001All right. Uh, I'll call this meeting to session at 601. Robert >> here. Nice. >> Go ahead. >> Kelsey >> here. Merl >> Here. Jenny here. Chair is here. Please join me at the fight. I pledge algiance 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. >> All right. I'll open the floor for an agenda consideration. So moved. >> Do I hear a second? Second. All those in favor say I. I. >> Blake. >> Who is our second? >> I so moved it. So Jenny missed the Got >> it. Motion carries. Oh, I apologize. I forgot discussion. >> Um, we have no public comment. All right. board communication >> classified appreciation week. >> Yeah. So, we
002have a link to our agenda there. So last week was classified appreciation week and so our schools did a wonderful job of celebrating our wonderful classified staff and you know when you think about all the different roles that encompass the classified staff from our custodians to our secretaries to the IAS um people working in our libraries. It's a pretty amazing thing that that group represents. Um um I've heard it said before, I probably and I'll probably say it again is I was in a former district. I heard um classified described as the glue that holds it together. You know, if you think of a you know, a model or something that you make and construct, you know, those models that we used to make and you'd have the glue that would hold it and once
003that glue, you know, attaches, it sort of disappears. It's sort of just embedded into like a model car or something like that. But if that glue wasn't there, that thing would fall apart. And that really our classified staff, they're often times invisible like that glue, but if they weren't there, we wouldn't be in business. And so I really appreciate all that our classified staff do. Uh they uh some of their work is visible, some of it's invisible, but we could not function without them. And so really appreciate how the community came together uh in each of our schools to honor and celebrate and say thank you to our classified staff and so just wanted to make sure that uh our board is able to recognize and honor them as well. >> Absolutely. Before we move
004on, does anybody want to make comments? >> Thank you, classified staff. We do appreciate you. I think of the many hours you spent with my children. So, moving on to the high school ASB student representative report. >> Thank you for sharing your presentation. And now we're got it projected for you. >> Okay. Well, uh for today's board meeting, we're going to keep it very simple. Um we don't have much updates but these three clubs or uh organizing have something to say. So Key Club organized a book donation drive in Woodburn. Um and they provided every student at the primary school with a book for literacy day which was really cool. And officers attended the district convention in Portland March 6th through 8th. And then NHS is continuing to help Mr. Blex's math um math help
005labs on Mondays. And then they did have a successful blood drive on February 19th. They surpassed their goal with 65 units collected and they're opening their applications for next year very soon. Um prom is April 4th, so it's coming up very soon. It'll be located at Vanderbeck Valley Farms in My Angel from 7:00 to 10:00. Um, we're selling tickets this week and next week. This week price $30. Next week it's $40 and we've raised $4,000 so far and off uh profits from tickets will go right back to the property. >> That's all we have today. >> Excellent. >> Now, time out. Wait a second here. So, you're both on the chair team. Yes. >> Okay. So, >> I was here. >> If you thought I was on my phone like being distracted, I was not
006because I was sitting there thinking in my head, okay, when did they win chair? Okay, it was about a month ago and then I was realizing when was the last board meeting. Well, we we have a work session, but you don't come to the work sessions. So, this is actually your first time with us since winning state. So, how spend a minute? Well, how did how did that feel? What was that like? It felt kind of unreal honestly. >> Yeah. Um we were all like very like nervous to get like called like for first place cuz they kept like announc they were they they were they were being very mean. They announced it >> fifth for all like all divisions. So they said fifth for 3A, fifth for 4A and then they like they did
007it like that. So we had >> and then the the teams that we thought were going to win did it like did they they weren't they hadn't laced. So, so when it got to first, we were like, "Yeah, like we're cooked." Like, like we're we're not going to place. And then when we placed, we were all like, "No way." And we all started crying. was the what was the key ingredient? >> Definitely. I think our coach helped a lot. I mean, it was >> it was her own material. Like, we didn't have a choreographer. It was just her who made up everything. Like, we spent a lot of practices on weekends going there. And the week or two before our competition, she was gone. She was in New York for a work um trip. So,
008we actually only had one practice. And we didn't do very well at that comp. But um we I think just we worked really hard, my teammates and my coach, and I think that's what got us there was just hard work and wanting it. >> Yeah. Adding to that um I think it was like I think having Shannon as our coach um really helped us because she was really open to feedback. So when we would like tell her like hey like we don't think this is working or like when we would get our results back like she would take that and she would like improve our choreography or like our stunts or like whatever we had to fix. And I think that really helped like our performance a lot. Yeah. >> Well, I couldn't agree more.
