August 11, 2020 Newberg School Board Meeting

001foreign hi Rebecca welcome doing all right you're on mute right now did you have a nice vacation I did it was very good to get away and out in nature good I'm glad I'm so glad you had that chance thank you very much you deserved it thank you Greg do we have a lot of um public comments tonight we have four requests tonight okay okay good enough hi I'm probably gonna be quiet and video less until it's closer to the bond presentation that is fine Shannon you can do that how did you manage to get Karina's name on there it's probably because she got the invite forwarded from Karina that's usually how that shows up that way oh I did send Lindy Shannon but it might I guess it didn't come through huh I think

002so but we can fix it there we go nicely done you want me to put an official title on it I think it's fine I know yes you can feel free to stay muted and off video if you want until it's your time I will is there a zoom filter that's putting a bow tie on our superintendent that's fascinating really Advanced Zoom filter there are some things that right before you become an adult we'll teach you how to do so we'll uh we'll get the bow tie next bow ties are cool to quote a favorite show of mine foreign let's see I think one two three four we're missing Brian but it is seven o'clock so let's get started bang the gavel start the meeting welcome everybody it looks like we still have about 23

003people uh as attendees tonight which is great we love that public participation is up so high lately especially during this time hey Greg can you hear me coven yeah we can hear you Dave yes and there's Brian Okay so let's just review the agenda we have we'll have public comment and I believe we have just a few this evening um looks like four after public comment we'll move into board comments superintendent comments take a look at our consent agenda and then we've got quite a bit of new business tonight um we've got the communicable disease plan our discussion around possible calendar changes um the plans around reopening the discussion of the bond and the forming of the ad hoc committees so it's a busy night um but I'm excited Daryl here so let's go ahead

004and get started with our public comments so for those um who've signed up for public comments tonight we generally recently have only been allowing for three minutes but tonight since we only have four we can go ahead and allow for five minutes if you'd like to take up more time feel free just a reminder please do not discuss staff Personnel issues or characters of board members please keep it to board business and hopefully things that are relevant to the agenda tonight so let's get started let's start with Stacy after Stacy we will have Amy hi there go ahead whenever you're ready okay my name is Stacy Gott I am a school psychologist and I've been in the Newberg Public Schools parent for 14 years I'm speaking to you to talk about racism and its impact

005on mental health for our students study after study has demonstrated the negative outcomes of racism for both physical and mental health for blacks indigenous and people of color the reverse is also true that positive non-discriminatory settings result in positive outcomes we know that stress adversity and Trauma can impact concentration and attention cognitive functioning memory and social emotional regulation in turn resulting in negative outcomes for mental and physical health learning and relationships but in all of our conversations in the school setting around trauma and its impact little mention is made of trauma related to racism we tend to think of trauma that happens through interpersonal interactions such as abuse neglect and bullying but we often put too little emphasis on societal trauma caused by racism embedded in our policies and practices we must also consider the

006impact of community historical and generational trauma on our students students that come through the doors often carry a lot of rocks in their backpacks and for black students indigenous students and students of color we sadly add rocks to their heavy burden due to systemic racism and implicit biases so what can we do to lessen the loads of our students already have to carry author and historian ibram X Kendy has redefined the term microaggression to be racist abuse as there's nothing micro about actions that cause stress anxiety depression and pain we need to have staff Education and Training on the meaning of microaggression what does it look like and how do we respond to it we need to make sure that we have intentional frequent conversations about racism not just an occasional training we need professional

007development for all staff on implicit biases the research suggests that even being aware of One's Own implicit bias can counteract its influence implicit biases operates below conscious awareness and is not deliberate or intentional yet implicit bias could result in harmful racist actions the good news is that it can be reprogrammed We need regular cultural competency training intentionality in our hiring practices and regular reviewing of disproportionality data and policy in regards to discipline special education and the gifted and talented programs we must look at our disciplined data and processes and see how restorative justice methods can help improve outcomes all of these things can help remove some of those rocks our students are carrying in their packs the anti-racist resolution leads us a step in the right direction but this will require a concerted effort and

008introspection and I ask each one of us to lower defenses to hold ourselves accountable for our own learning actions and decisions I encourage the board to consider this statement when creating policies and making decisions thank you thank you Stacy Ron are you in a position to do the one minute 30 second signs again you're muted still yeah my my sheets are downstairs I forgot to bring I'll make new ones real quick sorry about that [Music] Jared yes thank you yeah just a second just one second let's get the signs ready sorry about that signs are ready okay whenever you're ready go ahead all right thank you very much I'm Amy Stevens and I'm a parent and Community member here in Newburgh I've been a Community member for the past 20 years and I'd like to

009start by uh thanking you for your commitment to the passage of the resolution committing to be an anti-racist School District the resolution stating specifically anti-racist explains that we are ever striving while honoring the emotional intellectual and social investment of our students teachers and community the work is worth it and we are plainly describing that the ongoing critical thinking invested in an anti-racist School District as being a verb or as an action being a mom of both black and white children my experiences show me the struggle that my children experience as well as the connections their white friends choose to make with them to clarify an anti-racist resolution provides a safe learning environment for everyone of all Races I see white children see the disparity and I see the struggles some take on on their own

010my hope is to see in an anti-racist resolution and policies to hold this work up together um given the recognition of our work is actionable and essential especially given the structurally embedded nature of racism we require a framework to do this work just as we provide physical safety and understanding of what maintains physical safety in a school we do the same for intellectual safety in examining the intellectual and emotional safety through structure or framework I'm looking forward to the growth from the resolution to being an anti-racist School towards developing a framework or policies necessary to productively make small steps of success that we may be able to mark and celebrate through measurable data driven decisions this framework will also highly support parents and our community with Clarity and Assurance of a safe learning environment one

011example of this is quickly demonstrated by how one of our neighboring school districts reaffirms safety and Clarity last week in a response to An Occurrence within their community here is their board's response yesterday we learned of an anonymous letter received by Lake Oswego Family signed your neighbors the letter requested the removal of a sign in the window painted by an losd student supporting racial Justice and Black lives matter as a school board and District we reaffirm our commitment to creating environments of anti-racism and belonging within systems that are inclusive of everyone in our community the Lake Oswego school district is committed to act in a socially responsible manner that models the valuing of every human being we support support the rich and growing diversity in Lake Oswego and believe that all in our city should

012feel safe and valued I deeply appreciate the leadership being provided through the entire Newburgh school board thank you for your commitment to our students and our community and your work in establishing structures that benefit our community and years to come thank you very much thank you Amy next we have Jared and after Jared we will have Jessica foreign Jared are you there maybe Greg would be possible to come oh wait he's unmuted can you hear me now there we go perfect thank you Jared go ahead thank you for giving me some time this evening my name is Jared Jones I am the father of a 2020 graduate a rising 10th grader and a rising seventh grader I heard one board member in the previous meeting referred to anti-racism as an ideology of course it is

013an ideology defined as a system of ideas and ideals especially one which forms the basis of economical political Theory and policy democracy is a political ideology and so is fascism capitalism is an economic ideology and so is communism and so is socialism each ideology carries benefits and dangers the choice is not whether or not to have an ideology but which one to espouse to reject anti-racism because it is an ideology is to embrace another ideology we can disagree about what our ideology is but let's not pretend we can do the business of a school district without any as much as these semantics interest me I believe that the work of a school board is to do whatever it must to ensure that every student regardless of background has a series of excellent and supportive educational

014experiences that last as long as they are enrolled they are all our kids and they all deserve our disciplined focused efforts to help their minds and bodies grow for that reason I'm here to urge you our board members to move forward on policies that will change the actual experience of students of color in our Newberg schools it is one thing to affirm that black lives matter or to state in opposition to racism it is another to seek out parts of our system that cause harm in ways that are often hidden inadvertent not the fault of any individual human being but still happening predictably to students who are not white English-speaking cisgendered straight and middle class that takes Focus insight and intention that is what the community has elected you to do specifically I am here

015tonight to ask you to do three things first please continue the review of all NSD policies and procedures to root out inequities make that a high priority second please create an ad hoc committee on equity and anti-racism and include students of color among its members and third please guide teachers teaching staff to include a complete Multicultural curriculum that tells the whole truth about History Literature and the society that we Steward together please help us live up to our shared ideology of democracy the ideology that we the people the demos are best when we actively include every voice thank you for your time thank you Jared and thank you for joining us tonight okay and last we have Jessica foreign Jessica are you ready okay respected city council people my name is Jessica Baker I'm a

016former teacher and a parent of children in the Newberg Public School District first I would like to say thank you thank you to those who voted to pass the anti-racism resolution thank you so much for taking a stand against racism in our school community I did want to say that the idea of changing the name of the anti-racism policy doesn't make sense to me if the point is that we need to be actively working to dismantle inequalities based on systemic racism in our schools than changing the name to remove anti-racism softens our stance Against Racism and I really hope the board does not condone softening our district stance Against Racism secondly I strongly believe our children need more inclusive curriculum across content areas around history race and racism I know that as Educators especially as

017predominantly white Educators the subject of race and our history with it is hard and anxiety producing but it is so important that our kids are part of the conversation about race and racism they see it children are not blind to color white kids see the educational and disciplinary disparities that affect kids of color kids also notice who works in the cafeteria and who the teachers and principals are from the time children are born they're taking in stimuli and they're categorizing it when we are so uncomfortable talking about race with our children and how our racist past influences the racial disparities of our present they don't just ignore those differences if we don't talk about those differences and why they are there kids will make up their own reasons for why there are no black teachers

018in the school or why the heroes of their literature or science curriculum are predominantly white they will create their own schema and those schema are often the simplest explanations and are often the most damaging not talking about it is not working if we truly believe that the purpose of teaching history is so that the past does not repeat itself we cannot just pick and choose what history we teach we need to teach all of it across curriculum and start teaching it with the youngest of them white kids should not be allowed to get out of the conversation because talking about racial disparities is uncomfortable and scary kids of color have to deal with that every day the ability to ignore racism is itself a white privilege I am currently reading a wonderful book called raising

019White children in a racially unjust America by Jennifer Harvey I really recommend this book to anyone wondering about how to talk to kids about race and racism It is Well written accessible and full of great ideas and starting points thank you thank you Jessica and thank you for the suggestion on the reading as well okay wow it feels kind of crazy to have a meeting in which we don't have a lot of public comment so let's uh it's a good good thing okay let's move on to board comments I'll go ahead and open it up for any board members who have comments this evening yeah Brandi I'll go ahead I you know I I I'll say it every single time we have a board meeting I appreciate everybody calling in and and everybody has heartfelt

020uh things to say and I don't think anybody out there that I've talked to in our community has a problem with racism our problem fighting racism sorry I said that incorrectly um but I do think we have an issue that I'd like to challenge everybody on too is what I've experienced in the last couple months is been opposite What I Hear in some of these themes about how we should treat other people and on such a big issue I think we have a lot to listen to on both sides I try to listen to everybody that calls in I try to listen to what you say if you suggest a book I try to pick up on that and look at it I'm open to new ideas I'm open to what everybody has to come

