001all right so let me go ahead and call this meeting together of the the coos bay public school board of directors december 13th uh 2021 it's about 5 40. and uh let's go ahead and uh uh let me go ahead and take a roll and then we'll do the pledge of allegiance i guess that's the order i can do it um so uh arnie i'm here i'm here as well akim can we give me the thumbs up i guess i don't know that's official matt but we'll call it good uh kevin but kevin hasn't joined us yet uh adrian right here diane i'm here i am and dustin here all right let's go ahead and do the pledge of to the allegiance of the united states of america and to the republic for which it
002stands one nation under god indivisible with liberty and justice all right i think everybody should have a copy of tonight's agenda so i'm like i could do not oh well i could fire up my computer if necessary or printing we'll have a copy of the event soon thank you so i guess i uh asked for a motion thank you so justin any discussion on the agenda motion all right i'll call for vote again uh ernie aye i'll go die as well uh kim that's a thumbs up from kim uh adrian hi diane hi and dustin hi all right and so the agenda uh is carried all right so the next the first item on that part of our jetta is go ahead to dismiss to executive session either consider the dismissal or disciplining of or
003to hear complaints or charges brought against public officer employee staff member or agent unless he or she requests an open meeting which is not the case here tonight that's ors 192.660 version 2 be so we'll go ahead and break to executive session hi diane i just got my sound to work oh no i can't hear you kim we're gonna go for the um executive session okay so you guys will go out of this meeting and go into the executive session call and then we'll come back to this one okay so we need to sign out and then back in okay you hey sarah are you in there can you hear me so really quick all right so we'll go ahead and reconvene uh back into our regular uh session um so i would entertain any
004motions related to our our discussion and executive sessions diane was that you there's somebody talking oh uh sarah i don't know if they can hear us we have people you say can you hear us kim i can hear you it just sounds like we can hear other people in the background as well i was muted but i can hear the community room okay all right um i'd like to make a motion to support the superintendent's decision regarding disciplinary matters of an employee and um give him the decisions henceforth thank you kev awesome thank you aaron all right any discussion on the motion all right go ahead and call for a vote uh arnie hi i wrote hi as well kim hi uh kevin hi uh adrian hi diane aye and dustin aye all right motion
005carries and also just for the minutes uh kevin dumas are just joining us so welcome better good to have you here all right looks like the next order on our agenda is to go ahead and approve the consent agenda i think everybody should have a copy of the consent agenda that includes the minutes from our november 8th board meeting uh also accepted to the resignation of employees and accepted to the new hires i think i remember on the list we had lisa holmes who was hired as the instructor at sunset uh susan jackson is a temp higher fifth grade glacoma there's a resignation from carol asuwa a special ed teacher and there was a letter with that and also a retirement of the tankers all right linda's retiring at the end of this year but
006she's going to continue teaching uh through the end of the school year so those are on there as a consent agenda so uh entertain a motion around the consent again i'll make a motion to prove the consent agenda thank you dustin i'll second thank you adrian uh any discussion on the motion i'll call for the the motion on that uh carries as well and that takes us to the next part of our agenda today which is harley doing the mhs student update so welcome carly good to have you here today hi everyone okay so first off um our football team as many of you may know um marshfield's football team are the fourier state championships champions um they had a fundraiser at cafe 101 this weekend to buy championship rings and i believe that they
007did that by selling hoodies sweatshirts stuff that say um 4a state champions and then a profit of the sales a portion of the sales went towards their um cause um basketball has the les schwab tournament this week girls play at seven and boys play at 8 30 on thursday last week in their games against cascade the girls basketball team won and the boys won in overtime cheer has their first competition in january on january 8th choir their first concert in two years is tonight at seven in the auditorium so in an hour band had their first concert in two years last week which is really exciting speech and debate has a competition in january i'm not sure exactly what day but sometime in january journalism's second issue will come out thursday or friday of this
008week the food drive ended last week on friday there wasn't much participation but the classes that did participate did really well so we're really grateful about that and lastly we are planning a winter semi-formal which will be january 22nd at the old city hall so we're really excited about that and to add another dance into our school year that's all i have for today so thank you thank you so we get early we can go to the choir concert tonight if we get done by seven is that right all right no pressure i don't think it's gonna happen but i i put it out there any questions for carly thank you much appreciate it uh then we have um [Music] looks like uh oh osca business and i see valerie uh i see him actually
009terry oh i guess we have carrie jones all right terry pass the box hot hair um hello it's nice to see everybody um we have a new vice president our previous vice president moved to a confidential position so we asked out for volunteers and the executor got together and crystal davis is our new vice president and the only other thing i really want to say is um we finished 2021 and we look forward to hopefully it's healthy and so forth um we also have negotiations coming up and i do request that um board people get out and meet some classifieds look at the different jobs that we do don't go by the job descriptions that are in because they're not up to date so please get out there learn all the different types of classified
010jobs we have and meet them um let's see i wrote notes for our pal which is probably why should we come up here what are the responsibilities and what is their role in improving the educational experience for our students and also their families and what do they love about their jobs and what resources would enable them to do it better that would really be very helpful as we get into negotiations to kind of learn why we're asking for what we ask for and what our jobs are and how we can work together to make things even better anyway happy holidays do you know you have any questions uh okay let's see i think next uh let's say we have any public input today if anybody's interested in giving us public input they're certainly welcome to
011do so either live in person or uh by remote and there's instructions for how to do that you can certainly contact us by phone or by email if you would like to give a public comment and we'd ask you please try to do so by 12 o'clock of the day of the meetings that we have some time to make sure you're on the agenda so put that out there for our public uh next uh agenda item is our district staff presentation and we're playing tonight with uh brian okay wants to to speak in her stead for i think they have a specific item they want to talk about ea they're welcome we can do so i i apologize please go ahead oh i think they can yeah uh was we were a little confused about
012how to get on the agenda i know we have some new board members that may not be familiar with um the work we were doing yesterday and we had been presenting through cda the um ideas we were gaining from our um education empowerment program and this one i think some of you have seen in an email at least uh is the crucial school district dei or diversity inclusion thank you and so i'm just going to read up the top three the mission is to promote inclusion equity through ensuring fairness and equitable equality elimination of discrimination celebration of strength of our multicultural community and respect for our diversity our vision is to empower students family staff and community to be lifelong learners responsible citizens and stewards of the world our core values is to meet people
