrate the fact that healthy children identity and we're continuing on with William Walker of course I would say that as I kind of look forward I think our challenges are going to continue to be with our authorities having jurisdiction we continue to have interesting genes that are being put on our plate that we need to to handle and we're working she does but I would say that that's a challenge that that

004we face the new bond accountability committee members thank you so much for those folks they have already engaged very well we were able to tour one of the gentlemen to several of our schools very engaging folks lots of experience we're happy to have them on board to help us navigate all it's in front of us and then I would just just in closing kind of the next thing I would say is just I just look forward to the next Bond the sooner we can know that we're moving forward with that and have funding to do that but better serve our communities will be as we study our current stock of buildings as we always do of course but just work here what it going to look like for the next several years and artists so

005thank you for all of your support we've so enjoyed working collaboratively alongside again we're doing pretty well we we have a number of Energy Star rated schools our portfolio of averages is 90 out of 100 hostile points majority of our schools are Energy Star certified we're hoping to increase that number five to ten schools in the next or to our department works really closely with facilities development series group and guys to provide upgrade opportunities for mainly an HVAC complete HVAC control systems and as well as LED lighting systems so bond funds a nest 1129 funds the program that I manage that I so we have seen electricity rise last year or two in terms of cost and usage mainly is tracks with its square footage increases with increased staffing levels occupancy hours operation and use

006in schools so we've been roughly flat on electricity but it makes up the biggest chunk of our budget natural gas and water it kind of flipped in the last five years natural gas historic lows the water is rated common issue in terms of usage and cost so we're actively looking at that and seeing how we can trim usage down and look at ways we can use best and water savings technologies since we don't have any any funding to do that and so it lastly I'll just say that our department is committed to delivering well last time we got together we projected a lot of information there and it was nice to actually see that a projection for pretty much spot-on because I was producing the same thoughts with actual data tiny to them one of

007the things just to bring to your attention is the first block good encounter the second block you encounter one thing that's going is our ever-increasing workload the more telling piece is that our ability to complete that work is actually climbing faster I'm hoping in our next report that we actually can show us should passing the amount coming in because we still maintain about a six hundred fourth order backlog some common things like Paul mentioned labor and non labor budgets rampant throughout my report of I need more unfortunate customer service is directly correlated to the amount of money I can spend them because it means the department can do work for others the same piece also comes in to our staffing and recruiting and hiring it's still a challenge in the market up there to find

008qualified staff to work for us and it's just because the market is still so hot with construction out there the attempt to attract technical folks into our vacancies there's better opportunities right now something that's as we begin to look forward as we feel like we've got our arms around our existing body work things that are emerging on that on the horizon we're noticing an increasing technical complexity of the systems were installing and that's having a direct impact on the type of technicians we have it's no longer a light switch on the wall it's a computer that runs the lighting control system and finding someone with the expertise to be able to control that is proving to be a challenge the other piece that we are continuing working is trying to put a better picture of

009a budget inform standard of care and you see phrases like level of service and zero base budgeting and that's where we've attempted to tie the work we do to our budget and then what does that look like to the customers so as they're screaming looking forward at our constructus total program we've had some tremendous successes there again like Shari mentioned that he's opening Hazel Dale although there were small challenges they did not reflect the challenges and we see it's good to know that we learn it's also we still have a couple more to go something that I think has been very hidden success of the custodial Department is what I've described as an emergency response to the report when we start hearing a disease outbreaks in schools we come in very fast and very heavy

010with some very strong leaders to try and make sure that that first call is all if anybody hears and disinfecting school is very rapidly and I think to the testament of the department it's been a couple of years now we've been doing this and we haven't had rampant disease outbreaks that made the media something that is a concern as we're still getting our arms around it the ever-expanding community use program primarily it's just the custodial support of these programs and then with that we've seen that the incremental addition of early childhood of take cares of all these different programs is trying to get our arms around what that impact is dystopian cleaning and a lot of that it correlates to basically revisiting how we clean a school to see where we are and then that

011naturally serve everything that the staff looking at contracted services now this is something that is has surfaces where we spend the bulk of our money in the maintenance department we take care of all the materials that concerns hosted that is covered by the Healthy Schools Initiative to date this year or excuse me to the end of last fiscal year we completed over 548 work orders of 236 projects to the tune of about 3 million dollars of work completed by the department this is both in and above our maintenance some of this money is actually funded by school programs or excuse me a tip program so it's parents and boosters some of this work it's one of those issues that our fifth program is a continued expanding capacity you see a little tip down in the

012plot that's actually because we have three vacancies for most of the year as we attempted to fill project coordinators we didn't have three projects so we actually slowed down and work-wise those positions ask that today are now full so we expect that to start running away on us it seems to be a program that anytime we add resources to it the workload seems to expand with them and then lastly with that we still see the influence of market conditions in fact impacting us pretty substantial any of your questions pass the torch semester sparks so with long-range planning just remember the word of boundaries and variations of boundaries we'll be talking a lot about that this year obviously the middle school boundaries is the biggest project but we do have attendance imbalances across the district particularly

013in our elementary schools that we need to we've been paying very close attention to and I think we need to hit more substantially with moving some attendance boundaries to get those get that balance the city of Beaverton is likely to get a UGB expansion down the south part of the district good news is most of the development areas in the Hillsboro school district attendance area bad news is we may be facing the same kind of hoo-ha that we experienced a few years ago with that so we're continuing to have a dialogue with my counterparts over at the what we're trying to have a dialogue with my counterparts over there and there's nothing to report yet but we are definitely keeping an eye on that in response to that UGB expansion the prior UGB expansion and

014the possibility of a future bond capital bond program we also have an update to the facilities plan that were contemplating on that as well and we need to have that facilities plan updated every ten years or so and we're or eight years in it right now so in terms of facility use you heard Nathan talk about impacts to custodial one of the things that we implemented this year is kind of a community use night instead of being every single night during the week we're calling on Tuesday evenings if you want to come in and you want to be kind of a subsidized use in the building it's Tuesday night and that way the impact is school is one night a week impact to the studio staff is one night a week it doesn't mean that

015a Piercy user can come in any old night that's still open but we won't have the you know four nights in a row of Boy Scouts or you know those kinds of things we're trying to get to that consistency of public access that predictability and there are growing pains for the community out there particularly when it comes to after school uses we are very conscious of the building security and maintaining you know a safe environment for everyone within those buildings and you've heard us talk about proper doors and I think I can say for everyone in here that we all talk about prop doors all the time from our different perspectives and we're trying to support each other on that and then lastly I'll say that I think we're done with the hpod IgA there

016are a couple of things that we are I'll call I'll say that we're at impasse over but I don't think there is pass to the point of you know collapse of the agreement I think there's going to be some well I know there's going to be growing pains and there's going to have to be there there will be some disappointed people but you know that's part of this agreement and the limited resources and the demand that we all are trying again so I'll turn it over to whoever's net all right so Mike better services it's my my first year one that make you guys I should we will challenge for me this being used from five school before to this track sometimes but and so we need to get a report there's some information that

017was fortunately changed the negative balance is not $15,000 anymore and outs of twenty five thousand four hundred dollars so that was ten days difference so I'm ten days we grew two thousand dollars more so so that's really fun you're gonna watching that girl I'll be spent a lot of money I have to make this in my head deep I spent about seven thousand dollars of our money trying to deal with phone calls with letters home sandy you know self-addressed envelopes everything trying to be very very creative we were able to add in a new language into our policy that does say that BSD may pursue payment through collection agency it was kind of more of this just kind of throw it out there see what happens but obviously it's not working unfortunately you know I

018think the words out with this the approach was coordinate lean dollars last year or some like that and we were sixty something so that's that's pretty awesome but the portion that we're kind of writing up with interesting services also being we're one of the people the only department that is required to be a profitable department and so we always have that hanging over our heads I did recently see our our reports last year and we actually profit that's pretty good considering we had a very generous race and and they definitely deserve that and so first year I was glad to see that as well so you guys will keep me hopefully and so we're looking with that and then also with our numbers you also solve some reductions in the participation rates through lunch is

019breakfast and I've been tracking that monthly means my supervisor in discussing kind of opportunities for us challenges are just part of the job and so we look at those and so we are seated at were part of this breakfast challenges the state breakfast challenge and so we picked out some of our our our lowest performing schools in the district and I just contain the percentages because it was our goal is to help booster breakfast and women way it works is if we can boost our percentage then we actually get like $3,000 per science if we win the whole state so our goal is to be number one state for increasing I have so I'm really excited about this is our our first site is going to be arrow hassle and right now we're at twelve

020point four percent of the kids are eating breakfast love okay by the way this is the best of these four so and then our next one its Finley they are a point one nine so they're almost almost two percent so because we have some great opportunities there right and then our other two sites are kills three percent and Rock Creek four point four four percent so great thing is is I get to use something else's money try some creative things to help boost our breakfast program through we have media that we're going to be sending out we're working on intrusive services logo as well also we're trying to focus also continue on focusing on her service I like to walk around the capital centre where office is at and I was noticing there the samik

021family who was looking in the doors at each and when a window in the building and the reason why is because there's nothing in Spanish anywhere on the building's tell them where Christian services was I was like we got to fix that and so that's something else we're also working is critical to some customers if it's taking those barriers away that's kind of main focus for a department as well it's not just making things equitably but finding a way to get rid of that barrier a good image that I saw at a recent meeting I would see where they had this three children standing on a wall watch the baseball game that was awesome and something happened you know the full child and they were innovative things and quality so all the all the benches

022were the same height but the little kids still I see because there's all be equal but they still couldn't see and then they have equity where you kind of made them all equal high but there was still that wall and then but if you focus on get rid of those barriers then guess what that child could stand on their own two feet without any help and actually see the game so I thought that was pre mean I was like whoa that was really cool and so we try to focus on that as well just you know remove barriers and then hopefully find out because in my opinion I think what we're serving at our schools is that I've never seen any sort of skevur service from you know from you know all all muscle chicken

023from an incredible salad bar to spending almost two million dollars last year's and local products and local foods to my dollars that's a nice house things that I really want people to understand that about what we do you know I mean you have a couple of challenges and a few of it that I'm watching [Applause] first off you have the right treatment thank you very much for allowing us to come and share a little bit this year we have hit the ground running we've trip to fall a couple times bounce right back up literally and figuratively we continue to really look at what our challenges are beginning this year and in the report I put a lot of the gist of the overall picture one of the things that has really caught our attention at

024least in public safety is from August 27th when we first started school to the last day of school in September it's 24 school days we had fifty three threat assessments already in that time period and with about it right now probably about a dozen of those going - alone - which means that they were significant in nature that we had to take a look at a little bit more in depth with our law enforcement partners and partners so we continue to see those come in and so part of that is how do we partner with our already partners and to see if there's any other resources that can support us in the public safety aspect of that so we continue to work with our spent apartment which also leads us to look at an aspect

025that we overlooked a little bit in public safety is some of the victimization of some of our students as well as some of our staff when we have these types of incidents I briefly met this morning with one of our trainers for special ed and talking about those aspects so we're going to continue to try to work together to address those to better our safety security for again not just our students but our staff as well and so one of the exciting things is this year we have started to roll out with some challenges and some resistance as you are well aware at the beginning this year in February we our country was hit with the tragedy at parkland Florida and of course a month later down at Santa Fe and it just brought a

