001Nikki do you mind if we give people just a few more minutes nope don't mind at all that's pretty straightforward stuff okay let's give people just a few more minutes and see if we can get some more committee members foreign like elevator music times like this on the zoom calls someday I'll get that together okay Ron's here good so we got at least one other person let's go ahead and just get started for um sake of time because we've got some business to take care of in tonight's committee meeting so welcome everybody um we did introductions that uh passed me does everybody feel comfortable with that or would when people with the committee like introductions again should we do introductions does anybody incredibly no AJ says no what else okay since no one's screaming yes
002let's just assume we all know each other it's great thank you everybody for being here tonight um this is our first official budget committee meeting and uh tonight we also need to elect our chairperson so something to think about and I think Nikki were we going to start off with that or would you like to do that at the end of the meeting [Music] um I think go ahead and start with that so be sure we have it have it done so we're not running out of time okay so cat is the past committee chairperson would you like to to run the nomination process Okay so essentially the nomination process is we are looking for a chair and a vice chair um and when you nominate if you could say your name first and who
003you are nominating in a nomination would sound similar to oh I had it brought up a second ago um I nominate and it would be like brandy Penner or chair of the budget committee for 2000 21. oh it is now open for nominations we're going to start with chair first then Vice chair you guys need to know what entails first would that be helpful okay yes you you would like to hear more of what it entails or nope you're good you're just waiting for a nomination okay so I saw a couple thumbs up okay so what it entails is for the upcoming budget committee meetings you will be running the meetings and running the discussions or running guiding the discussions and questions you will work with proposals from Helen and Greg and Nikki if you
004have any questions Community questions usually go through the email to Craig or Nikki who then filter them with you and you help respond to those Community questions um so it's a commitment of about five meetings it's a pretty smooth year if it's not so much smoother it can take longer any nominations I would like to nominate Melissa daily I'll second that motion ah let's say do you accept the nomination so I just finished being on a committee for about six months and I would rather not um you know being the chair of that prior committee and all those commitments I I would consider being the was it Vice or chair can't hear you cat at this point she has declined the nomination do we have any other nominations for chair to start listing people someone
005will take it oh Rebecca this is Rebecca piros I would like to nominate AJ foreign for the nomination I'll second it but AJ shook her head there I don't know what you mean by that nomination or do you decline I'd like to decline if I can you hear thanks Ryan right so AJ's decline I'm going to go ahead and just nominate myself I know that we don't usually do that this is Agony though okay I'll second it okay okay great that's not how it's supposed to go but it's fine so Kat McNeil has nominated cat McNeil and it was seconded by Brandy Penner and Ron mock technically Brandy Penner Helen can I asked who did the second on Melissa Daley's nomination Brickley yes thank you and just as a point of order you don't need
006to Second nominations okay so um here's my would somebody please go ahead and put in a motion still moved for Kat McNeil to be our chair for the 2020 one year I need a session you've done a great job the last couple years I have full faith thanks okay all those in favor show of hands please all those decline all those abstaining just because a nominal as itself that's the only reason why that felt funny so Helen were you able to get that vote Yes okay can we go ahead and go on to Vice chair please and I have a nomination for vice chair I don't know my name Melissa Daly Melissa oh yes I accept any other nominations for vice chair oh we can't hear you again cat this is why I shouldn't have
007done it all those in favor raise your hand please opposed abstain all right Melissa Daly is our vice chair okay so at this moment I'm gonna go ahead and turn it over to Nikki Greg I'm gonna try to log on with another computer so you might see me doing that okay um I'll start out here but I I think that we're we'll start a presentation just a few minutes but we're going to open it up with the superintendent's message um so I think Joe will jump on here um rather than be sharing the agenda and having that covering up the screen right now we'll go ahead and let Joe start with um his message all right thank you and it'll be short because I don't want to steal all that incredible thunder coming coming ahead
008in the slides as we look forward to them um so on I won't actually repeat the the message that is at the beginning of the the budget book so you can see that that message in there but there are a couple of key items I did want to highlight um for everyone so uh this year um you'll see some things in here with our federal Esser dollars as the the federal stimulus dollars um there are three different ones uh number one number two number three and they all have different timelines and so we'll talk a little bit about how those will work over the next few years our strategy uh in the times as we roll forward is to use a kind of a there's a blend of using the Esser funds um some of
009the ending fund balance uh to settle out over the next few years is we've had reduced numbers of students coming in we're not sure where the final budget will end up at the state and so we'll be looking at using kind of a combination of both the Esser and the efb the ending fund balance to settle out uh what we need to do with the possible um more permanent change of the enrollment so um our ending fund balance we'll have some spending going down on it um we've actually not had the opportunity to do much of this in the past uh in the a few years ago uh and I think one of the slides we'll show that today we would actually not have had enough money in the ending fund balance to have covered
010that without significant uh Staffing reductions and so part of about having the fund balance we have now is our ability to spend that and keep our staff whole uh we're planning on mostly um holding steady you know we'll Trim in some areas through attrition occasionally until we better know our enrollment numbers um you know I think we've learned pretty well from the from our past and we're preparing for our future uh across the organization and doing our best to have a strong fiscal and operational management strategy uh we will also of course be using um our Sia and measure 98 dollars to bring in some strategic support services for students across the district the board in the next in the coming weeks we'll see uh some of our we have an updated plan for this
011year's Sia as the student investment account and the plans for next year's student investment account so we will continue all of that work this also this budget assumes a five-day in-person school day for most kids we will also have online in KOA which we've held for many years as well as possibly CDL I'll talk a little bit about that in the board meeting later but we uh we know that our costs in general are going to assume a regular in-person five-day week enrollment numbers continue to be a trend with our bigger High School numbers uh kids graduating and smaller numbers coming in at elementary um and so we're going to continue to watch that for this budget we're using a combination of our PSU Portland State University low Trend numbers as well as an educated
012guess for us to do for the numbers of students coming back so we will and Nikki will talk more through that as we get to those slides so the combination of lower enrollment and the current thinking about the overall K-12 budget it's going to require a careful application of the strategy to have a longer Glide path we are fortunate to have the federal dollars they are one-time dollars and so we'll be able to use them to keep staff cuts at Bay and kind of get in there when the co-chairs and the governor put out their original budget it was at a 9.1 which we all know is essentially a copy of this year so that would require cuts across the entire State I know that there are people advocating for that we have built this
013Budget on a 9.3 and we've had pretty good information then we'll get at least close to that I think Nick is giving me the eyebrow but I think that's where we are so um anyway the other thing that's interesting in this budget of course is you'll see a whole thing on bond dollars uh and that's something that's a fairly significant line item it's all budgeted in this thing and you'll kind of see uh as Nikki explains this later on what that looks like and and how we use that over time so lots happening lots of unknowns but also some dollars coming in from the feds to help us kind of manage through the next couple of years to keep us chugging along and and staying out of trouble so it's been um a challenge to
014work on some of these because some of our numbers are continuing to come in with other things as grants from the state and their timelines keep slipping and then it gets closer to our time I put this together so I just want to appreciate the entire business office staff under Nikki's guidance and direction to uh somehow land this bird and have this ready to go for tonight so thank you very much for that and with that I will turn it over to Nikki thank you okay great I'm gonna go in and share my screen hold on just a second okay are you seeing the agenda foreign let me try that again okay is it showing up now still not getting it Nikki if you want to share it with me I could um present it
015on the screen okay I'll go ahead and do that that might be easier I have it up Greg okay perfect um thanks Joe so the agenda we've already done the superintendent's message I'm going to go through a few of the fun summaries and just talk about some of the significant changes and differences between last year and this year or what was planned for the current year and what we're doing for the upcoming year um review some of the assumptions that we applied to this budget talk about the ending fund balance Joe talked about that a little bit but we and we talked about it our previous meeting as well but we'll touch base on that and then some time for questions at the end um after this presentation there'll be a few weeks before our
016next budget detail meeting and so if anybody has any questions or wants to come in and go over the document in person we can make arrangements to do that or shoot questions to our email address that will show at the end of the presentation I'm gonna go the next one Joe okay so in general our total budget for next year is significantly larger than we're used to at 263 million 337 511. um if you're looking at general fund alone it's basically flat funded and I'll show you some details as we get to that page um the special Revenue accounts are two hundreds that's Robert Grant's lie and that has a significant increase and when we get to that slide I'll show some detail there um Debt Service as well due to our uh new bond
017that we'll be making our first payments in this next fiscal year and then again the capital projects fund which is where our bond proceeds are sitting as we move forward with all of our projects so we'll look at that a little bit later on as well um next one Joe okay this is just highlighting the general fund revenues um the most significant thing to note here um on the line that says State School fund that's our largest portion of our revenue and if you go across to the proposed versus the adopted from the prior year or the current year that we're in you see about a 3.3 million dollar difference so that reflects the drop in our enrollment and that we we have to uh we have to accept this year um in the current
018year we did not have to because of the um hold harmless rule so we are being paid at the level from last year um that reflects the admw from last year but going into next year we will have to um take the 1920 and take that hit as we go into the next year um the other thing to note on this slide is the beginning fund balance so going into next year I expect um our beginning plan bounce to be about 9.9 million dollars um so with that number that is helping us significantly in being able to balance the budget for next year and to do that without any major cuts um other than that the rest of the numbers are pretty pretty consistent from year to year are there any questions on this slide
019okay go ahead and hit the other one um so this is also the revenue it just breaks it down a bit more a little more detail and still the general fund but a couple things that I want to note here is um the interest uh Revenue you can see a few years back we were at 300 000 per year the current year we are not making much money and interest very very very low we won't hit the 250 000 Mark so for the upcoming year I bumped it moved it down 250 000. and you'll see some of those adjustments throughout um I think we'll have a little conversation at some point about the athletic participation fee I do have it in the budget at 75 000 um but we'll talk a little bit about that
020later on some ideas for that dollar amount um and going down a little further where at 1980 function 1980 fees charge to Grants so with our additional grants which we can charge more indirect fees so this is really an estimate because some of the grants we can carry over several years um so it's a if I was to apply the indirect fee to the total amounts that number would be quite a bit higher but we're not going to spend them all down in the first year so that's an estimate of what we'll be receiving this year um ESD support um that number's gone down a little bit just due to additional Services we're purchasing through the ESD um and again you'll see uh the ssf line the 3101 that shows the three million dollar reduction
021um going into next year are there any questions on any of these details Nikki it's a relatively minor one but line 1910 rentals I why wouldn't our rental income have gone down well that one was kind of a hard one to estimate this year we have like we have next to nothing and so it's just really hard um to tell how much that will rebound I just didn't feel like I could leave it as high and looking at our actuals from 1819 and then down to 1920 went to 46. um so I just felt like 40 was a little safer and and not over budgeting that are there any questions other questions on that one okay go to the next one Joe okay and this is just a summary snapshot of our general fund expenditures
022by function so this is the level that you would pass the Appropriations um so by 1 000 for instructions two thousand for support services and on down the line for Community Capital that services and contingency um as you can see here in the proposed column our general fund is basically fat flat from last year it was at 58 million 523 and we're down to 58 million 388. um so we really had to kind of watch every penny in this budget and lining it up I did leave the contingency both the unappropriated and the appropriated are in there at appropriate levels um and that's about it to note on this one are there any questions on this I do have a question for you Nikki uh with the ending fund balances that we have on here
023um can you let me know about like ending fun of you know 2.7 versus like prior years why that's so much smaller right because this year with the reduced enrollment we're having to use some of it so this would be really the bare minimum we're always typically throughout the year we end up spending less throughout the budget and we end up over that number um which is what's happened in the last several years just with whatever savings we can do throughout the year um and we'll be we'll be doing that would be our goal this year as well um and also hopefully um we'll end up well more kids will return to the school than I have estimated so I'm hopeful that we'll have more Revenue coming in that I budgeted here um but I
024did not want to um over over budget the revenue and end up in trouble going into next year so I also have a question um uh but the plan as you planned it with the worst with the not necessarily worst case scenarios but the relatively pessimistic scenarios about enrollment and stuff would send up everything down to our policy minute minimum right right if if it all goes poorly and we end up at those low levels yeah potentially we can spend every bit in here so that's a decision before the budget committee on the board as to whether that's a good approach right one of the things we're going to need besides your Fuller account of why you're confident will have we won't spend all that is whether there's any way of looking into the following
025year and whether there's any reason to think that things will have turned will be able to predict our costs and stuff adequately enough to just run at the minimum of our of our discretionary money so I'm I think I'm just saying I don't I don't need to argue about this right now but I'm thinking as we go through this that's going to be information that we're going to need to have as much as possible because I'm not comfortable spending our entire cushion in one year and I know it's there for a reason but it's also not just one year's reason so right right you know and we'll know a lot more in the fall I mean the budget is the plan so in the fall um if the numbers are really really low um and
026they remain low then we can make some adjustments at that point we would probably have to look at you know some of our open positions and not fill them so we'll we'll be we'll be watching all of those positions as we go into next year just to try to save as much as we can because it's always easier to hire um if we end up with more than what we you know more students and what we're staffed for than it is to let people go into the school year so um we're going to be very conservative about hiring and leave some of those positions open at this point until we know a lot more in the fall so yeah as those as that kind of plan firms up that's the kind of information we're going
027to need right the odds are of not entering the following year with no cushion which I at this point I'm not I wouldn't want to recommend that so right right and as I think you've got it during the board meeting there's more discussion on some of this stuff we have some surveys going out for more information as to um what people want to return to in the fall and all the different options so I think that'll get that response will also give us an idea um of those numbers and the interest in getting back to the building and getting back to school and everything so I think that will be really helpful for us to be a little more comfortable with the budget and they'd make some adjustments there and those surveys are going out
028in that when um Fair it went out today some information more by our next meeting next month right right definitely all right thank you and hopefully more information from the legislature too as far as whether 9.3 is going to be the bottom or if it's going to get above that which it very well could be at 9.4 9.5 it just depends yeah and at that point you just made is also reinforcing my point we've already made in this budget an assumption a probable assumption but not a certain assumption about the about the revenue correct that's all stuff I need to watch right Nikki At Last At Last meeting you had said you expected to gain back 150 students out of about 350 that have gone to some other type of like online learning and then
