001Blake >> here. >> Roll call. >> Sorry, I was trying to go fast without your healthy >> here. >> Merl >> here again. >> Glenn, he's on his way. Blake >> here. >> Chair is here. If you'll join me in the pledge of allegiance. >> I pledge 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. >> Okay. If we can have a motion regarding the agenda. If you've had a chance to look at it, >> I'll move accept the agenda as presented. >> Do I hear a second? >> Second. >> Discussion. All those in favor say I. I. >> All those opposed. Motion carries. Public comment. Come on in. You're good. No public comment. We're good.
002>> No. >> Okay. Um board communication. We have high school ASB student representative report. We'll fit you in if you come later today. Uh Diane, did you want to speak to the SEI? >> Uh sure. Um, I just pulled up a report and we just have one board member. >> Okay. >> Um, Glenn, I don't have or see that you have submitted your SEI and it's April 15 >> and then we're just double checking on when it didn't show up on the list yet. So, otherwise, thank you you all. You did it. >> Yeah, no problem. You do have a few more days, so don't stress. Okay. Um, we're going to acknowledge a extended overnight field trip request for the high school band and choir camp at Rockaway Beach. The details are in the link.
003We're also doing an extended overnight field trip request for the high school drama club in Ashland, Oregon, May 29th through the 31st. And I will just comment I'm thrilled to see that has returned. Um, and then moving on to number five, the consent agenda. Have anything? >> Yeah, if I could, uh, first of all, I think this would be a good time to acknowledge our new payroll and HR specialist, uh, Shelby Cox, uh, to the team, and we're excited to have Shelby here. And so, especially leading into the HR personnel uh, piece on the agenda item. So, welcome, Shelby. We're glad you're here. >> Thank you. Very cool. And um just before uh you approve the consent agenda is um the license contracts are back on here because there was a name omitted from the
004March uh piece of this and so we just want to make sure we got that corrected. No need to draw any extra attention to that. We just uh making sure the the it's accurate now. >> All right. So, if you've had a chance to review those, I would be entertain a motion. Do I hear a motion? So, move. >> Okay. And a second. A second. >> Discussion. Kelsey. I'll just put a reminder out there if it's about a staff that we are in a public meeting >> a caveat to it >> for discussion. Go ahead. >> There's a discussion in order. >> Yeah. >> I had a question about a couple of the field trips. >> Oh, okay. Um yeah. >> Um the first one they mentioned 70 would be attending. >> Are you talking
005about the board communication piece of it? >> Um the field the um they send an overnight field trip for band and choir music. >> Oh >> they say 70 attending >> documentation there. >> Yeah. and at a certain amount per student and my math would add up to $9,800 instead of 63. Just curious about that. >> So, we have an acknowledgement, not necessarily an approval. So, I >> I thought this was the level of approvals. Not true. >> No, it's a board acknowledgement, but Let me look back on this. >> I could be wrong. >> Is it the bandwidth >> that you're doing? I didn't bring it up again. >> So, do you are you requesting a correction? I just had the question whether I was missing something or if if that really is necessary
006to amend that. >> So are we are we within the are we within the consent agenda because the >> the move the motion and second was related to consent agenda item. >> Correct. Just so that's really the the other part is not gerine to the motion. >> Correct. >> Right. Just a minute though. >> I'm happy to go back and revisit the previous items, but I think the motion on on the floor is to approve the consent agenda. >> Yeah. >> So, we're out of orders. >> Yeah. Well, technically, but I will go back to your piece. >> Okay. >> Yeah. I just thought we needed a motion and second before we could discuss that would be out of order to discuss ahead of time. >> I think within the board communication section we can
007I'm happy to discuss any of those things. So because they're they're not up for vote. >> Um so here's what we'll do. We will finish with the consent agenda on um the HR personnel file and the board meeting minutes. Then we'll go back to that piece. Okay. Does that work for you, Moral? >> Okay. So, I heard it first and a second. We had discussion that we're re-evaluating. Uh let's move to a vote. All those in favor say I. >> I. Opposed. So, going back to the board communication of the extended field trips. Typically, we do a board communication. Uh, we haven't actually voted on these, but I will um have Superintendent Bush follow up with you. Does that work? >> Sure. Yeah. >> Yeah. I I I must be mistaken. I thought that there
008was a certain level. Most field trips or a number of them are just information only but uh overnight or um maybe it's just out of state that requires is that the way it is >> generally it's out of state require from the board I believe you can probably tell that's probably right >> overnight instate generally it's just an acknowledgement right >> and on on the other one also Uh, while we're discussing it, the transportation piece >> Mhm. >> lists $300 per student. And I assume that's a typo. >> No, back and forth that far. Maybe not as much of a typo as you'd think. >> Yeah. I mean, 300 per student would be >> Yes. Transportation makes up a significant portion of those kind of budgets. >> Down to Ashlin. So if you have further