009That feedback is how we get better. So, uh, thank you so much and congratulations. >> Yeah. Congratulations. Thank you so much. >> I can't get out of the chair. >> Bye. Have a great one. Thank you. Um, so board communication, the annual statement of economic interest opens March 15th and the deadline is April 15th. Diane, did you want to add anything to that? Um, I think the only thing I would say, you've all done it before except Blake. And um, Blake, you probably got an email to your personal email. I seated you, which means you get a tot. And so you're all you're all ready just to go in, grab your tokens, and and file. Okay. And I'm actually have one more board communication, and I apologize that I missed this on um the agenda,
010but um we had a student drama technician um dad, Mr. Buffton, I assume he has a same last name, donated eight brand new wireless body microphones for the drama performances. This is a very generous donation and we appreciate it greatly for the drama team and for the other people who use our gym 2 area. So, thank you so much. >> Thank you. >> All right, moving on. Um consent agenda. If you've had a chance to read that, I'd entertain a motion. >> I make a motion we present agenda as presented. Do I hear a second? >> I'll second >> discussion. That's the one. That's HR. Yeah. >> Question. Camps. Does that mean end of to the end of school year? >> It can or it could mean that it is for the duration of someone
011who might be on an extended leave and returning before the end of the school year. So, um >> I don't think it had that footnote, but >> curiosity question. The other one is resignation of boys soccer coach and we have a A1 soccer team. Do we have a coach? >> Uh we have posted that position and we're currently doing a search for a new soccer coach. So, we were fortunate that uh Raphael, we were able to talk him out of retirement last year and we were, I think, somewhat hopeful that he might make it more than just an interim, but he he committed to making it an interim. So, we're we're out there certain the job is currently posted. So, so we definitely need to bring in the high caliber to continue the the level
012of success we've had. And you heard from two of our athletes here tonight that that coach makes a big difference. >> All right. >> Okay. We'll move to a vote. All those in favor say I. >> I. Opposed. Motion carries. >> Business and budget. >> Turn it over to Kim. >> Thank you very much. Um so tonight I want to spend a couple minutes um talking about a few things. Um, I've highlighted some of this on the memo, but before we get into some of the movements that have occurred in in the last uh month, just want to be be really clear that we are really deep into budget planning for the upcoming school year. Uh there are so many moving pieces and literally day by day we are getting new information and so we
013really are staying a breast of every updated projection from the state. Um, in the coming two to three weeks, we are going to finally find out what our revenue for last school year actually will be and if we are actually going to be paying anything back or if we will be getting additional revenue. That of course is uh quite interesting. We are monitoring the current year revenue which has changed and we'll talk about that in the financial report. And then we have received our first estimate for next year's revenue. So we are looking at three fiscal years to determine what our budget could end up at this year, what we will have available for the upcoming year and how that may impact how uh you know our operations and you know it's just those are
014very critical answers that our community, our staff, our students uh that we we need to know and just want to be very publicly clear that we are doing as much as we can as quick as we can to stay a breast of these changes. Literally last week um while I was out of the office, there were three significant movements in in revenues. Um and so uh we just want to be clear that it is a very very dynamic process at this point uh at least on the revenue side which of course then determines what those expenditures can be. >> Question for you on that. How do you close out votes? Most of business will close out either fiscal or calendar year. >> So if you >> how do you close out last year if you
015when's that date or how does that process work? >> So May of each fiscal year. So the 11th month of each fiscal year is when we find out what the prior fiscal year actually ended up as. So in May of 2026, we will find out how much revenue North Marian is granted for the 202425 school year. And that is an adjustment to the current fiscal year's revenues. So it is a prior year adjustment. It may be positive, it may be negative. It all depends on exactly where every district statewide ended up in terms of transportation costs, in terms of property tax collection, in terms of final student enrollment. And then of course the weights as we talked about certain students are have weights if they have additional needs. And so that that uh reconciliation is