029you had also just said that you hope to gain back even more students what is our indicator that that is possible versus all other indicators are continuing to show that we are going down um and decreasing in population and I'm wondering what indicators are showing that we could go up other than that 150. right um well just because the 150 is pretty conservative um just when you look at the the overall drop and um and their numbers in kindergarten so the grades that the drops are in are those lower grades the the larger drops are in kindergarten first second third and it makes sense that families kept them home at that age level in the way we are this year so I can see where we're going to recover maybe more in those grades um
030than definitely upper grades um and some of them are 80 students down 90 students down so even at 50 percent we're going to gain that 150 back pretty you know I feel pretty comfortable that we're at least going to get that um and so anything beyond that um you know will just be a plus I mean I think that I think the 150 is really as low as we're going to be probably just based on that yeah you've got another way to look at this is that um we are down 400 this year from where we were and where the estimate is so we're still even with this estimate 250 beneath what the population shows so yes yes so I guess from what I can see in the community I don't see any trends of
031closing that Gap even more yeah um I'm not sure I mean I think probably the same thing um I'd say the same thing to that question as to Ron's I suppose I think we'll have a better idea what these surveys and the response um and finding out what families are looking for when they're coming back in the fall and the more we can offer the more flexible we can be with that we're going to gain more back so that's why we're really working on all of those Avenues to see what will work best for us and best for families have we gone back to a couple years ago we went to the city and we got um kind of a spreadsheet of uh projects in proposal for housing have we gone back to the city
032and asked for an update on that that might give us some information and impact um I think Joe attends some meetings that he gets that for information pretty regularly um I don't know if he wants to speak to that right now or has it not only that yeah so we watch those things and I get updates on those and there are a couple of really important things to remember so uh number one when PSU does the study they take into account um you know building permits and and um you know the the plans for those as well as birth numbers within the county and things of that nature um it is also interesting to note as some of the houses go in depending upon your price point you may not be selling houses at a
033price point for people who have younger families that they can afford and I think that's something that we have seen as the trending prices for new homes as they go in are higher it is more likely that you'll have students who are older when you move into those homes and that's you know part of the imbalance we're seeing now is we've got more students at our high school level going out than we do have coming in so we've got a couple of those those factors in there but that's something that when we got back through and do our PSU study and I can't help this this year or not um they'll give us more information they'll take all those building permits into account um you know the kind of housing single-family home multiple dwelling I
034know they have some there are some planned multiple family dwellings that are going on in town as well but and each of those will take some kind of effect but it will be a little while until we see those effects um so yeah we've we tracked some of those but we also uh rely on uh PSU and again we've used the the low Trend they give you a low medium and high Trend uh I think in the past they had chosen to use the medium or even the high Trend and we have been using the low trend for the last three budget Cycles uh and has been actually pretty right on uh in their predictions this year everything's off the table because who knows what so I think that'll be interesting for us to see
035what what they come up with next just as the as the information rebounds we get kids back in but um we're feeling pretty good about the 150 just because it's not a it's not a huge number it takes into account a still you know some some loss uh just from our the differential between our um graduates and our income inkenders um we don't know if they'll come in at Kinder or come into first grades we could see some other kind of bubbles that go through that would affect you know things in the long term you know 11 years from now there could be another budget thing because we have a huge number coming into first grade that would be larger than a normal first grade um 11 years down the road so there's still a
036lot of unknowns in some of those hey Nick you um were you able to get the breakdown of those um online students to say what grades they were in so we could kind of compare uh on the last meeting we had talked about that when we looked at the enrollment numbers um actually I forgot that question but we can do that and send that email out to you that should be pretty easy to pull okay uh another question for you on our what you have there for the budgeted uh 2021 number for ending um is that what's gonna happen this year where our balance right now is closer to nine are we really going to be ending back down at two or no no because the way the document is written the 2021 is just
037reflecting what's budgeted that's not an updated estimate or anything at this point so the other number I gave you the 9.9 and or the financial reports that we'll be presenting tonight during the board meeting we'll talk more about where I think we really are for the current year so so now this would be if we budgeted if we spent everything that we budgeted last year that's where we would end up gotcha thank you any more on that one okay I think we're good Joe thank you um this is the same information just broke down differently and so the main thing to recognize here is looking at the salary and benefits um of course the salary went up a little bit people move a step we have the contracts in place for both the license and
038the classified staff at 3.5 percent um increase the rest of the staff the admin principles those contracts have not been um negotiated yet but I did put a placeholder in there so we have space in there under benefits the number is actually a little bit lower so that reflects the difference in the pers rate dropping significantly and so even with our insurance cap increase we still ended up ahead of the game a little bit in regards to benefits um services and supplies supplies went down a fair amount and in this area I reduced uh significantly in the technology and some curriculum pieces because we have space over in our additional funding under Esser and Sia to pick up a lot of those pieces so we're using those grants this year to kind of bridge us
039through um and some of those larger ticket items and the bond as well in regards to technology specifically um can help pick up some of those pieces and some of the maintenance pieces that we'll be repairing through the bond will impact the general fund um supplies and repair lines there so um let's see I think that's about it on this one do you want to go the next one Joe [Music] okay so here I'm gonna start reviewing some of the things in the 200 fund you might notice it will look a little different this year in the way I um presented them I mean they look the same but I haven't lined up differently and that is because of the way we have to report them to Ode now so I tried to group them
040in the way that we have to upload all the information to the state so things align just a little bit better um so the first section are federal grants um this is all flow through money from the federal government so your title grants migrant um this is where the Esser two and three money comes in an idea um so all of those would be lumped in they're listed individually within the budget so you can look at those and if you have any questions you can reach out and we can talk about them and the next section you'll see the state grants which are a lot smaller grants like our Outdoor School our organ RTI and some other smaller ones and you'll recognize the names throughout there as well um both Sia and measure 98 were
041required to have them sitting in a separate fund so we can report report on them specifically so they you'll see them on a page on their own listed there so that's how much those are in the budget for this year and nutrition services they have a special fund for that now as well and that's because they're really mixed with both federal and state funding so they didn't want to put in either group because we we receive my significant money from both the states and the FEDS in that area um and then under other I just lumped together all those smaller funds the scholarship funds that's sitting out there um the student body fund and that's just where we record year-end numbers for auditing purposes and that money actually sits out in the student body Accounts
042at the schools and then the pers Reserve account is in that group and then the account where we receive our cell tower rent and the rent for our different properties so in total our 200s this year are at 20 million 466 000 311. sure can you go to the next one um this slide I just broke down some of the new ones that you haven't seen before so I'm just highlighting so when you see Esther 2 that's at 0.2 2.3 million SO3 is like 5.3 million um both of those have different end dates so sr2 we we can spread out and use over two fiscal years and after three we can use out spread out through um September 24. so we're really looking at using this money over all three of those fiscal years in
043order to bridge any enrollment issues we have right now so we've really looked at those one-time purchases those bigger ticket items curriculum technology and we have the ability there is some language in those grants to retain staff so if we need to use some of that money to retain certain staff over those years as the enrollment comes up we can also use some of that money there um the next item is a PGE Grant and you'll probably hear about more about this soon we're partnering with PGE and first student to bring on board an electric bus and so they'll be installing an EV station I'm out at the bus garage um and I'm they're really excited about bringing that bus in I think we've already we're I think we've haven't ordered our first student has
044it ordered we actually don't order it it will be their best but the grant pays for the difference between the cost of a standard bus and an electric bus so we're really kind of the flow through agency to get that bus in our Fleet and be able to use that and for pgd to learn how to expand that and bring more buses online to different agencies and everything so um I think we're going to be presenting that pretty soon the next one is a brand new Grant I actually don't know a ton about it what I do know is it provides scholarships for American Indian Alaska natives students and there's some other pieces to it but it's a great way um to promote College found students with those scholarships and the last item I put
045their summer enrichment this is a grant through ode that has a really quick turnaround there's three pieces to it and we think we're going to go ahead and apply for one of the pieces so at our next meeting we're at our next actual budget committee meeting I may make an adjustment to add that into the budget when we have a better idea of how much we will be applying for under that but this is to provide activities over the summer for K-8 students what are considered enrichment activities um can you keep the dog from chewing that sorry my dog's chewing a bone under the table kind of annoying um anyway so at the next board meeting or the next budget meeting um I'll uh bring some more information about that and the dollar amount the
046total amount available is about 1.5 million but the summer enrichment is just a piece of that so it'll be significantly less than that are there any questions on these okay okay so here I'm just sorry can I go ahead I apologize um summer enrichment comes in three portions for that whole 1.5 comes in three portions and sounds like you can pick and choose can you tell me the pros of just choosing portions of it versus taking all um a lot of it is capacity and I'm sure Joe can speak to it too but that's that's the main thing and the two of the pieces have required 25 match so the grant is not intended on paying for your whole program so we have to balance that with it and also we have funding under measure
04798 that we already have summer school in place for um and so we already have one of the programs already you know on the ground ready to go for the summer and so we might not necessarily need to add that one but Joe you can share as well or add so you got it right I mean we're the the question marks are because we actually don't know what the where will come in where exactly where to land what the allocation is and a large part of it is about the capacity to be able to run additional things so we are considering um some services and some contracts we may be able to provide some of those so we've been working on that to figure out you know which ones we can spend from you know
048there's also we do a lot of our preparing for the next school year in terms of facilities during the summer time so there's some scheduling parts to that as well so there's a lot kind of flowing in here and it's all coming at the last minute and I think the application period just opened on Monday and is open for a couple of weeks and then they close it so we're working pretty diligently to figure out what our plan could be what can include and then what we can also afford especially the ones that have a 25 batch because that's a that's a you know another Financial cost we'd have to incur so um we are working on trying to provide as much summer um enrichment and also um you know credit recovery and things like
049that that were already planned for our High School uh through our 1998 funds so a lot of it's about capacity someone's about just getting all the information now getting at a very late date and uh the application closes so May 17 I want to say that seems right now earlier than that May 6 May 7th the 10th sorry the 10th I'm totally wrong so may you're not the first week of May okay so anyways it's a it's a very short um go ahead is um in making those final decisions on what portions of that uh money to use is that a board decision is that um yeah who's deciding that just out of curiosity where we have to apply for the grant right so we have to come up with a plan and then if
050we were to apply for that Grant then we would actually receive the dollars and move ahead with them so we can do that operationally um to move ahead with with getting them and going okay so you we are filling out the application yes I understand you fill out that more if you want to on that well I actually I'm very familiar with it I'm just trying to figure out newberg's perspective of it because it does have to deal with budget and the fact that a portion of 25 could go into a lot with our budget I mean that's significant um oh I just lost my next question Kat can I chime in with a couple just um helpful multi-clarification possibly so um there are three portions to it and um Nikki and Joe you know
051we can chat but I think we'll actually probably apply for two of the three so one of them is K-8 enrichment focused and then one of them is for high school and Credit Recovery we were already planning on doing the High School Credit Recovery portion through measure 98. and in Reading over the guidance documentation we could take that measure 98 portion and have that be our 25 percent and so that gets us to the place where just putting what we've already budgeted in means that we could access four hundred thousand dollars or more of the ode money and we will try to use as much of that as we can the problem at this point is figuring out capacity so a number of us have been meeting both district office and the principals and starting
052to plan for that and figure out positions it's hard to post positions not knowing we have the money for sure but we're going to get that as quickly as we can I have started the application and we will submit it way ahead of May 10th so that we can get the money in and get get spending it quickly thank you great thanks any more on that one I know we're getting close to an ad time and that's all cruise through the next few here this is just a snapshot of our current um outstanding debt sorry Debt Service different Debt Service funds um the main number is the far one to the right for the 2021-22 school year the first item there is our new Geo Bond payment um the second item shows that we are
053not um you know we just made the last payment on that last year but in the budget you'll see an ending fund balance in there um that balance can be used towards the first payment on the 2020 Geo Bond so even though it's in the budget underneath the 2005 2005 refunding Bond because there's a carryover in that and that one is closed we are able to pay that towards the new Bond and that is in all the documentation from the bond sales of the bond proceeds so that's all been recognized in that process um tax pension is just the next payment for our first ual Bond and the energy loan that we have had in place for years just paying that down the capital lease we paid it paid that one off at the end
054of 1920 so that's why there are zeros across there um anyway that was a quick summary of that are there any questions okay next one Joe okay Capital project funds you'll see fund 410 in there when we do the um uh resolution I'll roll the 400s together but here I'm going to break them out a little bit so you can see the differences so 410 is um where we're spending our bond proceeds out of and it also will include our awesome Grant we will be bringing some information to the board tonight around the Austin Grant as well um that grants 5 million 26 000 of the total of that fund um we have the whole amount budgeted in there right now although we will not be spending all that money in 2122 but just all
055those plans were not outlined um uh that far out yet so we went ahead and put the whole amount in there the balance will be carried over into the next year so next year so you'll see a reduced budget as we spend that down over 21.22 um my last note there is just when you see the breakdown by object in that fund and it's a little hard to estimate where exactly that's going to fall between purchase services and building contracts and stuff so that's just a really good estimate at this point when we know more later on we may end up needing to move that around a little bit between those categories but um this year with the whole funding in there we'll be fine with any spending in that area next one Joe 415
056is uh the construction excise tax fund that you are used to in the budget we spend that on the same things we have for several years Capital Improvements technology that's where we're saving money to replace the turf field I think we're expecting to that in the next couple years not not in 2122 but maybe the following year depending on the balance um I did increase the revenue a little bit in their um last year I had dropped it down because I was I was thinking with covid that all that building would slow down it did not um so I went ahead and bumped that up a little bit going to 2122 um while still we reduced the spending in there for a variety of reasons because we have other avenues to buy technology with with
057these other funding streams it's good to build up this fund um so we are able to replace the turf field and we need to so while we have these other funding streams that help bridge these next couple of years we're going to utilize them before utilizing some of these other funds um are there any questions on that okay next one Joe um some of this we already talked about these are the overall assumptions um applied across the budget at least this time that wasn't my talk um let's see so the budget's based on our estimate from March 1st we have not received a new one from ode we should be getting that in the very near future on the March 1st estimate I adjusted it by the 150 students so if you were to look