021up with I don't think we're we're doing that both ways and I think everybody's got to sit back and listen to both sides of this because there's still many people that I speak to out in the community who would not agree with some of the statements made and see people say well why don't they call in to the school board meetings why don't they go on and say this stuff so many people just like you talk about at school we talk about this fear people have a fear in their own neighborhood in their own jobs their own businesses especially in Newburgh where if they do make a comment they feel like they're going to get attacked and I think until we get past that point where we can sit down as adults and talk about

022this in a way where we don't walk away arguing and that we can listen to each other we don't have to come to an agreement then how are we ever going to teach this to our kids and to think that we can do that is is foolish um I agree there needs to be give and take on both sides but right now we're we're at a spot in our society where the listening is very thin and and until we get to that point how do we really look at our kids and say this is the correct way to go and there's a lot of things we can do for sure right off the bat but until we can sit down and be very very very civil with people and not talk behind your back and

023not confront people and and just not be attacked and I think that's a challenge that the school board has to take on right now is how do we how do we get to that point where we can just sit back and civilly talk about these conversations about something that's the biggest topic that we've ever dealt with in my time on the school board racism it's a big issue and it's something we have to do better at and it's something we have to be strong with but it's not something we can just fly over very quickly on this and just be passing stuff left and right when we have to represent the entire community in Newburgh the entire community of Newbury and Dundee needs to be represented and if we have these conversations and maybe people

024on both sides will understand a little bit what the person on the other side is trying to to say and I think until we get to that point we're in a real dangerous spot if we're gonna come off this thing and go straight to uh talking to our kids about books are dangerous we can read books on the right or the left or whatever and we can come to conclusions on those based on what a theory is but I think we really need to be solidness I think that's why these discussions have to be deep and long on the school board so I appreciate your time thank you any other board comments this evening yeah I just wanted to say that you know I wasn't able to make it to the last meeting but at

025the last meeting we discussed it will be discussing more our reopening plan and you know originally we were going to go to a hybrid and now it looks like you know things have changed yet again and following covid-19 we're going to go to the total distance learning to begin with I would imagine folks are just like my family pretty apprehensive about that and you know what how that's going to work for their their families their kids um you know in in no world before March 13th Would I have said the best thing for me and my family is for my girls not to be in school but I have to admit I kind of breathe this higher relief when we decided to go to uh or when we were directed and we uh went with

026uh total distance learning because I want my kids to be safe and I want them to get a good education and right now we've got a lot of folks working really hard to make sure that that those two criteria happen and I just want to thank the teachers administrators that are working on that and also say that I understand the apprehensions that folks have this is going to be a big impact on you know my having to take time off of work to help care for my kids uh it's going to be a big impact on you know my girl's Social Development uh you know the biggest question my family has is probably similar to a lot of folks is what are extracurricular activities going to look like what are the electives going to look

027like because those are often the things that Hook families in uh hook a student in who might not be engaged academically and it's going to be tough we're all going to have to work on this and help each other through it so I just want to thank the folks who are working on it and encourage everybody to help those around you get through this uh challenging time thank you Bob yeah I agree I want to thank not just the District staff but also our building administrators and our teachers and our staff who are working clearly very diligently on on trying to not only get a continued distance learning model going that is going to be robust academically but it also supports our students socially emotionally and in reviewing our board packet tonight and seeing the

028reopening plans for each individual building you can see how much time and effort has gone into the details of what potentially a hybrid model will look like when we get to that point and it's just a reminder that there's a lot of people working very hard right now for our kids and I want to say thank you are there any other board comments okay let's move on to superintendent comments go ahead Joe thank you Brandy well you actually uh both of you the last two of you uh took the words out of my mouth I had something very simple for tonight um I do really want to thank um all the folks who've been working on these plans you know it's it's uh interesting when we put plans together and then we switch gears and

029you know uh some people have mentioned they thought it was you know it'll be an easy kind of transition but we've had to essentially remake plans um nearly from scratch even though we've been working on some things in parallel the level of detail is pretty amazing so I wanted to specifically um thank our do leadership and all the staff here in the building who are working like crazy many of them have had only a few days off uh to try to recharge our building administrators have been working all the time to in groups and individually and with their teams and then we've had lots of faculty and lots of Staff who have been part of the development of those reviewing curriculum doing all those things that happen normally during a school year so a lot

030of people have been working very hard uh this summer so I just wanted to thank um everybody on my team and across the whole District because I know it's an incredible uh lift due to this uh the changes that we'll talk about here in a little bit we just got today at 1pm so there are lots of things that we had to make adjustments to uh from the Department of Ed that came out at one in the afternoon and we had folks get right on and make those changes so we would have them available so I apologize for getting them and having a a later packet come in but we wanted to make sure we had the the best information possible so thank you to all of our staff members across the system who've been

031really working hard to to get this as best we can for opening school so that's what I have for you great thanks and I know we'll hear from you quite a bit later on on the agenda yes yes okay so let's move on to consent agenda I would entertain a motion I move that we approved a move that we approved the consent agenda as presented second okay the motion in second is their discussion okay all those in favor please raise your hand again all those opposed Dave are you abstaining Dave can you hear me oh I'm sorry it's not clear if you're abstaining or voting yes or no abstaining abstaining okay so pass is six one with one abstention thank you foreign against I didn't see vote against I'm sorry it was six one Dave

032abstained so 6-0 with an abstention zero with an abstention thank you yes okay let's move on to Joe uh I'm sorry I feel like with a bow tie I need to call you Dr Morlock so Dr Morlock it's all employee to get you to call me Dr Morlock no no I just thought it would be a nice change uh all right well thank you we uh discussed the communicable disease communicable disease plan uh last time uh there were some questions around um the thermometer usage and so I want to kind of go over that because the the question that came forward from uh the board was about the use of thermometer doing temperature checks uh as a way for uh exclusion of students who may be exhibiting a high temperature when it come to building

033um so I want to go over some of the um the criteria for exclusion uh talking about the recommendations from the Department of Ed and the CDC and so that would talk about that specific portion of it because we did discuss the rest so the the Oregon Health Authority indicates um the following as the criteria for exclusion uh it must be a temperature by mouth uh greater than 104 100 degrees 100.4 degrees uh use of the thermometer that measures uh a body temperature as opposed to skin temperature is required to ensure accuracy and when contacted our district nurse um also she reiterated this requirement citing the inaccuracies of touch or infrared thermometers that measure skin temperature so uh that's one of the also the Department of Education doesn't recommend the use of skin or infrared

034to exclude students because from the educational setting specifically because uh due to issues of accuracy and logistical they are not restricted or prohibited they're just not included in any of uh the documentation and they continue to I actually asked that question today uh during our 1pm meeting where we reviewed the latest blueprint changes um the CDC also does not currently recommend using Universal screenings uh like for screenings of students all through grades 12 to be conducted by schools parents and caregivers should be strongly encouraged to monitor their children for signs of infectious illness every day um if we want to implement a universal thermometer screening protocol here are the steps according to the CDC that we would be using uh first of all there's a physical barrier screening so we would be standing behind a

035physical barrier such as glass or plastic window partition things like that that can serve to protect the staff member's face and mucous membranes from respiratory droplets we would make a visual inspection of the child for for signs of illness which could include flesh cheeks rapid breathing difficulty breathing fatigue or extreme fussiness we would then conduct the temperature screening so first we do hand hygiene wash hands with soap and water for 20 seconds if those are not available they have to use a hand sanitizer with at least 60 alcohol uh put on disposable gloves check the child's temperature um reaching around the Partition or through the window uh the face needs to stay behind the barrier at all times during the screening and then performing a temperature check on multiple individuals uh they must use a

036clean pair of gloves for each child and thermometer must be thoroughly cleaned between each check so um that is the only way that we could exclude students by using temperature checks I know that there are also um some information around some PPE screening ACLU has a white paper out there about multiple concerns with universal screening I know that that's come up some places so to answer the question from last time it's not um it's not uh recommended and hasn't been put into any of the guidance and if we're going to use it for exclusion it will have to to be a body temperature so it would have to be essentially temperature by mouth for us to be able to exclude students based on their temperature so I wanted to get that out and I want

037to check in with Karen Pugsley who spent a bunch of time working with Ann to see if I've missed anything uh over the conversations we had about this earlier you know what I think you caught uh all of the pieces that were part of it it's uh there's a lot of kind of emerging information across the world really in the World Health Organization also has multiple um criteria for it as well um so yeah there's lots of information about the thermometer checks I have a question early in that uh report from the what you heard from the state you mentioned that they don't encourage Universal screening that's the way I think I heard you say it uh which would sound to me like maybe they don't even want us to visually screen for symptoms can

038you clarify that Karen did you want to speak to the visual screenings so basically it's not just Universal screening it's Universal screening with um the thermometers process that's the only thing that they don't recommend and the ode does recommend visual screening it's in the documentation from them as one way to ensure that at least we have adult eyes on kids coming in the school well and we talked about this before [Music] um um and maybe you guys have some information to know why we should be able to be willing to rely on visual screening for kids who may have just run to the kid to the line and maybe flush for those reasons and breathing hard for those reasons or just have a regular asthma issue going on um and why that I'm you know

039I'm I'm a little bit of loss why would we do those even less reliable methods and not maybe use a you know the skin touch screening to do initial evaluation and then use the more intrusive thermometer why is that I guess I don't understand why that's the way we need to go I think it's a valid question because I think parents are going to have this kind of question as to whether their kids are being properly protected or probably included if they're sent home because they happen to have run they can't get in line or whatever no I I think that your question really is connected to um what is a visual screen do uh in order for us to make sure that students are safe and I would say that a visual screen alone

040would not be a appropriate I think that what that does is it helps us in a quick process to see if there's any kind of a symptom that we can observe and that we would then have that student go to the sick room into the into further identification of any kind of possibility of infection and that includes talking with adults at home it's just like anything else when you're a building principal your sick room you have people who are trained to be able to ascertain whether or not a student can be in the school and there are multiple criteria if you took them to the sick room would they didn't have their temperature taken and that would not count as universal because you were being selective correct you're being selective and then we'd be using

041this protocol as as mentioned yeah absolutely the protocol is easier to Pro well it's not easier it's basically more appropriate to process on a more selective um process and it would be for Universal and you know and just in terms I'm just going to tell you that um you know as a building administrator when I first started thinking about how could we possibly do a universal screening for thermometers um you know even if they're infrared or if they're touched um I just want you to experience about what my mind went to there's 350 kids coming into a middle school um in probably two to three entrances and the possibility uh is pretty amazing in terms of time and in terms of the process of making sure students are safe as they enter the school does