009questions, if you can connect with him and we'll move forward. >> Thank you. >> Okay. Budget. >> Yeah. So, uh, Kim unfortunately could not be here this evening. And so, there's three updates there. And so, um, the first one, um, I'm probably the the least prepared to address, although I do have some notes from her. Um and so because it does relate to um uh I do believe we have a resolution to authorize a budget adjustment through appropriations transfer. So there's some links there and essentially is um that we did not budget enough for uh transportation. So, we're coming before you to ask for an appropriation moving from instruction to uh I believe it's contracted services. Um >> services. >> What's that? >> Support services. Thank you. Um and so and that will more than
010cover uh what's needed there to cover the expenses and transportation. >> Great. And if there are, and I haven't taken any questions yet, and I'm happy to try taking questions, but I will say that there is not a time sensitivity to this. And so if there would be preference to wait till Kim is back at either the work session or the May board meeting, that is fine. >> I will just say we are in the middle of trying to do our budget. So, if there isn't any concerns, I would entertain a motion for this resolution. >> I'll I'll move we approve resolution 441326A, authorizing transfer of appropriations as presented. >> Do I hear a second? >> I'll second that. >> Any discussion around it? Okay. Hearing none, we'll move to a vote. All those in
011favor say I. >> I. >> Opposed. Motion carries. >> All right. The next one I'm definitely more comfortable with. And so, as we have shared with you, we've been in ongoing conversations with First Student uh throughout this year, looking at ways to reduce our transportation costs. Um, and uh had several meetings over the last several months with them. really appreciate their partnership. Um, uh, just kind of cutting to the chase of these conversations, uh, we, they have offered us to reduce the final year of the current existing contract, which we are currently obligated to have a 10% rate increase for next year. they have come back and offered us a 2% uh reducing that to 2% rate increase for the final year of the contract. Um and as they are asking for a one-year extension
012of the contract uh at a 2% rate increase. We think we should take advantage of this. This is going to be significant savings to the district over the final year of the contract plus the reduction of any compounding costs when you take a go from 10% to 2% and building off that a 2% rate increase um in an extended year will help us budget better. knowing what those are. uh and we were uh we were firm with them that we will be doing an RFP that given the significant reduction that this is um that I know previously I said that we we should do RFP next school year but I think that given the significant reduction that this is we should postpone that one year and be committed to doing a RFP during the spring
013of 2028. eight. So could you add just a little more light to um uh the holding off of capitalization of equipment then? >> Yeah, happy to do that. So one of So they did they did offer us just to reduce from 10 to 2% in the final year with really only an ask that they uh not have to do capital improvements in the final year of the contract of which would have equated to 13 new buses for them. >> Yeah. And so um and so we we said but if we do the extra year they will go ahead and move through with those capital improvements in the final year and do the 13 buses. So so again I think it's it becomes a really almost no-brainer to move through that. So yeah, I just wanted
014to note that for students, this this reduction is an investment in our relationship going from 10 to 2%. Is a really significant investment in their relationship to keep our business that they've had for a very long time. And so, uh, I just really want to appreciate their responsiveness to our concerns, their willingness to move through their various levels of leadership to work with us. And so, I do appreciate their uh, their investment in our relationship. So, there is an action item there at the bottom of the memo. Do I hear motion? I'll move that we authorize superintendent to negotiate and execute a contract amendment and possible the one-year extension with first student. >> Did I hear a second? I'll second. Any discussion? I would just say I I appreciate Superintendent and Kim being courageous enough
015to make it passed. I think two years. >> Yeah, totally for our benefit. >> All right, hearing none, we'll move to a vote. All those in favor say I. >> I. >> Opposed? Motion carries. >> Thank you. We'll share the outcome with first student uh very soon. Uh so there is Kim's uh monthly financial report and enrollment report. Um uh this is again one I'll be uh less capable of updating you on other than um other than what her memo already says explains to you. So I think the most important note in her memo is the final the third bullet where you know we're seeing a slight increase in revenue for uh we're estimating around a slight increase for for this year in revenue. But again, like I would just say, but again, what I