026lot of the safety issues to light in our community and within our schools and our students as you can imagine our office bombarded by questions as where's our safety where's our security where's VSD with that it really allowed me as the director to take a look at where we're at I'm very proud and happy to say that we are actually a role model right now for school districts all over the state we have been contacted you recently four by seven school districts just inquiring what what we are doing and how they can do better and so we continue to model that I'm also very very clear to them is that we still have areas of vulnerability areas of weaknesses that we need to strengthen as well but it is very humbling to see that a

027district our size can be that role model to other districts and so that's exciting part of that in regards to the satanist security one of the big things was the visibility is the questions that we got is if we have security where are they and so we started rollout this year the visibility of some our campus supervisors just to be identified as Public Safety and being visible to the common public again just dealing with some resistance there and looking at it's change and you know and it's it's changed but it's also a change to improve the quality I think if there's one thing that stood out when I first started your 17 months ago six days and seven hours ago that was one of the things that that actually dawn had mentioned when I first

028heard on speak was the customer service and I think a few who have alluded to that that's always been huge for me because in law enforcement for 24 years that customer service is translating to community policing and that's bringing your community together with with your law enforcement well in this case we have just that one other element of our schools schools community long for how you bridge that together so this is one of those steps to do that and of course it's it's new so of course we received some challenges and some resistance to that but we're working through that I like a good challenge just like I like a good breakfast in the morning so I may go to the other part of the customer service aspect is we've been out at several meteos

029I know that I received a letter through through Carl about one of the PTO is at Mountain View that be able to talk to a lot of our PTO s about school safety but not just again not just in English but also in Spanish and so reaching that force in our diverse community has been just a real great asset to that also just reaching out recently to over a hundred third graders at Rock Creek Elementary just reaching out and talking to my emergency management so just the visibility school clubs met you and you know so many and being able to just impart the the message behind safety and security being a job of not just one person or one entity in the school but everybody's job and so we will continue to bring that together

030in our district with our district office parents our students and our staff is quite the task with the district this size but customer service is one of our focuses and will continue to strive to provide the training and best practices for all involved in Public Safety so thank you for allowing me to continue here for the time being so you may be wondering why we had all of these departments all at the same time this group of people I mean without a monthly basis together and the reason for that is that there's so many interconnections you may be talking about something about transportation and quickly it translates to facilities or something Nutrition Services it is so interconnected so their reports they you may be seeking an answer from one I promise that it may be

031three different answers to that too so I think so you're okay with just kind of doing a popular so I think probably what we'll do I don't know if it's more fun to you that get all of your questions at the same time everyone one question and then let it go so we'll just take it as it is you mentioned that they were like sort of hiccups and I was just wondering if those hiccups are like in terms of processes are they outside forces like the city of Beaverton and Washington County getting it's or is it it kept saying we're talking about so and I'll probably have this over to see you here in a minute because he's our expert but yes there are what's happening that really to me has the biggest impact right

032now is artists the conditions that are being placed on us does it go for a permit for example the city is now talking about they'd like us to put a water line in around ACMA so we don't see it as I mean they do and then they would like for us to enlarge sidewalks in areas that don't really have anything to do with our school and then those sidewalks are there that we need a lighting and the art projects just can't fund all these things alignment of roads that we are supposed to have to go ahead and take care of and and so Steve can kind of people to those types of things were also having other challenges of just these that we think are very steep especially when compared we moved a single portable

033to Stoller and got a bill for about fifteen hundred dollars from Washington County we moved to portables into the city and got a bill for about forty thousand so $20,000 affordable as opposed to fifteen hundred affordable and the interesting thing is is city of Beaverton is interpreting clean water services rules about how to charge us and so we're working through those issues Steve have a lot more to say about those and work and we're we're working with the staff on that I would like Porto Monica we you know we continue to work with the city and trying to build that partnership is with the idea that we're partner agencies and we should work together right the the fees it's very interesting on the impact for use for things as well that again and then I

034think that's a higher discussion that we need to bring to Don and perhaps to you to half of the city word main impact fees on our schools which the impact is coming from the development that's sitting happening in the city and so when we improve our schools when we do this work we're not creating impact we are absorbing impact from the development I think it's a great question for the future for us to have with the board and with the city about about why is that why is that impact can you pass on to the school to the school this year I have a follow-up question these rules that are coming from our regulations that are coming from city of Beaverton are the policies that are coming from the politicians or the county councillor or

035are they coming from you know the staff some of both when we you know I think the most obvious one will be in high school and what happened there in terms of the Terr feel like but in terms of the examples that we've been dealing with over the past year this is an entirely staff driven with their interpretation of what city councilors or the mayor or whomever may want I I'll just say that having lived that life for so many years I can recognize it when I see it and I push back and I should mention to you we've had some really good success even in this last week we have had at some great success assessment misunderstandings on the access road at William Walker that one of the staff there worked very hard to

036kind of come up with a solution for us that was not costly at all a mitigation that was beautiful so we have hope that there exist pathways we just have to keep working at it and really no understanding when to elevate it to the level that is beyond what we can do on a normal basis we meet with the city every other week we meet with the county every other week and we build relationships and there are new folks being added to their staff that are doing great work so I think there's hope in the future but as much as I would like to say we're getting past it all it just still keeps coming up in specific area and I would just amend one thing that sure he said is build on what Jerry

037said yes we have the standing meetings every other week we're on the phone with them every day or email or something and it's all the staff still trying to build that that relationship in cooperation so you would you like me to continue out stroke of their questions so I have a transportation of question Craig and it's about it's really like a future question I I know that we're in still transporting kids to their to grandfathered into neighbor generally Southbridge or whatever what's the cost savings for next year not doing that we're gonna say we're not having unforeseen there is going to be an additional cost with the additional rounds of analysis right and one of the one of the things you know our current model options news is the afternoons to take that from an

038office pool seventy directly to the school we've always had challenges from from the Senate the south [Music] precising you know early patients hoping that they see that you know transportation is also part of that so I mean that's not like anything that we can do anything about but I hope we're fighting back so we're going to have a couple questions for you one thank you I'm going to thank everybody for all you viewers because it's always you know you're kind of like hidden and we don't see you there often and you guys do an awesome job so a question about the drug use that seems to be increasing at schools because of Julie so I'm wondering how that's being approached and that's the issue I guess you like we actually just recently I attended the

039Safe Schools monthly meeting at Hillsboro school district that we all entities whole we receive a presentation of the most current trends of Julian and bacon and some of those things it has not not to get political but what I believe that once or in legalizing marijuana it really diminished a lot of the importance of how we're looking at at the impact of drugs and how that's impacting with the Julian and the baby it's it's that was one of my first presentations here recently with the vaping and stuff through the Washington County mental I'm sorry Health Department even I was shocked as to what's taking place at the high levels of you know the potency of marijuana the THC what kids are doing now of course the edibles that was a recent issue here just last

040week will be complicated the gummy bears but I know all those kinds of stuff it's it's a bigger picture and I don't think we we did a favor when we just kind of taken that aspect of drugs overall and then the accountability issue for our kids I think is not there where it needs to be and I think that's created a mindset of it's okay and it's not I mean because we're starting to see the impacts of those within our kids we last shirt for these last year we did have a few students transported to some hospitals because of just you know doing again the impact of drugs as opposed to alcohol just really depends on your own body right and so when you see that throughout it's tough to get a grasp on one

041of these I do come out that evening as we are I'm looking at ways to have that training presented to our campus supervisors for the observation of behaviors and kids as well as our SROs and so trying to bring that training out to look for signs and and see if we can intervene nicely it was like it needs to be rolled out - that's actually a conversation last week campaign parents are probably on this issue what Julie is very much thinking it's harmless in this work so we're looking at what is it we may be doing as a district to put some significant information out there to help so the parents are where you know the edibles all those types of things parents are there just so many beers well you know there's more to

042it so it's helping to be their parents but as a district we want to hone that in terms of taking some responsibility to push that information out really quick um facility quick question I know we're in the second phase at five Oaks which is right at my back door step how many phases are we going through because the outside it doesn't look like they're making any progress I know they are they removed a lot of your and that's it yeah is what we just completed over the summer and that was creating five classrooms up in the second gym temporarily four classrooms to move the children who were in the portables would be performative right and now we face to this all worth finishing and that's where we'll start to see the entire building bump out

043the front entrance will be completely reconfigured but yes so much is going on inside it's their construction walls now in the building it's a lot is going on inside yeah we should thank you then four facilities in the report it talked about back at the house organics yes and I just want your design fancy name for composting it is [Laughter] from the kitchen what's the plan to get those 42 additional higher that's kind of what's got us hamstrung right now I mean we're trying to figure out the resourcing that would be needed how those folks would be deployed I think what we have really been focused on is where they would go and why they would be needed and I think that's a lot of with that budget enforcement this is the better craft that

044DMC roll to its report a couple years ago and said yes based on simple square footage analysis anymore when we first took a look at that it's like wow that's a lot of people and what we could justify if any of them standing around that investment so we started to lean in and look at how we played the building how we managed our staff and what we're seeing is our early models we didn't really factor in anybody taking vacation so we're always computed why we're having some trouble keeping up well when you start to factor to 9 to 13 percent burden vacation sick leave kind of rate things are like well that's why things aren't in time so we have been trying to kind of get that detail put in there as well as if

045we were to approach cleaning solutions a certain way would we be cleaning every night every other night when we do this in every single space in the district so we've been essentially just building models applying that level of detail instead of a very homogenous but that's what the 42 would deploy out we're trying to target as a priority as we felt I think that number is close with four million dollars if it was the action staff that we would not see that kind of addition at any one single point long range planning so we made some comments under boundaries elementary school William Walker and L Monica and I wrote next to it what does this mean are we going to look at an elementary boundary adjustment in there so I think we need to take

046a good hard look at our central part of the district because of the imbalance for example William Walker will open up next year at about 58 percent capacity and an L Monica has I believe it's 760 kids this year Lerner did already I think it is kindergartners that school has just exploded and you know we can talk about the city what's what what the city's approved in that area as contributing to that but if you look at where the kids are it's really on the west side of L Monica so it's really going to involve beavering acres McKinley and perhaps Canada to help L Monica that way and then you have barns in the middle and you know is that going to be a full conversion and what does that mean so there's a lot

047of different moving parts out there so are you thinking after the middle school will really take a look at maybe adjustments then I mean what do you look nobody in here I'm just trying to prepare myself what does that mean I mean I am working on a proposal right now to present to Carl that would do it this year if I may be the next school year and my last is just a comment - Mike I loved your love looking for every opportunity to make a very memorable experience I know that was awesome thank you way to go okay so I mix it up up it had a question to have power let's just power based on how the new schools cost versus uh old schools yes definitely for instance both those was what we

048look at is energy performance metric is EUI and the seniority use index that's basically electricity natural gas you burn it to be to use and so it's kill the BTUs per square foot per year and we are seeing essentially a reduction in the energy costs with photos by about 10 points so a forty nine to thirty and we're providing assess with you know that the school was just phenomenal you know and Justin as an educational space but you know but we're going from like these short ceiling schools that are you know dark to these you know big open volume s schools and it's it's quite something to behold we're even seeing in just our retrofits like to see their matter part we're adding air conditioning to these schools and we're low energies because the HVAC

049systems are so efficient we have such good HVAC controls that what's really optimized basic providing better air quality better ventilation to the kids and the staff there and controlling that better and lowering costs by shutting things off and not using it we're not there so that's a couple of examples we've had really good luck with this bond and let's schools start up in the past we've seen it's taking a year or two to control our new hoop schools now some matter of months where we're seeing it performed design expectations so we've had it's really really quite good we've had a little bit of a bump with mountainside being under control there's probably the one hiccup we've had where we had some overrides to flush out the space that were somehow made permanent for a couple