042that make sense and it's not just Logistics it's safety are there any other questions for Karen or Dr Morlock yeah I have a few questions um would a face shield meet the requirements of a physical barrier under the requirements you laid out um second there would be nothing that would prevent us from using a skin temperature reading as a selection method to figure out who should then take a body temperature reading to see if they should be excluded you can correct me if I'm wrong on that uh those are my two questions so I can't answer the face shield the CDC says you may use a face shield if you do not have a barrier with a mask they do not recommend it because it's not as protective that's the only thing that they they

043put in the guidance was that it's it's the second option the first option is a physical barrier second option is a face shield and a mask and a facial that mask is what our teachers will have with them in the classroom correct uh I believe that they will have access to PPE and Brian what was that remind me of your second question the second question is that there's nothing uh in the you need a body temperature exclude to exclude them that would prevent us from using a skin temperature reading to select the kids who then should go to the school nurse and take a body temperature is that correct there is nothing that excludes that now you did there you go what is the logistics and does Annie um Burger our district nurse what is

044her feelings on the um the scanning temperatures uh as as as as entrance to the building so I talked with Annie uh for an extended period of time about um the Oregon Health Authority guidance as well as foreign opinions as our district nurse um Annie is very clear that she does not recommend screaming temperatures skin temperature at uh building entrances because of the safety concerns as well as the inaccuracy of the of the results and so um she consider considers it not to be effective and so therefore not useful Dr as a nurse after her perspective um and in terms of the logistics um I would just just say that if you start uh really looking at the amount of time for example literally cleaning materials making sure that you have enough personality to the

045entrances to do it changing gloves between every student um that is a tremendous amount of logistical Firepower to um to try to work through in a way that doesn't negatively impact um instructional time one of the reasons we designed the The Learning Systems in place in terms of just the schedules with lunch with the hybrid lunches at grab and go is because we were really trying to maintain our instructional hours and making sure that students were safe and for us to actually serve lunch at the secondary level would have taken literally uh in small cohorts would have taken you know one one and a half hours to do that which we would rather have them in classrooms um the requirement to where to change gloves between each screening was that a requirement of the Oregon

046Health Authority or was that guidance from the CDC that was from the CDC so that's non-binding guidance it's it's a CTC guidance to to change clubs between each person that you were doing a body temperature check well any any kind of a temperature check actually if you're if you're within six feet of a student which would be required for you to do this then it would be um you know that's why the the glove changing is important I think what what strikes me is the um disparity between this is so dangerous that we need the people taking the kids temperatures in a bubble and to change gloves between each reading and then we can safely put kids in our classrooms and that there's there's some Gap there that I'm not getting right well I think

047that's why we're not right now right we're not putting kids in classrooms now and that's you know I think that that's I think that some of that's uh exceptionally important to remember is that we're we're making uh choices based on of course metrics which we can talk about as well if you'd like to know the numbers on those um as well as the safety and that's part of the decision making around uh what we can do to safely open schools or not um other states are doing it um and I think the results have been pretty clear with early results and I think those will continue uh to not go exceptionally well um I think we saw that if you saw the video from the place in Georgia um and they're already starting to see

048their their cases go so but that's why we're not starting in person um and we don't know when we'll start we're not setting a date out there to say you know we're planning on November or January or uh April because I don't think we'll have that information until we have far more stuff taken care of and that's that's what's gone into making a decision about you know not being in person for school um so all of this would be you know sometime in the future but um you know just keeping the if I think about just a logistics and easy one you know if we only have 100 kids and they're coming in a door uh or two uh just when one door and one line 100 kids would be two football fields long six

049feet apart um that we would have to be managing as we brought them in individually so I think there's a a pretty large logistical challenge just in the number of kids and again I don't think we'd even be getting to that point because we're we're not coming back into the building uh with students in classrooms right now so I think that that's a you know it's a very important thing to remember that's that's why we're taking these precautions we know how hard it is on families we know how hard it is on teachers and how hard it is on kids to not come into school um but we're making a decision to not bring them into school to not create more harm and that's why we're doing it this way um yep how about how

050does that with extracurricular activities especially Athletics and things like that in the fall We're not gonna have kids back in school so um are they going to be not participating at all until we go back to school is that kind of the question for our reopening opening Nation because I'd like to keep it to the communicable disease plan since we're on that agenda item so that we can continue to move on but I will answer that question about it because we've got some new things from OSAA so we'll make sure to cover that perfect yeah it's an important question for sure Dave thank you yeah questions about the community plan uh yeah I'm curious um why we aren't I understand the trying to measure everybody's temperature as they come in the building is a logistical

051challenge because the reason we went screen kids once they're already in the classroom I think all the same reasons still apply um the the inaccuracy of it um the the way we would have to do exclusion would we still be pulling kids out of class to do those things based upon the temperatures um it's not recommended by any of the groups um by OHA by ODE by CDC um and frankly the ACLU but I I think it's important that when we look at all of the guidance that's what we've gotten from everyone um and so I just I I don't see a huge value in doing that and doing it in the classroom and then if we were doing that um if you had a school full of kids you know when would you do

052them would you do them all at the same time would you do them earlier in the morning all day long would you start you know on one end of the building and um you know and do your temperature checks across 20 classrooms would you have one thermometer would you have 20 thermometers I mean they're just a lot of things kind of wrapped up in that but um frankly none of the um none of the groups are recommending that we do this at all in fact they're asking they did not recommend Universal screenings and so I think that that's we're trying to follow the guidance as best we can so I think that that's um that's why we're not considering doing it after they get in the building either any other questions this is Rebecca having

053been a school secretary I know what it's like when when kids come to school sick but it's it's the parents resp I think what what um was was read to us that we're asking the parents and the caregivers to please keep the students home if there's these signs and um I I agree with a logistics problems um that that would be a large a large amount of effort for I don't know what results we get okay there's no more question I would entertain a motion um point of order I believe I had a pending motion from carried over from the last meeting regarding this matter and we were going to bring off the table so I think you have to move to take it off the table don't you uh I move to take my

054motion to direct the superintendent of schools to to alter the vehicle disease plan to include temperature scheme screenings of students is there a second wait Brian can you say that one more time I'm sorry I'm trying to get my emotion that everyone agreed to table last time off the table so we can vote on it so Brian if we vote to remove this Brian's previous motion date then we can move ahead with this motion it's his uh point of order so he's moved that we take that motion to table it off is there a second my motion is to remove it to take it off the table which means to bring it up for a vote right quick is there a second I'll second then okay with a motion in a second any discussion right

055all those in favor please raise your hand two and all those opposed and five so it fails with a two yeses and five no's I'll move uh that we approve the revised communicable disease plan as presented I'll second and I will say that I'm going to vote for this motion that I've just made but I consider it not a closed question because I consider that we might need to revisit this when and if they reopen schools depending on how confident we feel that uh Things Are you know settled down so we don't have to be extra precaution I realize the logistical problems but I would think them to be worth it if we thought it was necessary to say even one or two kids from getting sick but I'm going to vote for this motion

056now okay is there further discussion all those in favor please raise your hand and all those opposed okay class is five to two okay next up we have Greg to discuss um potential calendar changes so whenever you're ready Greg all right um we are requesting a change to the academic calendar similar to others local school districts um the staff is requesting that the board change the academic calendar for the 2020 2021 school year students would begin comprehensive distance learning on September 14 2020 staff would return to work as previously scheduled and this would allow an additional week of Staff time to prepare for CDL we have not yet designated with the associations the ratio of professional development time and prep time and so the calendar in the packet marks that week with the generic DP

057for development and prep time that we will figure out with the associations at a later point this school year will not be extended at this time as we believe we're able to meet instructional hour requirements according to Oregon department of education standards and so the school year will still end on Thursday June 17th for students with the final day for teachers on Friday June 18 um we have some additional work to do with the associations that may lead to some additional day changes uh in the calendar that we would bring to the August 25th board meeting but we wanted to ask tonight for approval of the start change in order to publicize that to our community okay are there any questions from the board Greg I had a question so I know that you said

058that the changing of the state would not impact our instructional hours to the state is that because our previous calendar was above those hours or has this as the state or ode changed instructional hour requirements during this time our approved calendars are BL are above the required amount for instructional hours so it's partly that and it also um the ongoing question that we're still receiving almost daily updates of guidance as to how we count attendance in distance learning and what does that look like um we're seeing with the changes in that and the flexibility that ode is giving that we we don't believe there will be a need to extend the year longer thank you any other questions okay I would entertain a motion I'll move at the Newberg School District Board of Directors approve

059the change to the 2020-2021 academic calendar as presented a second the motion in a second is their discussion I want to say a little bit about this uh it seems to me that this is likely a great move because we need to have that time to be as prepared as possible uh Joe has said it before and I think most people would agree that we need to follow the work last spring with heroic and people did as well as they could we need to do better in the long run and this is going to be a longer term proposition at making that remote learning be as fruitful as possible and so I'm looking forward to this I'm also looking forward to uh maybe having some guidelines or targets developed for us so that we would

060have a way of knowing that this is going to be success that we're succeeding and meeting goals uh as revised by this particular um having to adjust to covid what kind of what kind of goals are we looking for in terms of learning and student growth and so forth so that we have a way of measuring whether we're succeeding in our efforts so I hope that's also can be part of this it's not part of this motion I just want to make sure that I that you know that idea had been raised okay with a motion in a second all those in favor please raise your hand and it passes unanimously thank you Greg for presenting that okay next up we have our plans for school reopening so Dr more like I'm sure this is

061going to be it very informative let's go ahead yeah uh so as I said before uh we had been working pretty diligently on creating a hybrid plan for reopening uh and some of those some things change as far as the metrics go and of course uh in focusing on student safety and staff safety and then Community safety uh overall I wanted to start uh very quickly just with metrics so people understand that we're still looking for a very specific uh number and the challenge we have had is that our numbers continue to change so remember that the case rate per 100 000 is supposed to be uh 10 or below um and uh our um test positivity rate's supposed to be five percent or below so we were trending a bit downward on the fifth

062of July that week and we have to do this by week we were at 54 per 100 000. we dropped down to 35 for the next week the week of the 19th we went back up a little bit to 39 the week of the 26th we went up to 74 cases per 100 000. uh and this week the latest thing that was just released today uh on the week of the second um we were at 95 per 100 000. so we have gone uh we're double where we were four weeks ago so we're trending kind of in the wrong direction again remember we have to have three weeks for us to be able to to open uh the proper numbers and so we still have a lot of work to do we know there's still

063Community spread um and we're still encouraging everyone to to wear your masks and be as diligent as possible so we can battle this back so I wanted to start with that to begin with with secondly we we know that we were less than perfect as we were trying to build uh this train on the tracks as we were trying to push it down the road starting in March you know we remember and maybe not everybody remembers I painfully remember that we were continuing to getting up-to-date and guidance we were going to reopen we were going to reopen relearn open so we were constantly in this work of trying to prepare to possibly reopen before the final call from the end of the year was made and we had as much I think hard work as