016heard him say multiple times, the caveat of the transportation 80% versus >> Yeah. >> So, >> yeah. And even you, you know, I think one of the questions is even within taking that rate reduction that we just did with first student, you know, that that that could impact that that rate, but I think um I won't say any more on that. All right, moving along. >> All right. Um, and just for transparency sake, I do want to say that I'm the enrollment report is concerning, especially at the high school going from from March to April. Um, it is something that we have to um have a better idea of every student that's leaving and knowing why. And that's one thing that's that is in part of our strategic plan is to do more exit interviews
017when families are leaving and have a better sense as to why they're leaving. And then what can we do with the high school? Um not uncommon for high school students whether you're on trimesters or semesters if someone has enough credits to graduate that they leave early. But how do we provide more options to keep kids engaged through through graduation versus through the formal graduation in June versus allowing students to leave early or not creating more systems to have them want to stay throughout their time. So um because overall we're down almost 45 students from the beginning of the year to to date and that >> is not a trend that we can continue to maintain. So, one of the things in our strategic plan is to do more exit interviewing of families when they leave.
018>> All right. So, I'll speak to the board action for item A. >> Thank you. >> So, again, um this is our formal document that will be presented in the public on behalf to say we evaluated Superintendent Dan Bush. And I would just like to take a moment to recognize your leadership uh in our district and how thankful we are. Um you have definitely kept the board well informed as well as your relational connection with the staff, the students, all of us. It really has been a breath of fresh air and I appreciate it so much. But this is your formal evaluation. >> Thank you. Anybody else want to chime in before I move along? Well, I guess technically we need a board action item. Sorry, I misspoke. Do I hear first? Accepting the superintendent
019evaluation. >> I'll make a motion we approve the superintendent official evaluation report as presented and parrot also just as an editorial the comments of our chair. >> Thank you. >> I was like I should have saved that for discussion. I got ahead of myself. Uh, do I hear a second? >> I'll second. >> Okay. Any other discussion before we move forward? All right. All those in favor say I. >> I. >> All those opposed? Motion gladly carries. All right. Um, step B or board action item B, we had a board member resign, Dr. Robert Rodriguez. And I'd just like to thank you, doctor, for your service on the school board. But we do need to acknowledge and declare a vacancy. Um, and that we have an open. Was there notes in here for the board
020vacancy during? >> No. Okay. So, I just >> two motions or one? >> Just one. Okay. Thank Let me take a stab at. >> Yes. >> Um I will make a motion to accept the resignation of Dr. Robertas for position 4. Um and declare that the board now has a vacancy of position 4. >> Do I hear a second? >> I'll second. >> Discussion hearing. None. We'll move to a vote. All those in favor say I. >> I. >> Motion carries. All right. Number D. uh approve a change in the designation of financial audit firm. >> So the board memo uh captures the the key details here and so we are recommending to uh go with clear trail CPAs as the auditing firm um beginning with the 2526 fiscal year. of this year's budget would
021be audit and books will be audited by uh with your approval clear trail CPAs. >> Great. >> Do I hear first? >> I move to approve the uh designation of Clear Trail CPA as the audit firm for North Mar School District beginning with the 25 2025 2026 fiscal year. >> Do I hear a second? >> A second. >> Any discussion? I just have one question. Do we anticipate them to work on the same timeline and be able to follow sort of the school our business timeline as we've done in the past? I think it will look different. I think the timing will be different. Um, and I could let Kim speak to that at the next work session, but the the the the time the traditional timing that's been done previously is not the more
022consistent timing of what school districts normally do. So, or at least what Kim's familiar with. So, um, she can speak to when those the the two processes in that audit, the full audit and I can't remember is it the interim audit or the >> there's there's another one that's done and she can speak to that. >> Okay. >> So, but it will be different timing. Yes. >> Where is this company located? >> Somewhere locally >> on the on the internet. >> Yeah, probably. I mean, it's only been recently that then now there's a couple more firms available because for a while there there was only a couple players in the states. >> Well, I noticed only two responded out of three. I wondered how difficult it was to get a third one to respond. >>