050of months but we can find it and be able to that control system that's visible into what trending and how the schools operating on a day to day basis whatever to adjust that and get it back under control mostly really good stories better quality yeah that's really a shout out to our maintenance department I have to say because they're the folks that take care of our buildings are amazing at the district level our HVAC technicians our HVAC performance those are the ones who are in there spending their weekends figuring out these brand new buildings that we've created getting them to operate the way they should operate it's not that easy and so really kudos to Nathan and his staff who with my staff they're collaborating on a really really good level to bring us this

051great success and both I will point out is a high percent outside air meaning fresh fresh air and the fact that it's not costing us more money is just phenomenal also when I have to comment here with Matt was mentioning the trying to figure out the outside the other piece of this was bouncing having only 50% of its grade levels there last year we we made some assumptions so we need to SAP that building fully for custodial purposes scenario did you well know teachers find space and the spread they occupied probably close to 80 to 85 percent of that building their first year and so it changed the dynamics in terms of what's then required clean because you've got students you've got staff in various spaces so not only did we suffer some not consequences

052but challenges always had the energy into thing it was also staffing was good mikeysoft bog one more question so Rick you've been engaging it up I know we're not like a risk minute that you mention a little bit but you know there's been some incidents and there's really a horrific stuff we can do this to make sure that mitigating all district risk on incidents to happen like you mentioned before in all victimization there like maybe unemployment we I have been in contact with risk management talking about that the other piece is the training there has been I know that it more specifically for the public safety when I first arrived here 17 months ago and met with my campus supervisors I did ask him about training and it was crickets so there had not been

053any training for them in the past several years and you and I both know that in order to maintain best practice you've got to keep up with current trends and I did and this is one of those aspects about deconfliction you know verbal the escalation I mean there's other techniques that we can continue to train our camp supervisors other staff and those Fed has done a wonderful job and continue to train their you know their focus and addressing our special needs students throughout the district sometimes you just can't help that I mean there's a couple incidents that happen this year and so those are some of the things that we're looking at when we talk about revitalizations some of those have to do with some significant stuff some you know exposes some or sexually exploiting

054victims students in the same building with you know their perpetrators and so taking a look at working with our partnership with like Washington County juvenile addressing some of those issues on the safety of our students as well and the exposure to the community and the threats and so a lot of dynamics in there that we are taking into account but it is taking a huge collaboration to make sure that we address it appropriately without creating more risks to our students first and foremost but as well as our staff so it's it's a real big big picture that were working on if that question that I had as I walked through your reports was that it seems to me that in addition to just having short-term customer service issues that your areas would probably have some

055impacts on our long-term costs to maintaining our facilities and I was wondering what effort we were making to try to better understand the costs that our choices today are pushing down as we plan for future bond measures and do other things it seems like I mean we're just asking different people to pay at different times and maybe we should better understand those choices do you have any insight on that we've been learning a lot through this bond I think is one of the first pieces we with things like lighting control the a triple lighting control they're they're more technologically advanced system and that's where we're sort of seeing how we can adapt some of our people to be able to take care of the programming and the maintenance in those systems something that just recently

056came up is with our investment the security projects we're installing a lot of electronic hardware to open and unlock doors from a maintenance standpoint we know stocking in that so is that something we need to really start thinking about do we manage that through contracted services or going to put parts on the shelves should we can do the repairs and we're kind of going through those pros and cons right now looking out we're honestly trying to actually lean forward and preventive and predictive maintenance methodologies where we're at a point where we feel like we've got our arms around but the issue that we're seeing is we still have some fragile systems that are approaching the end of their life if we can get in there predictively proactively and replace those systems in a non-emergency setting

057we can say that this is a fortunate month if we have to do it on a Friday afternoon because it went down to schools got open money it's become very very expensive repair so we are trying to take a pretty forward lean into getting those systems quantified in what the potential prosthetists we're looking at so we can focus investment and then we can also focus and prepare the challenges we have to in order to be the staff to do this we have to sort of steal from one to take care of the other so we're kind of working through how to move some of our general staff around they can go do some of this predictive and preventative work working underneath the tradesmen an example would be maintenance workers working for a HVAC technician doing

058all the major system maintenance on a large air handling unit versus waiting for that thing to fail and then going in there with repair team and going to fix it all also taking a look at where we're using redundant systems now yeah big error namely user has multiple compressors honest one can fail without any loss of performance it's fighting where we've been running on the backup system and can we lean in and fix the the primary system before we lose both and have to then do an emergency repair and then in addition to that we're also trying to evolve the way we condition assess our buildings and this is kind of the place where we're just embarking on a more disciplined facility condition assessment and this is also leading into the next bond planning is

059to say this is a better way for us to take a look at our systems or our facilities and those exact questions that you have it are we making a first cost investment with a long life cycle cost or vice versa and and in some cases maybe we should be looking at more dependable less technologically advanced systems but then when you get to efficiencies I know math we go back and forth on this and all the time he's got some very very neat stuff except nobody to take care of it I can jump to that to decide of you know that felt silly development apartment there's almost 30 of us and having that be an internal team they know our schools where Fort we're halfway through there is our technical standards that are have been

060written primarily by the maintenance department who cares a lot about how much it costs to maintain these systems we don't purchase these leading-edge technology we only take technology that's been proven and we do a lifecycle cost we look at first cost versus what this is going to be down the road with regard to maintenance and I say that the team that's on board right now is really negative as a leading into that conversation we're constantly updating our technical design standards with what we learn we conduct lessons learn and use every ball multiple lessons learn new things and we put those lessons into our technical design standards to further inform our choices for the future there are some technologies though that save immense amounts of time and energy and frankly staff right now we're doing a

061graphical user interface upgrade of all of our HVAC systems that's costing less than eight hundred thousand dollars and we'll end up being at the place where any custodian can open his phone and figure out what's going on with HVAC systems where previously there were 2,000 alarms that would come up he wouldn't have any clue what to go do and we'd have to call out a manual solution now our custodians and other building officials can actually take a look on their phone at what's going on in the system and fix it and I'll just just add so we are trying to improve our assessment we hope that will help us as we go forward as well we what we are and as we try to make our crew more efficient better we're doing those analysis of

062how we do already have it completed but we are just barely above a breakdown maintenance statement at this point we are prioritizing what comes in and we're creating a list of deferred and unfunded work that's growing as we as we sit here today as well so it's one of those things where we're coming up some good solutions but I do believe there has to be an infusion the can of cash into the maintenance for the future of the district to try and and try and arrest the backlog in the deterioration of our of our district that's interesting to me is that all right I understand that some things are routine and we need to stay on top of those and then there are some things that no or unexpected things that break and I guess

063is my main interest to make sure that were on top of them and I'm not sure that we have the full set of what's routine that's becoming part of backlog maintenance but that was what I was curious it does Mike I hear a lot about the technology which is awesome and I'm so excited to hear but then I also know like the roof at Beamer tent-like is that routine or is that different maintenance that we just didn't get to award every before pipe second like we have so many different levels of maintenance issue organization that goes on to I mean something like a roof leak an HVAC repair those will prioritize above let's say a pop-up and that would probably be one of the biggest areas where you we're talking about the furinkan on funding

064water because paving is incredibly expensive and work to a place where in our analysis what we we originally estimated this a simple slurry seal is now and grind it in lay and by the time we get to the work there may be quite a bit of full depth for asphalt that are be very expensive to do but ultimately we have gravel parking lots as well and that's where it's kind of heading so this doesn't mean the school is a function it just means we don't have this nice pretty a school parking lot it is something that we have to consider because Craig drives some very heavy pieces of equipment and they need to get to the school so we've been you know taking averages just look at fixing bus lanes and things like that you

065know there's a big old pot hole you'll see we got to address then I get comfortable calls on but it's it's very expensive work so that's where we're kind of a being back and flow the fourth through is trying to set those priorities so things like an HVAC system or water leaper is being addressed immediately but to some sacrifice that sidewalks and asphalt may not be being a special status Oh piggyback on your last question I think I've got two specific questions and that's a really good question do we have a system for PMS where we prioritize and we are constantly looking at it for like assistance level and then my other question is we measured deferred maintenance in such a way that we understand the additional cost we're taking on in future years because

066we haven't done something right now yes I was gonna say for your first question yes but we do have a preventive maintenance system and it still requires manpower to physically go out and do that work and sometimes we start seeing the next or they're servicing p.m. show up before we completed the last for the service fortune we have some stakeholders would really help us prioritize that it's the city and county inspectors will be out on some of that stuff again it identifies a massive body of work and just making sure we can sort of provide staff and time to address that for the second question probably not to the level of devotion in the sense of trying to get that detailed in that analysis in place we do have very good ideas of what let's

067say the routine cost of a water a water heater replacement with internal staff versus contractor staff and then we have a pretty good estimate what it would cost if that were to fail and we need to replace it so school could opened and where the we do have numbers and those from what concerns when you look at that emergency repair routine with the PM's what percentage you know are we getting compared to where you would want to be probably thinking to do a little bit more research because I would honestly say we don't probably put enough detail into our p.m. scheduling we have sort of service group service hvac mode long these are somewhat general generates and then we utilize those preventive maintenance work orders to catalog time and report that kind of stuff I

068think one of the things that we've been talking internally about is trying to make those a little bit more detail specifics for the end so I go do this preventive maintenance it's not like inspect all the American system and station it would be more focused by unit and there would be more clarity and that's naturally wrapped into our improvement we want which is to improve our facility they had an assessment tool as well of how we assess our facilities part of that is to add that sophistication to our schedule and maintenance especially prevented Mike I'm wondering about the reduction in the number of students participating and it wasn't sure it was percentage or five numbers but I was also curious about the disproportionate reduction in the number of free reduced lunch or trooper do students

069who are participating particularly as we may have produced 300 yards from their elusive outlets yeah so you know we've seen a reduction visit overall districts appear news percentage I think it's dropped one percent since I've been here and then I had the same question when I was looking I made a worksheet for all my supervisors go through it and I was like why don't we only 30 percent of the free reduced kids yeah I think that makes no sense it's great and so there's definitely some opportunities for us with that one of the one of the theories is that you know a tripod transportation is about annotation of pluses but just transportation can I get to the school it's difficult you know I know I got Walt me every day it's trying to get to

070work every day on time is super difficult because traffic is just that's accurate that's just crazy yeah like breakfast ran happily know why why is that well you know what I'm at a breakfast school when I'm watching when the kids are just showing up with three or four minutes until the class starts you know okay so what's the barrier there well very is that that's crazy it's naturally it's it's just like I said it's difficult just trying to bust there I'm playing with the traffic is to try to drive my own car we said okay let it go so obviously a barrier there okay so our Barry right now is we're certain in the cafeteria they said what would be a good solution maybe when we start doing grab-and-go breakfast is in the classroom you

071know all the simple things it reads the recent add a four out of five teachers let's just say peed on the bus they're chalten I come to school this is so good and it's right today come to the store before 5:00 okay so that's true why are we not being like you know I think our overall breakfast participation is nine point seven percent of the entire district overall for breakfast okay lunch is thirty six point two okay or or I came from you were serving probably 50% breakfast and about 70 percent lunches example because he's right so we bail schedule change helps me but it helps him which helps some other things how this might help me you know me so there's a great example of but then grab and go breakfast is bring the