013where they are with patience and understanding to create a safe place to share and a welcoming atmosphere that will ensure all members of our cbsd community are treated with respect when we started this work um we didn't realize that it was actually going to become law here in a few years so our district being smaller i think it's the 23-24 school year but it might be the year after that so we have a little time so we were excited to kind of get on board and a little ahead of the game um and so after doing quite a few community interviews and teacher interviews as to what were some of the main missing elements in our community as far as people feeling respected or treated with understanding we came up with a diversity equity and
014inclusion plan and um i think we're all excited uh at the amount of the work that we've seen come across and through the district with like a poverty um preparedness program what was it called poverty it was in the gym and it really helped people understand what it takes to go through poverty and then we have the aces training and i think that the school is really going um has been going in the right direction so with this we were asking um to be voted in as a committee and then that would allow us to meet with um board members teachers and people in the community um during our planning times on fridays or different things like that and so that's what we would like to i'm not sure if you're ready to vote on
015that or how that procedure goes through but that's what we've been talking to mr trundle about and some um other folks so if you need time to read over it or have any questions i can try to answer this i would guess as a board what we probably should do is put it on for the january or future so that we can post it and people can bring comment normally that's what we would do we're not ruling on something or talking about something that people have not had an opportunity to know so that's that's fun okay so so i hear what you're asking for is us to put a committee together a school district 9 committee on diversity equity and inclusion yes and then out of that will come this plan or other kinds of
016things but an actual committee like any of the other committees that we currently have yes now when i was taught when we met with mr trundle i think one of his ideas is that it might work really well with slight counsel being that we want all that kind of input it might be an easy way to fit in there um and there will be there's other laws that are coming in that may change the way it's done um and looking at the draft so i can forward that bill to um the board and so that you're really aware of what's coming in the future and can uh we can have a better discussion and hopefully a better vote on following unions when we put uh just an all email out to the staff we were
017thrilled that we got classified and certified from every building in the district who were interested in participating or who felt like they were aware of issues that we could address so i think there's a lot of interest across the district all right well thank you for informing us on the process and we'll let you take out with you and i'll forward some more information to you sarah will you do thank you sarah i just have a couple updates here uh one being uh one of the things that we are currently keeping our eye on currently struggling with uh from time to time is is overall staffing within our buildings uh just due to the lack of qualified substitutes uh in all categories whether it be classified certified uh michelle barton has done an outstanding job
018of trying to get more people on the sub list trying to get some of our including some of our classified folks to be able to substitute in a classroom therefore taking on the role of substitute teacher um but then we have to turn right around and get a substitute for them for their for their current job and so it's a little bit of a hamster on a wheel kind of thing uh that we have going on right now and we are able to keep up right now uh as far as keeping our buildings staffed to our classrooms our our staff i would say we're putting a lot of strain on the systems within our buildings they're the you know the intervention systems the the reading interventions the those types of things the behavior intervention systems
019things that we have done a good job of in the last few years of increasing staffing to to bulk up those systems but now we're pulling from those just to cover daily uh routines and so you know it's a little bit of a battle right now and i think know i tip my hat to michelle she's doing a great job of of getting people on the list and it's it's hard i mean it's a concern right now because there just isn't a lot of people you know we're seeing when we when we post actual jobs to hire that that the number of people applying for these jobs is dramatically down from what it's been in the past fortunately we've been able to fill most all of our openings and and you know we fortunately have
020people applying which is good but just be aware that that it's a struggle right now uh and it's it's something that we're continually monitoring and trying to work on uh as we move forward uh we've had days i i monitor the days as far as number of people staff who are out for various reasons we've had days where we've had upwards of 42 staff members out on a particular day that's a that's a high we're usually down in the lower 30s you know upper 20s it's very common that we have five to seven positions that are not filled uh on a daily basis and and that's you know we're doing our best to make sure those aren't necessarily front-line positions that we absolutely have to have a body in uh and like i said that
021puts a strain on those other systems in our in our in our uh schools and terry alluded to a little bit about it when you go around and look folks are doing a lot of different things uh other than what they originally were hired to do uh in our district and so the good news is we have a lot of people willing to do that and they're doing an outstanding job the bad news is we're putting people in that position and forced to put people in that position i don't know how we fix that that's a tough one uh to go along with that there's a lot of talk about calendars you look around the state you see school districts talking about fridays not having students this this and that uh we we looked at
022it as a as our as a district we talked a little bit about it uh the implication of it is way different at the 7-12 level than it is at the k-6 level and we feel like right now we're just trying to find some out-of-the-box ways to create some time without canceling days of school or moving days of school to remote learning which can in a lot of ways be more work than when they're there uh you know we're looking for some out of the box ways to to make fridays a little less stress on the system a little less stress on people giving them a little bit more time um part of that is some of the professional development that we had planned to get done this year we're getting the brakes on and
023pulling back a little bit and allowing people some time in their buildings in their classroom to get some of the work done that is much more difficult right now in the in the current setting when you're trying to plan and prepare for kids on quarantine as well as kids in your classroom it's a it's a lot of work and anytime you get pulled to sub or you have a sub in your classroom or you have somebody subbing in your position the work doesn't go away it's just put on pause for it for the day and you got to come back and get that work done so you know we've talked a lot about trying to take some pressure off the system and i don't i don't think we're at the point of of changing our
024calendar north bend is is considering their calendar but their considerations are to match our calendar they want to move their early release to friday and make it a true two-hour early release which they don't currently have they're they're trying to build in where we've got some grading days and some professional development days on the calendar which we are trying to structure as as as much as we can for time in the classroom and so they're really trying to mimic our calendar right now across town so if you hear that conversation from from from folks over there around that uh you know calendars are a hot topic right now um i don't know that just taking a day you know it's hard to it's hard to do when you have you know our high school instructional
025minutes are right to the right to the net and ode just released last week another uh another update to the guidance and really kind of a almost felt like it was a little bit of a slap on the hand from superintendent colt gill uh just talking about instructional minutes and how we are responsible for keeping those in place and that because there are districts out there who are taking and lopping off fridays or or going to a four day week or or whatever and so we've kept a very conscious look at instructional minutes uh particularly at the high school level we're above the elementary level right now which which is a good position to be in uh but just be cognizant of the of the stress and and things when you when you hear that