064possible to put together a distance learning plan uh that was relatively functional you know we got uh connectivity out to a huge portion of people we got devices deployed we got people fed uh we got teachers and staff on board to create some things but we do know that there was plenty that we could have done better with of course more planning and we'll talk a little bit about some of those things tonight but we are covering the gamut of things as we got news that we were all going to be moving toward or the majority of us anyway in the state will be moving toward comprehensive distance learning we knew that we would have to restart all of that detail work that we had done for the hybrid so we had spent a huge

065amount of time of course uh putting together those plans for hybrid and trying to get that uh prepared and and ready to go and then those things changed and so that same level of detail uh still has to be in place for making this now work uh and uh so we're reviewing um of course some curricular choices for us to be able to provide uh things that are actually built to be online it's very challenging to take take things that are built for a traditional classroom done a traditional way and then try to convert those into an online experience we know that even if we come back into a hybrid model we may be going back out into a CDL if we were to have an outbreak sometime in the future there are some districts

066who aren't expecting to come back for this entire school year there are others who are expecting to come back in November some in March and so we're actually not going to make that uh that deter termination now we think there's a lot of a lot of work to be done and we're not going to focus too hard on that what we're doing um and I'm going to pass this over to Dr Brown and to uh Karen Pugsley here in just a minute um to talk about those things um the blueprints that you have in front of you but I think it's important to remember that we know we have to do this well because we could be in this for a long time the reason that the prior item was on the agenda for Greg

067to talk about uh pushing back our start to the 14th of September is that we need additional time to work through what will be new curriculum which will and we have a bunch of training things to do we also have time for we need to have time for staff to prepare to be in that model more so having some time to work together on those getting some professional learning working in their plc's are all a huge part of this I mean we have you know new ways we'll be working with all of our students with special needs of you know work ways that we have to work with our El students our emerging bilingual students we have a lot of work to do around how to you know capturing and making sure we're we're tracking

068each kid and there are attendance requirements and there are uh requirements of time to be connected in a virtual classroom so all of those things are coming into play and it's it's a huge amount of work and so we just want to show you tonight uh we're bringing forth our plan that we will be submitting the deadline to submit is August 17th to put these new plans into place I was on I think on the 15th before or 14th but they've moved it back to the 17th or maybe it was always the 17th and I've just lost track of all time and reality in a coronavirus brain time so I do uh want to thank Karen specifically for doing a bunch of work today turning it around by the Karen Derek have worked a huge

069amount put this together along with my whole team so um Karen I'm actually gonna I'm gonna kick it over to you to talk through the blueprints as you were getting them together of course we could get it into the revised board packet with some of the changes tonight so if you wouldn't mind starting that and we've also got uh Dr Brown um available we can kind of go through the the blueprints as they stand today a as of 8 P.M on Tuesday August 11th right you have to be clear that at this point in time this is uh this is the blueprint that that is um the Oregon Department of Education guidance has been utilized to prepare um and I would say that you know through this process what we've really focused in on is

070making sure that we understand the spirit and all the me and the meaning of the of the guidance and so there's been a lot of communication with small teams there's been communication with administrators with each other by level um there's been good conversations on the phone with um ode we've gone to multiple um Zoom meetings with the Oregon Department of Education to understand more about what the characteristics are of These Blueprints so we spent a lot of time we know them very well it's extremely difficult I think to kind of see outside of that little bubble of what we've been working on for quite some time and so I I think that they're pretty self-explanatory I will say that there are different sections and each section is absolutely connected to the guidance that required that

071is required from the Oregon Department of Education for those sections when you see very specifics about school schedules that's where our administrator stepped in with their teams to create those when we're talking about large Health protocols that's coming directly from the Oregon Department of Education and the Oregon Health Authority and so we don't have a lot of flexibility in that right and so I think you need to see the the I think that the the meaning of the um blueprints are really in how we we need to cover both the Statewide expectations and then how it shows up in our local schools and so I think that um this particular blueprint the thing that I worked on today furiously to get ready was basically the switch to comprehensive distance learning in the first three sections

072of the of the document and those sections really are specifically we did not fill those out prior because we thought we were coming back to school and so what we did then from then today I basically went through the new guidance that was just just uh released and make sure that I updated those sections to um really clarify what would it look like if we were what is it going to look like when we're back in school and we have comprehensive comprehensive distance learning as our Focus and um you're going to see one section that has it's it's section two of that comprehensive distance learning explanation has all the requirements by the Oregon Department of Education in little boxed pieces so you'll see everything that we agree to so that we are going to be

073in compliance with their guidance as you go as you go through the document you're going to see very clearly how we're going to um report to the Oregon Health Authority how we're going to make sure that we're following the distance distance requirements proximity the hand washing and you know how we're going to handle lunch how we're going to handle getting kids on a bus how we're going to handle cohorting of just smaller smaller units one of the things that our principals have been working really hard on is that they went to every single classroom in the district and measured it to make sure that we could meet the requirements for distance in classrooms because classrooms are not uniform across our district um certain schools have larger classrooms other schools have smaller classrooms and so we

074use those um you know measurements to make sure that we were actually hitting the required Distance by the Oregon Department of Education so you're going to see that very specific piece as well the number of students that we can have in a classroom in terms of secondary I think we're up between 15 to 18 students per cohort and I think it's a little bit smaller in elementary but still 13 to 13 to 15 kids um as you go through the entire process also and it's it's a fairly large document we know it well because it's very large and we have many many pages um but I think you just need to know I don't want to go through all of those details I think it's really important to have questions about any details that really

075catch your attention and I know we can answer those Derek and I um have been through this document many many times um I think I just want to leave you with the understanding that this is a document that is actually a moving document that it basically will or may change in the future based on new information about the infection rates new information about um how we handle the safety procedures in a public school it can really be related also to how many student students and teachers are in our classrooms and how we respond to that and how our staffing is looking so you just got to realize that all of those pieces are still in play however we are ready to submit this to the Oregon Department of Education so they can then look at

076it and approve it or ask us to continue to work on it Eric you want to add something let me uh just to reinforce your comments about the fluid uh fluid nature of the documents um and I also think that making the shift from opening in uh hybrid to a comprehensive distance learning model actually gives us more time to continue to refine our thinking about the hybrid model which is where we've spent most of our spring and summertime thinking so uh with the the comprehensive distance learning model we've made the adjustments that we need to and and we're still putting some pieces in place to make all of that happen but this will give us some additional time to continue to think through what that hybrid model looks like and we will watch metrics and

077hope that we can get to that as soon as possible uh and it's also we'll we'll be putting together uh some presentations for next week for the community because I know there are a lot of questions around the difference between comprehensive distance learning and our Co-op program so we are working on those uh correct uh currently putting together some presentations and then we will do those uh some live sessions with our building administrators to to talk through the differences between what a comprehensive distance learning program is um in contrast to the Chehalem Online Academy so I just wanted to alert folks to that and we'll get communication out soon about times and dates actually I think we put those out Greg if I'm not mistaken did that go yes that went out today the earlier

078today day 6 p.m for elementary seven four um secondary and board members should have also received a copy of that communication okay so just highlighting for those go ahead one of the things I really want to also really but I I was really struck by the amount of concern and care that was taken as we went through these pieces of uh you know necessary components of a plan um the folks were working on it I never heard anything but Karen concern about our students and our staff and making sure that we did everything in our power to make sure that there was safe re-entry and you know going above even recommendations if we needed to do that in order for us to make sure that our students were safe and our and our faculty were

079seeing and I think that that's something that really struck me from the work as well as every single conversation that I was part of um in the small teams but also when we got together at the district level um educational Equity was at the Forefront of all of our thinking as we worked through these plans making sure we would do anything possible to make sure that discrepancies in learning opportunities were not um fostered through the work that we were doing we wanted to make sure that students have an equal opportunity to access um meaningful education no matter what the model I think that that's really important you hear that from us I had a question about KOA and if we have what our numbers are looking like at this point as far as folks migrating

080over to KOA I would imagine it's going to be higher than it's been in the past and just wanted to know what impact what adjustments you're going to need to make for Staffing on that to make sure that's fully covered and any uh you know budget impacts that that might cause us sure uh that's a great question um Again part of the reason that we're going to be working uh putting out more information about the difference between CDL and KOA is that I think that there's still um some trepidation about us coming back into a hybrid model so I think some of that happened early as far as the numbers go right now we have 267 students signed up for the K-8 KOA um so these are including the returning students we've had before and

081new students to turn in applications at Catalyst high school we have 165 currently which includes returning Catalyst students and new high school COA students we also have about another 150 who have inquired about it and so we've asked them to uh to watch our Zoom meetings next week that's why we pushed out the deadline as well because we knew people wanted to make a better informed decision and as we were affirming with the plans we want to make sure that they had the best information possible to make that choice uh and so yeah then there's a staffing issue um about where people are were replaced to be able to to provide that that education and that's that's that comes later a lot of the stuff will be happening as we solidify that's why we had

082to set some kind of a deadline so we would know what that number was but we also didn't want people to feel pressured by the deadline from this coming week without having more information because we got a lot of requests to to discuss the difference between CDL excuse me and KOA but those are the numbers as they stand right now so significantly higher of course than we've had in the past but I I do believe that a lot of folks are are thinking about you know their trepidation about sending kids into the building and so some of those of course were probably signed up even before we were going into those things foreign quick question and I it's more of a point of clarification um one of the things I kept kind of seeing popping

083up was in it's an updated outbreak response protocol is forthcoming and I'm assuming that's because things are changing so quickly and guidelines are changing so quickly but I that is something that was a theme throughout all the reopening plans and I'm wondering if you could just am I on the right page with that or is in my office yes you're absolutely on the right page with that which is basically making sure people know when they're reading the document that updates are going to affect some of the details it looks like Dave is off the meeting but the question came up earlier about Athletics and extracurricular stuff and just to clarify I feel like my understanding was that OSAA has postponed all that until the spring um that they're they're not planning to have any false

084forts is that correct that is correct let me pull up those dates so we just have them I'll make sure I get the right document for that so um they have uh decided to keep all three seasons but they're moving them quite a bit back into other parts of the year so they're going to be doing it after that and I'll talk about those in a second um but they're also allowing some training and conditioning depending upon the kind of sport so schools that are participating in distance learning can only allow their school sports team to participate in training conditioning and competition for outdoor non-contact and or minimal or medium contact Sports and those would include tennis swimming golf cross country track and field and then some minimal and medium contact Sports they're including softball

085baseball soccer volleyball women's lacrosse and flag football uh they are only allowing uh training and conditioning for outdoor full contact sports that's during this this uh fall season uh full contact sports are included our football rugby wrestling cheerleading basketball hockey dance water polo and men's lacrosse and then uh training conditioning for all Indoor Sports there are other kind of requirements that have come out from them but essentially they're allowing some training and conditioning which they've not traditionally allowed for coaches to be involved with in the past so they have um they've kind of moved those so we're able to to do those things um and I want to give you the dates as well so they're uh creating they're calling season one basically from this August time through uh the end of the calendar year