072food into the classroom that like lunches for elementary school there's less time now is so that I mean that's totally and yes so you know I I'm a hands-on administrator I don't spend time the office pretty much a out in the school watching lunch helping the service I'm able to see how the field being played how easy play it each and every one of our schools and that's why I've seen where some sites I'll see a fifteen minute lunch it's not quality female xx call point minute lunch they don't want to six fifteen minutes there's no way you want to capture you you can run a counter you like to is you going to prison wherever nothing quiet and there are some schools like that and I hate that personally because obviously the if you

073go steal the kids talk you're talking about everything they're just they're they're venting you know it's just like psy the porns P or some kids for me it was a blimp or planet during that crazy ng I still have 15 minute lines geography I'm you know I'm just a little time then finally I'm trying to eat and I see just like myself that need that extra time unfortunately because of you know education schedules and math and science it's it is total like like promising it is truly and we are so merged together what so the issue would just lunch in general when they changed the guidelines with requiring mandatory you know for a couple of special half Peppers vegetables what we of course we become the fruit vegetable Nazis basically I think they're essential to

074actually are afraid to go because in elementary are afraid to go up and not get it right usually said and so you know I'm listen to my staff and they say it with the biggest heart possible or I mean it's almost like a mr. Rogers answer just you know you know we need my friend but still there are children are afraid of that so we've lost some of that fortunately but also we just started doing some might change doesn't like my goals changing one things that I said to get the job here you know I wanted to do you know somebody scratch I wanted to do things that I can make that you know when somebody's over in a box there's no soul on it picked up you know on a finger I should make

075you something there's bigger stole put into it so that's one of the things that we're trying to do and we're started doing those things now you know with the grilled cheese by the way it's very popular so last year we had my my top with Valerie's we have a lot of our facilities that are maxed out so looking at that one of the pieces we have to take a look at is is there rebalancing numbers because there's many of those categories can service to grade levels at once if in fact you had decent numbers within that school mm-hmm seventy I think you'd be surprised at the number of schools are actually maybe maybe not but I do I think is just looking at how you know in a smarter fashion I know what you mentioned

076and it's probably not a popular decision with the custodians but I think where he will find schools that are very high percentages they are serving a lot of those kids in the classrooms for some variants of Carlton Carey had started picking up and it's just not the buses family it's kids walking in and then you'll find out that all the kids are eating and there's not a stigma everybody's in there and then pretty soon you start having everybody but I've seen Network training of teachers is the way you know and the type of food that's going to be prepared for the classroom right now we have about on Wednesday so we have some schools they're serving lunch at 10:15 that's breakfast time still isn't that very reason it's trying to hammer pan it's not that

077much just get in you know and thankfully they would still want to get our programs especially the full-day kindergarten and I also I just had a comment I was surprised but also glad to see there's a comment that you're adding two questions one for Craig I noticed a new report you were talking about the applicant flow for bus drivers and wondering what the retention percentages are how many people were attending there after a year and if that's increased with the salary increases I can tell you know the answer the second part is no other unrelated because of the type of employee that we have we have more people on their back end of the cruise people ready to finish something you tired and so you pay at the primary driver as far as percentage I

078don't have a number off the top of my head what I can tell you that is it's been flat or the farc as far as the number of departures we have in the last three years I've been here they've been flat and it's been about 35 to 45 and it was higher than that on the other hand has a lowest married I've been here is 45 added new drivers and the highest driving so we're ahead of the curve and continuing the pipeline and like I said while the applicant flow had slowed its load more this is a matter of getting closer to the number we need to be so we're just not nothing there's many crazy things as far as advertising of things and integrating twice a week and things like that cut it back

079once a week or risk over 3 or 4 if you were to make that a percentage like your retention rate is blank percent again and by invest is that could endanger the entire agreement or those areas you're going to kind of put off this side of the parking lot and deal with later probably more kind of a qualified of the former or I'm sorry the ladder we are you're moving forward it's that you already adopted the idea and we're working we've been working on the implementing procedures so where the rubber is the road I'd say the two primary areas where we are at different conclusions one is with the middle school turf fields and extending those hours from 5:30 to 6:00 p.m. and then most significantly our pool access times for sweat season for Aloha

080Lola in mouth side and then West View and sunset share the pools at the Aloha so Center this SOTA Center cheap spirity really wants to have we have four years years of the past several years doesn't back-to-back practices th period he doesn't want that anymore if they will do letting afternoons practice and then they will make time available in the morning or at night for practices because they want to have regular programming time for their purple swim lesson programs and what we've agreed to do is in order to move forward and allow the schools to plan accordingly is except where we're at right now and continue to review the actual costs that we have that they have and if there's any wide discrepancies then return to those specific items I've been trying to explain to

081other users I for example or never tire would know what I'm talking about with a beloved junior baseball organization you know these assisting on a number of things and from their viewpoint it is a one topic discussion but when we're talking with th peer D yes so integrated with so many other things that where we will say okay we'll give on this we're getting something else Ted people may not even think about but yet it's benefiting our students and families so we'll be doing kind of it's a modified version of the turkey lot in that it is an active parking lot also nice need to prep a memo report for the board to be coming next couple of weeks will present that first and Becky and Eric get their perspective on that so is there

082a timeline probably since we did the last time so this happened this morning so we have we have our internal stakeholders to meet with - Sayuri is kind of thing and like I said at the beginning there are going to be some unhappy people all the way around and it seems to be kind of what's going on here this school eater everybody's not happy about something when it comes to facilities you've received correspondence we're going to be meeting with YMCA at the end of the month we've got youth sports out there it's again like we talked about last year it's all about incredible demand limited supply and so the what I will have to counsel everyone is patience in that it's not oh hey we're done stick it in a drawer and we'll pick it

083up again in ten years this is something that we're looking at all the time just as we have regular coordination meetings with the city and county I have regular coordination meetings with my counterparts at chief security we have maintenance coordination I do planning property acquisition coordination when we talk all the time well I know we've gone over I just have I can put a couple my questions run into but what am i his question is I have was about the $700,000 that we brought into facility news and that we have 130,000 we're returning to schools I wondered if you could tell me who's the biggest I don't quote me on it but I believe it was funny slope that had the biggest return but that's something you'd find out when I get back I just

084really curiosity is whether it was an elementary versus it was its elementary schools because they have the daycares and they get a daycare revenue and there are some elementary schools vestido don't do anything in their building I don't see anything so then my last question without out of that 700,000 and then I know that you have the return that you're giving back to the schools between paying the monitors extra custodial fees that kind of thing too so yes we do and I can provide you with you know where the money goes but that seven hundred thousand dollars that is solely rent that is not staffing costs so staffing is separately billed for that and that is a what should be a no net gain or no net loss because we are paying the staff for

085the hours that they work from the people who correct and so in terms of what's happened over the past year that money goes into the general fund but moving forward in this current fiscal year what we're doing is we are going to be moving the facility is team so the revenue that we receive is going to pay for the facility use routine facility is software and then whatever is left over it is going to be going to Paul and Nathan to supplement their maintenance budget because that rent is to pay for wear and tear and that was my follow up question is if we are making money where are we dispersing it and it would seem like we would because of the wear and tear just say again in generalities about that Paul kid correct

086me if I'm wrong but about half of that net that's leftover we'd go to the maintenance or also notice there's money Steve's putting more dollars and and my question to Mike is like you know I we we definitely do not want students who are hungry in our schools only do not want to call them out if their families are not being when this the shaming to you and we do but at the same time at the rate that we're going and there were 25,000 of them already and that you've learned that 7,000 as well as not to try to is there any best practices around the state are there anything around the country I know it's not just Beaverton yeah because you know as the itraq come us well into the United States with a

087list of different states that are embarked on the same similar laws and so something kind of read the ideas for the district's we're kind of but a little bit ahead of some of the states that we started last year negativity the accounts pen also part of the state group discusses that but the tools we wrote Republic and trying to find out what they're doing as well also I'm also part of a group that is looking that's trying to encourage our state government there's a walker laugh I say this but we're trying to look at a universal old meal program for schools which I am a heavily supported about I'm just going on my spent trying to get money process applications and things like that and let me be best used towards feeding children instead and

088so when I was asked a part of this committee I thought a joke personally really congressional but than that I've always talked about it for years and years never actually actually several state senators that really want to look at that and I've seen some of the numbers that were looking at it's many millions of dollars but it kind of makes sense right now and I think that so I'll continue preaching that Emily wasn't for it originally but I've seen how much money that we spent like I said processing applications I have a team of four people that are looking right now processing all the applications that we see every day know yeah because we want them in the system as soon as possible because otherwise they're going to accumulate a balance right and so that's

089part of a 7,000 North done I was talking about so for me it just makes total sense we're spending you know hundreds of thousands of dollars doing applications and phone calls and letters and then sending letters home saying you were you were free in fact just on Friday BBC probably about stack of returning envelopes families this much in our district because families unfortunately this is my theory is they can't afford to live house pump help Toby the rent to Rankin these are people that didn't approve of free/reduced and for simin letters and to come back so it's it's really interesting for us there's been a lot of money so that's what our game plan is also continuing to talk to the districts and that's kind of how we tap in right now we are definitely

090restricted because of the law that we have been very great three that we don't allow all the car purchases and native balance so the child is I've had the sending amounts they want to buy an extra food item just say I'm sorry that's what we say some districts don't do that but we have chosen to do that just because an all-state person I think it's a small message I actually take my friend higher and this takes out mark out so but also with that rule as well it has me much land a lot faster it could be don't in him to always see it's fine enjoy your lunch you know which is good that aspect and then occasionally once a while this shouldn't you ask the balances that's great you just kind of process it

091through well I know if any of us have any other questions we can follow up I'd appreciate you all being here and I think what it comes through my prayer is you folks have some ownership for the area that you represent well you work together and communication is but the passion that you have we're trying to do and you know your colors come through that how innovative and your commitment to excellence on behalf of our our district and our students a trip that really comes through and out so thank you for putting all this information together for us and keeping us a little because you know we're the ones that are answering a lot of these folks these kind of questions the only thing I do want to follow up today because we did talk

092about how we're going to address the middle school boundaries and how we're going to be doing that process differently and if you could just share with your members what you have and store or how before because we're going to be doing this very it's going to be very transparent it's going to be okay okay thank you we're in the process you drafted the memo that I sitting on thank you but with the intent it's very clear process but at the same time once it's received by the board it will go to our building principals so we can it's just safe to say that you folks there's going to be a very thorough process and a lot of our questions that those of us that went through the process last time will be answered but there's

093going to be a very communicated process better than once thank you very much for your time just for the board yes it was kind of Carl's and cabinets idea Carl proposed this is just a different format whether it could be actually more dialog question so any of the feedback that you have on this it's evident that they would be trying to be concise maybe maybe another half hour for questionings but yeah this is the math you'd like to continue because we just think it was a better way [Music] [Applause] only half of this team is my responsibility I won't know the other half but in similar fashion they'll get some opening comments add some depth to their reports of course offended village definitely engaged in the dialogue [Applause] ready great well I really wanted part

094of it - you actually got impact that you saw we all right of our staff in the communications of community about the target and I brought some key players that I wanted to make sure you knew without and it also be able before any questions about the routes or services corridor and community resources and uh a lot of what's in the program what's in the report to you is there beyond doing for such a strong team type team you gonna lock down I think one of the things I wanted to reassure customers and asked to the staff survey and we were just kind of blown away and it's so proud that we received such a high rating service query of communications and customer service for education so I'm just really promise to you and course

095there's some people back at the office that's research you'll see that we lay out the report for you on volunteer services community partnerships in which we christina is shared between community partnerships as well as teaching the Marine department and then you'll see our approach that we thought regarding as it can be improved communications in human nature and I will go through those because there's a lot so no I welcome the fact that they've up in that school directly no I have not seen that and we're seeing you know consistent numbers at elementary we've actually seen looking at least a female a nice little kitchen students access no I don't see that I'm thinking about how we log volunteer hours and participation trying to understand debate in front of me who is there a shift in