026folks are stressed well they're stressed for time and and [Music] i don't know how you create more time i mean you can't put more hours in a day we can just maybe restructure what we're doing within those within those days to the best of our ability and that's what we're working on right now uh the other thing uh you got my covet update last week just talking a little bit about the fact that we have a few more cases now in our in our schools we're quarantining classrooms uh you know quarantining is is difficult sometimes it's parents aren't real excited about it particularly on round three you know when it's the third time their classroom has been quarantined but if we can't say for absolute certainty that students have been masked the whole time and
027three feet apart in the classroom really difficult in a kindergarten first second grade classroom really hard to do and so we we've quarantined classrooms so that's that's a difficult thing but hopefully we'd like to see those case numbers start to come back down again uh and get us in a position where we're not quarantining as much as we are currently uh and i say that we're not it's not epidemic proportions around the district but it's happening two three classrooms here to three classrooms there you know more so at the k3 uh k-6 level secondary kids are are better at staying apart and and keeping their mask with a reminder they're not great they're not they're not perfect but they are they are a little bit more easy to uh wrangle than a classroom full of
028kindergarten kids and keep them apart and with that i want to talk a little bit about the test to stay program we we have not implemented that program yet in the district we did sign up through the oregon health authority like other districts in our region and other districts in the state test to stay is a program that oregon health authority has recently pushed out to where if there's an exposure and we have a classroom that we would ordinarily quarantine x amount of people or the entire classroom we can do the rapid test right there on the spot if it comes up negative they stay they don't go home they don't quarantine you test that group again day five through seven to make sure and then there is no quarantine in that situation that's what
029test to stay program is is all about problem right now but enough tests uh to be able to pull that off we've ordered them as have others around our region nobody has received them yet although we keep getting told there are plenty of tests at the state level it's a little frustrating i i don't know where the disconnect is there but they're not getting out where they need to get out to cruise health and wellness uh we spent a lot of time consulting uh with them about this program uh they recommended just from a standpoint of of they're not quite ready for that and and really as a district because of the supply and and manpower we're not ready for that so they they recommended we wait till january to try to roll that out
030if tests become available uh we would like to roll that out in in january uh i think it will help with the quarantine situation it'll provide a little bit of certainty uh it's very difficult for a parent to hear their being their child being quarantined and they're home for seven to ten days and they don't experience any symptoms and they don't get any anything going on uh and then they come back to school and three weeks later they're told they gotta quarantine again that's very frustrating for a parent i i'm no longer a parent in the district but i hear the frustration from people uh about the quarantine and so this is a way to cut down on the amount of quarantines we have to make it's also a way for us to to keep
031our unvaccinated staff members in the building as well uh as a you know right now if an unvaccinated staff member is exposed they're quarantined vaccinated staff members are not quarantined or students are not quarantined with the test to stay it applies to staff as well as students so we can test them immediately allow them to stay test them again day five to seven and not have to quarantine our staff so there are some benefits there's some drawbacks you know it could become a big thing and i don't know if we have the manpower to pull it off with the school nurses we have and the secretaries and administrators trying to administer those rapid tests uh it's just a matter of we'll try and see we'll see what we can do but that's what any questions
032diane has a hand up um more of just a statement just as a parent also and recently uh my kiddo because of family and stuff was out for three weeks was gonna be four weeks and then six weeks um and so i'm just really grateful to hear that you understand uh the frustrations of the parents when these quarantines are happening especially if a kiddo has been testing negative in other places and is not symptomatic so i'm really glad that the district is is taking a look at this and and i'm looking forward to uh this being implemented and i hope you know that it has a good success rate yeah thank you diane okay so the testing is on the sort of first day that is recognized and then there's a process periodically for the
033first five seven days is that right there's one test immediately when you when you realize there was exposure and then there's a test from day five to seven day five to seven is kind of that target range on when symptoms present yeah and i assume that parents would be able to opt in and out based on their they certainly could yes yeah it's not a and that's the other difficult piece of it is trying to get out those those consent forms to parents get them back have them on file so that when it does happen we can do the testing it's it's a it's a fairly complex complex system that we would be undertaking i think it's well worth well we're taking a look at you can hear the frustration right there with with a
034parent yes six weeks is a long long time to be be operating from home i asked about the uh i mean i i understand you correctly which is basically we're keeping things running but we have to do it by sort of cannibalizing some work to help sort of support the sort of basic yeah that we can't do and and i think i mean probably many of us have been just reading and following along what's going on not only here but but everywhere around that so i just i just really want to say that i am in certain support trying to find ways that we can be flexible and and accommodating when we can to to continue our operations but also recognizing the stress that people on here from work and obviously without employees and people
035doing the work we don't have a school oh for sure i think you know trying to find i reckon that's a hard balance between those two but i serve and support your efforts to try to find ways that when we can be flexible or give when we can and we do that given the fact that we still have to meet our instructional hours and those things as well so um but yeah i mean i know at my work we have the same struggles as i just want to say that our employees are doing a really good job of wanting to work from home because a lot of our employees are parents and are not able to be at work because of the quarantines and so they're offering to work with them and do what they
036can for the district and it's really appreciated on all levels because they are doing double duty as parents and trying to be employees at the same time so that they don't you know burn up all of their leave and can still perform some of the functions of their jobs so uh if you know it makes it more difficult because they're parents and in quarantine because of classrooms and missing work then that employs you know it affects their employment but they're really really trying hard to make sure that they're still meeting the requirements of their job and we appreciate that thank you michelle any more questions or comments from the board for brian all right thank you bro uh next up i think we have uh candace oh wait were you gonna go to her policies
037oh that was the district update i'm sorry it looks like you're correct right you have some more you got some more pieces on there oh okay these policy ars are our simple language uh changes to make sure that we get uh up to speed with the current laws and and changes from osba there uh there's nothing in here that's uh earth shattering or big changes it's just addition of a word here word there to make sure we're covered questions about those two i'd completely forgot that they go along with the first reads they're on the uh on the other side okay yep good all right thank you so next move to the business service and finance updates can you hear us okay hi there can you hear me we can i have a new microphone