058at that estimate and look at what I have in the budget those numbers are not going to match because I manually adjusted and added on the value of another 150 students in that um we increased the budget for property and liability insurance it went up 20 percent and also they will not cover cyber anymore so we're having to get a supplemental insurance just for cyber coverage that will be more expensive um so I have bumped that up throughout the budget to cover those pieces um or I talked about employed step Insurance increases our workers comp mod went up as well that resulted in about a hundred and ten thousand dollar increase in this upcoming year so we'll need to we had a few larger claims within our three-year look back period so we'll be doing
059some extra work in that area and see if we can't make sure that doesn't happen in the future um we did maintain um in the general funds and money for curriculum purchases but we also have that supplemented with the Esser and the um funding that came in and then the transfer to the pers Reserve fund is still then in there although I did reduce that um in order to help balance the budget next one Joe um and I showed this one last time but I just wanted to revisit this and I think Joe wanted to talk about a little bit um or he did speak to it a little bit earlier but this is how and why we like to grow that ending fund balance because with our enrollment hit this year if we were
060sitting at any of those ranges from um up to 1718 we would not have the capacity to go into next year without reduction significant reductions so this is why we tried to build that up and this is also why Ron is concerned that he doesn't want to get back down there to that 2.4 million and we completely understand that um so do you have any questions on this or Joe would you like to add to that at all I think in the interesting time you've you've said it all and that was that was the main point I'm glad you we had this list here so let's see what we're talking about okay um next one I don't think I have too much after this nope this is just a reminder where to go for information
061on local budget law if you have any questions there um and the accounting manual that's just a large book with lots of codes in it and next one next slide um and here again is our email address for any budget questions and also just give us a call if you'd like to come in and visit it sometimes it's easier to sit down and go through this information go through the document now we're more than willing to do that anytime um are there any questions I know we have three minutes before our next round [Music] okay so I guess it's back to cat at this point or it is thank you very much I know that every year you put together a great presentation and I know this year is probably even more challenging with um
062budgets decreased enrollment Ever Changing um possibilities of Grants so I really appreciate your time okay just a reminder our next budget meeting is the 18th at six o'clock from 6 to 8 30 is what it's scheduled for um any last minute okay great our meeting is done at 6 58. thanks to all of you thank you board members we'll just stay on this same link here for the board I went ahead and texted Ron and Joe but I am um not feeling well and I am going to step away for the regular board meeting and I apologize for that short notice it's unexpected um but I fully leave it in the capable hands of Ron and I will catch up with all of you thank you feel better Brandy thank you yeah please take care
063of yourself you got it I like coming back in a half an hour or 10 minutes or three hours come back okay yeah if this passes thank you yeah so yeah we'll be starting here in a minute I gotta get myself seven o'clock does anybody badly need a quick break or can we continue it is seven o'clock we should go as soon as we can what do people think I think Rebecca's on a break maybe yeah I've lost her let me see let me reorganize things oh she's there I see her so Dave I gotta get all the board members where I can see them uh let's see I don't see Bob where'd Bob go oh there he is foreign are you there are you're on my screen twice but I can't see you either
064two times okay I'll deal with the other one of you down here uh I've got one two three four five not Brandy so are we ready to go does anybody need any kind of break or can we go all right are you ready Greg or who's is Jen Jen doing it this time all right Jen you ready all right well I'll call the meeting to order for the school board meeting tonight uh at 701 um and let me let me just briefly uh look at the go over the agenda what we're going to do today we already had our budget work session uh and uh so the next item is the flag salute did anybody did uh Brandy recruit anybody delete the filed salute or can I recruit somebody I can you can do it
065Rebecca yeah why don't you go ahead I pledge allegiance to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all thank you so what we'll do next is if there are any public comments we'll have those I'm going to read to view the agenda now they will have the public comments we'll have some board and superintendent comments after that cover our consent agenda then we get to reports and presentations I'll have a teacher appreciation Proclamation we'll have a school in-person update the monthly financial report that Nikki's referred to several times in our budget meeting a bond update and a review view of goal three and our strategic plan we have a break schedule there at 8 30 since
066we went straight from one to the meeting to the next if somebody needs one little before that we can accommodate that whenever you need it uh then we're going to go do business uh prove the superintendent evaluation process there's a proposal that we've we're looking at improves an academic calendar for next year and approve the awesome Grant which is not spelled anywhere near correctly OCS IM Grant and then we'll cover our future agendas so that's where we're going Greg do we have anybody who signed up to give public a comment tonight we do we have two gen yon and Greg aldred okay why don't you uh put either one of those people up and all right we'll start with Jen again we're going to give you three minutes if uh for your comments that's our
067Standard time and I'll keep time so watch me I'll I'll put up a one if it's one minute and I'll I don't know half a minute be something else and then I'll tell you when it's time if necessary that's okay I timed myself so I should be all right excellent okay thank you very much for your time my name is Jen Yan I'm a parent of a District student I live at 504 Mission Drive in Newburgh and I'm here to discuss a parent group funding during the March 30th school board meeting Dr Morlock presented a strategic Plan update and a slideshow highlighting some of the opportunities provided by the district to enrich the student experience I would like to request acknowledgment to the parent groups that make some of those items possible many of the
068items mentioned in the slideshow are neither funded by the district or staff nor run by District employees rather they are funded by parent groups through fundraising efforts and run by volunteer tax paying parents robotics has mentioned at Crater which is run all by the PTO in fact even before the shutdown we could not locate a volunteer so the robotics program had to be canceled at the secondary level theater and Robotics were mentioned as well but there was no reference to the parent groups that run and fund those organizations the robotics team at the high school is in danger of no longer having a volunteer and was not able to fund their scholarships this year and have teamed up with the booster club to ensure the students still have access to those funding opportunities at Crater
069the PTO funds transportation for field trips as well as the funding for the field trips this town is run by fourth grade teachers but is paid for by the Crater PTO crater's chess club is run by a volunteer who pays out of pocket for his chess boards perhaps if the district would like to take credit for offering these enrichment opportunities they would also like to fund them and staff them it's challenging enough to find parent group volunteers but it's crushing when our hard work is not recognized it's my recommendation that when the school board and District evaluates these successes perhaps looking at how these incredible things are funded I think you would be shocked to see how much work and funding the parent groups are doing to fill in the gaps of the district maybe
070if more gratitude was extended to the parent groups and volunteers it would not be such a challenge to fill the vacated PTO seats maybe the community would see the work being done and want to get in and help but when the district who is benefiting from the work does not acknowledge the volunteers making it happen I can see why people don't get involved for the sake of time I will not review the list of funded items provided in the statement but you should know that totals 122 thousand dollars paid for by the Crater patio since the 2018 strategic planning section Newburgh boosters provides funding for clubs and extracurricular activities at newbergheim we have provided funding for FFA stem Performing Arts baseball soccer balls tennis balls Etc and should be considered that should be considered necessary
071to offer the program and paid by the district however that's not the case the teams and activities will either fundraise on their own or approach boosters to request funding another example of how they all volunteer run boosters enhances the student experience by having the funding needed and to be able to pay for necessary equipment safety funding and upgrades the parent groups of Newburgh schools are the reason many of these opportunities exist the parents and volunteers are committed to enhancing student experience long before 2018 and I contend that the parent groups of Newburgh schools directly impact the student experience and if the school district was honest a necessary part of providing funding and should be recognized as such thank you you have six seconds don't you want to use them thank you for advice for that
072that efficient statement and if you give us a written version of that then we can all read it too I did thank you very much thank you who's next is our next one here Greg I'm I'm working on a Greg aldred is coming on okay Greg you can unmute and turn on your video when you're ready all right there we go okay thanks um my name is Greg Aldrin I'm a math teacher and Catalyst and I'm in the Co-op program and uh been there seven years was at the high school 16 years and I worked with Rebecca and Karen Pugsley and we did awesome things and both my sons went through the high school one was uh a drama guy one was a swimmer and um Rick Rogers and all of us were all parents
073together so I only have three uh points that I've been thinking about first I really want to thank the board and our superintendent and the um the architectural company because I've been here for three Bond issues and we've never had a process whereby they bought they brought um teachers and parents and other groups in into the expansion process so that is I I really appreciate you doing that that's pretty amazing we've been having these Catalyst meetings and we're thinking a lot about the future and you're including us and I really appreciate that and catalyst is a great place to be uh so my second point is I just um I do a lot of thinking about learning and how it occurs and I travel the world I've been in 18 countries um and I look
074at education systems and um I think about this a lot and so um I'm not one of those people that's very uh ideological and I'm not in the kind of the fixed Truth camp I really think education is about asking questions uh challenging one another how do we know what we're doing could we be wrong or are there other points of view and so we we have a great education system in Newburgh and I think we are always going to uh the only thing I wanted to mention was that um we started this program called all means all I think it was about six years ago Luke Neff Karen Pugsley a bunch of you might remember it and it dealt with um making sure we all took care of each other and we all had
075the resources to succeed and I thought it was a pretty good program and I think everybody still does so the only thing that I wanted to uh suggest as we move forward and I just really think the community has their support now is that we we just really focus on um high quality learning and we don't adopt anybody's um ideological Tendencies and there that always happens you know for from whatever point of view but I think education uh can be done without it and we would uh we're going to continue to have the community support if we just kind of keep that non-ideological positioning in mind treat each other well and focus on the highest quality learning that we can and yeah that's all I have to say but I really appreciate you um uh
076engaging everybody in the bond process so thank you very much thank you so that's it for public comments do we have board comments now uh I think uh I'm gonna adopt Brandy's approach and it's pretty random how I have them up here somehow Rebecca's on the top row so Rebecca do you have any any uh comments yes I do I have been um I go walking around my neighborhood and I lived in the neighborhood of Mabel Rush Catalyst Mountain View and the high school and in the past week I've I've heard more school buses on my walk and I've I've passed students with backpacks and I've met the the crossing guard and it just brings my heart joy to hear the students back in school and to to know that that how much hard work
077went into doing that all the arranging and um I also have been a parent volunteer and and appreciate um the woman's comments at the beginning and we do think all the parents and community members for all the volunteer work and time and money put into our schools we couldn't do it without you thank you we'll have your next done uh you're the first one uh left on the second row yeah I just wanted to reiterate you know thanking both of our speakers tonight uh you know feedback to the board is always helpful in helping shape how we do things um you know as somebody who's married to a member of one of our parent groups I'm well aware of the contributions that that they give and I really appreciate our speaker uh sharing that and
078reiterating the the value that they bring to us and how dependent we are as a school district on the the work that those volunteers do um I also wanted to share kind of on a different note that you know one oh is he Frozen for others or is it just me yeah yeah so uh Bob I don't know if you can hear me I know you have another comment I I did I freeze up because he got into the second part of your comment okay I think I'm back now um wanted to say that one of the things that we've really worked on as a board is uh focusing on transparency and being transparent so one thing I wanted to encourage uh whoever is elected in the the May uh election that if you're a
079successful candidate at your first board meeting please do share any organizations that donated to your campaign uh either cash or in kind so that folks can be aware of who it is who uh helps support you in your candidacy thank you Bob Brian you're next on my on my chart here uh I just also wanted to thank the two speakers for showing up tonight and uh giving us their views um and I I would like to hear a response from the superintendent about um the first ladies comments because it kind of sounds like we're taking credit for other people's work so I would like to or to hear a response to that so we can let Joe do that if he wants to be doing his comments it's all right Brian so in as do
080you want me to skip over to Dave uh Dave why don't you go next I'll get in there next if she's available she seems to be distracted at the moment yeah you're working on your sound right got it all right that's kind of thing like Joe there uh sorry um yeah two really things I've worked with Jen Yelm and Don Griswold and Diane Takahashi they are three of the most amazing volunteers and I know we have had hundreds through the time I've been there but these are three of the the hardest working most giving people I've ever seen and if there's anything that we've done I I think this is worthy of a board discussion to talk about um how we can support them better um because I've seen it I've worked alongside them and
081they are stuff doesn't get done stuff doesn't get funded I know as a coach they were so helpful so I've never seen a booster club stronger than it is now and they don't just do Sports they do everything so Jen Dawn Diane all you guys that work on that uh thank you and I think it's a board maybe we ought to sit back and have a discussion about how we can jump in and and support them more my second thing was was all the craziness in the world going on right now we are in a pretty cool Community where we have a one of the top rated police departments in the state of Oregon um I know there's a lot of drama in other places but we don't share that we have a super solid
082Police Department and we've done proclamations for lots of different things and I I think I'd like to see it on our next school board meeting a couple weeks that we come out and do some type of a Proclamation support of our our Newburgh Dundee Police Department because they have an impeccable record and I think right now in this world they could sure use it so I think it'd be a good time to tell them we appreciate them and support them as a school district that's all I've got Ron thank you thank you it is are you back now do you have any comments I am sorry about that um just to remind folks that you know small elections do matter and today is the last day to register to vote so that's my comment for
083tonight okay thank you I don't have a lot of comment but I do want to uh Echo some things about the the value of the volunteers uh the boosters just did their big they're big auction online and uh unfortunately the things I got bid on I got outbid on which is I guess I shouldn't complain about because that's good for the school uh I really do appreciate all the work the boosters have done for not only Athletics but the other programs that they support um my life I didn't do a lot on it mostly my wife did when we were on the grad committee last year uh and the year before part of and so I've seen some of this firsthand and um and they really do deserve a lot of appreciation so we'll make
084sure that that gets done all right um Let's see we had the comments not superintendent comments Joe foreign I didn't do a Dave on that one I got the unmute first oh you're gonna brag now yeah about time a little contest there uh well first I'm going to start um with just some rumor control and some misinformation that we've been seeing on social media and from some outside groups about uh planning for next year and things that are happening so I want to start with that um we are and you'll hear more about it in our in my uh report uh for um our school opening update and things that we've been doing regularly I did want to say the survey did go out uh tonight or this afternoon from the district asking people to
085tell us what their plans are we are planning on a full five-day regular school day our regular school week next year barring any major massive shifts we think that the combination of the vaccines as well as some possible herd immunity I know we've seen some counties change going up and down we did expect a spike but we are expecting that we would be primarily providing and this is how we ran our budget as well primarily providing a full uh in-school experience for students next year that said we will also continue our Co-op program which has been in effect for uh several years and this year just in K-8 we saw about 400 kids where we normally have just under 60. so we will offer KOA so we've asked people to let us know part of
086this is all really wrapped up in Staffing so we know how to prepare for next year and we're also considering the opportunity for CDL we have had we have about 1200 kids in that now so I just want to I'll go over that again in my major report but I just wanted to kind of dispel some of the myths that we were planning on doing a hybrid or not coming back or doing some other kind of combination of things and I just I got several random emails from people in the last few days about that so just wanted to clear that up that we are planning on a regular coming back to school kind of a thing next year another one too about two other items about curriculum and I got several pieces of information