096the way that we logged those hours okay and was that in the 15 16 years of 16 17 or in their dues 15 16 we were doing both systems you might want to speak to that the veteran Packers doing the 1516 school year it was hard to get the roll out and so we added different a couple schools each month during 1516 school year into the new system primarily because of background check and so the better impact or the strengths of better in fact that that background check on consistently across school and so because of background check we couldn't do all souls at the same time so 1516 was really truly a roll out here and some 16 17 which just kind of started up to work with the program and I believe I'm seeing

097I'm the person increase in terms but the people who are using it are actually logging their hours there was definitely dip and that was a different ball to help people in reporting are we at the point where you think that almost all the volunteer hours are being logged that way or they're kind of like instead of volunteer hours they're off to the side that are making their way to the system I would say that it you know I kind of describe it as a a cruise liner to suddenly take a left turn and turn it and roll out of system like this and so I think that the use is definitely increasing we're not capturing everybody especially at the middle and high school level I think that's where refine is in terms of recording those

098after after school hours that is where we're having a bit of a struggle and so this is school focusing on those local high schools to make sure that they're engaging with the system and reporting a transition and the strong part about this system is that they can do it by mobile so you can go online and you can actually record hours I see some of you do that and you know after elevator because you're um because we have evening activities that can introduce and concessions and things like that those volunteer hours should be counted so part of it's an education process and so you'll see that we address that in new challenges section of the report here that I think the consistent implementation of that volunteer management system is really really important and I really

099try to put an exclamation point Smith this year because you know Joanna has pretty much single-handedly along with kandace Hyatt managed to do the database big beast of a program because we're saying that all volunteers have to be through the system now because that way we ensure that their background checked and approved for service in our schools and we're still working with some schools that are declining you know to do full implementation in the program in what in fact we feel like is well I actually just met with the representacion last week and we have a two-year partnership with them and due to budget reductions like my discretionary non salary budget it has been reduced what being such a small department it's not leaving any reductions to make so I actually had a partnership I

100put together with teaching and learning the special education lieutenant our department so it's about $16,000 each we did two years worth of programming messages our YouTube channel so before the word good space right now to be able to reduce that and we utilize those the click-through rates that the data that she showed me master she said that's really almost like double what they typically see people especially digital TV is a little bit harder to kind of carry out any we've got some education to do with their families but I think the point that we've got some really great segments about attendance about registration back to spend summer work all those kinds of things will serve as well for the long term not really that the partnership was about creating the assets about posting that long

101basically we were paying for the contract for them to be they'll have a return and it's really a much reduced if you have to apply this in the commercial rehab unnatural air seandrade can so the budget was fedsep forty eight thousand dollars and it's a it's a great deal we have to come up with the messaging we also send a lot of our own assets a video if there is photographer and videographer and we send them a lot of it but they put it together and early its and being able to place it and repeated placement has never shown those segments and they're wonderful and this I remember Barbara Evans you said I have a question about that here get their campaign so could someone tell me what is our role in that campaign well

102we took the lead from your dogs balls and there's interest in in Oliver interesting giving kids and keeping kids in school and we developed our be here get here get there I campaign in this a local campaign the state is hoping to roll out the campaign we thought it was important that we do it before school started versus the state what's happening those first two months where we could really it's a teachable moment it's where you know so we really wanted to go forward yeah so um it's fine research shows that good attendance habits are set in the first few months of school and we were hoping to be able to utilize that campaign oh there's it has some really good content but we I've seen some of it but we can we plan to

103seeing elements of it and we've been able to make our own versions of those so like attendance certificates infographic where we need took an infographic and we put our own data to it and made our own version of it but um it's unfortunate that we couldn't use theirs and timon and originally it was set for mid September and then they pushed about commercial vacuum I don't know there's a lot of school districts that are really wanting it and to boot were traded to the congressional attendance works and so in the material pulling on our social media posts and that sort of thing you just feel like you've got a good program going and if the state kicks in we'll just in terms of attendance because there's different reasons why your target audience in terms of

104getting that and those kids coming back to school is what I'm thinking about I have no personal interest in that because last year I had a kid that didn't go to school and it was a mental health issue so just wondering how how you target certain populations and I hear what you're saying and I think you know part of the messages have to be I mean we need all of our children in school every day so are there resources that are attached to this message that helps parents know that okay I can't get my kid to go to school and then giving them the resources step 2 - so I think our schools are also working on this and that's not - it's what we're trying to do is help elevate you know in this

105I met I believe mimori and if anybody understands that I know um so it's not like that I'm just but I know that you will have found some assistance how are you dear Jerry loss as we did yes believe me but I mean I just think it's really difficult and I and I think my child is like just a small percentage that's like that but I just think of the impact of that and just in terms of getting the message out there to to all these are point out to all our populations and to help encourage parents and its kids that there's resources out there I think that's poison clear about taking and I think our team will take that back and make sure that we know is it our program sorry works pretty well

106in Kumasi with the dropout prevention work that are technical Elementary graduation mentors everything coming to combine together it just really does target these very things attendance and why you're nuts or what it is about school barriers everything's about success in school well I mean okay and I don't want to insert this but the reason why I'm so such AB sensitive to it is because I remember feeling like oh my god my kids not going to school I can't get my kids to go to school and there's a parent's trying to get their kids go to school and even that reminder might be hard for that parent so I don't know how you fix it and I mean again I think that was a small percentage just a small percentage of students that are in that

107situation so I mean I know it's not your got a global reach there but and that's there's never up the question is to find out where I don't know we got some special funding but you're exactly right is that it it comes in conjunction as we know that our schools are making a big effort to follow up right now if kids have already missed three days of school and and it's all part of this same big picture so that's how I wondered you if there was money that came from the state of just this little nice and catch phrase and we're putting it on the BSD and we're putting it on our website or you know so I just wanted to see what the whole what the whole campaign looked like and what the board's

108role was and helping you with with that campaign so I think that's a really nice that you brought it in there Timon I think all of us recognize that children can't learn if they're not careful why I think the board really is such an important thing that's our we think it's just a we don't have extra money for it this is part of our work this is what we do every year is ascertaining what yours on the forefront what's coming toward us how we went into the district polls the superintendent of schools boards the other the only other part I would think is to Maureen's point about whether it's a resolution confirmation whatever you want to call it I was just in a couple meetings this week and we're talking about attendance and some of

109the different things they circulate and you know you would think that well how do you think the work how do you think those first elections kids to come to school but don't sell short when you folks come out and sometimes it's more weight with our staff than it is I just wanted the closer to see you know art community is so supportive and we saw that I included a levy survey results and I always have to just remind us how fortunate to be there to me that such as the work that Christina is done and you saw in your packet she more than pace with the position of genetics and her work with the avid as well as resources I just away very much appreciate so I surprised my team a little bit by inviting

110them up the table it's all I do want you to know where the baby is so I am going to have you introduce yourselves and just your poll Morris thank you start I'm almost part the university partnership together Susan Rodriguez HR administrator there works with licensed stuff and I brought mom and I work with classified staff Erik Larsen and and privilege of working with elementary both license and classified sorry can those both she's the newest member of the team so she got that honor and I will say that since we've added and administered since Erica's position in the last two years I'd say we doubled in disciplinary types of actions or both licensed and classified over the years it's been you know it's been steadily increasing but in the last two years it's actually doubled

111and you might think that's a bad thing but it's not necessarily a bad thing because if you also look at evaluation data and looking at teachers that believe that the evaluation feedback that they get from their principals or assistant principals that's been increasing as well so I think it's our supervisors are learning better how to supervise as well so some of that data can be really good there are two areas where the data is actually a little bit different than what you have in front of you and Tom emailed last night and noticed a discrepancy on the area of professional development has improved my practice that particular one and I'll post it on my or I'll have Mary posted online all updated it's not significantly I'm different but it's not as high as what you

112see here I think when it was originally interpreted they were looking at and collaboration behind that also brought up the 1 out of their area on the whole piece about I have a I have a feel heard about decision making with that particular item at data point when they originally calibrated the data for this year and last year and now she's corrected it it was based upon teachers only and the question EFT or the state mr. big question actually leads teachers and staff so it should've been classified in license so this will reflect that the updated data so those are the two areas for correction just one other area I before I open it up to you for questions either we're all very concerned about diversifying our workforce and that has been an emphasis for

113us for you know quite a few years I'd say for the whole state and you saw in report the different things that we're doing and different people here will be able to speak to that as well if you have questions about it but I guess I want to emphasize that this isn't just an HR issue this is an issue our entire district for each and every one of us when we conduct say an administrator interviews one of the things I tell every single interview team is you know this they're interviewing us the candidates are interviewing us as much as we're interviewing of them and they are looking to see is this a culture in a climate in which I can see myself working and staying for a long period of time is this educators are

114tend to be very family-oriented and very community oriented and they are looking for a place where they can make a difference so I think that whole piece about we can do all of these different kinds of recruiting efforts we can do a lot with that but we also each one of us as employees as community members as board members we need to be creating a culture and a climate where it is inclusive and then it is open and welcoming to folks so I guess I would just ask each one of us be an ambassador for our district in that area and some of the things that we're doing in that area are working with our administrators around that inclusivity piece and it's an interdepartmental kind of and the effort as well it's things like looking

115at what is the implicit bias what's in conscious bias and one of the strategies that we can do to make sure that that we don't say that's a bad thing we all have implicit bias we all have unconscious bias because we all have different experiences but what can we do to make sure we have multiple voices at the table multiple lenses to look at this so I think it's I just want to encourage us to all these involved in that effort externally we just went into it without ESD to work with Hillsboro Forest Grove Tigers wallets and to a program it's kind of a girl your own program or really our students and some of the programs so looking outside our internal meeting with lizard Park as well probably later this month to look at

116an aspiring administrators program as well with a focus on diversity as well for that and you know diversifying our administrative course I wanted to look at the just a question it's a conjecture on your part the percentage of teachers that report improved practice based on collaboration and sufficient time to do so though I'm not in awe that percent of teachers reporting sufficient time to collaborate is only 81 percent so what in your mind do you think would bring them up to a high nine everybody what are they looking for so I am certainly open to others having thoughts about that but I think I mentioned in the board meeting report that it was not it was surprising but not surprising that the lowest point for early release was really around that administrator directed collaboration time

117so they didn't value that nearly as much as the administrators value that they really thought that was making a difference so there's a discrepancy with that so I think dictating of what all of that so if we gave them that one week this team - I just wanted to acknowledge this team I'm sorry tom but we really had an interdepartmental kind of effort around early release in that implementation with teaching and learning community involvement and HR so so I'm looking at the percentage of teachers refer to improve practice based on cooperation efforts I've seen it was actually quite a bit higher 2013-14 but unless there wasn't any collaboration that was okay there was and that was kind of it um beginning times around there been a lot of work around professional learning communities and a

118lot of training around that as well and there were there was a lot of doing some things we've been able to continue to do work teachers would combine classes the Association doesn't care for that they also we're doing a lot of buying out of sex and all the time and is this some this distinguished teachers you know look at you that I'll take their cuz that's just like a anomaly in the data or that's just like you know we're getting more proficient we're getting more people with a higher distribution of you know I think we're gonna have to watch over time for a trend data on that I worry a little bit when you only have two or three years and and you try to make a trend out with something and then it crashes