038so i'm glad to hear that it works it works great sounds like it okay so to talk about our enrollment numbers first um this month's number our total enrollment is 3061. and to put that into comparison last month our enrollment number was so we are down just a little bit but if we compare that to where we were last december our enrollment at that time was three thousand ten so overall we are up and and that is great news if we want to uh is there any questions about enrollment candice can you remind us again sort of what our pre-covet enrollments were typically yes i i can uh just give me real briefly i think we were we were over 3 100 but i don't remember the exact amount i can look that up real
039quick here okay so in december of let's see we would have to go back to december of 2019 in order to look at the same month we were at 31.57 so we are about 100 less from 2019 december of 2019 dusty do you have those numbers and those numbers if you look at them are primarily uh kindergarten level yeah those those lower elementary levels right now we're just not seeing those numbers come back up um they're coming up a little bit i think there's a hesitancy comparison yeah different choices that yeah sounds like we're good on that candace okay i i do think that it is worth pointing out that we are not including our pre-k numbers in this total enrollment count but having pre-k in our district it is going to be a benefit
040in the long run with these numbers it would be my prediction i think adrian has a question yet um i was going to ask i was looking at the the class sizes particularly over at madison at the kindergarten level they seem to be significantly higher than over at the east side school and just if you know if we're doing anything for helping to support those teachers i think brian would probably be best to answer that my belief is that we have some extra uh ea support over there but brian can elaborate a little bit on that we've got 14.8 average at east side and 19.8 and we we actually reduced the kindergarten position at east side as well so those numbers are more accurate they're they're more equal we had to move a teacher into
041online instruction and so we had to move a teacher out of kindergarten at eastside so those numbers are more accurate and brian we also moved the teacher at madison to preschool um after the school year started because our preschool numbers and our squats went up for preschool promise too i would say i would say there is one great level of concern right now and that's third grade at sunset those numbers are fairly high right now and we have a handful of third graders that are going to come back to the classroom from online uh after the semester break so we may be in a position where we may be moving a teacher from online into the third grade classroom at sunset so we're we're watching that very closely with the balancing act oh boy and
042it's not easy i mean when you're right there on the cusp and then you know you had it's hard yeah candace i think we're good on that if you want to move to the it's in the financials okay um if we look at the november general fund by object report you'll see that i updated this report just a little bit i included totals for each object area so that you could see what we spend or have budgeted on salaries specifically and on payroll cost specifically same with uh purchase services supplies and material but what i wanted to point out on this was when you look at the total salaries we budgeted uh 14.3 million and after our expenses through november and our encumbrances through the rest of the year that leaves us a balance of
043just under and when you look at what we have spent to date on substitutes licensed and classified which would be object 121 and have spent 388 000 so it's very likely that this budget balance of 569 000 will be spent on substitutes through the remainder of the year i guess that's not particularly surprising is it given no no not at all no um but that's how close we budgeted for salary so that's we will be getting down to the wire on that the other area that i want to point out is in the 400 objects which is total supplies and material we are actually over budget but the reason for that is in object 480 which is our computer hardware and kevin was able to secure some e-rate funding for some hardware purchases but we
044have to record the expenditure and the revenue from e-rate is going to be in revenue so we will have the money for it it's just that we have to book the expense properly so that there will be a balance there but what it looks like on the books is that we are we are over budget so i just wanted to point that out um if you look at object 710 which is our fund modifications we had budgeted to move money from general fund to some capital projects funds and i did that in november so that is now at zero and then our contingency we had budgeted just over 1.5 billion and we have not touched any of that any questions on this report so if we run over on cost per substitute would that that
045would come out of contingency then right well not necessarily because you can see that for um object 200s which is our payroll liabilities we've got 1.4 million left in those objects so we don't necessarily need to touch contingency we do have other areas where there is money available and again this is just broke down by object which isn't necessarily how the budget is approved it just gives you a snapshot into how we are spending the money our next report is for all funds it's the statement of revenue expenditures and changes in fund balance and i do have a section highlighted that i wanted to point out in our special revenue fund which is primarily our grants some donation funds our scholarship fund i do not have the scholarship fund beginning fund balances in yet which
046is close to six million dollars so so the negative 2.1 million is not alarming there there is money there i just do not have those entries made yet but as of november 30th our ending fund balance in the general fund is just over 12 million and compared to last year at this time that is about 500 000 less so we we really are pretty on track with our spending any questions on the financials questions anyway questions uh from online folks kim diane kenneth looks like not uh so thank you for your presentation i appreciate it you're welcome right that brings us to the board items um so the first thing we have on the agenda is our superintendent search and uh tonight our attempt to try to figure out how we're going to come up
047with a screening committee election so um okay thank you thank you so um there's passing around just a little survey that that we asked everybody to do again this is completely up to us about what we use with it or what we don't use with it but i i thought it might be instructive just to kind of as a first take uh kind of tabulate what the board sort of figured uh from the selection committee who is the sort of top choices and you know kim and i met informally just to kind of try to help direct us or give us some free directions obviously the board we can do what we want with it the bottom line is um steve kelly is part of the osba selection committee and advised us to try to
048select about 20 people to be on the selection committee the bottom line is we have 45 people uh put an application about 40 43 45 to the committee and uh i said to him i said well when we do this he's like i don't know this hardly ever happens that we have this many people interested in being part of the superintendent's election committee so i just want to thank everybody who has expressed an interest in doing this i think it seems a little unprecedented that this many folks are interested in being part of this uh this process for streaming and uh i would assume it's because we've had a really great superintendent and everybody wants to make sure we have another really good one let's hope but again we have 45 up there and you
049know the recommendation is is about 20 and remember we are on it too so that's another seven folks so we're talking about 20 plus seven so that's 27 folks that are on it now if you guys recall steve did say you know you know he was kind of i think spitballing a little bit about options he said well you could take everybody and split them in half and half could be a part of the selection committee the other half could listen in on the interviews and that certainly would be an option for the board to consider now kim and i were both and i had said this to steve i was a little concerned about my initial intake itself and kim was the same mind is maybe it would be better for us to have