087from people that that they said we were doing things that we weren't so the 1619 project which is a collection of essays at the New York Times as well as critical race Theory are not part of the standard curriculum the last time we adopted social studies curriculum was in 2007 as you guys know from uh the kinds of things that we've been talking about when in terms of budget and in terms of planning and so I just wanted to set the record straight that those aren't parts of our standardized curriculum out there that somehow we got on some email list or something like that that was that was telling us they were saying that we were doing that so just wanted to clear up the misinformation on those in terms of the first speaker's comments
088tonight you know it's uh it's always tough to talk about all the braided funding kinds of things we do with programs we absolutely can't do the work without the support of our parent groups at multiple I mean at all of our schools I think it's important that um and I try to recognize people as much as possible and I'm sorry that you know if you haven't heard it enough that the thanking that we do for everybody some of the funding changes in our budget leave some of those things to parents to fund and if we put them all together we can have a complete program I actually met with the high school boosters this is in the before times and one of the important things that I was trying to highlight was that we don't
089actually want you to fund things like balls and uniforms those are things that are Basics that we should be funding out of our own budget and as we move through the budget process you'll also see some of the other Basics that we have decided to take on for funding and not fund other things but again it's you know it is important that our parent groups feel recognized and that they can hear from those but we have all kinds of programs and it was never my intent in our in showing what we were doing across the schools to say that this is what the school is paying for I didn't actually put anything about funding streams tonight I have a couple more about partnership as I try to be cognizant that so we can kind of
090see those things but again it's important that it's the whole package of school and some of it comes from the additional monies that parents and other volunteers work very hard at some of this are done by volunteers who come in and spend their time to help us and other parts of it are funded by the multiple funding streams we have coming in as a district so thank you to all of you and all these programs and are important to the kids and I think that's really important to remember you know what we're doing for the children of our community so thank you to all the parent groups but that's in response to those things it's important to to really think about the things we should be funding and the things we should be funding through
091parent groups and that's what I have for you tonight thank you the next on this is the uh consent agenda and so we've got these board members have had a chance to look at the consent agenda I do want to call out some uh highlight I guess is the right word some donations that we've gotten in the last few weeks uh they add up to over 36 000 altogether so we got a big donation from the gene Caldwell trust for scholarships of 28 000 or more uh the Carla and Ellen hop and Summit Staffing Solutions and the Oregon Hunters Association all made substantial donations to the Newberg High School Trap Team which is trap shooting team they're not yeah I think that's probably clear uh Brittany and Quimby uh gave a big donation for uh
092cash I guess or in value for clothing donations to the new I guess it's probably in value I don't know I don't know which way it is for clothing donations to the nhis resource room uh Wayside Friends Church and Leslie Woodruff both contributed to the black student union Club at the high school and George gust uh gave a contribution to the boys golf team all these things are kind of uh similar to what we've already been talking about tonight these are ways that members of the community are stepping forward to help us do more than we can do with uh the money we already have uh any other questions or comments about the uh consent consent agenda and if not I'd like to have a motion I'll move that the Newburgh School District Board of
093Directors approve the consent agenda as presented by second okay was there somebody else on there that was making a comment I heard or was that just stray sound okay I guess not uh all is in favor of uh proving this as part of the consent agenda raise your hand please all those opposed Bob I gotta get you up with the rest of the group you somehow drop to the bottom there good all right um so next on our agenda is the um reports and presentations and the first is the Teacher Appreciation Week Proclamation which I think I'm gonna have to take over here because I think that was going to be on on Brandy's plate and that means I gotta scroll down hang on a sec yeah so we have a proclamation that's been composed
094for honoring a teacher teachers during the teacher appreciation week for the Newberg School District uh the boards would like to celebrate the excellent work being done by our many teachers particularly with all the difficulties brought from the last year so I'd like to read this Proclamation whereas teachers make public schools great and whereas teachers encounter students of widely different backgrounds and whereas teachers work to open students Minds to ideas knowledge and dreams and whereas teachers spend countless hours preparing lessons evaluating progress counseling and coaching students and Performing community service and whereas our community recognizes and supports its teachers in educating the children of this community now therefore be it resolved that the school district Newburgh School District Board of Directors recognizes May 3 through 7 2021 as Teacher Appreciation Week and be it further resolved
095that the Newberg School District Board of Directors strongly encourages all members of our community to personally Express appreciation to our teachers for their dedication and Devotion to their work adopted this 27th day of April 2021. so that's the proclamation um Joe is there a that's just not really on the calendar schedule but uh if there's something any events planned for teacher appreciation week that uh that we should know about or even board members might participate in careful however there's teachers on board here listening so you know I know and we're bringing Cirque du Soleil and putting them right here on running field yeah no that's not it there will be some there are some things planned yes Sunday will happen next week I don't want to give away this prize though okay so good I
096guess a great warning was probably for a purpose uh but it has been in the past sometimes board members have had a had a little role they can play on this so if there is anything you can do can you let us know I'm sure the various board members would like to participate if it's important okay we have some Preparatory things that may be something you can help out with absolutely whatever okay all right uh I'm scrolling back up to my agenda I'm going to fix this to where I get a break here um so the next on the agenda is the school in person update that's you Joe I think that is I'm going to go ahead and share a screen as well all right yes that's still the bunny for those of you
097asking that's the one that chewed through one of our power cords from this year uh in Dr neff's report from earlier uh so uh just quickly about what's happening currently uh as you know we started with our secondary students April 19th um it has gone uh very well our students have been really good at doing the hallway thing and getting to and from wearing masks and you know behaving well in class and all those things that that we would expect from our students and so that's been great I have heard from several teachers um how much you know uh they were kind of waiting and and anxious just like our elementary school teachers were before um and so our secondary had uh had had students in for several days uh has gone very well for
098them they've really enjoyed having students in uh Andrew Gallagher who was uh who's uh made some comments uh to the board and he's also our association vice president uh asked me I we had a meeting was at the end of a lot what I would have assumed to be a long week for the first week of students back and he said uh something to the effect of that he could not have been more energized at the end of that week that he that this was great and I really enjoyed uh having students in class again um and still you know lots of work with you've got the cohorts going in and out and getting on buses and doing Transportation uh but by and large that's gone very well across all of our schools so I
099do I want to send a huge shout out to um all of our students who have really done a great job of being in school and working through this mess with us and then of course all of our families for getting their kids prepped in the morning I have two of my own and I know that the struggle of getting them ready and getting them out the door or or dropping them off and so it's a lot of work for families as well and then finally to all of our staff members who have just been so incredible through the entire process and getting us back to some at least partial sense of normalcy that said I want to talk a little bit about planning and I mentioned it a bit of it in my superintendent
100comments planning for the next school year so um we have sent I know people have some some uh they're a little tired of getting additional surveys all the time but we we don't really have better ways of doing this so we're trying to get an idea as we plan forward for Staffing and understanding what we're looking at we of course are planning a full five-day in-person attendance in school buildings this has always been our plan for the 2122 school year um you know even as things either wound down here or stayed hot we figured that The Dominoes would fall into place and we would be able to offer a regular school year next year so that is what we expect most families will choose it doesn't matter if they tell us that they're they want
101to do one or they don't answer the survey we'll still let you into school it's still we expect that most students will chew this again I mentioned earlier in my comments we will also provide the co-op program the Shalom Online Academy it has been part of our district for several years we that program swelled to nearly 600 overall so we know that the 400 who are in k through eight many of them will return but we also know that many of them may stay in KOA so we wanted to make sure that we want to reassure our KOA families that KOA will be offered much in the same way it is this year into next year and then the the wild card is the CDL possibility we'll probably give it a new name besides CDL
102but currently we have about 1200 students who have remained in CDL that's outside of the KOA and who aren't participating in the hybrid program it's just strictly a CDL so across all the grade levels it's a significant amount and we we want and that's why we're asking for feedback from families to know whether or not they would want to stay in that program in the coming year we know that there are districts around us who may offer that earlier in the budget meeting of course we were talking about enrollment challenges we feel that we should be able to offer this if anybody else can our students should be our students and they can take a CDL here so just quick recap full five-day in-person regular bus routes of course we have new start times from
103our last meeting and we're working on all those KOA which is our mostly parent student driven with some teacher support and then find a CDL which would be the mix of the synchronous and asynchronous classes fairly similar to this year and we will offer that depending upon interest in that so I just wanted to let people know that we had some options um our assumptions are that most students will return to the five days a week uh that the survey we do need for the for the planning we will make announcements about CDO options later in the spring as we uh take in the data and kind of see what the scope of things are as far as the numbers of students who would like to do that so I think I'll head back to
104just this slide here just in case are there any questions um from the board has there been any decision about graduation we will have graduation we will yeah that's the decision no they were uh the high school is working on um all kinds of plans for graduation I don't actually know what they are and even if I did it I want to you know be a little top secret as they get ready but they are planning on a full kind of a graduation ceremony um I don't have the details of what they will do whether it will be similar to last year or if it will be uh closer to traditional um but they're working on all those plans and contingency plans for graduation and we'll also of course as we did last year and
105in previous years have a role for board members to play uh in graduation um so yeah they're they're working on it uh all the time so they'll we'll have some more information as we get closer to that time thank you I just want to say here uh as a parent and during the last year's graduation I thought it was an outstanding experience I'm not sure if I'd choose it over the normal but it had its own strengths and I'm not I think my my boys I had two probably valued about as much as they would have the normal so I just want to assure people that if we do another drive-through graduation it will it will be an outstanding experience yeah our high school staff our admin and the support staff and teachers and everybody
106who was involved in that just did an outstanding job last year and they do it every year um but they they pulled off something we'd never done before I made it look like we were pros at the whole thing so they did a great job thanks to them for that maybe any other questions about the options for next year Joe uh you mentioned that you uh are waiting to decide what to do about CDL or it's uh whatever its name will be do you have any kind of a idea in mind as to how you'll know whether you need to keep doing a CDL or not um or is that how much do you know can you tell us about the district point there I mean part of it is about uh you know we've
107talked about um is there a range of grade levels where it makes the most sense you know in terms of numbers um you know one of our challenges of course is that you you have to have enough numbers that want to do it to make it viable for you to hire a teacher to do it right because teachers have licensure and they you know we have to have them teaching the subjects that they're still teaching in second and secondary you know in elementary they teach a few more but if you've only got a smattering of kids uh that will be our biggest thing so it'll come down to can we staff it properly and does it make sense uh and we just it's hard to know Ron um you know of the 1200 if 25
108decide they want to stay well that's you know that's 300 kids that's that's quite a bit and so do we you know what does we what do we do with that kind of is it a big wide range or not so it'll come down to a kind of a staffing ratio and question about how we can do that because you also you don't want to overload um the staff members who are teaching those classes so there's still some kind of give and take and that's why we have and I can't give you a perfect answer to it because they're we just don't know what it looks like to gauge you know if we have 20 people who say they want to do it well we probably can't do it but if we have 600 people
109who want to say it well or if we want to do it then we have something to consider um the range is probably in between those two numbers pretty wide readings and yeah being careful about that uh yeah there's a couple of comments on that I is it fair to assume it's easier to put it together for the elementary schools than it is for the secondary schools because uh no not not necessarily um you know the the each they each have their own thing I mean so if you're an elementary school teacher you're you're prepping multiple subjects every day right so there's there's some work in that uh and we did a lot of strength in numbers this year by people sharing across grade levels across the district um you know for some of those
110things but when you have every fourth grade teacher doing it it's a little bit different than we have just one fourth grade teacher doing it or two both you know so there's there is also some capacity about overloading um the teachers who'd be doing it so if you have a couple of them or do you look at just doing two grade levels and doing an A and a PM or something of that nature right there's some opportunity there so my other comment was observations I've had both from my daughter and others who are teaching in this environment that there actually are some students who might thrive in the CDL because they're not having to deal with social anxieties or yeah I mean just being shy is that the same thing I don't know and so
111having sort of their own safer environment I don't know just not as complex of environment some of them Thrive so different students Thrive and then some who thrive in the social setting are not doing as well the CDL so I could imagine they're actually being a a significant number of people who might say my kid is doing better in CDL so yeah yeah we're trying to make sure we have something to offer for every student and you know the the KOA is great for some students um you know and parents who who have that more self-directed thing who just need a little support here and there from a teacher um but there are other students who still needed you know a daily lesson or an every other day lesson at uh you can just use
112that boost and and you're right there is a lot of anxiety we've got we're still coming out of the pandemic there may be more anxiety than we realized so we want to make sure that we're um thinking ahead you know learning from our past figuring out what looks best for the future um about what we can provide for every kind of kid we want to make sure that we're that we're available to that so that's why the survey is important to us to have an idea of scope so we can plan for that anybody else have questions I've seen several Shake shaking heads no nods so I think we're ready to move forward all right so uh the monthly financial report Dicky okay let me pull that up here um so looking at the notes
113um one difference uh that you'll see is the amount due back to the state for the current year we received a new estimate and our Revenue went down a little bit and our numbers our our taxes and whatnot have come in a bit higher so that's up to about 640 000 for the current year um as far as the prior year we did receive we didn't receive the final but we received an updated estimate for 1920 and I was estimating that at about 500 000 due back um and it's coming in closer to 460 and 467. so we'll be ahead of the game a little bit on that estimate um now let's go down here so currently we there was a question around our editing fund balance during the budget committee meeting so currently it's
114looking like about 10 million 388 000. um but you have to keep in mind the 600 000 due back that we just talked about that bumps that down um the other thing in here is I I think I've mentioned it before in regards to the expenditures um the beginning of the year we did encumber all of our transportation costs because we put that in you know 1po and encumber the total amount and we're not spending all that so we're going to be ahead of that um by a fair amount so I think we'll recover that 600 000 difference so and looking to next year's budget I'm hopeful that we will be over the 9.9 that I am estimating um so again building a little bit of a buffer into that into our 2122 budget um