086so traditional winter activities they're planning on taking place in January and February they're calling that season two uh and then the the fall activities that we would normally do in the fall will be in season three so that's March and April and the spring activities in May and June called season four uh they're going to essentially have a seven week regular season um they will follow up with a culminating week they don't know if that will be playoffs if that'll be Regional playoffs that'll be a bowl kind of a situation they haven't done all those final plans yet but they're essentially moving everything back so they can try to run the three seasons uh and even be shortened of course those things could change if things don't improve or if they change in a different

087direction but currently that's where they are and then if they're doing the outdoor training they have to follow all of the health protocols the county things and then of course the guidelines by the OHA which are relatively challenging and um that they can do that kind of a work at least for now but there won't be any contests until we get to the season two which is the January February they are still working on I will add uh things on uh the dance drill speech solo music choir band Orchestra they don't have a defined season for those yet those are also managed by the OSAA they're still working um I mean who'd have thought we were living we would be living in a world where choir was the most dangerous activity so they are uh

088looking you know it's crazy uh so they're looking at when they will run those kind of things and how they'll run them so they're working with with music teachers and other National organizations to figure out how to do that but it's quite a bit of change and that all just happened uh very recently I think it was on the 5th of August they put out a press release on that yeah and I know all this is new and so we most likely don't have sports plans in place yet but you know if we are doing training and conditioning as we come into fall you know one issue we'd have since we're providing Transportation making sure that we're being Equitable and access for everybody on that um I know that's to come and that's just kind

089of my two senses you're working on that yeah yeah I actually do I I worry about this because I I uh I myself when I'm practicing a sport and rather competitive and so I'm not sure that I would count soccer as non-contact but you know getting in close and and being around all those people yeah I do I have some concerns around the health and safety protocols about how they run conditioning I do know that I watched my own son's group and he worked he was on a club soccer team and they were very clear about the distancing they had no contact they had these big grids and they basically did a bunch of individual drills pretty far from each other even at water breaks so there are ways to do it well um there

090aren't necessarily lots of answers but we've had plenty of sports questions so those will continue to come I was glad to get some level specificity from the Osa I know that they're getting they're just getting hammered with with questions and emails and all kinds of things I think their their board made the right choice uh to delay further back and try to still include every uh every activity after um I think that does it'll be great we'll see if it works out but uh but that's where we are right now are there any other questions from the board regarding the reopening I have uh one or two uh this is a the plan's kind of impressive all these little boxes with all the things that look like Promises of what we're going to do they

091don't actually say how we're going to do them in those boxes but they say that we're going to have you know everything from orientations to summative and informative and summative assessments and progress reports and both on achievement and at least for parents and maybe others on whether they're attending I don't know how we Define that but oh that's very good I like to see that how far have we gotten I mean there are hundreds of promises if you count the repeated promises from school to school how about we gotten to fleshing out how we're going to keep all those promises great question we're basically having to you know for me to write it down and put it into the document was the most important part of understanding that the work ahead is to make sure

092that we follow these requirements they're not recommendations they're requirements from the Oregon Department of Education and how we make sure that we use our resources appropriately to fulfill our agreement that we we will follow these requirements um some of that will be easier some pieces will be easier than others but I would say that in order to make comprehensive distance learning work the these requirements are what the state of Oregon is asking us to do to make sure students have a positive educational experience and parents know what's going on earlier in the meeting I said I was looking forward to seeing how we would know that we are keeping these kinds of commitments um at that time I hadn't I was thinking about the broader picture but now I'm thinking about all these individual commitments

093uh um I don't really think as a board we're going to get involved in the details of how you keep these commitments but I think it's a board matter how well we do it keeping the commitments overall and and uh it would help us if there are uh meaningful goals benchmarks something that are set in advance that would tell us how well what we think we can do and then reports later telling us in general again how well did we do at all of these uh I'm not usually considered to be a soft harder hearted when it comes to grading although the myth exceeded the reality of my hard-nosedness but still um uh I don't expect us to meet what might be I'm just estimating a couple thousand goals here um all of them but

094I I think that as a board we're gonna we should be out accountable for keeping track of how we do at meeting these goals that has a bearing on all kinds of questions uh not just the general performance of the schools but whether we're adopted the right policy or the right balance of policies and how we deliver education and so forth and if we don't have any indication any idea how well we did then we can't make decisions so um there these goals are sort of hinted at in these but they're not defined and I think that would be a good I mean I'm hoping that we can do some of that locally and that extra time might help us get that done that still seems like a huge job but um from a board

095point of view from my point of view on the board it seems like we need to be able to say okay here were the targets and here's how what we did at those targets and give us a baseline from which to compare in case we have to do it again or if it follows into the second semester or whatever that's just really important data that we need to have no I really I love the idea of making sure that we have a plan in place for segments and I think one of the things that I would say is clustering some of those goals into manageable um project planning is is definitely important and then to make sure that we we report to our constituents and to our board about how we accomplish them and I

096would think that there are a lot of there's a lot of flexibility about some of the local pieces of how we do it it doesn't mean that that's not the goal the goal is we want to make sure that that these pieces of communication take place that um there are so many different components of how digital learning actually works like privacy how are we going to make sure that we secure student privacy which is a big component of this as well and how we make sure that we report accurately with formative and summative assessments that are standard standards based the work is the same it's just we're doing it in a new way and so I think that that's why the state of Oregon made sure that they were very discreet about the pieces it's

097really up to us and I agree with you that we put that into some meaningful format and make sure that people are holding the water on that and making sure they're reporting on it format with with standards with uh yes benchmarks or what Milestones or something so we can we can when people do really well we ought to be able to recognize and say Here's how we know you did really well and rather than just sort of guessing well thank you right and this is you know it's it's important to remember that this is going to be the school experience for all of our students for the foreseeable several months and so we need to make sure that you know we have guaranteed and viable curriculum that we are checking in uh with students who

098are struggling like we always do when they're in our buildings we are supposed to essentially you know and I'm glad you actually called them promises because they are you're making a contract to say here are the things that that are expected of us to to make sure that your student is not um experiencing another uh lost amount of time we know that for some students who checked out in the spring because of all the other kinds of things we can't continue that we don't know how long we'll be doing this it's important that we do it really well and that we do have summative informative assessments that we do check in on kids who are something that we do provide extension activities for students who need those um you know this is going to be

099our school experience for every kid and we want to make sure that that this year even though it might be weird for all of of us adults you know what this is this is how we're doing school this year at least this is how we're doing school for the next several months and and it has to be good and that's what I said earlier just that there are uh there is just as many details in this in this plan that we have to develop as we were working on for the hybrid plan um anybody who thinks that this is a an easy cop-out um is kidding themselves this is a huge lift for our staff and it's a huge lift for families and we're not taking any of it lightly so it's I'm glad you

100brought that up uh Ron because it is important for people to know that you know this comprehensive distance learning we have a lot of work to do to make it right and we also have to continue to help kids progress through school and this is going to be one of their years and so it's important that we do it well uh because you know the ramifications later on of us doing a poor job um you know we'll be with us for a while so it's it's a big deal for us I don't know if this is appropriate now or not but this is just a thought and a concern that I've heard um from families is if families need to work the older kids become the caregiver how are we going to ensure that as

101these older kids are high schoolers I'm guessing or middle schoolers are helping our elementary kids going through school at a comprehensive distance learning that they are not also missing their education um I know we we've talked about the support and encouraging and reaching out but I know that if I was in school during this time I would be in charge of my siblings and my schooling would not be the priority so how would we deal with that yeah that's a great question and one of the things that we have been talking about or looking at shifted times you know are there opportunities for us to look at um you know synchronous learning where we actually connect and we have people in like we were doing current like in this meeting um is there an opportunity

102for us to do that I mean it's complicated because you only have so many folks doing the work right but um you know do we uh record sessions so they can catch up on them like you can do in a Khan Academy situation do we uh have folks who work a shift in schedule and are able to to be that resource for people to connect with um you know there are a lot of those uh and and we found out actually I I had a conversation with Brian Uh Wood and he was talking about a student who uh did very well in summer school and did terribly in um in the distance learning in the spring and it turns out that that was his exact situation where that he's taking care of his siblings and

103then but because we had uh some evening sessions for our summer school at migrant summer school this year uh he did exceptionally well because he now could focus on his things because he was done because you know parents were home from working and uh so we have a lot of work to do around around that but those are some of the things that we're trying to look at how do we possibly shift time for uh the kinds of classes that need that that more support we are hiring um specifically a uh a bilingual Technology support person um uh required bilingual and English and Spanish because we know we'll have lots and lots of questions uh and we know that that'll be important for us because we we already are pretty stretched thinly and um uh

104having someone who can also be that resource support for families when they call and I need to know how to connect the kid or I need to know how to get into this thing or I don't think I'm stuck on that we want to make sure that we provide all those support so we've actually uh posted and we'll be doing some interviews here coming up shortly for a bilingual Technology support person as part of our overall planning but it's a great question in this really it's uh we know that's going to be an issue for a lot of people yeah well and and in looking at constantly analyze analying the data the achievement Gap and we see which uh kids are most uh impacted or left behind so this is a perfect opportunity for those

105kids to really fall through the cracks completely yeah and I want to make sure that we keep that on our radar and not forget that right and you know the what I've really appreciated about the Department of Education is that they start every presentation and they start every document with Equity as the center thing they talk about every single time so I I commend them for you know staying the course on talking about that you know even in their um their presentation earlier today was you know those were their initial slides like here are you know we're doing health and safety for everybody and then you know remembering all the the issues around Equity of access and how are you going to do those things support for live peer-to-peer interaction for all kids depending on

106how we can make that work and and keeping all of that in mind so I do I commend them for that that's hard to keep in focus when it's a lot easier to just do what you can for the most people but they've really pushed us to uh put into our plans you know how we'll support students of all kinds who need different kinds of things and that means we can't do it all the same way we've always sort of done this is actually the perfect opportunity to not do everything well and that's what I was going to say we know that the system has not worked how can we reinvent it or this is a perfect opportunity yeah yeah and I think that's um I've read a few of those two you know those

107those opinion Pieces Just About You know the system wasn't necessarily working as well as we wanted to here's an opportunity for us to make some some shifts and some changes and so um I know our people are going to work very hard on that but but that's certainly something that is not being lost in the conversation about how we support kids we know people have to work I mean that it makes sense and that's that's a hard deal so but thank you for raising that I appreciate that Dr Joe um what about the kids who fell behind her who who didn't succeed um in the spring do we have um a process to help them come up to to grade level or to to get the information the education they lost in the spring uh

108yes great question Rebecca so there were two parts to that one uh students who did not receive a passing Mark uh so they if they received an incomplete part of the requirements on the district was to create a plan with that student to be able to have them get to the point where they would be a passing grade uh many of those and I wish I had the number because I didn't know you're going to ask that question but it's a great question many of them uh worked during the summer as part of our summer school to to catch up on some of those credits and to make those uh to make those gains we also have again they have through the end of the school year so by September and I think they've already