01611 months after the close of the fiscal year. So it while it is reconciling last year's revenue, it is an impact to current year revenue. Of course, >> because if there's a an overpayment or an adjustment, it comes out of issue. >> It comes out of our May state school fund payment. >> Okay. >> How much of a how much uh of a percentage of movement can there be? Are we talking 10%, 5%? >> It it could be 10 or five. You you obviously hold that it's very very minimal. um in you know it it's a complex situation because it takes all 197 districts to be as accurate as they can in their projections. Where do we think our student counts going to end up? Where do we think our transportation costs are going to
017end up when our audit is done? Again, you think about, you know, your audit report is what the state is using to create this reconciliation. So when people's audits aren't in by December 31st, in by January, in by February, now the state is up against a barrier of course. So you you would hope to see very little movement in your reconciliation payment >> if you have managed your own figures carefully. it it if another district has even an unintentional uh error or omission in their numbers, it it definitely can impact the rest of us. If North had an error or omission in their numbers, it would be less impactful than if Portland Public had a a adjustment. So, we really count on a really a really good network of of people trying to make sure
018that we are as close as we can to saying property tax collections are going to be tax. I have already had to submit um in early January had to submit what we think our property tax collections are going to be for the 2627 school year. >> Okay. >> I have to estimate how much people are actually going to pay. not how much is assessed, not how much is but how much are we actually going to receive in payments. So you start looking at economies, you start worrying about unemployment, you start those things could impact all of us. And so it is it is extremely complex. I don't anticipate a huge adjustment in May of 2026. I I'm it's a little early to put a projection on that. I don't anticipate it being significant. Um there
019are other pieces though to that May adjustment. Um the high-cost disability grant is a very complex state grant that um can create a lot of movement for districts. Uh that is another part of the May reconciliation uh that happens and so we watch that closely as well. We should have preliminary information towards the end of March to what our reconciliation would look like. >> So does it close out 5:31? the 515 the May the May 15th state school fund payment will will include the adjustment. Yep. >> Okay. >> So, >> right at budget is >> that where the 8 to 10% uh >> ending balance >> ending fund balance goal of that was spoken about before is something that would be important to to have. So, you're right on my next bullet is that um
020the board's direction on what they would like to see for this district to have goals of ascertaining for an ending fund balance is critical to continuing our budget development. Um the current school year that we are in in 202526, the budget that was approved for this school year has a $1.2 million ending fund balance. That is less than five. It's 4.4%. So for perspective, this year's ending fund balance as budgeted is 4.4%. A getting to 10% is a a lofty goal. And I think, you know, having the board have discussions when we get to that point about approaches we can use on that. But knowing what that ending fund balance, knowing what we want to have in the bank, what we want to budget to have in the bank at the end of the 26
02127 school year is really key to building that budget. We kind of know where our revenues are going to go. They're going to shift a little bit, but we we kind of know where they're at. So, are we looking for a 4.4% ending fund balance again? Are we looking to hit 10? Are we looking to hit somewhere in the middle? are we looking to create a long-term plan to achieve goals? Um, so perfect segue into um later discussion tonight. Um, but I just want to be clear that maintaining transparency and as much early information as we can into the the budget process is is going to be key and we're going to continue having those having those discussions. the financial reports uh that are linked below. Um as I said updates came out just last
022week and I have made an adjustment a month ago. You received a financial report that uh my first line state school fund line I was projecting right over $500,000 in additional revenue over what was budgeted. Uh we've had an adjustment and the uh state saw a big adjustment. Um but unfortunately what this is is final enrollment counts from the 2425 school year have been updated against the numbers and our counts went down proportionately uh more than than other districts. Um, so I've reduced that by $150,000 because our state school fund for the current school year uh was reduced about $150,000. So that $353,000 in excess revenue over what was budgeted again still includes almost $300,000 of transportation revenue that exactly is >> might have to be paying back >> is in there. Um the um