023Yeah. >> Could we have done that easily or >> Oh, without Kim here. >> It looks like it looks like they're a member of the Beaverton area Chamber of Commerce. >> Okay. So that's discussion. Moving to a vote. All those in favor say I. >> I. Oppose. Motion carries. >> Okay. So the last one, um, it's one of those things where it's not an an easy recommendation to bring forward to you, but I think it's an important one. And um you know so last week I emailed the entire district after multiple conversations with our both of our associations that I believe um it is the right decision to bring an authorization for reduction in force to the board or request an authorization primarily as a precautionary measure. Um and what I explained we had four
024uh Q&A sessions with staff on Thursday and Friday. They were very well attended by members of all four schools. So essentially the entire district staff has been had the opportunity to meet with Kim and I Thursday and Friday. Um given the given the ask the the tenor of the room was either sober but and I think in most cases appreciative of the open conversations and what we're attempting to do. And what I explained to staff was is I would rather be in a situation of having gone through the steps uh necessary to conduct a riff um and not need them versus to be in a panic situation in a month after the state reconciles our books. We're closing down a school year and come to find out that we're overstaffed by a couple people. And
025so this is largely precautionary. Um but there are steps that have to be followed when a authorization for RIF happens. For instance, you need to publish uh seniority lists and review the seniority list with the unions and making sure those steps are followed. And that was one of the common questions we got among staff are are the seniority lists going to be updated? Yes, they are and they will be shared with you. Those are the things that staff members want to know. And I think being able to have those lists readied and reviewed and in case there's any errors in there, those can already be taken care of. And so having those necessary steps and not needing them versus needing them and then being compressed by time and what happened and all these different things.
026So um and I, as I said to the staff, and it's in my memo, we're in a largely different situation than we were last year. um you know and we've we're in a better budgetary situation because of what we did last year. Um so um it's not an easy ask but I think it's a necessary ask that you authorize me to conduct a reduction in force for the 26 27 school year. Although it's not in the action you know it's implied that if necessary although it's not in the formal action that I'm asking if that makes sense. All right. Um, do I hear a motion? >> Motion to authorize the superintendent to conduct a reduction for the 2026 2027 school year. >> Do I hear a second? >> I'll second. >> Okay. Any discussion? >>
027I just have one question. Yeah. Is the process where you arrive going to look similar to last year? I know it's not >> that question came up from staff and I would say mostly not >> okay >> in terms of what we did last year we did what's called basically like zerobased staffing where you just you almost you start at the top of the list the seniority and you place people into every school where you're at almost like you're starting with the whole deck >> u and and so I don't see that as the approach that we would take because I think if if we have to do any reductions of staff There'll be so few to do that really we'll be looking at the bottom of the seniority list and kind of working ourselves
028up from there that way versus having to do a uh the way we did it before where we had a lot of transfers in place. And not to say that transfers may not happen, but in terms of you know I had like a three-page guide that guided us through that process last year, I do not think that that would be necessary at all. I hear nothing else. Let's move to a vote. All those in favor say I. >> I. >> All those opposed. Motion carries. >> And just one other final note and hopefully you saw my presentation. we our commitment to because the the big question is when will we know and if you looked at at the presentation that I gave to staff is there have been four updates provided to staff between now
029and the end of May and so one will be uh this Wednesday I'll give an update to staff and then every two weeks through May as to what do we know now budgetarily and you know do we believe uh positions will need to be reduced. So, um, that's my commitment to staff and you'll certainly be included in any of those communications. >> Okay. Plan. >> All right. Well, the next two items, I'm going to turn it over to Dez. >> All right. So, this is just a quick update on the strategic plan. We are really in the last few steps of our um process. Dan and I have been able to go through the feedback we received at our last strategic planning committee meeting and um do a little bit of editing. Uh we're at
030this time really looking to maybe tighten up some of our language as well as demonstrate and show where strategic initiatives start to overlap. Um because there's a lot of work that is intertwined and braided together really significantly um but lives in separateness, you know. So what it looks like is it's redundant. It looks like it's repeating itself when actuality it's really braidened together. So we're looking at ways to communicate that through the plan. Um and once those like last few edits are going to be made, we will share it out with the team one last time and kind of get a vote. Is this look like the work we talked and did together or would you like to come together one more time to give any final feedback? Um once if we need an additional