109done this actually at Newburgh high they have to have an individual plan for each kid to reach that passing level for last spring now that does not say that we're going to know where everybody's progress ended and I think that that'll be one of the really important uh steps at the beginning of the school year is to see where we are you know where where do we end up um we know we're going to be all over the board we know we've probably uh lost some instruction we've gained some instruction we think that there were probably larger gaps than there have been in the past but we don't know that until we get kids in back to Ron's question about formative and summative assessments you know we need to know where students are on the

110standards and so we'll do I mean some of that is just assessing where we are and then we'll be learning about that in our professional development too so let's figure out what we have to do to adjust to to make up for lost time but the students specifically who did not uh pass we either have a plan for the handful who are left for the rest of this this coming school year they have until the end of the year but many of those students did catch up some things during the summertime so we were able to connect with many of them and get that done um the high school got right on that as soon as that guidance was put out and made plans and connected with kids so a lot of that got done

111um uh early summer I have a question that uh what in this that reminded me of um I've heard of at least one or maybe two cases where parents have sort of kind of banded together and they're going to help each other monitor their kids while they're at home I don't know exactly all the all the details of all of them but you know sort of private Arrangements where they cooperate to cover to have adult presence while the kids are supposed to be doing their schoolwork and stuff is there any potential there for the district to help out by helping incentivize or coordinate people looking for Cooperative Arrangements like that so that people can go to work well I mean I think anything that helps our students is a great thing for us to get

112involved in I I noticed I was I saw the email chain where you had asked some questions of one of the groups that was working um I think it's hard for us to know who's actually putting those all together I know that there is some interest in doing that I my one concern not one concern but one of my main concerns would be for the district's ability to ensure access for all students who want to be part of those things so I don't know how they're being put together necessarily or what the requirements are or if there's a cost I know that there are some who are charging a small fee and then they're trying to raise some money so they could you know allow some scholarship to students but I think one of the

113challenges for us would be to to guarantee the equity of access to all of those I think I know that some of those are those groups are forming uh kind of ad hoc but I'm not sure exactly what the district could do without having to take on probably the whole project in order to ensure that Equity of access for anybody who wanted it yeah I think to District taking on the project is a problem because then we become responsible for it and something might be deemed to be an employee and all that stuff I don't want to go there um but I'm just wondering if there's anything short of that that uh might help so the people are working on now uh the ones that I know about are all people with relatively High incomes

114and have you know options that they can create with their resources I'm just trying to figure out if there's a way to make help I don't know Brokers probably not the right word but just help people find each other who don't have as much time to do that the transaction costs of setting these things up timer resources um you can easily imagine how it would be a big boom to stay a group of five families if they could trade off Monday you know one day a week watching each other's kids and get to work the other four days for something like that so if it was I don't know if there's I'm just asking it but there's any creative thing we could do to help those things happen for people who don't have extra resources

115to undertake the transaction costs of setting that up sure well we do meet with all of our building administrators tomorrow for I'm sure they're looking forward to the eight hours of fun tomorrow to work through these things but that's a question we can certainly pose because I'm sure they you know they hear far more because they're they're closer to the uh to the ground on on hearing what's happening within their building so that's something we can certainly pose as a question I'm sure they'll have some better thinking on it then uh than I do at least at this point but um you know I think those Cooperative agreements work well for the folks who can make it work um and uh I know there'll be more of them forming up I hope there are more

116who are done um at a no cost as well for people to just to to share the load on those things but okay we are two minutes from our break time is any are there any more questions from the board this there was also some confusion this is not an action item this is actually an information item so great Ron one more no if you tell your two students you're two minutes from break time your class is over at that point so one minute not a mistake a veteran teacher would make okay okay all right well let's take our five minute break and come back at 8 40 for our bond discussion with Shannon and Karina okay we are back at 8 40. um let's give Karina there she is let's see if Joe hops

117on there he is all right we are back in session go ahead uh Shannon and Karina well thank you and good evening to the Newberg School District Board of Directors I've been in a habit these last few meetings of following some of the developed developments for our community and I admire the challenging conversations that you guys are engaging in and the good work you're doing so with that being said I have the tremendous honor of representing our construction Bond committee which was about to remind you this is a very diverse committee uh formed of community members parents teachers administrators former students Community Partners so we really tried to gather every perspective in this in this process and I am aware of both of the briefing that you had in your board packet so hopefully you

118had time to prepare for that and then I was also present for the presentation last board meeting from Karina and Jeremy on what the proposed bond package was what the polling results are so you've had two weeks now to think about that I'm here to officially recommend that the school board adopts um the bond proposal for 141 million dollars I have full talking points that I would just like to and this is in summary of what the committee wishes to represent or to express to the board of directors so first of all regardless of whether or not we move forward with the 105 million dollar package or the 141 million dollar package we have about the same amount of work to do either way the same amount of work with a pack with working with

119our community but also with PR strategies with working with those polling numbers so it's not that much of a bigger lift for their workload um the polls are approachable with the higher amount and we're certainly not going to have less work to do later this is foreseeably our best opportunity to fund work that is critical to the physical structures of our school district and we're talking about safety for students with a completely different sensitivity than we were as a committee back in November December January when we were first putting this together and if anything we would we would just urge the board to consider that with the safety upgrades that we now need living in a pandemic world this is our best opportunity to get our schools up to a safer capacity for Community communicable

120diseases and we are able to Pivot these plans a great thing about them uh down to the details they are somewhat fluid so we can look at covid related safety accommodations as we're considering the physical adjustments pursuing the larger Bond allows us to do more of that work for every school in the district if we start cutting the budget then we may not have the same opportunities across the board for all of the adjustments that we desperately need to make um I would also remind the board that 141 million dollars is our maximum financial leverage this is what we are planning not to exceed which is why we also have a contingency plan in the budget and I know the board at your last meeting had concerns about the economic recession that we're entering in

121we can make adjustments throughout the bond but we can't go back for more money if we need more money later we can spend less than we are approved for but we cannot exceed what we're planning for so if anything you're providing a financial safety net for our community as we continue to be surprised by some of these challenges and some of these developments that we're able to have choices now that if we go for a smaller bond package we would not have those same choices even a year from now five years from now or ten years from now finally the cuts required to meet the 105 million dollar budget the committee felt those cuts substantially compromise the values expressed by our community again a very diverse Community we really sought to include every opinion every

122perspective I thought it was a beautiful collaborative beautifully collaborative effort where disagreeing opinions were brought together with this with this plan that we could all stand behind we would compromise the culture that we feel is most important and when you put it into those terms of what we're providing for a community for our students for the next generation of students what you should also see is that you have a strong sector for a community that's willing to do the extra work to protect the values that we have so with that uh that that explains the reasoning behind the committee's decision to recommend moving forward with the 141 million dollar Bond as opposed to the 105 million dollar Bond I know Karina has more to contribute and I will continue to be available either now or

123after Karina sorry I have a close friend named Katrina to to answer any questions I'm certainly on behalf of the the committee you've been very well informed and so that's what I would add two questions now or Karina take it away um I'll go ahead and ensure that if they have questions I was going just going to share um the bond package that I believe is in your board packet has been in your board packet for a week but for those watching online and talk through the projects that we had I know there were questions last time around potential coveted benefits of any of the projects and the work that we've done to try and identify um the aspects of those projects that can be used to look at both the sort of current pandemic

124world but then also the post-pandemic world that we will eventually find ourselves so um unless you have any questions for me or for Shannon prior to me going through this I was just hoping to spend a few minutes kind of walking through this um quickly we've seen Brandy's head go up and down so I'll do that as you will know um we have a total bond package of 141 million that was the idea was to try and present the recommendation of the board of the bond Development Committee of that um about 17 million dollars is for an expansion of Edwards and modernization so that would allow us to not only increase the school's capacity but then also create Extended Learning areas that could provide additional space to meet some of those social distancing requirements likewise

125in the design of a new Elementary to replace Dundee while it doesn't necessarily increase capacity because it's still 350 students in the initial plan it does provide for additional space to meet social distancing requirements and also allows us to incorporate all of the HVAC filtration locations of Health offices things that that we are now thinking about as an architectural profession and as um as Engineers would be beneficial in our post-pandemic world and the Safety and Security upgrades district-wide again um while these in almost all cases include kind of a remodel of the admin to ensure that it's closest to you know the front entry and that you're able to kind of reconfigure those to provide for safe and secure access to vestibules it also gives us an opportunity to provide options for creating places for

126health screening and then also isolation if that should become necessary within the school environment um the covered play areas you know I think this is one that the committee went back and forth on quite frankly um many times there was conversation about the value of that in our last meeting I think people were happy that we kept them in um because if anything we're seeing now relative to the the CBC and OHA recommendations is that open-air environments reduce transmission rates of the virus and so having extra space at the middle schools and the elementary schools to provide for learning opportunities under shelter would be advantageous um CTE stem improvements at the high school including the greenhouse you know we could also say that again as you're reconfiguring those spaces we'll have an opportunity to look

127at mechanical systems filtration I think that really is um true that would be a lens that we use as we start to think about the improvements for all of these because you have to as you're dealing with whether it's science classrooms stem classrooms you're going to be dealing with ventilation and so being able to to incorporate those best practices in that would be important uh the maintenance improvements again recognizing that there is a lot of work to be done relative to deferred maintenance we have begun discussions in pretty deep detail um with your maintenance folks to talk about um and and Engineers that we know and work with that are starting to do this work across Oregon to really start to think about what are ways that we can increase air exchange rates and the

128more air exchanges per hour you have the the higher the filtration is and then also looking at ways that you could do enhanced filtration as part of that so that will be the main focus of that and this was also an area where there was discussion about potentially taking some of the awesome Grant and funds and ensuring that they are dedicated kind of to additional um related um responses so um Catalyst um you know while again the um the funds that we're talking about aren't necessarily in direct relation in this case to funding online education and you will see that Below in in sort of some of the tech money what it does do is allows us to address potential increasement increased enrollment in alternative programs that people are now starting to see hey you

129know this might work for me whether it's your Online Academy or whether it's Catalyst there is money to to be able to address that increased demand that maybe people were pretty used to being in a traditional educational system and now we're looking for some Alternatives that will allow you to still keep them in the district um you know the resiliency and disaster preparedness of about 1.7 million dollars um again starting to think about how schools can be Community Resources whether that is um ensuring that you're able to provide food for those that have that face food insecurity um in just like you did in this past year to sort of Greater capacities um I think that allows you to really kind of get a better leverage point for that the flexible learning space educational upgrades