050the same group that would be part of this election that would then know the candidates and be a part of helping us get feedback on that having one group do one part and the other group do another type might not give us the great input and wrong consistency of helping us make the process that was my impression i think it was kim's but the board may feel like no that's still what we want to do um but we need to have some discussion on how we're going to figure out what the selection committee looks like and who's going to be a part of it and so again part of us taking a vote was trying to get us down a little bit about who we would have some common agreement about so uh i'll just
051leave it open for discussion and argue so if you can't go if you count the people who got three or four votes it comes out i think at 19. okay um sarah we have this same document sent to us i'm sorry i handed it out i will email it right now perfect thank you sorry about that kim diane yes you guys need the same information probably uh in front of you that we have i i just wanted to chime in and say i like the idea of the continuity having the same group of people i'm obviously very open to not doing that as well but i do like that thought of having the initial people who go through the initial committee process in the interview process it just seems like that's very streamlined i absolutely
052agree with that also um yes more important is always better i mean i think that's an option if we decide to go with the same group that's that's fine then that leaves the process of then we have to sort of pick and choose all the applicants with math i already kind of talked about that but yeah that's i think that's easily done also any other thoughts about this is sort of sort of first cuts about how to approach this sure so i was kind of worried going back because we do have 45ish people and some of the names come out to me that i know they're just awesome people some of them are friends but then there's some that i don't know but they could be awesome applicants and i'd hate to skip them or
053not pick them because i don't know so i was hoping at some point if we could even do just a little quick you know facial like hair ur introduction type thing before we pick which may be time consuming but i would feel more comfortable picking someone based off of a little information rather than just a name or maybe my friend that's where i'm at yeah um i mean i i understand where you're coming from on that um and then always just to keep in mind that we as a board can have a final stand everything and we're using this group to help screen applicants so as long as we've got a good sampling of different staff from different areas in our district and some community members and some parents from we basically have a list
054of people who self-selected to apply but as long as we sort of have a good breath within that list um we're looking for people to help us you know this might be a red flag for somebody this might be your red flag for parents or this is a bonus for parents or this is a bonus for staff members and hopefully during that process those are the things that we find but just ultimately it's up to the seven of us to make the decision and you're right there's the there's the advantage of being a smaller community i know a fair number of people on this list there are a few people i have no idea who they are um and we don't have a lot of information on here but you know you look at a
055reason to participate if somebody gave a pretty decent reason i'm involved in these groups you know this is this is what i've done when i was looking at the list you know i tended to not consider people who had just moved into the area not that they don't have the skills to do the screening but i remember during our last superintendent search process that was something that was that was very important i mean part of picking a superintendent is almost like a political decision because you're going to have to answer to the members of the community and what their opinions are of the candidates so somebody who's been around a lot longer is going to be more in tune with those feelings of the community so i understand where you're coming from i don't think
056we really need to drag the process out a whole lot um you know there are a couple three people you're interested in having on the committee who you know don't have any numbers by their names or their numbers are pretty low um you know maybe we could discuss that but looking at who we picked we've got 33 names and who who kind of were sort of put forth by consideration for board members and yeah but it might be an easier process just to whittle that down by 13 than to do something else there are 33 that 33 that have so sarah sent out the list correct and asked us to pick for the 20 off of that right and there's numbers there's 33 to have numbers next to them as already mentioned if you take
057the ones that just have the higher numbers there's about 19. you know there's there's a couple i mean there's some i think towards the last page there's a couple people have ones by their name and i know there are at least were in a family group so you know if you pick one of those two then you sort of have the same representation community wise and and skills wise i have this sorted also based on their representation so each page shows so you know if you have a certain amount representation that you want yeah when i was looking i felt half of them should be parents for other non-school people at least [Music] so i had to do this [Music] well you know shouldn't it be more parents and things like that well you have
058to recognize he said at least how he said is the board also represents the community he also represents parents or employees so he said he really should have the seven to that side because that's really what our job is i am you know and i i thought you know i guess to me in some ways it seems more objective not to interview or meet the people because i don't really want to necessarily maybe i shouldn't know too much about what they think or feel about it because i want input that i wouldn't necessarily judge and if i if people gave me a little interview and i would say well i like their answer i don't like their answers and i almost feel like it's better not to have a whole lot of that and really
059just take it this way because i i don't i don't want to rule out people that that may not fit my idea of of what somebody should be selected so i also like this brief even though they're not it was actually better just because for those folks i don't really know and so i'm not i'm making judgments based on nothing really and it's more a random sample of people to help us with that process so at least that was my thinking and then just the logistics of trying to organize 45 people to come in and speak for two minutes whoever had to do that job would not be happy with us uh i don't think i want to make sure diane did you have a chance to weigh in as well i i don't remember
060if you had a chance to do that um i did uh send in uh my votes today um but i'm open to selecting um it can i clarify something though so there's 20 and there's seven board members so does that mean we need 13 people in the list we need 20 so adding to our seven total and then we'll have 27 with us okay yes and i i did think we could depending on the numbers we could select 20 and we could select two or three alternates because it is there is a possibility that somebody is not going to be able to participate and we could you know have a couple people that would be maybe willing to to jump in at the last minute sort of if we needed it can someone remind me
061of the timeline on this um i know we need to get these folks picked and notified and whatnot and you know i was talking with um folks that you know have gone through this process before and it is that trying to interview somebody in two minutes is just not you're not gonna get that get that done it's gonna take about 22 and a half hours to even just get a few minutes in with each candidate so i would not want that process but i think sarah said that it was also she had it divided into the categories that we you know we wanted representation from different areas making sure uh we had each of the buildings and we had diversity equity inclusion and then maybe yeah if we can go through this so yes it
062is broken down by here by different categories so and ernie you said if they we're gonna use three votes or more or we gotta know three where we got how many thank you so if i just kind of read those oh 21. so let's see if i read it out loud so on the community members we have one two three four on the front front page that are community members with three or more uh nods i won't call them votes because they're really not and then on the uh second page uh which is district and teaching staff i think that's correct or is it just i don't remember how this involved is mostly district staff but one element here so on that second page you have one two three four five on the bottom i'll