119and burns after that but I do think we are doing part administrators are eating a better job with evaluating staff there's still some in effect from an HR standpoint there still was very easily like to see improved but it's much much better than it was 10 years ago say administrators being able to observe and having the 5d plus to streamline and really focus on areas has really helped teachers grubs true that the 5d plus that we use for evaluation has during the years that are noted here so the first year where the distinguish is really high it was our first year of implementation with this rubric so it was that whole learning curve of learning how to do that in calibrating a throughout our district I agree with sue it's kind of difficult to extrapolate

120a trend and I mean you probably are wondering well how many years are you gonna want them because we have five years here but it is difficult to know because of variability between buildings variability even the calibration of principals is not the same and then we have hiring differences from your year as well and all those things impact what you see here in terms of I would say anything proficient and distinguished is a very great solid good score and we tell teachers back to they don't get fixated on we have to be in that quarter of course I want everyone I was striving but the difference between distinguishing coefficient can be very little from your year maybe just look at the basic and it's getting smaller which is good if I haven't people me a

121lot of work that goes the discipline data that she's perfect related to that I'm curious about the reduced retention what we are seeing or thinking is that there's only the big hiring surge five years ago or but yeah it's kind of didn't float and has been and again at the time this data was put together we didn't we hadn't completed hiring we're going all the way through September you know for and this report used to be in February so we have complete hiring the data so it wasn't complete but even with that it looks like the retention rate will drop and without having we did do some layoffs last year so there's been some that and I anticipate it's going to drop again for next year budgets what's interesting to us is that over time

122we lose people but so many come back to us as well we have people maybe go out on not just on leave but they leave because they're having families and then they come back into the system we have people that Evan flow all the time so it's still um it's still pretty high but as far as a reason for why it would be lower this year I don't really have one other driver that would have an impact these retirements as waves come where there are more or fewer of our long term employees retiring that's going to impact stated as well just on garriga's hadn't heard from Craig Hawkins a third of our teaching force could actually retire right now they wanted to as I start looking at some of the pers there was a saying

123that a third of the our educated workforce could actually retire right now and then we're talking about they're a little bit worried about that yeah there is some prisoners more but they're also more worried about when we talk about retention now you can go across the river into Washington and a teacher can make anywhere from ten to twenty thousand dollars more and they're already starting to see in Roma County some teachers and administrators they're starting to see some of those folks one other piece about retention that I just feel like that's useful to bring up is it has a relationship to diversifying the workforce because when you think about a district like ours that tends to keep their teachers for 30 years or plus sort of 20 years and think about where we were demographically

124as a district 20 years ago or 30 years ago so our demographics are changing faster and then our retention and I'm not saying that we are want to encourage low retention so that we can diversify workforce but you see that there is a relationship between men if we're only using a small losing of small percentage of teachers each year then those hires become really important in terms of diversification to match our demographics of community that make sense I guess it does and the setbacks are so big is the thing that you noticed for in the 2012 yes yeah we we don't have any tools at our disposal for helping with the scenario [Applause] and if I can you bring up diversified the workforce as we start looking at more bilingual candidates do immersion programs and

125everything like that there's there's a real fear out there if you build these programs and then recession comes along and often sometimes those are some of our first hired candidates and they ended up getting played and it just decimates programs so I'm on the staff survey that you've got your data from can you tell me a little bit more like yeah yeah it's been I don't know probably in a place for almost 30 years back in when and Steve Carlson was in an IT and it comes out of teaching and learning and teaching and learning and IT do a collaborative we have two pending you know determining some of the questions we have some it's kind of new initiative for example early release where we want some kind of data back or with an LA

126adoption or something else those types of items tend to be in there some are kept as a stream throughout all to collect data over time you know there might be consistent questions for example the one that I contribute to decision making or something be something like that might be a consistent type of question we've moved more toward the inclusive and you know over the last probably 10 years as well or on LGBTQ those questions is typically given out in the spring February in that area most of the administrators and most of the principal's would like it to be right after winter break when people come back all refreshed oh but it's usually around them to bury or burn Marchetti area so it's different than the TEL survey yes it's different and the TEL survey is

127done about that same time correct like earlier Olivia if they didn't ask some of these same type of questions some of them are similar yes do we do a comparative test with that yes we don't do it on paper necessarily but we do review both absolutely and I know the exact look very closely if their schools tell data I know the principal's look at all of it including the district survey that comparison back and forth as well and I know when the TEL surveyed teachers are encouraged and time is set aside to encourage them yes to take that is that the same sort of effort that we use with this no this goes out as an email or multiple reminders okay Donna we talked to community involvement and Human Resources do you have any questions

128they were just started being laid short and insurance renewals welcome and thank you for all of your great work and dedication returns mr. twister I know so busy every years a busy year when it for so many resources and community involvement that particularly last year with all the heavy lifting that they did with the levee is either a very important partner updated every single week and all the different newsletters and hiring the best of the best [Applause] [Music] [Applause] [Laughter] [Applause] but I wanted to introduce you to Gretchen passages which is not a Marlowe station it's actually a districts program but it's housed in our building and it's a really important part of our story because really to understand Merlot station and even understand passages and I think we work very well each other and

129then I'll just introduce this is Joanie she's a principal secretary Jimmy there she's helped said our giving up so so I really got to talk and then I'd like to take prepared to our on the belly and I mean I'm a connect with the juicing oceans and thanks for the time and thank you aboard members that really deeply appreciate the volunteer work that you do on behalf of our community it's important and often thankless work so thank you all for doing that I have some handouts for you two different ones on passages and I don't want to be free different part of a form it's the passages reengagement programs districts program to reengage our struggling students who are either engaged in some way partially maybe at their home high school or are not engaged at

130all and so we go out and we we find kids and get them re-engaged and some of the different component parts of passages so if you see the the one that's got like the umbrella is this passages reengagement those are all the component parts and they flip it over and you can read about them that you can do whenever you want or you can leave it here just a little bit of information so you can you know what we have to offer in our district the other that the other sheet is statistics honor program and I went back from last year and then this year as well and that last year we had 331 students who were enrolled with us and that's with five teachers and one registrar slash program support we had 65 we

131our students get that earned 65 GEDs and we have 35 diplomas so those are students who would otherwise be dropouts like 100% they would be dropouts so I feel that as you can see by the data not only is passage is a good academic return on investment because our other kids who don't if you didn't order to give you dinner or a diploma they're earning credit and getting reengaged with their education and figuring out what they're going to be so it's a great academic return on investment and just in general a great return on investment for our students I included some data that I always think is important because I think I think all of you pretty probably identify like who are our students and library engagement program like what did they look like what

132are their demographics like no don't we can all we can all we would all know that probably I spend probably a lot of students of color and that's true you can see in those demographics at the district average I think for for the Phoenix students is about through yeah 25 percent decision we have about 48 percent right now Latino students we also have currently 36 percent of our students are receiving special education services and so that's just like straight up from synergy but we also give us survey to our students which is anonymous miss based on the adverse health experiences survey so all the data that you see in graphs is from that anonymous Student Survey and I wanted to particularly highlight on the back the students mental health needs and I think we all

133know that that's a big issue right now and that mental health has really been skyrocketing but here so like pretty concrete data over the past three years just in questions that we asked so you can see about it sounds pretty steady about 70 to 74 percent of our students have received counseling ever in their lives about 58 percent this year have identified that they have mental health issues and we get specific say Java diagnosis to take meds for something different that may be and then this is the saddest and most frightening statistic I think on the bottom have you ever attempted suicide and that's jumped quite a bit currently we have about 38% of our students who have indifference to safe now remember that's not in the district that's just our passages students but still

134you can see the supports that they need and on the front and I and as community members we're all aware of how home prices are really impacting our students in terms of our homelessness and housing instability and you can see that we've always had a pretty good chunk of our students who are have ever been homeless so 33 percent 35 percent of this year it's 24 percent we also ask students about their identities in terms of sexual orientation and gender identity and you can see those are kind of really growing as well as we know that demographic of students is growing their needs need to be met as well so we have about 41% of our students as you're already who identify as lesbian gay bisexual or other and 7% right now who identify as

135trans or gender conforming so I like pulling out these statistics and thank you for reading them with me to just kind of show you a little bit about like what some of our needs are but that um we I think you can see that we have a lot of component parts of passages to meet our students needs and that's one of the homeworks of our programs is meeting students where they are we couldn't do that without the supportive community of Merlot and the other counselors in the district the social workers the spec teams we could absolutely not do that without our community partners as well Mikami and DHS oh wait oh ACP or unique challenge program so it really is a it really is a team effort and passages so again thank you for what

136you're doing now you have a little bit of information about our students but you and our students in terms of going part day is it like they go to their their high school and then they come here it could be it could be yeah so again like in terms of the flexibility like we have a couple students who are enrolled right time at their home high school but then just need a little bit extra reflection time and social-emotional health so they are getting in services from pastors as well but the majority of them it's a temporary part-time program emphasis on a temporary you're gonna be able to take a pause with us but we want you to you know we don't want you forever we want you to move on to your next choice so

137and I would I mean how would students find out about passages is it through the homeschool correct through counselor referrals yeah and we're getting the word out counselors but case managers from know for Boyd the eleven twelve school year yeah I'm not surprised so not good we've been growing too so in the 11-12 school year there were two of us so yet two teachers and so now we're at six yeah well my comment that is my inner child and I was spoken about this multiple times but that would have your services would have been needed but is it for upperclassmen versus that's a difference so yeah it's not so I guess cuz I was an answer or similar question about the age group so how does that differ a differ from the other programs we

138have for younger children that have social emotional needs I don't exactly fit nicely into our regular school environment but it's being a mature being clearly correct by characterizing it that way but anyway yeah so I wonder if you might mean like students who are in that like emotional growth centre like receiving services I know I have visited the center that's but yeah well I know but I'm just saying that kids are not there they're not at their home school they're assigned to a physically different location with other children that have special needs I think that would be in special education placement so that's something different so I guess I guess there's all these different programs around because there's the program for the children that have been expelled then there's this one then there in the

139shoulder next we try to characterize them all different boxes then there are children that ended up going to the program at the Community College and then there's the younger ones so this is a different bucket yes I'm trying to get all the buckets in my hand okay thank you I have a question my heart just breaks under that attempted suicide that's 192 children yeah so what kind of supports I know it was it's an anonymous so you don't go through those children are necessarily unless you know what came out but what kind of supports are they getting through passages are there yeah that's a great question so the survey itself is anonymous but we make sure that one-on-one our teachers do the survey like wow with the students so we know like what services we

140need to help them like oh that's a core part of our program is helping them with their non-academic barriers and so often mental health is huge so we're able to use chatter LifeWorks counselor here at school we have a social worker assigned to us and we work really closely with our students with their outside counselors because generally if we identify them as having mental health needs were working to get them connected I have an assumption in my head um I think more is always good I think that when I say connect with outside services so it's gonna be like one-on-one counseling and whether the provider determines that they need to meet once someone's two way someone's every once a week that's mostly it sometimes there are group counseling to happen with the family and then

141in you know extreme circumstances students gonna like the Perry center or and utilize those outside services so but you don't feel like there's like backups in terms of our kids who maybe don't have health insurance or access to those services and they're going to the county is there not at this point in the year because I think they I think they find that at the beginning of the school year not as many referrals but I wait until the end of the year and then there's it's hard to get an appointment so families might have to wait a month I'm not going to have to give the most important things to understand these are kids that would have no chance of graduating absolutely they disengaged and it takes some extra special care and sometimes the journey