130again gives us an opportunity to provide right size spaces to disburse students and then meet some of that social distancing requirements across all of your elementary schools across all of the schools in the district um again you'll see here that we have science lab upgrades again as I was saying even though we didn't note that that had specific covid um related impacts as I was discussing earlier as we start to do those upgrades and certainly as we start to think about um improved ventilation those will have an impact Ada accessibility improvements um obviously much needed focus on gaining entry restrooms ensuring that you have Equitable access to your facilities is a Paramount of importance with something that the community the community and the community valued and then finally the dollars that we have allocated about

1311.3 million dollars um sorry 2.5 million dollars for technology upgrades would allow you to basically re-vamp your head in system ensure that as you move towards more digital learning that you're able to have um the infrastructure to support that work across the district both in your facilities and then in in a whatever the future of Education looks like being able to support that both inside your buildings and then um within the community and then finally the health clinic renovation at the existing High School um obviously this is a fairly easy story to tell because it provides direct benefit to the neighbor community and the high school not only during this pandemic but then beyond so with that you see that we have a total of about 129 million dollars of direct what we're calling direct

132costs now know that there are also there's also contingency what we call construction contingency in these numbers as they were estimated and in addition to that we're planning for as Shannon was saying ensuring that we have a district level contingency to provide provide for those unknowns which by the time you you then add the bond costs which your management costs the cost of selling the bond and permit fees your architectural engineering Services your all of your program Management Services all of those would get you to that grand total of 141 million dollars so really my intention here was just to provide kind of the package in support of what Shannon presented um I I will reiterate what I said last time was that your your bond development committee worked hard and created quite a list

133of priorities and was able to arrive at this final package as their preferred package and that is what we're presenting tonight and we are prepared to answer any questions that you might have thank you Shannon and Karina I'll open up to the board are there any questions from the board I didn't have a question but I did want to say this package represents the culmination of years of community input beginning first with our long-range facilities committee then rolling into the bond development committee you know we've had folks come and make public comment at meetings regarding our facilities particularly the HVAC at the high school but also you know individual classroom issues have been brought to us this is vitally important that we approve and move forward with this uh you know the deadline is the

13415th so we really don't have any room to you know Tinker with this more but I feel like there's been so much work that's been put into this this is a package that's ready to go and really is going to benefit the the district I mean yes could you Rebecca could you could you mention again if we pass this um we'll have a matching Grant or matching funds yes um so I I believe Nikki presented this last time that since um our original thought of going for this in May there have been changes across other districts and Newburgh has moved up the line of priority and so would be guaranteed um what's called awesome grants by the matching grants you have to go for a bond in November and you have to be successful in

135winning that but should you do that I believe you're guaranteed around 5 million and change right um right Nikki yeah that's correct it's just over 5 million so that again is is yet another reason to um sort of maximize The Leverage I believe the initial ask um when the paperwork went into for the awesome Grant was about 150 million so you would be well within your um the requirements for that what would that 5 million be available for would it be designated for some particular use or would it come off the 141 or how would that work um I believe the intention would be it would not come off the 141 it would be additional resources and to the district that you would initially apply to the district contingency and then allow that to um

136as you can imagine Iran when this bond package was put together there were a lot of things left on the table um so be and then not the least of which are additional covid related improvements I don't have to imagine them I remember them yeah so yeah correct some of your community members may not and so being able to adequately fund those would be um would be the the discretion of the district and also under the advice of a bond oversight committee and that would again be part of a Citizens group that would be charged with sort of the the financial and fiduciary responsibility ability of ensuring that you're shepherding your District's money in the best way possible and if I could if I could add for comment the bond development committee did prioritize the

137projects that we could not fund with this Bond so we're already prepared uh should should those matching funds need a good place for a district and again very well informed I I really appreciate the fact that we were reminded that this is not the work of one year it's the work of several years and this has been a very thoughtful process for clearing what our values are what our community stands for the kind of education and Next Generation approach that we want to have for our students so it's a conversation we we can say with confidence that we're prepared for Maybe are there any other questions from the board my dogs have questions sorry about that they're just lending their support they can't even vote all right sorry go ahead Brian so it looks like

138we have a total of 61 million dollars deferred maintenance and we're taking care of 18 million with this Bond can you speak to what's in the 43 million that we're leaving out there you know I go of the 18 million was to focus on what we call sort of Priority One um the things that are systems that are either failing or that are within um the end of their useful life so that's going to be our priority and the things in your deferred maintenance list so when a deferred maintenance list is put together it is literally everything that requires maintenance some things don't require maintenance for year you're able to identify for 10 for 15 years you know you can for example look at a roof and say this roof has another 10 years on

139the warranty but you still list it on your deferred maintenance list so um they would be everything from architectural finish upgrades whether it's flooring um you know wall wall treatment groups there are things that um have not necessarily met to the end of their useful life um and those would be the the areas that you try to prioritize against right so I'm not going to tell you however that 61 million that 18 million will take care of all of your priority one and priority two items because it likely won't this was an area that um the committee really struggled with to try to figure out what the right dollar figure was um I think there were folks that wanted to fund it at the full amount but it would have taken other projects off the

140list and so I think it was an area where the committee compromised and said we're going to find those things that we can do that have the highest need and will have the greatest impact and do those first and any other resources we can bring to bear whether it's through awesome Grant Bond premiums to ensure that we really are taking care of the resources that we have and and prolonging their life as much as possible as was the focus of the work and if I if I remember correctly as well Karina we had this conversation as a bond committee where we discussed other options for Revenue that we would have in addition to the construction Bond so we prioritize those most critical projects for deferred maintenance within this bond package and those projects that cannot

141be funded through other Avenues or through other opportunities if you if you've ever entered the grant World there are more rules and regulations than banking perhaps so those projects can be very limited very exclusive and so this gave us an opportunity again to address critical need but also there will be freedom to pursue alternate sources of funding that are better suited for certain projects than a bond would be so we we did have a conversation correct that is correct yeah yeah and the other thing that I would add is the 61 million dollar amount that came from the long-range planning committee work two years ago and was actually um simply created by a formula that comes from the state looking at facility condition and assigning a number to that and then as the work has

142gone on with the district and with the bond development committee since then it's done all the work that Shannon has talked about to actually identify more of those projects and get specific things prioritized into the right place so that we can touch the most important needs um with the 18 million that's available and like Karina said everyone really wrestled with this because there is obviously a lot of need and it was trying to find the way of balancing the package according to the values that the that the group had and I know that Karina's reminded us a lot of times that um with all the work that's gone into this all of this work before the bond is passed is at a very is at a high level and there continues to be more and

143more detailed work done by all of these architectural firms and all of these organizations as you know as we hopefully get to the place of passing this Bond so there's a lot of work that has been done and a lot of work still ahead of us and I was an observer at most of the bond development committee meetings and one of the discussions too was that the the 18 million for the um deferred maintenance is 18 million it's going to be applied directly to deferred maintenance but we'll get at some of the remainder in the upgrades that we're doing so some some deferred maintenance and needs done in our learning spaces will get taken care of through that um through the upgrades that are done it won't get it all of it unfortunately but it

144will make a big uh it will have a big impact that's exactly right and you're able to leverage and get what we sort of call twofers right that there is a system that needs to be upgraded and as you're looking at for example your steam improvements you would be addressing that so you're able to then say all right we don't have to spend that out of our 61 million let's focus on those that we we do really have to address are there any other questions for the board or from the board I had one more question um do we have any estimates on how much the taxes associated with this bond package will cost the average Newberg family um Nikki I I believe um there were more recent calculations done by Piper Sandler and that

145that Nikki shared with us last time and I want to be sure that I don't want to give out the wrong information so Nikki will you remind us dollar per thousand right I believe the most current one is uh 1.52 per thousand dollar 52 per thousand always um yeah so whatever you want to consider an average household I have not calculated that number put that number out that it's a dollar fifty two per thousand and it's and it is per thousand of assessed value which is important for people to remember um not the amount not the real market value the how much you'd sell your house for but the actual assessed value so that's uh and that's been of course colored by measure five for for many many years so it's just it's important to

146remember uh that so when you're looking at your tax statement uh two values one's assessed value and one is real market value and it's it's the dollar fifty two uh per thousand of assessed value and that has changed because we were at um and I think you can correct me if I'm wrong but we were 1.99 or 1.98 um uh several months ago and so the the funding stream has changed a bit and so we're we're down to a dollar fifty two per thousand of assessed value if it's helpful to that I know for the Yamhill County residents we do get a tax statement that's specific to property values where it lists those two figures comes in a yellow background let's mail that once a year I saved mine in a filing cabinet so for

147board members or people in the audience if you're curious who can calculate based on that total value not retail value right so for uh if if you were at a 350 000 home um it would be basically 350 times 1.52 which would come up to 532 dollars foreign people is that they are already paying 78 cents per thousand right now so that amount that Joe just gave is not going to be the increase that's the total amount so we'd have to actually correct now what the increase is on that there are no more questions from the board I would entertain a motion I move that the Newburgh School Board of board of directors approve the bond Title by title only you might have to read the whole warning I mean it does Greg what do

148you think because you were you reworded this for us yeah in the original Bond packet I didn't actually put the title in there and it feels like we need to save the title if we're approving it by title only so your revised pack that I sent out this afternoon should have that okay Bob would you like to reward that or have somebody else make the motion no I've got the wording here I moved at the Newberg District Board of Directors adopt resolution 2021-04 resolution of Newburgh School District number 29j Yamhill Washington and Clackamas counties Oregon calling a measure election to submit to the electors of the district the question of Contracting General obligation bonded indebtedness in an aggregate principle amount not to exceed 141 million dollars to finance Capital costs and related Matters by title

149only okay with the motion in a second Is there further discussion okay see none all those in favor please raise your hand all right all those opposed Eden as are you abstaining I'm voting for it sorry okay sorry okay so it passes by a how many of us are there now five five yeses one no Greg did you get all that I did not get who voted no I was pulling down the screen I mean that's okay Brian voted no and the rest voted yes so it passes all right thank you Karina and Shannon and the bond development committee and long-range facilities planning committee I know we have some people in attendance who have been at this for years and I really want to appreciate say how much I appreciate it from the board um

150to all the volunteer hours that you put in it's been really quite amazing so thank you everyone and the work's not done so thank you okay next up we have a discussion around forming ad hoc committees for our Equity work and for our uh to review school start time and calendar so in discussions around those two topics specifically um the first was really the idea that the start time and calendars um needs a lot of community input it needs a lot of research it needs a lot of study and that we really as a board feel like an ad hoc committee would be a great way to go about that and then in regards to the anti-racism work um again the same principle this is something that's going to require a lot of input a

151lot of stakeholders a lot of information and study and it's important that we have a representation on these Committees of various people throughout the the community and the district so that's how this conversation started does anybody have anything to add uh I'm excited to see us move forward I think this the whole concept of using ad hoc committees is kind of an untapped uh resource for us that we haven't used in the past so I think it's going to be helpful these two immediately but long term as a way for us to get more more and more Community involvement um you know I'm personally interested in both committees uh you know I'd like to volunteer to be on the the committee to look at schools start times and calendar particularly because that's one that's been