023other state school fund line though um that is what includes property taxes collections are looking pretty good. So um it originally I was I was thinking we might come in about $38,000 under what was budgeted for property tax collections. Um it's looking like we might be closer to 20,000. Uh that same line also includes some additional um state funds that we finally received our official numbers on uh common school fund and some of those pieces. when it comes to expenditures, uh that is showing a actual um I'm showing a a positive movement in that as expenditures continue to be managed extremely well by our buildings and our departments. And that's not to say that it's it's been an easy road, but but the the mindset is there that of thinking twice and really looking at
024our expenditures. So, um, last month I was projecting expenditures coming in approximately $930,000 under budget. This month, um, have been able to increase that to $990,000. I I really am am hopeful that we can continue on that path because this is going to be key to providing resources to get through uh, next year. >> The the sum result of that is that this month I'm projecting an ending fund balance June 30. of uh 2026. Uh projecting that that uh could be around the 2.475 million. Last month I had that at 2.55. Um but of course a change in revenue um of a reduction in revenue overall of about $130,000 reduction with a $60,000 positive swing, if you will, on the on the expenditures. We we saw about a $70,000 movement on that in in fund
025balance. So I I I project very conservatively. I would love to come to you and and have that number be above the 2.475 ending fund balance. Again, we budgeted that 1.276 number is what was approved for the ending fund balance. That was a contingency plus reserve, which is what creates your ending fund balance. Um, so to have revenues projected to end the year, $28,000 to the good, if you will, to have expenditures end the year to $990,000 to the good. When we add that to the 1.2 million that we plan to have, that's how we're coming up with this this projection at this point. Um, so there's there's just definitely a lot of moving pieces uh that will impact this in the coming months. In terms of enrollment, um we are seeing the continued slide
026um downward. The historical information is that we will continue to see a reduction in that number through the end of the school year. Um you know, it's really difficult when you grab one date in time, uh April 5th, 6th, whatever date I grab the next one. I have a little bit of concern because if somebody takes an extended spring break and they end up missing the week before spring break, spring break, and then the week after, they could hit that 10day drop. Sometimes that can skew these these numbers a little bit. Um, however, however, um, we love people to go on nine-day trips. Um, so, uh, however, I I had started the year with the projection that we'd end the year at, 1552 for enrollment. I am a little bit concerned we might we might
027be under that as I start to look back at the March to June movements, you know, year-over-year. >> Uh, it's it's interesting. It's not really consistent, but we might get under the 1550 mark by just a hair, unfortunately, which of course again is budget figures. So, there any questions on on that update at the moment or was there anything additional we talked about that we wanted to try to address at this point? >> We can talk more about this during fund balance um as well if that would be helpful. anything I say thank you for the key the report key that's actually really helpful because that's usually you know the questions that I get is what's in what's in this so I like that thanks >> all right moving on board action you want to
028speak to that Kim >> the organiz shifting gears right uh so you know one of the things that uh kind of jumped out at me as as I've you know been working here. We have a great uh employee participation in what are known as 403b plans. That is the public employer version of a 401k. Okay. So employees contribute to those uh at their will and can uh achieve some tax savings for themselves just as we would in the private sector with 401ks. However, public school employees is one of the only um sectors in which there are actually two vehicles that employees can invest in um and potentially even increase their tax advantages. I I will call it. Um we do have some employees who um reach a limit on their contributions to 403bs and may
029be looking for additional taxsaving opportunities. A 457 is actually what is called a deferred compensation plan. And it essentially allows you to put funds away today and not pay the tax today, but take the funds out at a later time, not necessarily retirement, and pay tax at that time. This this has been an extremely popular tool for um if school district employees due to the incredible pension system we have. A lot of people are able to retire with PERS before reaching maybe the 59 and a half uh age at which a penalty would be waved on a 403b plan. A 457 is often a bridge tool that they could start drawing on a retirement plan prior to age 59 and a half. They do have to have severed employment with us, so they couldn't draw