063just click on one okay and then on the next page we have one two three four five six which is a mix of mostly the educators and an administrator on it is that correct it looks like we have elementary and middle school and high school which was a request to have that mix of eight levels on the next page we have one two other they're both others yeah and then on the next page it looks like we're starting on the family so we have one two three on that page and then we have one on the following page and then there's one and then that's it i think so that's 1 4 5 6 is 21. so we would have 21 out of that which you know if we wanted we could pick 21 and
064then we could call it good but i also think range point two is that board members feel strongly about you know a specific candidate that you know somebody could bring that up one thing i noticed i didn't see classified people representing like wrong i saw some attendance advocates uh on there um i remember i someone yeah there were a couple of times available yeah they both got four okay um so if i hear you guys right we have 21 have three or more votes from our committees um from our board members so we wanted 20 for the group and then we wanted a couple of alternates is that correct that was a suggestion i mean you know we could go with 21 21 sometimes and then and then just call it good and then if
065we do if somebody drops out because they can't make it then we might be down to 20 or 19 but again these are these are folks they're supposed to help us with their process so because most of these people are just going to get applications and go through them with right we're not getting in a room together that's correct so so how steve outlined it for the second is he will train everybody together about how to go ahead and do the screening process and and then we will be given i think an online way to score he'll you know figure out how everybody can score them and then out of that screening will have the top applicants based on how everybody screened them then the second process is those folks also will be invited to
066sit in on the interview they won't participate but they can listen and then they can help give us feedback based on their perspective so yeah there'll be actually two key roles was there anybody on that list that that got enough votes that was um special education or resource room or someone that could represent that there was actually a really nice mix of folks from different areas of disciplines including yeah special education a tribal some of the diversity things so it really i think turned look it looked like to me as the really good blend of a lot of different mixes in our district so most of the people who who have a four or five next to their name have served in multiple roles fairly recently i know one is a new administrator who was
067a recent classroom teacher also in special education and in various student groups okay great fantastic yeah i looked first specifically for that diane in my search as well and i know that's really important to a lot of us in the district so i was my focus in looking as well yes any other discussion how are you feeling about this kevin i think it is what it is so i'm here with you i was guys say if you know it it would be kind of impractical to to interview everybody if we could you know possibly send out a little email question there and have that feedback back in in a relatively short amount of time but we also have to meet again yeah prior to the january meeting which is also you know training we want
068to get the training done the training is i think scheduled for that january i think it's scheduled for under january because then the task of the work is shortly thereafter and uh so so you know there is no discussion i mean we could make a motion to approve the the names as we've nominated here and so mary arnie i suppose to accept uh the system we have for our candidates for our screening committee and allowing us to go up to 21 to help us with our search how's there's any other discussion we already had it but uh i'll go ahead and call for the vote on that if i can find my vote sheet here okay arnie all right i know this uh kevin hi adrian hi uh diane diane looks frozen oh i am
069sorry okay motion carries um should i read out the names for the record would that be helpful i will just so people can know also maybe uh obviously we'll send out something formal and i might butcher people's names so i apologize for that in advance uh so uh so our selection committee will be uh rocky place uh uh ali uh mcgeehan susan wahlberg ida joe gates uh candace mcgowan michelle barton uh green lantern melinda torres cara davidson caleb crook jody cebuan eli ashford ashley caballero leslie traylor laura means josh davies amelia ed andrea qualman michelle caldera rebecca rogolowski and just again thanks to all the people that put in their application and express their interest i think we all greatly appreciate everybody's interest and focus on this and appreciate your your efforts as we move
070forward okay uh we got a few more things to do on our agenda the next is a board member highlights comments portion i'll just go down the list if people have something they're welcome to say it otherwise they thought that's okay too uh arnie do you want to start yeah i have uh there's two three people here from the martial scholarship committee who've done most of the work and they have a request that was conducted to ask for a change in the bylaws it is our committee and so if les wants to come back all three of you can come up so you know they are less angola was really masturbating this for the intensive conception denim and that and they'll talk turquoise little bit about how much we have there because we can talk
071about almost 6 million i think it's over 6 million so uh also the request is that we um raise the amount of money we can spend for doing the work of the committee and it has been and they'll talk about what the limits were first of all i want to thank all the board members who volunteer and do all the work that you've been doing all these years and uh we all appreciate that secondly i want to say that you know our scholarship uh program brings a lot of positive things to our community it causes attention and i hope that you all realize that it is our community and our school board who have initiated this scholarship committee this program and it operates under your auspices and uh i i hope that you will feel
072the same pride that we feel in and all of our students who graduate from marshfield apply for a scholarship and then go on and we're able to help them with the funds that have approved through our program every year and i don't know if you've gotten a handout on the amounts of money but the amount that we have invested at the oregon community foundation is right at seven million and not included in that is the vera and you know richter scholarship which is not uh invested as a part of our program but it uh it is at uh oregon community foundation and it is right at three million dollars or a little bit more and it has an annual order fifteen thousand dollars it's a four-year scholarship fifteen thousand per year and so if you
073add that three million plus with the seven million that is in our program we're looking at 10 million in endowed funds that go to our students every year so uh you can feel proud that you are part of that program that you oversee that program and through the help of our canvas and her department up here we're able to track those funds and keep track of all the students and and the money that they get each year so uh you were introduced to cap shirtless and jenna sutherland they have been uh long time assistants we uh we've always called ourselves the subcommittee but recently we thought that maybe wasn't a uh an appropriate name maybe a steering committee would be more appropriate we meet monthly if not more and do the cleanup work 12 months
074a year in trying to keep the scholarship program pure shape and make sure that the students are all continuing on with their education as they laid out in their application to make sure that they continue to live by those criteria that they were selected for so we have another member of our group that is a paid position it started out as just gonna be a flat rate and uh uh i have two thousand dollars a year and uh our committee and and the board initially came up with a four thousand dollar figure so that we could publish an annual newsletter have it printed and mailed and along with that we could have some clerical help in keeping track of those kids it's quite a bookkeeping challenge to track those kids once they graduate a lot