115looking at our other funds the new page that I added last month um just looking at the the grant funding we're right now we're in the process of catching up on our claim I'll catching up on finalizing a lot of claims for this year I'm getting as much money in so we do the final Cleanup in May and early June to try to get all the revenue in for the grants we have sr1 funding that closes as of 6 30. we have some Sia funding that closes as of 6 30. so we're we are utilizing those funds to offset some of our curriculum and our technology and purchases so we'll be able to bump up that income balance maybe a little bit more um what the balance is left in those grants so when I
116was speaking to being conservative in the budget conversation some of these pieces in here I think will bump up that and you can bounce a little bit and give us a little bit more of a cushion but we want to get a little bit closer to the end of the school year before I count on them and then again debt services such as the final payments will be going out in June so you'll see that at that time and then the capital projects we've had a few payments go out we're starting to get um a fair amount of POS into the system for different services for our planning services and different things so you'll start seeing more numbers uh hit that fund as we move forward through the year are there any questions foreign one
117question um you know with all the districts around us I mean I know this is speculation totally but are they all in as strong as a spot we are with Indian fund balance do you think I mean or any guesses um the only thing I could speak to because we haven't been having the usual meetings where a lot of the business managers get together and have those conversations um I have seen some emails that a lot of districts are using those um Esser funds to Bridge and so that leads me to believe that they are making if they would be making reductions had they not received the federal funding they have are probably in some enrollment decline just like we are because that that was a constant theme in the conversations when we were asking
118around we have a group asking around what all are you using that money for you know what's their plans you know we kind of share all that information um so it's very similar to us no thank you other questions so uh Nikki you uh you mentioned that the 650 isn't uh hasn't been taken out of their projected in infinite balance yet but and you also said it might even be made up by other funds there's the other 460 that you mentioned too um and when I look at the projection that looks like it's 10 10 388 that you were projecting on the ending fund balance uh but then uh you told you told us that the budget meeting was only nine nine and that's about the difference of the 460. is that am I understanding
119where the 460 went to well the 460 is actually uh a hit we're gonna get for the prior year so that's 1920 that'll come in and take away money in our May payment so that's something I've kind of expected and planned um so I've already planned that in the 460 is already accounted in all this in that piece yeah it is in my estimates yeah it is already planned into that so the 10 388 is after the 460 disappears yeah yeah but it doesn't include the the current year 600 whatever that number was yet so that's something to keep in mind as the estimates keep changing that might get better because that per student amount changes all the time all right that's helpful thank you other questions well thank you Nikki I appreciate that report
120um we're ready to do the bond update and that shows me as Greg doing this report so I thought you didn't get out of all this stuff great but here you go I'm glad to do this this is uh something I have really enjoyed and um like Greg said in public comment um it has been really refreshing to have brick architecture um really exceed what they told us they were gonna do they were they stood out to us because they really wanted to gather input from the community from students and from staff in this process and not only have they done that but they've exceeded they keep bringing us back to what we heard from The Wider groups so we're in the design team phase where we have three design teams up and running for
121Edwards elementary for Catalyst High School which includes some co-representatives because some of the expansions at that building are going to include KOA and some of our other programs and then also the NHS design team and um what's been great in those groups is we've had two meetings of each of those groups and they have really focused on the foundational things of what are our philosophies what did we hear from the community and so they have a working draft that we've been working with all the design teams that brick has created that's a summary of all of the feedback that came from the 16 sessions that we did and they really did a great job in capturing that and so we've done our best to get a representative group on the design team but brick keeps
122bringing us back to look at those documents and say what did your community tell you what was the input what does this tell us about our philosophies as we begin this process and I really really appreciated that that they are helping us um helping us make a good design because it's listening to as many people as possible so the things that we are working on now we are even though we have had all of that uh engagement going on we are still working on increasing our student voice in this process so we are working with principals and other staff members to do some kind of one-on-one recruiting to get some more students involved either in the design team on a regular basis whereas Consultants so that we can make sure that that is a high
123voice in our process the design committees will be meeting every other week through probably mid to late June when then then the process will slow down a little bit as the Architecture Firm starts making drawings and bringing them back to the committee for feedback and and uh iterating to a better design um what we have just done in this last week at our bond management team meeting that happens every Friday is Brick had us consider what um what are the implications what are the philosophies for teaching and learning that we might want to establish and Implement into the buildings and they gave us some examples of what some other school districts have done and how that has shaped their building process and for us at Nuremberg there's a lot of ways that we're excited about
124that but one of the particular ones that's sort of gaining traction at the moment is how do we um how do we have a district-wide K-12 process for developing steam types of activities that stands for um the kind of science technology mathematics and art and getting getting a cohesive plan K-12 because part of the bond dollars bring enhancements and for that at every school and we don't want to just build something we also want to have a clear plan for how we're going to staff and Implement a good program for that so we're kind of at the beginning of stages of looking at a group that can be working through that process as we go and probably the biggest thing that is happening right now is that Larry Hampton has been the most busy person
125I think as far as the bond project uh we have Consultants coming in all the time to all of our different buildings because they're working really hard on uh nailing down what maintenance projects we are going to tackle this summer and uh that has been really encouraging to hear those updates to hear um to hear that Brick's original budgeting kind of ideas back in our bond development process are holding up and we're not seeing huge overruns and and we're able to make some good solid plans to tackle the things that are on our list in the process of the whole Bond and to do some things this Summer that are going to really make a tangible difference the biggest things this summer look like some HVAC controls that are going to improve heating and air
126conditioning throughout our buildings and doing the groundwork now now to potentially have upgrades later in the bond process that will help our air quality as well so excited about that and about the potential of resurfacing the parking lot at Crater and at stahelin Valley which is really in need so Larry has been busy and getting people up on roofs getting people looking at our HVAC systems and all kinds of things under the ground and in the walls so we're grateful for that um our company that we have hired as our owners representative is Cornerstone management and we work most often with Casey Cunningham but they have a whole team in place and they've been doing a tons of legwork for us in bringing consultants in to look at everything and they've been doing really important
127work budget work for us so that we are not just relying on brick but we have another company that is looking at our interests in mind and double and triple checking everything with their own consultants and estimates and the good news is as we continue to get more and more detailed budgets uh we're we're looking like we're going to be able to accomplish all of the things in our scope and and do it really well so um we're really grateful for that company and for how this process is going so far um I guess the last thing that I'll bring up and see then see if there's any questions is we're also working uh again Larry Hampton working mostly on this with um the Cornerstone Group design standards that will be implemented throughout the bond
128process and so that looks at the kind of things like um what are what are minimum requirements for roofing materials for flooring materials for uh windows for energy level like all of those different things um so that we from the outset know this is what we're aiming for and then they can plan that into the budget and plan that in as they make the design and as they hire subcontractors um and Larry has been a great voice to say um what we really want is long-term maintenance that wears well and his experience in some past spawns is is um you know there's always trade-offs and everything and sometimes when they've tried to maximize one thing the thing that often got short short attention span was long-term ease of Maintenance and so he really wants to
129have that as a key part of our design process and and Cornerstone is really working with us to do that as well as to develop a pre-authorized list of contractors that we can work with with a special emphasis on as many local contractors as we are able to do so that these bond funds can uh can help our local economy as well as helping our schools so that's kind of an update of where we are and uh things have been going really great and it's been encouraging hey Greg I had a question or sorry go ahead hey Greg what was the uh like how much does it cost to do the whole crater Salem Valley parking lot Missouri idea uh let me see if I can find that on our sheet to give kind of
130a the working estimate that we were working on foreign not finding it real quick here Dave but I can look at that no thank you and I can put it in the chat later in the meeting if it's when I dig that up from here thanks man thank you Greg just say a little bit about your role your official role I know this is part of the transition that we've made that brought Jennifer in as our board secretary and they've probably been mentioned but I'm afraid I've lost some of the details sure you bet so my position has changed a couple of times when I've been in the district and so what I've been with most currently is the communications coordinator and the board secretary um and you know in previous things the communications piece
131was a full-time position but with our changes the district office I've been holding both of those things and what we recognized uh in the process of planning for the bond and working with brick uh one one component or one option is to use bond funds to hire outside communication people to help with all of the things that happen with the bond and uh when we started talking about that I said to Joe you know I would be interested in doing that I would be interested in keeping that all that communication in the house and would be willing to as well help with some of the coordination because um you know there's a lot on Joe and Nikki's plates and so I function as the person that doesn't do all all the work but kind of
132the funnel comes through me to distribute it out to who needs to tackle what needs to be done so that part of my new job is What's called the bond manager so I keep the communications coordinator add the bond manager which includes Bond communication and then what I was doing with the board secretary is now moving to a halftime position that Jennifer Nelson Has yeah okay I think that's a good explanation thank you any more questions about the bond update for Greg I didn't have a question but I did want to just Spotlight you know there are a lot of exciting things about this Bond and you know tonight the one that I wanted to to Really highlight was the work that's going to be done at Catalyst uh something I've always been proud of
133is that our Alternative School uh does not look like an afterthought or a second-tier facility you know that wasn't always the case and you know a previous Bond was able to give that program and give that Alternative High School a really top quality facility and I'm really proud that we've been able to maintain that commitment to uh that alternative program and to Catalyst as a a Alternative High School for folks and really give a top quality uh facility for for that program so I'm really excited about that yes other comments questions all right if we're ready to move on thank you Greg I appreciate that report and the clarification of how you fit in now that that way and when you see Larry tell him that we route him to keep going on with that
134energy he's putting in so um let's go to the review of the goal three strategic plan that puts Joe back in the seat and I see he was ready he was ready get up and ready to go all right so we are um uh finalizing the uh our first one which is the value of enhancing the student experience we've been going through each one of the um parts of our strategic plan to kind of give an update and let people know where we are and that kind of progress we've made um as you know we did this in the fall of 2018 which seems a bit like a lifetime ago part of the preparation for us to make any adjustments or move ahead with a new strategic plan we thought it would be important for
135everybody to get a review so tonight uh we are still in um one of our primary values of course which is the enriching student experience uh we have gone through the student achievement part we went through enhanced Learning and Development and tonight we will talk about safe and respectful environment as the third part of the values in that first um per section so uh our goal in this uh is to implement strategies to promote safe respectful and responsible students and support the overall well-being of all students an explanation that we put and this is all within the Strategic plan uh the next question for this is that we want to ensure that students feel safe uh valued and active members of The Learning Community while providing supports for social and emotional health uh and so
136I think we've done an incredible amount of work with this uh with a range of partners that uh actually need to probably use Dr nest's slide where he has all of the partners all put together and kind of how they're tied together uh the work to do some of this across all of our systems and doing things that really nobody else is doing out there in our partnership work has been an amazing way to do it so I'm going to highlight just a few of them tonight um the other things that we've been doing about are promoting inclusion of all students and providing Equitable access to engaging and Powerful learning opportunities and then nurturing a culturally responsive and trauma-informed environment for students and staff so again these are part of the Strategic plan these three
137subsections uh underneath the primary goal and I'll go through uh some of those uh oh there's everyone sorry and then cultivating multi mental health Partnerships supporting all students proactively teaching skills for social and emotional health so I'll start first with Elementary they have done some pretty amazing work some of this is pre-pandemic and some of this stuff is during pandemic so we started to move when it came to behavior we were working more toward restorative circles and class meetings we did uh training across all of our elementary schools in PAX you probably remember the conversations around Pax the behavior game um we also implemented PBIS um in several schools in a school-wide basis we did character trade assemblies developed a Wellness Center to support social emotional strategies um we partnered with the Lutheran Family Group
138to have a counselor and a skill Builder um we changed the way that we were doing our structured Learning Centers and life skills classrooms I think it's important to to recognize that um we by pulling students out all the time they're not getting to fully engage in the school experience and so one of the primary things about inclusion is that students should be included to the extent that they are able and then we give them additional support along the way to be able to do that but it's important for students who have who experienced some kind of a special need to experience what other students are experiencing and at the same time it's also important for our students who don't have those things that they may be experiencing that they get to be connected with
139their peers who do it's a great way to create some empathy and some understanding um also you know looking as they built schedules this is one of those things that is an amazing part of doing an Elementary schedule is you have all these little pieces that kind of have to fit in together when it comes to making sure that there are opportunities for students who are in special education students who are in English language development we're not just pulling them out of all the things that are core learning time that they we find ways that we can make sure that they can get the services they need we've added some counseling staff we've tried to goals to the support across for all students in regards the social emotional learning it is of course easier to
140do more of that when we were in person but we did work on that during pandemic as well uh we did create mindfulness rooms across all of our elementary schools uh they I think we've talked about them before pretty cool little spots where you can students who are disregulated can go there to calm down to find a kind of place where they where they need they come in they Mark how they're feeling then and then as they find ways to come back to being regulated I think that that's one of the the important learnings for students who deal with this regulation is to be able to find ways strategies that work for them occasionally having another spot for this for them to do it in the school is the right thing for them and so
141our elementary schools pushed ahead on this and really made some nice mindfulness for kids to to take those timeouts to figure out how to get themselves back being regulated and then we can go back in and continue learning in the classrooms so a lot of work around line from those rooms practice uh this quote came out of viewing young um they uh I think direct counseling support has been a huge thing for them uh I think that uh maxing out the amount of students that they have slots for mental health support you know I think it's important to remember that we did some Partnerships across uh with interns from George Fox and with our partners at Providence and Lutheran Community Services to provide additional um Mental Health and Social Work support at every one of
142our buildings and so we were kind of way out in front in that one to provide those things because we know our students need those so you begin was uh mentioned that one um creator has done a huge amount of work in the Pax training as I mentioned before they're using PBIS school-wide they have a Wellness Center they did partner with Lutheran Family Services to provide in-school Mental Health Services on the skill building and then utilizing some of the Sia funds and we've also added a halftime school counselor there so again um each one of these schools kind of taking it on a different way I'm not just choosing my favorites I'm just choosing from a list of folks who we had our Astro principals to put these together for us and so they have