030on this while they're with us. But it is essentially deferring payroll. Um it is uh I believe about 140 of the 197 districts in the state offer this to their employees. There is zero cost to the employer. The administrative costs if you're familiar with those on 401ks or 403bs and that kind of thing which are unfortunately taken out of the earnings of the employee are lower on this plan. It is tied in with PERS directly um and completely optional, but it does provide an additional tool for employees to invest in and potentially uh receive some tax savings. This is I was kind of surprised not to see it here. We do have some employees who come and ask, you know, hey, I maxed out this. What else can I do? an employee can actually max
031out both a 403b and a 457 should they be fortunate enough to have be able to put away that much money. Um but to be able to put $47,000 away tax with no tax if someone was in a position to do that. Um I did not see a downfall to adding this. It does not add any administrative time, cost, reporting, and um it's a it's very much a a large piece of of PERS, if you will, overall retirement plan. So, just presenting it to you. It does require a board resolution to allow us to let employees put their own money in it. >> Do I hear a motion or is >> Who's the plan administrator on it then? iso as the same as the >> it actually is Voya financial it's the same as your
032the PERS um 6% IB >> and the underlying accounts are similar >> uh so this people would be able to choose either what they call like the stage funds where their life life funds you know will pay you the 2040 fund or the 2060 fund or you can self-direct uh by picking and choosing but it is um essentially a lot of mutual fund type structures um and yeah you can actually roll your AP into your OSG, sorry, the individual account grow plan with PERS can actually be rolled into the Oregon savings growth plan. Um, and it's just it's a very common very very common structure in in school districts. And so, uh, when it brought up, you know, was brought up when employees are asking for other ways and it doesn't have any impact on
033the district, I felt certainly another service option we could provide without You want to make a motion? >> Sure. I'll make a motion that we approve um the resolution for inclusion in organ plan and 4057. >> I'll second presented. >> Thank you. Bren and Jenny, any discussion? I just wanted to ask if this would increase HR payroll like time like >> not at all actually. They're one of the easiest ones to work with. Um yeah, they actually uh are are more in tune with school district systems and that kind of thing. So uh and remittance everything is through the same process that all of our existing 43b vendors are >> well what is the performance on and the investments that they >> Yeah. So, it's going to depend what they choose to invest in. Just
034like with our um we have plans with um Fidelity, American Fidelity. I don't think we have Oenheimer here. We have four or five different 403b vendors that you can choose from and you can say, do you want to go risky? Do you want to go international? Do you want to go conservative? So, really that is between the employee and Oregon Savings Growth Plan. We are very careful not to get involved in any kind of advice when it comes to how to invest your money or that sort of thing. This literally is just providing basically an opportunity for a pre-tax payroll deduction. >> That would be my only concern is that they'd be satisfied that they are getting the >> return. It gave me a little pause and I it looked like maybe PERS was managing
035it. >> These are employed directed investments. So the employee would unfortunately need to blame themselves if they chose to go high-risisk and you know one year they might be really happy and like many of us then you get those years that wow setback. So but it's self-managed through their own login and portal and they can direct and say okay I want 10% risky I want 90% conservative. >> So it's other investment companies that actually >> Oh absolutely. Yeah. Voya Financial runs this plan. It just it'd be like using Fidelity or American Funds or Black Rockck or whoever else you're with. >> Yeah, it's almost impossible to invest money without a risk profile. >> I I can't say there's not risk. There's always risk to any financial investment. >> But I mean that risk profile like
036you know you have to fill out >> choose wisely. Yeah, my one question would be is who is the plant administrator the fidiciary on this then >> like their >> state I believe state of Oregon is actually the fiduciary on that's an excellent is that on the resolution I can't remember what we have no >> essentially no >> liability absolutely zero we have no rights to the funds we have no they are immediately vested there's no it wouldn't be like a 401k that sometimes is tied to an employer. Yeah. >> So they're portable. They can take it with them. >> Yes, it is completely portable. So we have people come to us from other districts and say, "Oh, I want to keep doing my OSGP." And it's like, "Well, we don't have that yet." >>