075of times their parents will pack up and move they've been waiting for their their last one or their student to graduate so that they can move or whatever and they they tend to leak down and we lose track of them so our clerical person is tasked with keeping track of those kids making sure that they if the paperwork back to us their college addresses their emails their text texting numbers and that kind of thing and then making sure that they get the transcripts back to us in the spring so that we know that they're continuing to be successful in what they said they were setting out to do so way back when that four thousand dollars uh has grown a little bit thin and uh we asked that maybe we increased that to five thousand
076dollars up to five thousand dollars for our administrative uh tasks and so we we hope that the board will make that change to our bylaws from 4 000 that would be the 2000 for the clerical in 2000 for our newsletter and other expenses mailing envelopes and that kind of thing and so if you have any questions i'd be glad to try to clear them up at this point well i guess i'd kind of make a comment um the statement that it takes community uh to raise a kid is is very cliche but um [Music] you are definitely part of that community and make a difference in all of the lives that these these kids who uh receive scholarships get uh if you've never been to the uh the event the what am i gonna say
077the presentation it was presentation it is a spectacular showing of our community uh it's just lovely and i highly recommend it to anyone who hasn't been uh because it is just it's it's special um and it's important and uh it's a very prideful moment every time i go for myself and the people around me so uh kudos thank you any other questions or concerns so um i'd like to make a motion that we increase in the bylaws from 4000 to 5000 the amount of night that we spent on administration on the cross if that's appropriate at this time yeah because look in the air the language is actually in here in in the presentation which would say the language and then just changing to four or five thousand i'll second that thank you kevin so
078we have a uh first and a second any discussion call for a vote on that uh arnie aye i vote i as well akin kevin hi uh adrian hi diane hi hey dustin hi ocean curious it wouldn't happen and i was principal when this all got started and i i can't express how much gratitude i have for the three people standing here as well as the other members that have been on that committee for a long long time including the work that candace does over here to keep track of it and the committee foundation because if people didn't know we didn't belong to the community foundation first we set our own and then we tried to keep managing that money and we finally decided through attorneys and others that we better go to the committee
079foundation that meant we had to get a sign up by everybody that had given money that was okay to do that and people they did all that stuff to make sure that we have this ingrained in an institution that gives us about four and a half percent of our investment back each year for scholarship and it is amazing to watch a group of community people come together and look at all these scholarships and get put together packets of material and then figure out how they're going to award all these different scholarships and the groundwork is laid by this steering committee um and it makes it work but it's really a pretty amazing thing and i um i'm really proud of the fact that it got started i'm really proud of these people and if there's
080people out in the community who are watching this who would really like to get involved because we're not going to be around forever we're always looking for people who would like to be a member of it and get a hold of us or cap or you know and we know that there's a retiring superintendent that's gonna have a lot of time and we have a lot of other people who have some real great relationships with our community that would be outstanding on this committee so uh no pressure just got my first job all right well if there are no further questions i want to thank the board and i would invite you to go to our website which is marshfieldalumni.org our website is our webmaster's gary liske who thankfully does great job in constructing and
081maintaining our website but on that website you might want to look at the last couple of years we did not have a uh an awards assembly like we have had in all those years previously so we did a virtual uh awards presentation and it was presented uh on and it's still available on uh from our website you can click on the link and go watch the entire uh the entire thing narrated by floyd montiel yeah so we did have a parent only one last year yes we did we did have a watch party at seven o'clock in the auditorium we were able to get uh every recipient and they could bring two parents and maintain spacing throughout the auditorium and we projected the the awards presentation on a big screen in the auditorium and i
082have to say that i i am impressed but the reaction that we got from kids and their parents in support of one another it didn't matter if the scholarship was or 7500 they were very very uh easily they they just supported each other so much a couple of times i was brought to tears at just the uh the camaraderie that they showed at that that meeting so uh anyway i would encourage you to watch that and hopefully this year we might be able to be back in the auditorium but if not uh we'll be doing a similar slideshow presentation and the evidence was impressive a few years ago um one of our alumni decided he wanted a vocational subject so there's a section i don't know how much of it that is vocational fellowships that
083come every year and incredible um why can't i think it's 1.5 million now and uh chuck carlvone class of 52 followed me up and and he had been a donor to our scholarship program prior to that but he called me up and wanted to know what scholarships we had specifically for vote tech and i told him well we have a few that do allow for volt tech but they aren't specifically for them and he said well my goal will be to uh build an endowment of a million dollars at least and until that gets endowed we will not award from that corpus of that fund until it reaches that minimum and he said and i have some friends in the business community who will help us by giving a cash uh donation every year so
084that we uh one of his fellow well his class of 47 but he was an appointment jim ricky chip in uh 10 to 20 000 every year until that volktech fund reached a million and uh so it was a good thing to do we really appreciated that jeff and jim are both gone now but uh we really appreciate all he did well thank you for all your your work hard work and uh and i know what we as a board appreciate it i know the students uh a great benefit from it and it is it is quite fun to be there and enjoy the celebration with all those graduates so all right thank you so much uh even when i was in legislature with a member so i've been doing it for a long time
085and i appreciate it and the number of local people who have donated individual endowed scholarships you know we have one for my son it's really an interesting thing about our community the first million dollars that came in was from a person that won the locker room um it's in the honor of his sister who uh didn't go to college to help raise his because his parents died and uh he wanted to give something back so he gave a very large scholarship very early on he won the lottery very late in life so he was able to give some money so it's been interesting to watch that thanks uh we will combine the items the word highlights with the item uh otherwise uh kevin do you wanna talk a little bit about the facility committee tonight
086are there any other highlights or things you want to ask sure so a mean or two back we had a request for proposal in relation to our crown point property that was sent out for the approval of the board and our finance director candace is a point of contact and has established a timeline process and publish it on various platforms and the facilities committee has received a completed proposal from joe aguirre with pacific properties and i have that information here if anybody wants to review it um the timeline that was established is for today to take a vote on it and uh so if anybody has any questions about the the proposal that we received i could answer those so is that the committee's recommendation that we approve yesterday it the there's a seven pager