152um on our agenda for a long time to get moving forward and one thing I've said is we've talked about these committees one of the first things we should do when we split uh split up into these committees is have each one develop some sort of a charter so that it's purpose its timeline its expected product it's going to be real clear to everybody Randy I'd like to understand the makeup of the committee sure so we've got a policy around this policy BCE it states the chair of the board or the board shall establish ad hoc committees as needed once an ad hoc committee is established the chair shall appoint two or three board members to serve on the committee an ad hoc committee May select its chair so it's it's relatively brief and open

153policy statement but I think Bob is right that I think once the Committees if we as a board decide that we want to form these two committees once the Committees are formed really stating out what the charter is what the timeline is and sort of what the scope of work is will be really important and then also regular reporting back to the board right so that we can all understand and I think having two to three members on each committee will also help with that form of communication um I think with these two committees specifically it's going to be really important that they involve parents that they involve community members that they involve staff and then of course the board members answer your question oh you're still muted Rebecca I hope we include students in

154both of these Community committees too good point how does the onboard membership of the committee get established we need to decide I mean I think renting out we could do sort of an open you know district-wide announcement and see I've already had some people volunteer uh via email saying hey I don't I just want to be on one of these committees I feel passionate about both um we could I think it's going to be important to reach out to some stakeholders within the community and also recognize that at this specific time you know a lot of of people are very busy I mean people there's so much uncertainty and so much that we're asking of parents right now and of staff and everybody and so um you know being aware of that as well and

155I think we should also talk about potentially how many people we'd like on these committees um and I wasn't a part of of organizing the long-range facilities committee because I believe that was done by District staff a couple of years ago but if we could sort of Follow that model I think that could be great too yeah Ron I I agree with that's a an important question who's going to be on that how big is it going to be and I would see that as part of that Charter process once we assign board members they would get together and kind of talk about what's a realistic and the most effective makeup of their their ad hoc committee that they're working with so your proposal then Bob would be that the Committees themselves would Define size

156and who gets appointed and how yeah and that's a good question do we want to have them just move forward on their own or would we want to require them to come back to the full board to approve the charter that they create before moving forward with you know however many community members and such yeah my first reaction is that the board should be the ones that approve the plan for the committee I agree um yeah I think that's all I have on that right now yeah so I would see the committee members that get assigned come up with a charter including membership profile and then um bring that back to the full board for approval before moving forward I think it's a great idea Bob and I think also starting with that core you

157know two or three board members preferably three I think um being able to communicate to the committee as they're forming you know it's important to the board to have an equal representation of X Y and Z so my understanding is as board committees these would be public meetings under the same rules as our standing committees or the board itself essentially so when we get together those groups can't get together informally they have to get together with notice to the public even the three-person group would have to which is fine it's a lot of trouble for Greg but I don't know if anybody else suffers so um that's a joke sorry Greg and uh so just as long as we know that that's the process yeah I trust that you're not really that Cavalier about Greg

158suffering but of that Cavalier no uh I had a point in that in my joke I forgot it so I'll come back to it yeah but you're right Ron they would be Public public meetings and and would have to be held in public and reported or minutes taken that was my point and it speaks to our regular board meetings as well um I know Greg had sent out to the board but I don't know how if we've published it uh or announced it wider that all these Zoom meetings are now available on the the district website if you go to the um the school board section if you go to the minutes there's also a link to the recording of all of our all but one of our Zoom meetings that we've had uh since

159go into this format that's a good reminder as we're thinking as board members about or the participation of these committees it's also the pack out there that's got to be formed and I think we'll generally have board members on the pack so we have three big lifts for board members in terms of extra committee work uh probably this means somebody's going to be on two of those uh not I don't think anybody should probably volunteer for all three um but you know you might end up on one of them almost for sure right unless you really go test so that's a good point are there any questions around this are people feeling like questions around if this is the direction we want to take I mean in order for would it work to get done

160and action to happen I think these ad hoc committees are a must um because our meeting twice a month is not enough to get all the work that we need to do um so I think that we need to move forward on this personally okay well then I think it's you know I think it's pretty unanimous that this is from the board wanting to move forward with forming these two committees the next question to me or to you all would be Bob's already said he would like to be on the third time committee but what is what other committees are people willing to step up for at this point gotta get the ball rolling and I think to Ron's point you know I don't we can't require it but I would imagine that I mean

161certainly I'll be on involved in the pack and we'll all be involved to you know greater or lesser extents on the the bond side of things that's going to be a boardwide effort and heard about both the start times and you know making sure that our school district is anti-racist and the bond course um so I wouldn't mind being on either of them or multiple of them um wherever you see that you need me um my passion lies in all all three areas great Rebecca do you have a preference thank you guys for watching me I I have the same um preference I I'm passionate about all three so I'm willing to um and I have the time to do all three okay uh Brian do you have a preference uh I do not have

162a preference okay Ron uh all three of them are attractive but uh I don't at this point um I'm probably available for two of them um uh so I'm supposed to be looking for work and I kind of am and there's one remote possibility out there that if I took it would probably limit me to one of the Committees at this point um so I don't know but if if that's not there that I'd like to serve on two of them where you would see fit I will say this and this is I I don't know how people are going to feel about it uh I think on most these committees uh well certainly on the bond committee I don't haven't sensed that anybody's really against the bond even though not we didn't get a

163universal approval of this but I think there's both proponents and people who are cautious about the time change and we have on record that we have people cautious about at least some aspect of the anti-racism group I would encourage it's your decision chair but I would encourage you to consider putting on the committee one board member at least who's not in the majority view of the committee uh I say this as a challenge because I know it's a challenge because we're worried that the Committees need to be productive I think from the point of view of the community and also from the point of view of the quality of the deliberations on the committee uh it may be better if uh there's a a broader perspective and I have been involving groups that in deliberately

164included dissenters in the group and most of the time not all the time I have to say most of the time it turned into a really rich experience and a very productive one and so that would be my suggestion I'm not in I don't I'm not a physician required and the rest of the board might disagree with me but that would be my guidance and I'm going to challenge you on that yeah I don't think that it's always uh the most productive or experience um just given even the experience on this board but but I I would accept your challenge to have differing opinions and the board could always sentence me to have to be on one of those communities if it was my idea yeah and uh I think that would be Justice well

165and I think too you know all the Committees will be held in public and just like with the bond development committee uh encouraging members of the board who aren't even on these cities will still attend when available because it is always useful information to observe uh even if you're not a member of the committee yeah so this might be a moment but as I was speaking a skunk apparently did its business outside my house I have skunk smell flowing in on the window here that's fine check the dogs okay well it's it's good timing because also on our agenda for our next meeting um we'll be the standing committee assignments of board members too so we can kind of do this all together um or I can I can do it all together so Bob

166I want to ask you a question in regards to your idea about um you know the the initial board members forming the committee will be sort of the the ones um charting it do you envision as a board tonight us setting down some boundaries around those Charters or do you envision these being done within the Committees you know because we've not used this sort of thing very much um and when we did there's kind of been an external structure to it like the long-range facilities uh committee you know there was a state structure to how those you know that's a required thing that you have to have this isn't something that we've really done as a board you know in the past several years one of the big things that we've shifted in our work

167as a board is involving uh the public more seeking public input more and this is a growth area that I'm really glad to see us do which is a long way saying we don't have a track record like there isn't a typical way of doing this so I think it might be most effective if we kind of break up into those initial committees brainstorm some ideas and bring it back to the board as to how they'll be structured rather than trying to unless I mean and I'm not trying to shut down if somebody has a strong structural Vision right now um bring bring that out but um I think we could spend a lot of time going around tonight uh that could be better more efficiently done in in a smaller group you know is

168anybody passionate about the structure of the sort of Charter of the committee tonight okay I'm seeing head nods as no okay Bob I think you bring up some good points and I feel comfortable following that suggestion all right any other questions or discussion points around the formation of these ad hoc committees all right go ahead Rebecca Brandy have we um what is the next step for us on the bond Comm for the bond so Joe can lead that a little bit but basically we have uh somebody who has stepped up to be the head of the pack is my understanding is that correct uh yes and no so we've had somebody step up and then we have somebody else who's now stepping up so yes so back to the other one but we're finalizing those

169details but yes we'll have somebody in charge of the pack we also have uh Lydia Kyler who will be uh working as part of the pack as well so uh yeah we'll be uh spinning up that um and getting through The Next Step so that's that's a large part of it and then we'll be um actually the the first step is we have to get these things filed so we get them filed with the the state office and then uh we'll be working uh with uh Jeremy uh to understand our next Jeremy Wright um and uh Karina if we have any other things we need to get to get onto for the next thing before we start a campaign before the back starts the campaign the district won't be starting a campaign but we'll be

170providing information and what it's what is our responsibility as school board members your responsibilities yes that's right yeah we're sort of virtually knocking on doors um that's the other department so uh you know there'll be lots of opportunities for you to be involved uh okay and talking about it answering questions um there are always lots of questions about what the details are of what you know what the dollars would go for what the structure of a bond oversight committee is and talking to people about about getting out to vote um that's an important part of it so okay like I think it's going to be a bit like like the labor leading up to childbirth like you're gonna know what's happening like it's going to we're going to know the work that needs to be

171done when we need to know it so I have full name that the pack and the district will fully communicate it with us as a board um when there's times that we can support and times we need to do the work yeah okay all right good questions so agenda for next meeting we have our next meeting is August 25th we will review our monthly Financial reports uh nominations for the osba board of directors for Yamhill Polk County designate our board committees those are the standing committees of the board discuss superintendent and board working agreement discuss our board evaluation process discuss code of contact revisions and finalize the board goals all of that is of course subject to change but that's a that's a lot on the business meeting and uh hopefully we'll get to it

172so all right if that's it I'm going to go ahead and adjourn the meeting wait wait Rebecca's trying to say something you're muted there you go do you want us to submit what what committees we want to be on yes please sorry thank you for bringing it up I would love to hear from board members as to which committees you'd like to serve on this coming year and also I emailed all board members today in regard with a few questions with the board goals so if you could answer that email as well um also what about the the schools um I know um we're not able to visit the schools but if if we're going to be assigned a new school yeah that's a good question and I think bigger question around that is what

173what would what do we want that to look like what do we want that to look like this year as board members in our and our Outreach and connection with individual schools yeah so think about that everyone and please if you have ideas around that include them in the email regarding the goals and also the Committees yeah do you think it would be technologically feasible to allow board members to sit on some classes um probably not uh due to the student privacy concern so probably not I I don't know I'll I can certainly check with our attorneys but I'm I'm fairly sure that we probably wouldn't be able to do that okay keep thinking outside the box though yeah yeah I'll ask because that could be something interesting yeah all right thanks everyone and join

174us at 9 30 exactly look at that congratulations to all of us all right have a good night thanks everybody