143some larger quotes that would talk through uh over at Mabel rush they have also done as you can see very similar things in the Pax training using PBIS in addition they're also doing um the development of a wellness room they've done some collaborative problem solving training and then learning to work with students who've experienced trauma I think the in-school Mental Health Services School building support has been huge as you can see two or three of the schools elementary schools have mentioned those as well moving to secondary uh you know a lot of the work around uh creating um this opportunity for students is uh so that students understand um you know the skills they need the uh attributes and habits of mind that align across our grade level 6 through 12 and Greg actually mentioned
144earlier when we're talking about our CTE program um and as we start to think how does it connect to our team in the younger grade levels and all of that kind of develops into this portrait of a graduate work that NHS has been involved in for a while um to kind of understand the whole child so it is about academics and it is also about Hands-On learning and it is also about uh social emotional Wellness um and being able to regulate so all those things kind of come together um and that's part of their their fortunate graduate work they've been doing uh the secondary schools did choose the character strong curriculum it's been implemented in grade 6 through 12. um it's they're doing it through the advisory program a lot of really positive feedback on
145that think they've enjoyed having something that's pretty structured lots of additional materials that they can use and it's a well-respected program across the country so that's been a great addition for us as secondary um the wellness center um you know I think you've seen a lot of work that the wellness Collective has done on our behalf I would be remiss if I didn't mention the Austin Family Foundation and their contributions to funding and developing this Wellness Center at the NHS campus you know mental health is a is a huge thing across all of Yamaha County and I think it's been great to see what the Partnerships that Dr Neff has helped Champion throughout this whole process to bring those Services into the building at the point of most need and so that's really been a
146huge deal to support our health and wellness across all of our students and we'll be seeing I expect a significant increase in that incoming in this coming school year um we did a large process I think this was pre-pandemic if you'll recall about my future my choice at Middle School sixth grade or seventh grade um and um so we partnered with students um uh across the grade levels to lead these meaningful conversations we went through that process um through a series of I think three or four meetings if you'll recall in the public secondary schools have also have an active partnership with the Lutheran Community Services therapists Outreach specialists we also have some Liaisons and social workers to connect with students LCS has really been an excellent partner in providing some of the services and
147we'll continue to do so as we talk about our Sia funding coming up um in our next few meetings as we talk about those uh and then Catalyst also implemented a success coach model at third campus and so you know part of the part of the black box of getting through school is not always understanding um which is the hoop you need to go through and which one is the direction you need to go and um especially when looking at secondary I'm sorry post-secondary education it can be very challenging if you don't have a guide to help you through that and so um something that Catalyst has implemented is part of our alternative program is to help students understand you know how to get there how to be successful how to finish high school with
148us Catalyst and it's they've just been in such a key part of our program over there for the success of catalyst kids um also George Fox has been um a significant partner in this um using uh we're using their their psychology students who are doing their practical hours to support us uh in the social emotional work that we're doing um which has been just an amazing part of their experience at gfu but also for our students and then Hazelden Clinic um we have we have an intern who works with students who struggle with alcohol and drug addiction um and we will continue uh some of that work again uh utilizing some Sia funds into the future for the following years a couple other things um that are specific to the high school and the catalyst
149we uh we welcome all students into our IEP our I'm sorry our AEP classes uh we are working on trying to increase the numbers of students who take up the slots to take our advanced classes advanced placement classes um also we are offering uh Willamette promise courses to any student interested in CTE so there's a lot happening out there for those and connecting them with Community College and other career opportunities uh both uh so the high school and catalyst have collaborated over the last couple of years to ensure electives uh between buildings so we have students that go to one that may have something um or over to the high school for something else and I think you'll see a continued uh growth in that partnership so we're not trying to reinvent uh the same
150program just across the way a little bit so lots of exciting things happening uh of course CTE and the facility that houses it is a large part of our bond work uh and along with that work not just construction but it also includes work in the curriculum and deciding what we can do next what are the kind of spaces that support us decades and decades into the future with the kind of flexibility that we need and working on um you know Dropout prevention I think that's an important as it's very challenging for students to get through and depending upon either life situation or the school situation or where they where they are with personal mental health trying to keep students in school we have the wraparound services available for them here We additionally have fully
151volunteer supported and paid for resource rooms which happen at every school so those are everything from food and clothing to basic school supplies lots of donors are funding those volunteers staff those rooms During certain days of the week and they're available for our students to be able to get the kind of Basics that they need and it's been really an incredible program started a few years ago and it is in all of our schools and it's very well used and very well loved um part of our part of our services we provide and then secondary schools also use these youth line for additional mental health support for students and families and uh new road does take part uh in the safe Oregon um service that allows kids parents anybody in the community to report safety
152threats potential acts of violence we have been involved with that since it's Inception and uh it has provided us with certain information sometimes and we've taken care of those things so it's been great a great service for us to have and to continue to promote that that safe safe space for kids to be still working on collaborative problem solving at secondary schools um you know that's it's interesting when you're trying to help help staff learn to deal with students who are experiencing um some kind of grief or loss or behavioral challenge um and so I've been working a lot with with the CPS stuff additionally um the new Republic School staff offered a mental health first aid class for our latinx parents and families in Spanish so it's youth Mental Health First Aid to increase
153access to that kind of a program for more parents I know we've done it in the past in English and then more recently we did this one in Spanish and then you know just one little uh final plug our I can't leave our Tech folks out um you know throughout the whole pandemic we made sure to get every kid that we possibly could get connected via hot spots um we got them connected to our staff Tech staff drove to people's homes sometimes to help them get it set up uh to do troubleshooting remotely across hundreds and hundreds of these hot spots I'll probably get the number wrong so correctly but I think it was eight to nine hundred these things that went out the door um really an important part of helping us again it's
154connected and if they couldn't that we figured out ways to get them uh to school to get them online uh when we started Lippy that we that also helped but just a lot of work making sure that we were able to connect with families at the outset of the pandemic of course we went to providing Google Voice numbers for just about every staff member I know all licensed and our secretaries and other EAS had connections to a Google Voice number so we could they can be reached to they can connect with families you know regardless of where they were so just a lot of work that went into all of those kinds of things so again that goal is to implement strategies to promote safe respectful and responsible students support the overall well-being of students
155I think we've done a lot of incredible work here and there's this works unfortunately is um is never a goal to be done but a journey to be on and we have uh truly some incredible staff members who have done amazing work in this and continue to bring in additional partners and additional support for students and families and there will be more in the coming months you'll hear from our additional things we'll be doing as we come up next year and year Beyond okay I will um stop there see if there are any questions there was a lot of information I'm sorry um I tried to whittle it down a little bit but I didn't Whittle too well yeah I had I had a oh shoot I'm getting it so this I'm gonna make this
156fast so I don't drive myself insane um I was struck by the uh bullet point about having an open door policy for advanced placement classes uh because that seems contrary to the idea of an advanced placement class and I don't understand how allowing a student to enter a course for which they are not fully prepared uh is setting them up for success and engendering well-being and it also doesn't seem that that would be beneficial to the class as a whole because if a student is in an advanced placement class and is not prepared for that that's going to drag down the teacher because they're going to spend all their time with that student and the students are supposed to be benefiting from the advanced placement class will not get the attention that they should be
157getting in that class so can you respond to that foreign how does it relate to safe and welcoming justify that decision for me the things that happens with AP classes often and has happened in the past is that we create um certain false barriers to get into them so one of the challenges around just grades in general is that grades aren't necessarily a reflection of what people have learned it's more often what people have done advanced placement classes APS classes specifically are around preparing students to pass a test essentially so to pass an advanced placement test in order to gain college credit and so one of the things that we often do is deny students access based upon whatever grades they may have had in the past or teacher recommendation because they're not ready or
158I don't think we've entered into regulations for AP classes but the AP course specifically is around preparing students to pass and exam a national exam by the college board and so by providing additional access to more students and allowing anybody who wants to take them take them um it actually allows the door to be more broadly opened and it doesn't really necessarily do grades um if you'll remember from you might not remember but I did a report last year during my evaluation to show one of the challenges that we had was that we don't actually have very many students who are taking AP classes or advanced classes and that was one of our goals is to try to reach more students to give more students opportunity because we don't have that many doing it so
159it doesn't necessarily drag down somebody because a teacher spends more time on the AP class itself is very directed on a on a schedule and then again It prepares them for a test that's taken you know at a nationally selected time so I think that providing more access to more kids is actually really important and allows them to uh to give it a shot you know if they decide a semester like some of us decided that AP wasn't right for us we just go on to something else um but I think that uh my creating barriers based upon um something as simple as a grade in a prior class is uh not a great way for us to increase uh the opportunities for all kids so I have a question along those lines a little
160bit uh during the search that ended up with you uh yeah this is public information uh one of the candidates was from the Corbett District where they were at that time requiring everybody requiring everybody to take AP classes and the controversy there was some parents didn't think that was the best thing for their kids but it certainly was not a selective policy uh do you have any any experience with anything like that or do you have any information as to what that does to the overall achievement when uh they opened doors that way the kind of model they were following in Corbett was the idea that and I tried to speak to him very eloquently but the idea that the more students who have access to this the more students you'll find that we're actually
161good at it um I think the requirement to do it the the challenge in AP classes and I don't want to get it too much of course no more here but AP courses are very structured in a certain way and they may or may not be the best curriculum now they are Advanced and they do some other things and they have their own um of way of doing things in the curriculum and we can argue the finer points of those um so I I would wonder about if that's the best thing for every student I think it's a good thing we provide additional access and I understand what Corbett was doing and saying you know we can provide the supports for every child to do well in this kind of a class and I want
162to separate the learning from the production right so sometimes you learn things and other times you just produce things and so I think that's that part of their conversation I think it's it's an interesting concept I don't I couldn't see us ever requiring everybody take AP but I could certainly see us unrestricting and that's I think what our high school has done let's not restrict as many students and see if we are missing some of the students who really wish to take them like you know I just didn't like freshman history but I'm going to take AP extra because I happen to have a reading level that's you know at a master's plus and I'm just bored with X Y or Z so if that was I think their idea their main concept was let's
163not miss out on helping every kid get there and you see that in some other um uh schools where they're doing some turnaround where they decide to make every kid take AP or they just they'll make a radical change like that I think our approach is a little more um measured but I think it's actually a great way for us to get more kids thank you chip can I ask in that policy of open door for AP classes was instituted I actually have no idea I don't know if it was last year year before year before that I I couldn't tell you when they made that switch I can ask and find out to get data that shows us how it's been performing over time and information on when that switch was made because you
164know if if everyone in that class is succeeding that class great but if you look at when the policy was changed and suddenly the overall performance of everyone is dropping I think that's important to look at yo are you there your pictures dropped I am and I heard it sorry I was switching out headphones because this meeting has gone long enough that I had to go to my Reserve pair so I did and I heard the question so uh I can ask them about looking at that data I think we've got a couple of tough years to look at right now but um I I think that if you only look at the achievement of a small section of elite students and look at their grades or their achievement and then if you open it
165up and you have three times as many students across a full spectrum are you going to see a difference in achievement yes because you have more people who are in the system who are across a broader scale of them so mathematically it's going to change anyway you could not say I mean you might be able to look at only your most elite students and then a couple of other most elite students in a few years later even though they wouldn't be the same student so scientifically wouldn't totally work out but you kind of say our most elite students still achieving at the same level and is that the question you're asking or are you looking at the class as a whole so as your pie chart includes more kinds of kids the achievement numbers will
166look different because it'll scale differently across different kinds of abilities and different kinds of ways that kids work I think both both numbers are valid and important to look at because you want to make sure you're not dragging down the top performing students and that you're also not mismatching students who would do well in a regular class who might do poorly in an advanced placement class because they've been mismatched as a result of being in that class well and the only poorly part would be they're great but not necessarily their AP score right so there's there's no there's no uh penalty for a kid taking an AP class and not doing well on the test right so if I get a one a two a three or four or five if they get a low
167grade okay you know that's that would be I don't I don't think we try to hang everything on exactly what their grade score is I do think that they'll probably you know if you're working with a kid who's not doing well you'll help them get to a different class the other thing about very high achieving students especially in AP is that they're exceptionally self-directed um they're they do well in autopilot they do well by getting all the information reading it and producing it and you know there are different kind of kids across every classroom so I would be shocked to see that our most elite students would be dragged down by having some students who weren't quite at their level in the same class whether it's literature or history or calculus or what have you
168you know some of those classes like AP calc A or B you'd have to be able to even understand the math to be able to start it but if it comes to you know literature or history um you know if you've got an interest in that I think they can take it and and do just fine but um but your most high their highest achieving kids are often the most self-directed and aren't going to be thrown off course by having students who aren't quite as good at it as they are and it might be helpful you know just to give you time to ask the high school for a little bit of information and then you know folks can make whatever conclusions they want to make after we have some more information yep Hey Joe
169I had a question yep you were talking in the earlier um about staff training X and PBIS what what are those so uh Pax is the good behavior game so it's something that we've been using at our elementary schools for uh helping students regulate themselves um understanding what's okay and not okay it's a whole class kind of a behavior process so it it works on helping all students across your classroom uh regulate it's it's been a fairly uh incredible program and we've been doing it at all schools across all grade levels so we did Pax training and got all of our staff training that PBIS is the positive behavior intervention support um and that's also used at elementary but also in middle schools and so when you look at how do you do so often