037That's the kind of arrangement you work with and managed for a while. >> Yeah. Yeah. >> Seems all right. >> Well, I think it's a great another carrot to dangle for employees. I mean, it it gives us more option, especially if we're really not So PERS is actually the plan administrator um of the OSGP the PERS board responsibility. >> Yeah. So you know it's it is a 457 plan just like we could do one with American Fidelity we can do one with. So I I am open to as many options as our employees are are interested in. This is just happened to be the one that had been requested and so if we want to add more 457 options, I am completely open to it. I think it's a just provides another option for employees
038based on what their particular financial situation might be. Um, and it's it definitely is um is I would say the most popular 457 um out there. American Fidelity has them as well, >> but our our approval to tonight wouldn't uh restrict those options. >> Zero. No, for this one specifically requires board resolution. I can't say I've seen that on any other 457 document, you know. Um I'm guessing it's because they're tied in with pers. >> Okay, there's a first and a second on the table. We've had lengthy discussion. Can we move to a vote? >> Yes. >> All those in favor say I. I opposed. Motion carries. Moving on. >> All right. So, we have two policy readings. The first one is a sick time um uh revision to the policy and we discussed it
039last uh board meeting. Um don't really see the need for further discussion. So, unless there's questions, um I would turn it back over to you. >> Do I hear a motion? I had one question about what that term concurrent leave meant. I I get lost I think with the different medical leave. So a concurrent um and correct me if I misspeak uh but so if you are uh using employer paid sick time okay uh that can run concurrently while you're under like fem or fed federal protected leave. So the way Kim and I have been trying to explain it to employees is your sick time is protecting your pay. FEMA is an over >> overall protection, a federal protection that protects your job, protects your benefits, protects other things, doesn't necessarily protect your pay. >>
040Um, and so those would run concurrently. So that the sick time is protecting your pay. FEMA is protecting your job and other benefits related to that. So that's what it means. Concurrently, it's running at the same time. >> They both get used up together. >> Yes. >> As we go along. >> Correct. >> Okay. I think I right there. Do I hear a motion? >> I'll move we approve policy with all the letters as the boards. So I hear that Merurl would like to approve and adopt GCB DD GB DD sick time for adoption. Am I correct, Merl? >> Yes, that's correct. >> Do I hear a second? >> A second. >> Hearing a first and a second. Any discussion? Move to a vote. All those in favor say I. I. >> All those opposed.
041Motion carries. >> All right, moving on. Similarly, we have the fund balance policy which I'm excited that you are adopting uh this policy and um and again we've had some discussion about this. U just to reiterate I think ours is a little bit unique to other boards and the fact that we set a goal of 10% we have an 8% that would if we are below 8% that would take board action to have a resolution acknowledging the fact that we are below that threshold. So I think um I like the language and I think that will this will serve us well both in budget development and in other arenas. >> All right. Do I hear a motion? I'll make the motion that we approve DBDB fund balance. Do I hear a second? I'll second. >>
042Any discussion? Hearing none, we'll move to a vote. All those in favor say I. >> Clarify. >> Oh. >> Um or this is second reading and adoption. That wasn't part of the >> Oh, I'm sorry. Yes, you're correct. >> Jenny, would you restate that to include adoption and make a motion that we adopt DBD on balance? Kelsey, are you still good with second? Yep. >> Okay. With adoption of DBDB. Any discussion? >> All those in favor say I. >> I. >> Any opposed? Motion carries. >> Okay. Next up, it's that annual time in March where we renew contracts. And if you recall back in August, I I think it was August, I presented to the board about kind of changes to the procedures. and hopefully on what is linked there has a uh a good
043indication of the the length of time that the contracts are being renewed both for teachers and for administrators. So this is just an annual process that we do um and requesting your approval. Okay. Do I hear a motion of renewal of personnel contracts for 2627 >> and there is a recommended motion on the agenda if that's helpful. >> Thank you. I make a motion we vote to approve the recommended renewal and non-renewal of license staff and administrative contracts as presented. Do I hear a second? >> I'll second that. >> Any discussion? Hearing none, we'll move to a vote. All those in favor say I. >> I. Opposed. Motion carries. Moving on to superintendent reports. All right. Um, so we're really excited to announce that Jamie Noak uh is going to be our primary school principal