031meeting, we will then have that meeting. If not, um we will bring the final draft to the board probably at our next work session, I think is the goal. >> Yeah. >> Um something to just bring your attention to is we did start to file in all of the data so that we can have that like ongoing data charting um you know occurring within the strategic plan itself um and really uh do what we can to keep people on top of the measurements that we're using. Um, and as we develop new measurement tools that are um, unique to some of the ideas that came from the strategic planning committee, we'll bring those to you guys as well, just so that you know what new data points we'll be um, collecting. And um, kind of as
032a final piece, our other component of data is that we are going to be using the youth truth um, survey in a lot of the different data components. Um there are different ways that we can use the youth truth data. One is that we can use like base snapshot concepts within youth truth. Um what is the percent positives of culture for example? What are the percent positives of safety? And those are big swaths of information where they've taken multiple sets of questions and data points and compared them and given us a big score on those different areas. But we also know that there are specific questions that are asked that they use to get that like big number and that those questions actually are unique and really interesting to see how we specifically grow on
033those questions. So the other thing that we're going to be doing is doing a deeper dive into youth truth to pull out specific questions along with those big numbers so that we can see not only how are we growing in um safety as a whole but maybe on these specific driving questions of safety that are integrated into the integrated plan and um are part of some of the strategic initiatives. So um we're in the process of that deep dive and um connected to that we have received some feedback from our community about our need to communicate about youth truth. So so at conferences all the principles are going to be getting a one pager that's kind of a summary of their youth truth data that they can share with parents >> just using that data
034and getting in front of people and >> we'll share those with you. Dez has created a great one-page infographic for each school and the district. So, we'll share those with you. >> And then the next piece is just kind of an update on our calendaring process. >> It is Oh, sorry. Sorry. >> Thank you for having the glossery in the back for everyone. >> That was Dan's idea. And I will say it's one of those lovely places where AI was really beneficial. put the the entire strategic plan into AI and said, "Please pull up all the words that you think would be needed to be defined by just a regular community member." So AI is like, "Well, we read through the whole plan. Here are all the words that should be defined." And then we
035worked on developing a glossery basically. >> Awesome. Yeah. >> Good job. >> Thank you. >> Sorry. Never mind. >> No, good. I'm sorry. I I ran on time. >> No, you're good. Um, so the final piece of information, we are a little behind on our calendar and the big reason behind that is there are several items on the negotiation table that are going to be directly impacting our calendar and the process of building a calendar is complicated enough, let alone building it, then having the contract change and needing to rebuild it. So, we have been kind of pausing and waiting. Our hope is we have negotiations tomorrow and we're I Lisa I'm keeping my fingers crossed that that um work year uh article can be completed and we'll be able to move forward on the
036calendar. Um but we do have one piece of information that we would like to share with you guys to get kind of a thumbs up that we can start communicating about. One of the biggest questions we're getting about the calendar. People don't care where conferences are going to fall, but they want to know when the school year starts so they can plan their vacation. So, at our last board meeting, I did say that I would go out to get information from our community about how they would like the calendar to start. So, we asked, do you want it to start before or after Labor Day based on that late Labor Day? And this is how the data fell out. Um, we had 226 responses, which was actually fairly good um in terms of the survey
037because we tend to over survey our families and they tend to ignore them. So, I was happy with that results. You can see that the majority of our families did say to start um before Labor Day along with about 8% that were no preference. And we pulled that out because we were wondering I'll back this off just a little bit. We were wondering is this like oh staff really want to start before but parents want to start after? And actually the way it fell was almost right along with the the overall. So we felt good that this is a majority opinion. Um, so we would like um, uh, kind of your seal of approval to now announce that to families that the calendar has not yet been developed, but we would like to let you