170when you look at Behavior you um you people often focus on how do I punish bad behavior um so Pax and PBIS are the other way which is how do you reward good behavior as modeling for good behavior are there still consequence for bad behavior yes but PBIS is about and especially uh works well at the middle school because um uh as anybody who has had or does have middle school students um you know they're a different kind of a challenge and uh so working on re rewarding their positive behavior as modeling for themselves and for others so those are the two programs so positive behavior intervention support and Pax is um Latin for peace so and so that's uh no I appreciate this for us um my last question was it'll come across kind
171of tough so not trying to ask it that way I'm just it just seems like uh going through a lot of stuff um I know with covid you know it's it's gone crazy you know everything's been taken uh completely out of out of normal but it seemed like I was kind of curious I know you probably could enters tonight but uh it'd be nice to know what our percentage of students it seems like we talk a lot about a lot of I feel like I'm talking more about a a mental Medical Health institution and I'm a school sometimes and it's like we're we're doing a lot of stuff there I mean or are we at a pandemic state with with mental health in our schools or are we I mean are we talking about 20
172of kids are we talking about 70 of the kids I mean I'm just kind of curious because I know we're to create a lot of good Partnerships and people are stepping up like Fox and different things like that but it seems like our are we having like a just a crisis on our hands so I won't give you a number tonight and we can come back and talk about more of those but I will give you a couple of data points um first of all uh Yamhill County actually has been this way for a very long time so there was a book that was recently written by um I've forgotten his name now but he's uh he grew up in Yamhill and it's all about the kids who rode his bus when he was a
173kid when he was growing up out here and that essentially all of them have passed away by now and he is you know in late 40s maybe mid 50s and that um some of the things that were hard hard living in Yamhill have continued to go on did somebody put it in the chat for me somebody help me out there it is Nicholas Christoph tightrope thank you Greg all right um that was uh it's it's something that has been uh going on for a long time I know that we had uh and this is precedes me that we had uh student deaths by Suicide uh several years ago and that really shook I think this community a lot as it as it should and as it would and I think that um it's important to
174understand and that's why we talk about students who are experiencing poverty and homelessness students who are struggling through things this is all pre-pandemic we put all these systems in place before the pandemic right these were all things that we uh also were able to do through Partnerships so the things about George Fox they're doing their internships so it's not you know costing us money we're looking at using some of our Sia funds to to do additional mental health support but you know we'll often focus on um the outcomes of bad behavior and not the roots of what's happening when a kid's in crisis when kids in trauma and Trauma could be that I just don't know where my next meal is coming from which happens more often than not which is uh you know we
175think we learned that especially through this pandemic because we were delivering you know half million Meals by March so is it a crisis yeah actually mental health and Oregon has been horribly underfunded in the whole process right and you know all about mental health funding across the state so uh I don't want to sound a huge alarm but yeah we've been in crisis for a long time for decades this is why we have these large homeless populations that's why we have other issues of uh social things that are going on so um what we're trying to do is uh through Partnerships primarily find ways to support uh kids who are living in trauma families who are in trauma um so they can learn so they can do English and math and they can play baseball
176and they can you know have lunch and doing the other things that we want every kid to be able to do but there is a lot of support happening there and um but it's not new this is stuff that's been going on for a very long time and I think the word continuing to see the um we're continuing to see the outcomes of Decades of underfunding for social service support for families who have been in crisis and now it's just it's blooming uh unfortunately so we've got a lot of work to do to cut that down and it's not Newberg this is a cross I mean and I mentioned Yamhill County because the author wrote the book is local but these are the same crises we're talking about across the state yeah other questions foreign
177slideshows to us these last three presentations and uh are you keeping them or are they going to be available to us someplace uh there's a lot of them as you know noted there's a lot of information in these and since this one wasn't in our packet in advance so I couldn't digest it then so if uh if those would be available to us or someplace where even the public can get them a morning if that could be managed yep we can do that for sure when Joe gets it to us I will get it out to board members and post it on our website where the agenda and the packets are for the public to see perfect thank you any other comments uh this is when we scheduled our break we are we were ahead
178of scheduled for a while now we're three minutes ahead of schedule uh so you can have an eight minute break as a reward and uh so we could get back at uh 8 40. that would be good and it will be on time to start our discussion about the evaluation process thanks just for an eight minute break foreign Bob or Brian available just with the camera up it's 8 40. okay good still looking for Ned's neighbor About Bob all right it's gonna be a race between Dave and Bob it's not a very exciting race we can't see what's happening well I don't see him oh he's down here he has two I'm having connected issues so I've got two devices going oh Bob they give you twice the chances all right well uh David name
179is there already so we dinner long enough for everybody to get here good um so we are on the uh timeline and structure for the uh superintendent's evaluation Brandy was going to present this and I'm afraid I don't know a lot I don't know what I need to know to do a good job presenting this because I'm going to need some help um so uh we did decide last me meeting to um uh let's see what I thought it says I'll just read it board committed last fall to deciding on the superintendent timeline process this spring which is what we're doing so the superintendent could know what to expect and we'd have a clear understanding of what we're evaluating uh and maybe having the Personnel committee to take a more uh Stronger role in this
180to make sure it happens because of the chair and the vice chair let it slip this year last year the board chose to evaluate progress made in 2020 and this proposal was made on the idea of the calendar year this proposal made on the idea we continue in the 20 for the for the next one evaluating on 2021 we discussed uh and confirmed that we'd like to have a 360 review completed this year not necessarily we're going to do this at and every year but we're going to do it this year and then see how often we want to do it um so the timeline has been developed and I'm not quite sure how it's been developed so somebody might be able to help help me on that and it has been changing to us
181here so so we want to take over here and do a better job so I can just give what so from the discussion last time um the 360 review is definitely going to be included and the discussion also confirmed that the osba procedure with the eight standards seemed to be correct and uh Joe mentioned having the artifacts for guidance for the superintendent presentation was helpful so what I did is went back to what was a draft in your packet last time and adjusted things a little bit based on the discussion uh took away all the if we do a 360 degree because you decided that you wanted to do that from discussion so that's clear there so what I put in the in the packet there about confirmation is that there was there was discussion
182and a bit of disagreement about what what period of time you wanted to have the evaluation cover and if there's going to be a presentation on progress in December um the recommendation in this packet would be to have that be for the 2021 calendar year and so if the board desires instead to do a school year process um you would need to redesign the whole calendar as part of that process so that goes back to um previous the previous superintendent was was evaluated on a school year and the only way to do a full school year here and do the renewal in March meant that you were in the middle of year a you were actually evaluating year A minus one and I remember board member um feedback at that point was it didn't make
183sense why were we evaluating something that was so far in the past so um we just have that hiccup or difficulty with the contract renewal needing to come in March that sort of begs this kind of timeline that has an evaluation on a calendar year if you want to do um one based on the school year um you would need to just decide how you want to adjust the calendar in that process so uh there's some details in here we want to talk about but maybe it would be good for us to settle as a board as to the time frame we want to use and then we could go into the details on this uh what views do we have on the board on this topic uh so I have a quick question on
184the contractor an old piece is there some sort of statutory reason we have to do that in March no well there's a deadline in March uh but the it doesn't mean we have to do it in March I don't think did Joe may know more about this than I do but my experience is that the reason it's time that that point is the traditional hiring season for people is in that time frame and that we're trying to get contracts aligned with the hiring season so we're not trying to hire when there aren't any candidates and we're not trying to leave our superintendent out of work for six years or something so Joe do you have more yet I want to say about that Yeah we actually renew uh we're required by a lot of to
185read new people's contracts uh in March and so we do that I think it's March 15 or I'm counting exactly the the date and so the superintendent uh contract aligns with that same timeline so it's actually in the contract to do it at that point it has been in our contract and I I uh I understood that Mars to be a deadline that we could if we wanted to I suppose do your evaluation in October and then let you know then what your fate is but uh it hasn't been done that way because it couldn't be difficult to do hiring and stuff correct so that's yeah that's the one that we do all um all other Personnel uh is by March that's why uh the orange meeting you have or February meeting we have all
186the contract renewals that come in for the board to vote upon which we did last month so we're synced up with the rest of the staff and everybody else correct yeah uh it doesn't seem like there's a ton of benefit to having your contract synced up with the rest of the staff since you're the only person who will hire well I think that you'll be different go ahead and finish it I didn't I thought you'd have an objection Joe to us changing the date at which we renew your contract to the fall so that we could start looking at a full school year instead of a calendar year which is two halves of two different school years uh yes I do so the the reason that it's actually done in that spring is if that
187you are dissatisfied with my performance at that time that would allow also me to find other work and so it would be something that I would not know until the following fall uh which would put it into a bit of a stranger timeline so I think that's why it's probably always been in there it's actually uh I believe it's actually in my contract and that's why we've actually done it this way to match with everybody else so um I think that that would be that'd be a fairly significant change to that part of the process into the way that these are set up I would be surprised if we found other districts that did not follow the similar timeline and I think we put our district at a disadvantage if we had a superintendent who
188was out of sync with the ret of the hiring uh calendar for superintendents we put them always on edge that they were going to be left with a six-month or longer gap when they were unemployed but isn't he on a three-year contract that we renew every year um if we wanted to buy out a couple years that would be really expensive choice for the district to to you know buy out an early contract um like that sort of by belies my point that he's not actually bad at risk well just a second the way that we do it just a second there's Greg I'll be talking to you for a second uh the way that uh can this can happen I mean some districts have got the end of their evaluation said we can't afford
189to have a superintendent here and we let them they let them go and they eat a couple of years so that's a that's the way that works uh the uh yeah um I think I think it I think it's I guess I'm having trouble imagining what how we would manage it if we were on a different cycle I would imagine you know again it would put us in a position where it would be difficult for us to gracefully part ways with a superintendent who we weren't upset with but just wasn't either moving in the direction we wanted or they chose to move on um it would just it would it would put us at a disadvantage and higher in the next superintendent and retaining our current superintendents um Greg did you have a comment here
190uh yes um I served as board secretary when we had the previous uh superintendent transition and so I don't want to speak on Joe's behalf here actually but actually on the board's behalf um the previous board or the board the previous board chair at the time talked about as a board if one of the signals that you give uh with the renewal of a contract is we want this relationship to continue and if you make that choice to end that in October from the board's sake what that what she said is you don't want a superintendent to have that much time in the role when they know that they don't have the board's support that that's not helpful to the board and to the district to have what they desire which is a superintendent who
191is fully invested it disincentivizes the superintendent to uh to continue giving their best effort to do this in October as opposed to March I remember that conversation um yeah other other comments from the other members of the board of weighed in on this uh what's your thinking about this I was just wondering if uh I'm getting back to the evaluation part not the I think maybe you know staying or going thing I just like if we're only a month out of March right now so if we're talking about doing a review or we're talking about doing it from like a month ago a month and a half ago through to say next march no we're not doing a review now we're setting up the schedule for a review that we would the the current schedule
192says we do it next year in February and January the schedule is being proposed here so what we're doing is we're setting up a schedule in advance so that everybody knows what's happening and last time we talked about the criteria that Joe would be looking at and so we're trying to get the whole thing planned out in advance what would be the time frames we're evaluating then under this proposal we would be evaluating in January and February the 2020 calendar year and so Brian's asking whether we would rather evaluate the academic year and if we did so when that would work so that's the concern we're having right now I guess I'm missing that Ron I'm sorry I'm just kind of been a long day if we have uh so we're I agree with the
193March thing if we're going to evaluate I mean again tell me what I'm evaluating what time period oh that's what we're deciding uh so in the old days under Kim uh and even on our first maybe attempted day uh jail but I think most Senator Kim we would be in evaluating in January and February to meet that March headline but we were on an app we were on the school year calendar so the period we would if we were doing it this year we would be it would have in January and February been evaluating uh the 2019 yeah the 2019-2020 school year which was a bit at the end of June so it would be we'd be evaluating starting seven months later that school year um it created problems because we couldn't remember when things
194happened and we'd be constantly talking about the fall and that that seems important but we're not even supposed to be evaluating the fall we're supposed to be batting with the previous fall so it was always a little awkward we did it for six years but it was awkward every time so this time we so with this last time we decided to try to do the Academic Year and see how that worked and so that's it that's the issue for us right now can we I mean not the Academic Year the calendar year uh and uh so the question is whether we'd rather do that or uh and maybe have sort of an awkward connection with the school years or do we want to stick with the school years and figure out a way to do
195that does that help at all I said a lot and I'm not sure if I don't know it does I'm just it seemed like maybe the evaluation of the previous superintendent was not perfect and avoid that this time because we have a better superintendent so I'm just I don't think we should do it just based on Joe's quality is good or bad because we're trying to set up a system and use for anybody so you know what we have to try to anticipate the whole range of possible superintendents we might have I guess Bob Joe what would be your preference Joe to for the timeline I mean I you know I think uh the challenge in doing I understand actually the points about doing a school year or a calendar year um if you were
196doing a calendar year as a for instance and you're trying to look at data so let's say we were going to do this let's say well we would we've already done half the school year so you'd be you'd be not doing any of the next six months then you would wait a calendar year and then you would wait for your scores to come in so you in sometime in October or November you would have been evaluating something from a year prior um until you know so you're you're pushing this out quite a bit um I think that just sticking to the other one we talked about it earlier about going um calendar year because the you know in the schedule you have here we do an update in December about how the Year's been going
197so far uh to give you some idea about about doing the process so I think it would be hard for you to evaluate in the fall with especially if you're doing a 360 and ask people what happened last year uh in September and you know how'd the year go and it's been months since we've been doing it so I think that there's no perfect system but as long as you're evaluating a 12 month and I think that's what we ran into this year is you know looking at the calendar year there are things that happen from those months to those months and um so I I prefer we just stick to the schedule we have um if not we're gonna have to go back in and adjust my contract because it's actually in the contract
198by February 1st that will meet an executive session for the evaluation of the performance superintendent so it's you know we'd have to to adjust those things as well um and I you know those are just you know uh paperworkey things but at the same time I think it's probably more valuable to just do it in this timeline as everyone else is doing and regardless of who we have in the seat you're going to want to be synced up with schedules across the way I think you probably have seen those in the news when things go sideways on the evaluation and they're happening in that same time frame and so I think that would be important I haven't heard from Rebecca Inez yet do either one of you want to say anything about this I I