142is to step forward and two back and then finally you get them on but working with and sometimes they just the menu of services that passages is able to offer is what it's really right kid right time it's really focused on what that students name so we'll have some kisses go over to pan to the to the complex over there and it'll work over there they could go absolutely going anywhere so it really takes a excellent resource navigator and folks really to find out what each of these students need because it's so their needs or cylinders say another question that popped up because of the needs and their mental health issues and it's obviously a very strong issue is are you finding that you love food kids are self-medicating themselves and then how do you

143help them transition from self medicating - that's a great yeah good question so I think connecting them with DD services and playing mental health counseling no more sure yeah and having just really open honest conversations and we have that relationship with their kids where they are honest with us so well I I mean I'm so personally glad to know the impact so most a heartbeat not only for us to get these students that normally their GED or diploma do we also then I would think that one of the carrots would be how we can help them why this is important in their life and how they can use this why it's important for them to really engage in different sort of process what's there yeah absolutely in fact if you look at the messages on

144biology D transition and CEO what I wants unique about our GU program is that it's not just like here get this piece of paper your GED I'll get you a great minimum wage paint job and all courses in reality but we know that those students need extra support making that transition to their college or career whatever they choose and so we have kind of a real supportive transition to PCC whether they want to do welding or whether they want to get about in psychology and that starts with some dual credit classes here with the teacher that they're familiar with to prepare them for that and then off to PCC where they have access to our teachers as college coaches just make a nice little transition here so if you think of if this is a

145great visual if you think of kind of the district's options as like an inverted pyramid our comprehensive high schools are at the top and they do an amazing job with like 85 to 90 percent of our students okay and then the next chunk would the next term below them would be our option schools for the kids who might not choose that they want to go to comprehensive schools and below that is Merlot station us serves a smaller slice of the pie those kids who are just not making it at the options or the comprehensive schools and then down at the very tip that's passages catching it really everybody and I'd love to not have a job someday when Debbie greatness so we do get some students that are not attending school at all they apply

146to our program and passages is a great way and I've got three of them that are coming over to us in October where they can get back in the game you know set some goals do some planning make some connections and live before something a little stepping-stone into our school yeah yeah and we talked about it you you know it you're tremendously behind so would you have to do some tremendous things to get caught up every diploma is what you're willing to do but fortunately there's options outside the district Oregon Youth Challenge program job core job to a pivot where they'll work with them until they're 24 to get their diploma so it's ready for it take a walk after that huh so I'm going to start with our students but so I'm going to

147start with reading an autobiography from one of our students she she would let I asked her as she said she would like me to share it with the board that was okay with her her name is Mary Jane and you know when our students were first starting this discovery autobiography and art project one of the things that I would her and I would go around and talk to the kids now what is your and they research their name and what their name meant and that did some sub step up art projects to that and I remember going in and talking to Mary Jane and talking to the kids at her table what does your name mean they were so excited to talk about what what it meant and there's some symbols when I got to

148Mary Jane I was like hey Jane what does your name mean and she looked at me and she's like do you really want to ask me that and I was like yeah what what does it mean it she's just like Mary Jane and I was like oh she's like yeah my mom smoked marijuana and that's so she named me after marijuana I was like okay alright so I'm good but Mary Jane's an amazing part of our community so I'm just gonna read her her autobiography heaped out no credit sleeping on someone else's couch how could this have happened to me I know people can be homeless but I never thought I would actually be homeless no that wouldn't happen to me I have a daughter and a boyfriend we are little family after years of

149butting heads and arguing with my adoptive mom Anthony and my boyfriend moved in at the end of my pregnancy so it would be easier for our family to be together but we could still go to school about how I having to worry about getting our own place and it works for a while but not forever the fighting got worse and it became an unsafe environment for me to raise my daughter during one argument between my mom and Anthony my mother was saying some really messed up things I intervene and defended Anthony at that point my mother saw me as an enemy she told me that we had to leave and she tried to take our daughter out of her arms obviously she did not succeed no one will take my daughter me Anthony and I

150packed our little family in my car including stitc my chihuahua we drove off as mother stood on the floor sing childish things to try to provoke us to fight we didn't give in it's only what she wanted as I drove out of the cul-de-sac where I grew up I took a deep breath knowing now that I had to make sure my family had a roof over my head almost this couldn't happen to me no not me I have a family but it did an idea set in that I didn't know if I was going to feed my family that night or if we would sleep in the car my mom my mind was in a million places yet I kept calm I put on a facade that was okay so everyone else wouldn't worry even

151though it's I wasn't sure if it was true I told my family we would be okay and that would all work out because the mom has to be the rock for the family and the mom has to have strength for everyone right now I figure I would figure things out like I always do after a month and a half of sleeping on people's couches I did I found us a place and came up with money for my family to get a one-bedroom apartment now there's a roof over my family's head and I can relax and no longer worry about our lives what our lives would have been without a home I'm healthy my family's healthy and that's all I could ever wish for so this is the story she was a junior last year when

152she took the smarter balanced test she was close to ten day dropping numerous times over the school year and did a lot of work with our student and family advocate a lot of work with our staff in our early learning center and a lot of connections with teachers and I'm happy to say that she has had this year she's had perfect attendance she has she was a late one there was one time when their car when she started she was late and they came in a super upset about it being fittingly about it but doing doing really really well now as a senior and so when you look at like the story of Merlot station it's really that you can't you can't see it in our smarter balanced scores you can't see it in our

153in our a CT scores and our interactive image scores but hopefully someday you will because the I think you need to look at measurements for an alternative school differently would look at measurements for a comprehensive high school and so at Merlot were real we're working as a staff on defining what what does that look like what is important for alternative schools and how do we measure our success because we know that it's not this and we know that every story doesn't end up like a happy ending like this one does too so how can we measure what our success is and even measuring success for Mary Jane last year it didn't look good I mean here attendance was she was showing up maybe once a week so so now you know it's having that patience

154to see the see the long term turn it up see it out with these guys with our students so so I included you know the students previous school like where new kids come to come come from when they come to our school and you can see you know most of 27 percent are from aloha high school and then Beaverton and West View or 2321 we have the replicas that all of the schools are represented here it's just I think we have four students from Mountain sites so not a lot of kids from outside yes then this is that this is the big thing right here what grade level are our students we have three percent ninth graders 10 points 10 percent 12 no tenth graders is 20% 11th graders of 27 percent and half of

155our school comes to us and they're our 12th graders and so this is something I would like to work on or we are working on because a healthy the way I'd see a healthy alternative school is not just a reaction when kids are failing and they're in their 12th grade and we need to get them graduated so let's get them at a merlot we should have a healthy balance of 9th 10th 11th 12th graders because when we get kids that come to us as juniors and seniors we don't have that time to work with them on their academic skills often times it's just crisis management and it's crisis management and get and then we get them stable and under they're done so if we can have more ninth graders more 10th graders that I think

156it's gonna it's gonna change what we do here Merlot free it's because it's going to be proactive and it's not going to be a reaction to failure it's going to be identifying students earlier and getting them over to us earlier next week I'm meeting with the middle school counselors to talk about our program and so looking at doing more outreach to the middle schools to get more kids that are younger let's see what else we'll have a nice share doer of their scarves minor balance scores our last year we serve 29 moms and two dads and we had 27 students our children that we served in the Early Learning Center and then this is a measure so like how do you measure alternative schools so I think you measure them through all the attendance through

157retention and through um thank you the two and graduate and then fifth year graduation so 16 so last year well two years ago yeah not last year but the year before last year 1617 we serve 227 students we exited 48 students and oftentimes those students would go to the passages program and work on TVs sometimes they would go back to their home high schools sometimes they would go to a higher level of special education support so those are the reach and some of them didn't drop out so but that 79% last year we serve more students we hung on to a few more students but this is the big number that were we're looking at you know you guys have any questions so far should pass okay one it was about sorry didn't have a

158question and then it just got lost sorry no actually it was about students reporting that at least one adult cares about them and I was really impressed with the rage yeah I know so I just wanted to you know more wasn't this like a comment it was it just I was really surprised by that considering you read that letter from that student yeah and consistently you know that's like consistent yeah and I guess the other question I might have is you know three five percent tragic and I'm just wondering all right you know you have this one students living on her own and I don't know if she's still homeless or I think that she comes I just got an apartment yeah is that mostly families that are homeless and it's couchsurfing and do you

159have resources that you that you bring in to help yeah so one of the resources that we've called upon its club's second home and basically they're these kind of foster type people that well but have an extra edge group in their home and they make some agreements with the student and then they you guys are nodding your head like you kind of are familiar with this technical program but our counselors work with second home to find stable housing for our students that are willing to do that some students aren't willing to do that some students aren't willing to be there they think that you know the structure and just the couchsurfing is in their mind it's working for them and so you know we've never pushed that's always a student's choice to access a resource

160like that yes so since we are the third largest school district does this program is this program like the third largest in the state or does Portland have like a significant number and we're really small I'm just trying to get though Portland they waited I heard no sale Keizer or Hillsboro even I says do we have comparable numbers to Hillsboro or we larger smaller as the fair alternative yeah education I think okay this is just me III think Beaverton offers like the health and science and the ACMA and the they're they're very like targeted and thoughtful programs and I think that that because of those programs there's not because there are a lot more and a lot of times they're out and so they're not here but this the strength of not contracting alternative end

161out is that we're still part of the school board we're still part or still have all those resources and connections with the district and and with the schools and I think that's really important for a healthy alternative and school I have a comment just to affirm that I've met a longtime believer that our alternative school here should not be rated as the same as our others I think your success rate is those that you keep in school and getting through at the four or five year or six years yeah it doesn't really matter and I know there are some other districts around the state that are trying to get it's not that we don't want to hold high standards to our Harlow station kids as we do yes but that we don't judge success based

162on those I know there's been a little bit of a movement at obe to try that they're not open to it at this point to try to if you look at those alternative schools differently so that one it doesn't grab all the you know because everybody looks that goes across the state but anyway affirming that you're doing it right about here it's about keeping kids engaged and in school no matter how long it takes us to well yeah and in my previous district we are alternative school was a considerate of program and so all of and actually with passages the passages are actually doing Road unrolled with their home high school and then with passages so they couldn't do count what their high schools we are just our own around school but as a my

163last district art students were counted with our high school some or some of these districts will do that because you will have some high schools making sure that we're just not sending kids to alternative schools without you and your due diligence and their comprehends in high school so coding those kids back to the high schools in there are talks like these centers tops going on how do we have a with rate rate alternate schools because for the most part is the welcome 100% of all the alternative high schools in Oregon would be classed up classified in a targeting system well it's something I would look at in my last school and I would always pull up whether the district's special ed numbers of what are our doors should be equal and then I would look

164at what is what is our minority population like and they should be equal that they should be comparable and and then I would look at the homeless rate too and that I never thought should be comparable I always thought that should be higher because we are providing more services and we do have more resources and that would that would be part of like helping consider iris very much for dropping out but but you know and that I think right now from our report last year we had 75% I think the district is thirty five percent for economically disadvantaged students with disabilities the district's at 12% were at 36% ever English learners districts at 15% were at 38% so district latina is 25 percent and we're at forty eight percent so that's just something to think

165about I don't know what that exactly means but that's just something I think it's important to be aware of and to track and to have conversations with people about the questions so you are rolling out a new program we are you know there's what it's been doing it's been bringing up to light problems much sooner than I think they kind of hide out under the rug and it's been it's been bringing those those things to to the forefront and so which has been great because then we can deal with them and then we can like you know corral them and offer resources and supports but looking you know I go back to attendance I know it's only been five weeks but I actually thought it would be higher I was a little disappointed so last