038know that we plan on starting before Labor Day, which would be an August 31st date for students >> with an end date of the 11th. Is that what I read? >> Yeah, approximately. We have to kind of wait until the rest of the calendar fills out with that one. Um, so we would let people know that would be a definite approximate but also kind of gives us an approximate of graduation which would lead graduation in its typical first week of June. >> I don't know if that is >> we don't need a vote but basically what we don't want is to bring back a finalized calendar that has the 31st and then have the board go no we don't like that. So, because we're not bringing you a formal calendar to adopt, we're just asking
039for feedback if this is if that that August 31st is going to be a hard no for anybody. >> I really like when you had the when Labor Day is early to keep it there. It was kind of nice that split. I don't remember the exact days of it, but I liked how it worked out because starting clear on the 8th is late. It pushes Yeah. 17th approximately is late. I I like to go early. Well, and Deb has shared with me an idea of actually because she's she's done these two-year calendar adoptions, which I think are great, but then she also had this idea of bringing the committee together every year to adopt the >> the calendar the two-year calendar out. So, we're not having making that calendar committee make two-year decisions, but having
040them go through. And so what made me think about that was embedding that idea that when Labor Day is like on these three days it's going to be we're going to start after Labor Day. When it's on these days, it's going to start before uh McMminville. So >> um and that way we're not posing this question every kind of two years. >> Reinvent the wheel every time. >> Yes, exactly. It also allows us to always like families will always have a two-year calendar in front of them. So, they'll have the current year and the next the next year. Um, and I won't go over this data, but I did include in it all the other data points that we asked families about, including a summary of their feedback and a list of actually when they
041have a chance they can write in feedback. And so, it we did provide all of that as well, just so you can hear what our families are um telling us and that we're taking into consideration through the calendar committee as we make decisions about the calendar. That any other questions? That's it for me. >> Doesn't have any impact on board. >> It doesn't. >> I know where you live, Marl. I will say the the piece that you know why for me I'm glad about that earlier start is the later start feels like a great idea in August because we're ready for a longer break and make sure that we have a little bit of time before school starts where it feels horrible is around the 16th where you're like we still have like three more
042days with kids and they are like biting at the bit to get out of here because really they're used to school ending a week earlier. Um and so it's it's kind of we have to think and project forward that um that end of the year being really long is really hard on on students. >> Isn't wouldn't there be some uh appreciation to having the three-day weekend almost right away? >> Possibly. >> Yeah. >> Okay. >> How does this what does this do to tribes in terms of where they end where they you know what I mean? >> Yeah. I mean, it it's a like the earlier start helps it end around breaks again. We've been really trying to do it right around Thanksgiving break and then enough before spring break that there's at least a
043few weeks of class before we move to spring break. Um, starting earlier allows that to happen. If we did the after Labor Day, it shifts everything. So, it'd be like um like we do like >> do the break and then have like two weeks before Christmas break and then do it. It worked out better around spring break where we would do almost the end of try and then go directly into spring break and basically make spring break a week and a half which I think for families can sometimes be great if they're traveling and horrible if they are parents that still have to work. >> Yeah. >> Okay. So I just will call out that we do have some future meetings. We're having a work session and we have budget committee. So get those on
044your calendar. Anything else before we adjourn? >> No. >> Okay. We'll adjourn at uh 6:41 p.m. >> But before we adjourn, you'll read into executive session. >> I will. >> So, executive session OS192.6602D. Board will now meet in executive session according to OS192.6602D 6602D to conduct deliberations with persons designated to carry on labor negotiations collective bargaining for UNM according to OS192.6602D content discussed in executive session is confidential except as provided by law. Board members in the media are instructed not to disclose information obtained in executive session except when specifically authorized to do so or as required by law. Members of the media may attend executive sessions except in these specific instances. Deliberations with persons conducting labor negotiations, expulsion hearings, or those pertaining to confidential student medical records and litigation involving the news media policy BDC
045executive sessions. The board will not be taking any action on the content discussed tonight and will adjourn a follow following the executive session. So, we will adjourn at 6:43 and we'll go back into executive session in two minutes. >> Good. >> Stop recording. Oh, thank you. Gotcha.