199feel like Joe I I've been happy with the last two sessions of evaluations and um that that um it doesn't make sense to try to do it to the the academic calendar because of we would have to wait so you know I don't I how Joey explained it I I I like the present situation and I I would vote for the um time frame hey nice do you have anything yeah I agree with Rebecca you know it has worked well for us and I think well for Joe how we have been doing it so I agree uh it's Brian you still have something you want to say about that no I mean uh seems to be pretty clear where the board is landing so I'm fine to keep doing it on the calendar year I
200think one more thing that I will add to this is that when we were doing it on the uh Academic Year it was still a problem because for example if you want to uh see how we were doing on achievement scores and things like that they take the test in the spring but we never had the results until the fall um so by the time we got to our evaluation we had them but it would be hard to do it in the fall so I'm saying the results might not even be there so that's a small thing I don't think it matters too much but other conversation on this anybody so uh what other decisions do we need to make about this so the details of the schedule um so you put the I I
201didn't see anything before about the 360 I don't remember is this your proposal here Greg about when we do the 360 doing it in September and October yes there is a draft proposal last time that was created by me mainly but taking input from the osba guideline and then the only changes to that like I said were making the adjustments to include the 360 review you're welcome to change any of those if you think that's appropriate um it's giving the Personnel committee the main responsibility for deciding about who's going to be on that and who's going to be asked you can change that if you want but that was something that um Brandy's board chair had suggested so by approving this with this motion you would be um approving the criteria outlined in the osba
202process that includes the eight standards and the process of evaluation by board and um [Music] the presentation by the superintendent and then you'd be approving this timeline with these steps in place to carry out throughout the year so it gives a road map for the Personnel Community work through uh I I just want to see what the board thought about putting the 360 in October September and October um so it'd be a different timeline than everything else uh I don't know that we can do them all at the same time that might be the issue but I just want to know if anybody had some thoughts about that how long does that process take I think my only thought there is that you know the school year for parents is just starting at that time
203and so people won't really have a sense of how things are going if we do it in September because things literally just started for that year yeah other comments well I think I think this um September uh is is just a guideline right and that it you know it gives the committee a a a a time to start for it says it conducts all the interviews it conducts all interviews in September Mike Mike my only concern about this is that uh it's not I don't think it's a huge one but just a it's puts their work in September and October and then we do our work starting basically in December and January and in January I don't know anybody nobody wants to do 360 reviews in December I'm pretty sure that's clear that'd be a
204bad idea but uh wondering if it should be nudged back a month or maybe even two months uh so the interviews are being done in this October and November closer to the timeline of everything else again I'm just curious I'm not this is not a position I'm taking I'm just wondering I would think that makes sense what do other people think is there a reason Greg do you think that you know of for the September thing that I'm not thinking of um primarily recognizing that's going to take a lot of time and energy and effort from the Personnel committee and then the Personnel committee is also the one who's going to turn around and make sure that all board members do the evaluation process so it was just trying to not put all the work
205of the Personnel committee into one month well if you want to do it that's up to you to do whether your compassion is uh is remarkable I'm not maybe I'm just less compassionate others other views on this thank you on a Personnel committee makes their recommendations and everything like that are we gonna get that as an entire board and have that big discussion as a board and then make our decisions from there we did it before the process is over but I'm not quite clear when the Personnel committee gives it to us I'm not actually sure if I want when I want that compared to when we when we are doing our own I I guess I want it before we do our own we probably that's good information we need it don't we so
206in in the packet the superintendent gives the progress report in December the first executive committee meeting in January uh the Personnel committee has compiled all the standards you've already done your uh form yourself so you've done the form without seeing the results but then at the first meeting you see you compare results that you've given and you also see the 360 results there is plenty of time as we did this year to change your own evaluation or as you're coming up with the group evaluation process which is what happens uh either in that first executive session or um in that second one where you mean without the superintendent and then in February you present that to the superintendent right so so it seems like Ron it does the the win-win of what you said that
207you get the you get to give your input without being colored by 360 reviews but nothing is compiled and decided for sure until after the whole board has seen all of the process right um this year we did our didn't we do some of our own before we heard Joe's report I think we did and then we actually did and you would this time as well because November you received the evaluation portion and the and this the Personnel committee establishes a date for submission so they could decide whether that's before just presentation or after before we ever see the standards in November no so we could be thinking about it uh I get it so the idea we could be thinking about it but we don't nail anything down until after the first of January
208look we kind of we get the the superintendents report in December I guess that's so he doesn't have to spend his Christmas doing his report I don't know also so we can get that work done by the middle of February I think the deadline's in the middle of February not the first isn't it Joe he um there might even be the end of February I can't remember it's not the first the place where it was in the contract was needing six months from when the criteria was established so the original reason that got in his contract was when we had decided it was coming so the the Big Crunch is the March 15th and so this this schedule uh gives plenty of time to get have the board have it done in time uh and
209the reason for the superintendent presentation in December was not the Christmas holiday thing it was that's what's recommended in the osba evaluation I was just taking it straight from there okay just listening to our hold on a minute I'm sorry okay Joe I mean Bob we're waiting for you sorry about that can you hear me now yeah yeah okay just listening to our conversation it sounds like we might be well served by regroup until the next meeting when folks have had a time to kind of think through this a little more um what some of the implications are and what would be an effective timeline I'm just wondering if folks would be interested in uh delaying this decision until the next meeting and kind of regrouping a little bit on it because we seem a
210little bit unfocused on this sure I moved to table could I ask just as the one to prepare the packet to to give a little more clarification of how you would like me to adjust the timeline um so that it would further your discussion next time to be most helpful you know honestly I think if we just left it as it is it feels like we just haven't as a group we haven't reviewed it thoroughly enough to be able to make a good decision on what you you presented us um I would leave it as it is and give folks more time to to think about this um and I would second Brian's motion to table so now we have a motion on the floor to table this to our next meeting which means uh
211we'll pick it up again on the agenda for next meeting before I think most of the table are debatable I hope so I want to look at the calendar for the next meeting see how bad that is looking here just as a point of point of information uh we are on April 27th May 11th right now it just has three things on it is that going to hold uh osba facilities report special programs report looks like we might have room for it um yeah we can always make room we have we have several we have um an Sai s-a-s-i-a Amendment for this year and Sia for next year approval that will be on um the next meeting that was not in your agenda packet or in your board packet and we'll also have the school-based
212health plan likely coming as well and potentially a bond uh requirement as well but um that's the only thing the bonding probably will be fairly brief right so okay so it looks like we could probably make it work any any comments or questions about the table of motion table all right I'm just disappointed that that we were we weren't prepared oh okay uh I'm sorry too if that's the way it feels I didn't feel unprepared but if that's the way we are we're that's fine uh any other comments all right so all those in favor of potatoes this the next meeting raise your hand please Let's see we have I can't see are you have your hand up Rebecca no okay all as opposed to tabling it so it's four to one is that everybody
213yeah it is isn't it why is that everybody has dropped off she's trying to restart her router so she she'll be back a little bit well I don't think it'll change the outcome so no okay so we'll talk about this next time and um um Granny and I will talk about it at the board at the uh agenda meeting and and we might have some ideas for how to structure this to make it uh easier for us to make a decision next time so all right um next on the agenda which hang on a second oh Chrome I closed my other copy of the agenda somehow so I have to find it uh it's the uh is it are we on the schedule now academic calendar yeah yes so um Greg uh Communications manager and
214bond manager and frequent presenter at board meetings uh what's the uh what's going on with the academic calendar for us um we're at the decision point at this point so we presented draft day and draft B to you last time which um draft a starts after Labor Day and draft B starts before Labor Day on September 1st um they are in your current packet as well um last time uh we let you know that the um the teachers union was in favor of starting before Labor Day and since that point we have also heard from our classified Union and they also would recommend starting before Labor Day and the primary reason for that is the the difficulty that everyone feels in June when it goes very late in keeping students on task and getting good
215learning in that process comments from the board have we heard anything from parents has there been any input from parents I have not received any feedback from parents I don't know if Joe has or not no nothing on the calendar yeah you know I support the you know and I understand what our unions are saying you know my my concern is that we're only four months out uh from from this and the last time we started proposed starting before uh folks were very upset with us for making that decision so late um and this is even later than we proposed making that decision uh you know I think a lot of folks even with covid a lot of folks have their uh vacation plans and travel plans based around uh what we've done before the
216like I said last time the argument that uh is this tradition that we start after Labor Day that doesn't hold any weight with me I'd like us to start before um but I believe that for me it's awfully late now to uh to make that decision uh when we've had so much pushback on it when we proposed it before uh one of the reasons we adopted a plan or even a policy to go a year out was so that we could avoid that problem if we had to make a pre-labor day start people would know a year and a quarter in advance not just a quarter of a year uh We've not been able to keep that up with thanks to covid thank you very much uh but that was one of the reasons we
217we adopted a practice of trying to schedule two years out other comments thank you I kind of you know like Bob said too though it's like this is a massive shift for some people it's like school start time you know we probably hit it right on the button for some people and other people are mad at us so um this works really good for some and then for others it doesn't so it's kind of the same type of thing I think at least if we're gonna do it and change it back before then um I think we should give ourselves as much time as possible so people can even if they don't like it they can adjust their or plans um a lot of people are way way way out and then as we move
218to this next year and in the post the year after that postcovid the travel thing for people is going to be you know hopefully they'll get to go do all the trips they haven't been able to do they're going to be busy I don't know if that makes sense or not but I think we had a give ourselves as much time as possible on that one what do you mean much what do you mean time well get into the community Rebecca and you know maybe giving ourselves as much information and data as possible and what our patrons want not not necessarily what uh what we're thinking but you know get to the staff get to the parents you know what would our community well they we did get to the staff but both unions want
219us to go before the September before Labor Day so we had 60 of the Union winning that and 40 not so I'm sure that's the union decision but it's not a unanimous decision um I think I heard you say Dave that not only do we want more time to think but we want to make sure the community has time to adjust isn't that what you're saying yeah a little bit I mean I think you know when you're talking there's a lot like like the school start time there's a lot of ramifications that are different for different folks and uh hey I I've talked to people in schools that start earlier and they like it and people that start later and they like it so I'm not really worried about other towns as much as I
220am the people in Newburgh and uh maybe we could put out a blitz and try to you know really get our our parents to really get back at us over the next couple months and see what they're thinking on this thing so we can get a really strong feeling of the community is Annette back with us yet no it's Brian I'll get to you a second Greg Brian do you have anything you want to add to this well uh I actually was going to ask Greg you it sounded like today was the drop dead for this decision yeah that's what I was gonna say if if there are concerns about changing then I would say adopt the after Labor Day uh calendar tonight and um and I what I was gonna say earlier is I
221will begin working with a committee on the calendar for the following year and present options for that I I would not recommend delaying a decision to get more feedback for next fall because we're just gonna be in too much trouble with that if we did before Labor Day what would the date be any idea September 1st it's in your packet with the whole calendar but Brian do you have more questions than that no I I mean people are gonna hate uh starting early and they're gonna hate ending late so I mean let's start later in early uh other comments I mean his kids would love it if we start laid it in it early I do think that going past mid-june seems awfully late for a school a school year to be extending I can
222I can certainly see the the logic behind moving it my only concern is that the short notice that we're giving to families at this point other comments we need a motion for one of these so I've moved at the Newberg School District Board of Directors adopt draft a of the 2021-2022 academic calendar as presented is there a second if you were seconding day we couldn't tell because we couldn't hear you he is seconding he signals with the hand signal let it be known that way Jennifer I am second in that motion yep we got it I did it Joe sorry my bad uh other uh okay any other discussion my only other discussion would be I think we should try to do this earlier for the following school year so that we're not being great
223to work on that are you thinking about this spring or even maybe even the spring coming up with it yes that would be ideal that would be fantastic other questions all right why don't we vote all those in favor of the motion to adopt and proposal a please raise your hand all those opposed it's four to one we haven't as in the game at the moment and it's been adopted all right uh thank you folks for that conversation good on the next one on agenda is the approval of the awesome Grant Nikki are you still with us I'm still with you good all right thank you so I'll give this a short explanation um with the awesome Grant they have um a lot of requirements and one of them is to have this um agreement
224adopted by the board um and basically just says you know that we're accepting the five million dollars and all the reporting requirements around it along with that we've I've submitted a letter from our attorney who did review this contract um she also has the to make a statement that she reviewed um all the pieces that we brought the appropriate resolution to the board all those different pieces that have to do with the bond so she'll sign that um if you guys pass this so I can submit the final things in order to secure the five million dollars in matching funds for our bond and then the attachment I know there's some blanks in it but that's where we request funding throughout we have to spend the money first in the request reimbursement so that's a
225form that those numbers will be filled out after the fact I had the pleasure of reading this entire contract was that fun oh I think I've already stated the entire amount of pleasure that was in it so yeah uh anybody all anybody have comments about this questions I move that the Newberg School District Board of Directors approve article 11-p Grant agreement by title only a second further discussion okay ready all those in favor of the motion please raise your hand and I think I see five hands except I can't really see Brian's he got behind something did you raise your hand Brian yeah good thanks uh so it passes unanimously amongst the five of us thank you great thank you so that completes our agenda for this time I think let me scroll down here
226and look I don't remember there being anything else have a look at what's coming up uh we've just uh put the uh uh the superintendent timeline for his evaluation and probably in the May 11th we'll decide that at the agenda meeting for sure you can see that the osba thing and Facilities reports and special programs ospa has been trying to get our attention about summer uh Grant conference and if we're going to have a little conversation about it in at the next meeting you might want to dig around at one of those emails that they send us uh and we'll get into the budget uh stuff again on may we have a budget detail meeting on the 18th um I don't know how that's going to be organized but that usually seems to be the
227Meat part of our review of the budget so I hope you can be there and a second budget meeting on the 25th uh before our regular meeting all right anything else before we go Jen adjourned yeah Ron I just got one quick thing yeah uh just want to tell Joe thanks for my hard work and just kind of weird talk we're talking about valuations and stuff it's all kind of goes around but really appreciate what he's done through covid and uh it's been a crazy year so I think we're more fortunate than many school districts where we're sitting right now so thanks Joe thanks Dave appreciate that yeah it's no I've never had a job where they people evaluating me talk about how they're going to evaluate me with me sitting there so Ron you
228look good on your deck though yeah and the sun's still shining out there somehow um anyway thanks a lot folks we'll