044uh next year. It was a very uh competitive and thorough process. Jamie's coming to us from the Bethl School District where she's currently the principal of a large K8 school, Prairie Mountain. Uh not sure if it's elementary or K8 school, but um uh comes highly regarded with uh her references and it was a really uh uh like I said, really competitive process. Um, I meant to ask you, Kelsey, if you wanted to, you observed part of the process and not that you have to say anything about Jamie, but if you have any comments about having watched the process, if you have any any comments there. >> Yeah, I thought it was really thorough and I was just highly impressed with how you handled uh all the interviews and the discussions afterwards and yeah, it was
045it was I don't know, fun to be a part of. I I enjoyed it and um I I think you guys picked a a good one. >> Jamie's gonna be great. >> Yeah, really excited to have her here. Um and you know, obviously she has a job to finish up a school year and in a district that's a little bit further away from us. So, uh I know last year we were able to get our high school principal in here and get started. probably not gonna be able to do that with Jamie as much, but uh unless she's interested, then we'll we'll take whatever we can get. So, but really excited to have her. So, um it's not on the agenda, but I did announce that uh we have a new payroll and HR specialist.
046Uh Shelby Cox started with us today. Uh really excited to have him. And we actually Kim and I mentioned to him today about, hey, it'd be great to have you at an upcoming board meeting maybe April or May. And did you say that he said he even asked about being about about being able to come and and present? So, we'll hopefully have him at an upcoming uh board meeting and maybe have him present a little bit about some of the work that he's uh learning and doing with us. And so, we're really excited to have him and comes with payroll experience from both Tiger Dalton and the David Douglas School District. So, we're we're feeling pretty fortunate there. Great. >> Anything to add to that, Kim? I just I'm I'm really uh excited for um
047just you you can tell by the questions that are asked right day one and uh a lot of just the ideas uh that he has. He very much has a servant's heart and that's what's near and dear to me is we are here to serve and and that's I'm just just looking forward to to getting to to know him better and >> and uh so middle school principal we're at the very end stages of our process. So we have a few finalists that we're uh sorting through and trying to figure out and and similarly very very difficult decision because very very great candidates and so uh so we're we'll be making that announcement by the end of the week. I'm hopeful um we'll do and then so we don't meet for another month as a
048board so it'll be April 13th when we might talk about that but appreciate Blake's involvement and next month he can say a word or two about that process so yeah so excited there and uh the last of this the uh superintendent reports is turn over to Dez and strategic plan >> sure I don't have a ton of updates but just to kind of give you a little preview of what we've been gradually building. Got a new cover cuz it looked pretty. Um but the big thing that we did at our last meeting is we got feedback um on what kind of things we'd want to start looking for as data points and we gave suggestions um used some uh examples from other districts and uh then gave uh the strategic planning team a variety of
049different data points and said which of these are the highest priority? You think we absolutely need to include them? which are them are lower priorities etc. So everyone was able to vote and then these are um the data measures that were selected by the team. So you can see see it's the things we would expect like our Oregon state assessment data interim uh benchmark data from STAR etc. Um credit recruitable rates or on track to language proficiency um chronic absenteeism daily average attendance. So things we would expect um so in terms of the data collection there are things that we're already collecting data on but there are some places where we're going to um need to build some data points. So, for example, when we have things like around improving school climate and we've identified
050youth truth um survey data, what we're going to want to do is go through the youth truth. We can look at the broad um scope of like climate and culture according to parents, students and staff. And we can also look at individual questions that we want to see growth on. Um for example uh in the third around cl talent development um and making sure staff feel valued supported and connected. There's a question on you truth about like I feel proud to work at this school or I would recommend this school to um friends who might want to work here. So those might be questions that we specifically want to track the data on as we move forward as well as like um specific student questions. There are also things where we're going to want to
051we develop data systems around them and those were especially true around the talent development. So um the team identified the need to have exit interview data. So a system when a staff member decides to leave our district where we interview them to find out why and get some information. Um, we also heard a really good suggestion from Eric Sasher who talked about if you had asked me about my first year experience when I was at my previous district versus my first year experience here. And we're like, ah, that is a great set of survey questions. We hired you. You're here for a year. What is your first year experience been like? How we supported you? How can we get better? Um, and so there are data pieces that we already have at our fingertips and