087and it met all the requirements that candice had established any questions for kevin around the meeting of the agent for the crown point property so that was that the only proposal received correct uh so uh would entertain a motion to prove to accept the estate consultant broker services joe mcguire i won't move a second uh any other discussion on the motion uh uh vote arnie all right as well uh kim hi kevin hi uh adrian hi diane hi thank you kevin did you have anything else you wanted to add in terms of highlights no no no this time okay uh kim do you want to go next on the policy committee sure um first on board member highlights i just wanted to give a shout out to our drama teacher at marshfield high school as
088well as the choir teacher and i know that they're in the midst of their choir concert right now that my kids wanted to go to um but i've i got to see a little bit of them in action and working with students and i think they're doing a fantastic job and um i'm really excited for the upcoming play and um i'm bummed that i missed the choir concert but duty calls so i just wanted to give a shout out to both of them and then as far as policy um committee we've met a few times and we have a number of policies to go over we have you see um quite a few in first reading that are really just grammatical and name changes to a lot of them like brian was saying we have
089a second review for public participation in board meetings where we're adding a new language to support virtual meetings and input and then we have um language added for gender identity and a number where we've moved from he and she to more appropriate terms than language updated to reflect revisions affecting reporting child abuse and sexual conduct so those are our first readings and then we have um a few that were in the second readings let me see if this is our right just the one oh here it is over here second readings were the uh corporal punishment jga and then um our one that we're wanting to adopt our third reading is the bfc adoption revision of policies so can i clarify kim our agenda says that uh there's two adoption requests that not correctly yes
090because our second reading and adopt was the jga looking it up on my chart here um yeah that was simple because it just moved it into what we have to do anyway so by the ors 339 so just brings it in line with the law so that was easy we don't need to go out there again so two for reading and adoption any questions from kim so then uh somebody wants to make a motion on the adoption of the two policies um i'll move that we adopt uh policy kga corporal punishment and policy bfc adoption and revision of policies thank you adrian thank you dustin any other discussion all right and then on the uh motion uh ernie hi as well uh kim hi kevin hi uh adrian hi hi and dustin hi great uh
091let's see that moves us to the other i'll go ahead and save the the um other act item for last but um i didn't any uh highlights certain things you want to share um yes i actually had the opportunity to attend the band concert first band concert in approximately two years uh it was well attended even though the the sizes of the ensembles were a little bit reduced from a couple years ago uh the crowd was very very enthusiastic for everybody involved it was it was really nice to see we do have a strong tradition of quality music programs here in the south coast so it's good to see that coming up in our and our youngsters uh diane anything from you on highlights or things that you want to share with um sure uh
092i was um able to attend the uh it's the loan committee for people in the cruise pay school district and um the alumni so that was very interesting not as elaborate and cool i guess as the scholarship committee but um it was very interesting and they just wanted to put a reminder out there that this is available they don't get a lot of applicants um so they want to really encourage students who may need some funding outside of scholarships to apply and i know there's been some teachers that have returned to school for additional education who have used the loan program so they just wanted to put a reminder out there and it is really um a good program if if you don't have any other resources because of the interest rate and the flexibility
093in the pigment plans back so and then um just really quick uh i wanted to i believe i'm on the facilities committee so i apologize that i haven't made any of those meetings but um i'm not aware of uh if there's been a meeting or there are meetings i haven't received an invite or where i can get that information of when those meetings are happening and somebody from the facilities committee are you on it also again i'd like to get you on the email list diane if you're not already on it perfect yeah thank you uh dustin oh uh i have just been the local sports junkie um attended the uh state finals game it was uh magical and spectacular and uh super fun um to watch uh kids be successful um that being said
094uh you'll probably see me at the girls basketball games and girls are in the boys basketball games these days uh and it's just fun to be involved i often call it the best show on town um on a tuesday or thursday or friday night whenever the local sports teams are playing um i encourage people to go out and uh i don't know be a pirate i guess one spyro was fired speaking of cliches i didn't turn my mic on either sorry all right and uh just i've been going to the psych council at the east side so it's been interesting just hearing what they're working on and i kind of mirrored some of the things that we were talking earlier about level of stress balance out all the things that are on their plates and
095and balancing teachers and vacancies and filling in and that whole process about trying to you know keep the schools open so i i really appreciate that and then i've i've been able to periodically i work right by the whole the madison school so it's been fun to kind of go over there and sit and watch the progress and the walls are going up the front taking shape and so you can really start to see what it's going to look like which is which has been fun i think they're making good progress though hopefully they're on track you probably know better than i do they look like it looks like they're on schedule so they're on schedule yeah terry's library is coming together yeah it's all fancy over there uh and then uh just on the
096the final acts item is um the uh the mou is uh in our pocket uh and uh is on our action item to approve the oau for the osca you guys recall most of the time the board doesn't get involved with mlus but this was had more stuff in it and it had some additional benefits for employees and so there was a request of the negotiation committee met uh with uh oca for uh i don't know about three or four times at least uh and sort of hammered out an agreement uh which is in your packet and uh i would say that a lot of what contains is is really things related to culprit primarily i think that's that's really what it is is about creating some some protections for barney members around not things
097are protections but also things that we need to do to keep our district safe there's some allowances for more lead time and some benefits i'll cover employees if they get sick related to covet uh and some provisions around you know working remotely and job duties and things like that so i think it was very productive set of meetings uh with that i think you know a little prelude of our meetings it'll start i'll be soon in the spring uh but um and i i would say too i guess from hearing right maybe a bit of a template for uh analogy with the teachers as well maybe to some degree so um so that might be expected as well coming down the line at some point too so and myself was on it and arnie was
098on it and adrian was on it but otherwise we would probably afford a motion to approve the mou tonight and i think union already has absolutely yeah they've already signed it yes well we've it we've ratified our part of it okay so then uh i would move that we approved the uh memorandum of understanding between the bay school district and the oregon school employees association chapter 33 uh regarding the implementation of oar 333-019-1015 and oar 333-019-1030. thank you you neglected to give that a short title next time all right we'll just follow the vote in the same order then uh hi kim hi uh kevin hi adrian hi diane hi hi you all that concludes our business tonight one last thing um osba a few years ago when the student success act was happening they
099filmed us all over the state doing it and they put out a film they're doing a follow-up to see what's happening around statistics and they chose cous bay to be one of those follow-up sites and so they had a crew here at eastside elementary i was invited over to talk as well in the interview so we'll there'll be something coming out in the near future i don't know when but brian may know that too thank you okay and since you mentioned it uh i also got to go to the site council meeting a very good meeting i was very impressed i appreciate that