166year our attendance rate at this point in the year was 90 percent and then this year with discovery we're at 93% so it bumped up I know but I was give me 96% there somewhere um we the tardies - we're like being on time is is important in said job skill so we've been tracking with tardies and the second week of school we had like 81 82 tardies it was in the 80s and just this last week we pulled the numbers and we had like 41 or 42 so it's like they're figuring it out yeah yeah I know I write all the tardy slips - you're at the door every morning draining them but you have to read the little that's where I noticed right what I mean we see all of our teachers nothing

167before so we're gonna play and do an activity called budget and it's basically normally a trade-off game with adds subtracts they're not in an added subtract world right now we're in a subtract there can be some ads so you'll have a set of cards and we're gonna split you half and half so one four and four cards and there's quite a few of them and you have to come up with a twenty two million dollar ket Raiders more than 22 million dollars of cuts here so that's a these are examples of best thoughts at this point they are not everything because we don't the landscape is changing and daily so just remember that music won't be everything and not necessarily everything that is here is your chance to understand how we're going about this process

168how we're how complicated this is and it's also gonna help the community understand those those same things so you will get a little budget scenario so this describes exactly what's happening in our district right now and then behind that are a group of statistics 5 fighting using our partners 5 system that shows where we're spending our money so it talks about elementary education level school instruction high school instruction operations and central instruction so that would be like teaching and learning as well as central administration that includes the school administration because it is a 2400 is a support function so it's not included it's you can't pull out the principal's at elementary school versus middle school versus high school there are 1.11 category in our program lately so for all I'm gonna get this stream to

169be able to read through it then you're going to get your cards and you're going to discourse you you're going to pick one person to be your score keeper and decide what it is you're going to do everybody each team seems to for each team gets two wildcards so if there's something different you want to test you may and work there's something that you want to add you can add something but you have to come up with a cut fit your pulse step amount as well so we clarify this straight up to you let me go in this activity right and if we want to subtract some things that's not in one in this part we have a wild card - well we're going to know what that card you're going to take your best

170guess at this - what if I can ask me what is oh so I get 20 of two things that are not included in this one is we are not including anything to add or to a reduction to either the rainy day fund or a decrease to the contingency [Music] [Applause] first of all because when a rainy day run this is not a revenue issue it's an expensive issue and according to or policy rainy day fund is for a revolution and as dawn and pearl the test we just had a Moody's rating call on the Friday so they're very interested that we have maintained a healthy ending fund balance but I just got an email saying but you spent some of your beginning fund balance so why did you do that so even though we

171budget to spend some of it and we budget for a full five percent contingency and a five percent rainy day fund they want to know why we're not making it 15 or 20 percent we we have a healthy contingency of 10 percent but there are other districts even in Oregon that have up to 15 or 20 percent but nationwide there are a lot of districts Jessica has been doing a lot of my budget analyst she had to they came through that we're at 25 percent just as we get going one of the things that came through loud and clear try to somehow convey to our community how this work is and how the decision would appear so I know that day Owen and her team has put in a lot of hours and effort into

172this you are our any good because we want you to give us suggestions as we present okay so community if you get a partner and connectivity or we'll do it quick this is what I would do but the pic means everybody been grappling a big piece of poster board they would have you know when to and each group will say doesn't know don't go around the little dot and then we look and see what's the comparisons of where you'd be agree or disagree why did you pick something why didn't you pick that to get ideas from them to see that it's it's not that everybody comes up with the same thing and even though it's easy to pick some of the big ones they may not always be the ones that are so what were

173your how much did you target it for 8 points 11 Wow it won yeah it's huge don't be anything else you get to eight point seven day this year and it's going to be that plus seven percent next year five days you got the facts people you look stunned well high school class size it by point three so you cut it by I'm giving you the relative number is a multiple options right yeah option school class size eight hundred thirty two thousand [Music] reduction of 8.5 elimination of collaboration reduction of professional development 400,000 non-salary budget and teaching and learning admin support teaching and learning 4000 increase non salary per pupil allocation by five percent a hundred and ninety five thousand combining elementary middle school newcomer Center 165 thousand and a reduction of personnel in each

174are a hundred seventy-six thousand and we are the last three oh sorry okay decrease in on salary per pupil occasion by five percent combined elementary and middle school newcomer centers 155,000 reduction of personnel hr:175 million okay so they picked increase across lines and obstacles by - they're not awfully sorry those and they increase at options by three no boy this one that this language is everywhere so they took threes that thing it's a beautiful sense middle by an option and then they reduce appear wiki so you guys overlapped there and they also did the reduction of intervention teachers who overlapped there they did reduction of personnel and on souring the business office hedge reduction of secretary banks 71,000 reduction of non-salary long-range planning department 6500 they agreed with the combined middle-school newcomer summers reduction of

175three career educators and multi-lingual production of program model study allocation animal family wolf both agreed on that we both agreed on the 8.5 teacher production and then they also picked the toast assignments in the world then the last year that they picked you also did so teaching professional development and the elimination of cooperation facilitators so you actually had quite a few things go home and your big things that you didn't have in common were you chose days and they chose episode of five years ago or whatever usually do this is their state legislators I'm serious this would be there's a way of having them look at this is what our courses are fix it if we could invite some of them to do this with us I would love that maybe it could be our

176Washington we've already decided it's of revenue reform this year it isn't that rather new reform I mean it's like you're showing the cutters and how they need to get right ready for ready for feedback I think that more time is needed do you guys think the listening session we have more time okay good we were actually not actually that yeah I think that there needs to be a discussion as to why these certain items were picked for slash right well I I know I don't think there's there wasn't an explanation and talk about the situation but we didn't talk about the choices because a lot of it depends parents and people want to know why things are chosen and so if they have an idea of why these things were chosen and why other things

177are I think that should be part of the intro before people launch in I think in the assumption that with your international their internal budget team that you've asked each of your departments to come up with your own budget right now and [Applause] that's fine because you know we don't know what the difference is if we pull something or what you know how many students does this impact how many but at least to know that you know having said that back yet it's a forecast by when you look on the back of there that really gives you some insight in there that we look at just like I mean everybody will always say you know hey it's cut central services and most people will cut simple service but I think when you look at Beaverton

178Central Services compared to everybody else I mean we're going to be barebone they want to hold kids services but knowing that you know we still have to get payroll out we still have to hire people we still have to find our people we still have to do investigation so if our police one of the things that might be also important to share it shows percentage of our budget that are spent each of these places as well as the cost for people but if that was a dollar amount and we took elementary middle high and the Associated pieces that go with just weight back which we can pull as far as administration another way so that they have an idea that schools cost just at the schools make up this much operation which means that this

179much so they have so they have a visual to see what that piece is there's there's not enough to cut just operationally almost going to have any transportation which we can't do so a little more description probably of what are the things that we can and can't cut I would have two comments one is I think you ought to briefly walk the community these are rather than having them look on their own yes if you felt like you needed to get to the exercise so you can land right at these have an understanding and the only way to get it is they're presented from I don't know my feeling was this was the way too many things for me to get my head around so you know having this amount I know you're I know

180what you're trying to get out but you know there's just too hard to read through all of them in and then at first you think why do I even care about 65,000 because of that I mean a lot of those to get into them so I don't know if some of these could be condensed a bit or not but that's just my goal in life you take just the big I mean at least I want to know when I'm doing what is everybody's got to be a little bit of pain it can't be and we know this baby's 5% its personnel there is you know so so it leaves you all of these departments and even though they're small and then you want everybody to have skin in the game and feel sane and they

181don't wait you have to remove pages to say percentages and instead of saying every HR that we might be able to cut say X percent of a charge assuming that a charge gonna make the best choice making yeah just as an example I just think it doesn't fit on and yeah from forty some tough everything else we talked about most of our community is if we as board members don't even know what these are you know our community where I energy that's not exactly what it I was also say we just step through the operation side you know in terms of the reporting and the need is so strong and if we don't take care of certain things we're going to have even more expensive but the community is going to look at you know

182the operation side going along it's not teachers small part of the classrooms you know they're gonna say I mean for me I'm gonna be really kind it would be really curious it Springs never those folks what we have on our brother committee now I'm going to be really curious to see what they have to say dependency they're the ones that have really wanted to see some more of the meat and I would have bought this actually I'm trying to pick guess with their questions would be today I was surprised to not see a bigger connection between what the choices were here and so it is strategic investments can be greater investments for so these are the only things that really and just make sure there is the same language tentative detailing outfit by good you

183know right now it was classified and a little bit of spending a little bit of DLL but there weren't a lot of since that thing we're used to seeing we have a professional development in teaching and learning is part of a strategic and maybe you need a quick strategic investment form upon the pet says in the last three years we have invested in these or even in the last two years we just can't switch language no go ahead whatever you know get used to yep which is why I'm not the front of that I did talk about some of the things that we have invested in in early learning and Student Success coaches so we can do some might be just maybe just focusing on the big hires because I'm just just focusing on the

184big items for the members of the public because that'll be an easier discussion it'll be a lot easier for people to make a decision as opposed to having all everything and the kitchen sink and the little things and then you can get you can get a feed on them regarding should it be days should it be class size whatever you know whatever those big ticket items are that's just my suggestion you know either I didn't get these work really diligent honest okay they were hard to read and I think awareness is making I think I understand what you're saying is in a lot of ways you're likely in the classroom I think that's awesome it may be like the background documents but I don't know with all the privatization if I spend too much time

185there because I think people will learn really quickly you're not going to get $22 cutting 2012 that's exactly people wanting they want to tell me you just you it takes you ten minutes or we're never gonna get there you're never gonna get there but it you at least see that all right all of it adding up but you've got those big if you're just never gonna get there so question in terms of what I mean this what we just went through in terms of cuts there might be some so we're looking at so as we're as we're getting the rest of our metrics and this fall or some that we did last years in that pieces and so that's why I say and I don't I want it to be really understood this isn't the

186end novel of everything that we're going to look at because there's still other things out there that we haven't had a chance to learn we don't have all of the information the other thing that they come to and David I think we an probably knows this I think when revenue comes out this year I think you're going to see some silo of money so there will be some money that's either complicated for social-emotional learning for childhood education if they read if they fully fund CTE and depending on how they add that money up to come to us it may make up some of artists we are fun but it would still be money coming to us or or increase so now was helpful to us we're already so we had plans to do that already

187the budgets offset it's just that we have to put it into new pieces and yes it is not it's not necessary for us for instance our Student Success cultures with a movement invested about a million and a half dollars community I will just say fight like hell to say hey we went ahead and made this investment or some of the money we don't want to see the sort of are there any I guess I would ask are there any other big-ticket items that you wouldn't want us that maybe weren't on the cards that you want us to cost of a table I am so never question about like let's say we've changed our option of paper eight options with that save us money having kids that are in the camp you're a program that the

188middle school lying to us saying what is that but it washes out it doesn't save a lot it's whatever we have it each of them the special application for each of them to AIDS is basically one anyway can you that Hills it's being used for technology and it's given spending technology alone Hubert in school language and at Springville it's found it possible you some new busing but there's not a whole lot that is they're all pretty much ever been from there about the KA to the sensei there is potential cost not for program purposes year year it's typically we have portables because to accommodate the growth in various areas so the six eight is kind of pushes it up a nap as we had pre-k space can be limited so we're gonna have to just

189can eat it at portables to those locations once no portables are costing us upwards of Henry hundred thousand dollars a now [Applause] on Monday [Applause] [Music] [Applause]