052some data systems that we're going to need to develop so we can do a good job tracking things. The other thing that I've added to this, it's not done yet, but you can get a glimpse of it. Um, is that part of the strategic plan will be data. Um, so we will have charts with each of the different pieces. I knew you were gonna like um because it will be a living document on the website then we can link the Google doc then as we have developments in that data we can just keep adding data to it and show growth points as well as like have like where are initial places and where do we want to grow to it. So um the that section's kind of here we'll have one for each performance indicator
053a series of data points that we're measuring. Some of them we won't have yet, like we've never collected exit um interview data or we haven't collected first year data. So that will have like a little disclaimer on there about coming soon. Um but this will allow us to communicate better around how we're doing on the strategic plan. At our next meeting, you'll see these black boxes. Um that's because I started filling in what are initiatives that we're already working on and doing um that are going to be part of our align strategic initiatives. But at this meeting, this is the part where we know that strategic team really wants to have input um more than anything. They want to say where should we be focusing energy and efforts? Where should we put some um direction
054and and programs in place that haven't yet been put in place? So I didn't want to like bias them by telling them what we're already doing. So that's why they're blacked out. But that will be the meeting at our next meeting is them having an opportunity to do some brainstorming. We're going to make sure we let them know that that brainstorming is suggestions because we don't want them coming up with a billion dollar plan that we can't afford, but um we do want to get feedback from them because often uh those people, those community members, those staff members are going to come up with ideas we might not have even thought of. So that is our update on these transition. Okay. and that our next meeting is this Thursday. Um, so and we're definitely at
055the home stretch of this process. >> All right. Excellent. Any quick questions before I read this executive session? >> Quick question. I muted >> you mentioned couple meetings ago that there were only a limited number of assessments that the state of Oregon or OD was going to approve and you have star listed on there. Did they end up being one as you thought they would? >> They did. Yeah, we were very grateful for that. And so now we just have to figure out how we're going to buy it and pay for it because they are going to require us to have it without telling us a good financial way to pay for it. and are working out how that's going to impact our budget. Um, but I will say and I know that Dan communicated
056out at his weekly communication to you guys. Um, that I know there's some ground swelling around what are other ways we can be measuring progress besides OSAT and um, the fact that these interim assessments exist and are actually giving us really good data. I know that we've been using them already at the intermediate school and the primary and we're really happy with the information we're getting from them. Much more useful than the OSAT which is really a snapshot in a moment of time that kids like we've talked about is aren't always taking seriously. So it it will be a worthwhile investment I believe. Um the other piece is that with STAR, as part of our district literacy grant, we purchased a um a tool called Edgie Climber, which is kind of a data tracking tool
057that allows us to get snapshots of kids and it brings together all the pieces of data, their OSAT data, their STAR data, other pieces of information that we have on them so we can get a more real picture of this student and their discipline and everything. Um and then from there we can track interventions better and that goes to work that we've been trying to do for several years now around um systems of support and intervention. So we're excited that Star was selected because those are the same company and they feed into each other very nicely. >> Nice. All right. Anything else? Okay. Before we adjourn into our executive session, I'll read this. The board will now meet in executive session according to OS192.6602I to conduct deliberations with persons designated to review and evaluate the
058performance of the chief executive officer superintendent. 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-executive sessions. The board will not be taking any action on this content discussed tonight and will adjourn following the executive session. We will adjourn at 6:53, take a two-minute break, and rego into executive session at 655.