001Good evening. We're going to call the meeting to order and the first item of business is the student representative report. Good evening. >> Hello. Um, so there has not been a lot going on at or at high school, but we do have talent show auditions this Friday for our students for a talent show that we're going to be holding next month to fund raise for our Sparrow KV. And we're also going to be holding a staff versus student basketball games in March also as a fundraiser for >> awesome. >> Yeah, like um Elliot said, it's been pretty slow at Phoenix. We just started a new semester. Um the seniors have been voting on some prom things. We're trying to get some outside inspiration outside of leadership for the new prom themes. And the students at
002Phoenix have been trying to get a GoFundMe going to get a grad night for the seniors to have a fun party for all the seniors graduating this year. >> Thank you so much. Um any questions from students? >> By the way, there's only four of us tonight because uh Don and Nancy are um in Washington DC advocating for public schools with OSBA. So, um, thank thank you to them for making the trip and they've been sending cool pictures of them meeting with various representatives. So, yeah. Um, okay. Uh, centuate positive. K, you go first. >> Good evening everyone. I'm Kent Ver, principal here at Orchard Hill. Welcome to our school. I've got some great uh, accentuate positive items to share with you about student data. All the elementaryaries recently wrapped up our winter assessment season
003and uh I want to share two or three specific points with you. Uh the first one is I want you to know that 51% of our K through five students scored in the high growth high achievement quadrant in the I Ready uh test. What what you have there those are four quadrants of uh assessment. There's high growth, high achievement, low growth, low achievement. But you see obviously you want all the scores to be in the upper right hand uh corner there and like we had just very very few students who didn't either achieve high achievement or high growth. So 151 of them were in that upper right quadrant. I think that's a great accomplishment and a reflection of our staff. The other data point I know is tied to your to your our strategic plan
004is the third grade reading results. um those that on the ESPback sometimes they're closely tied. Maybe the irate is a predictor of springtime ESPback scores and Orchard Hill really did great job here too. So our third grade goals, you know, 2027 is 45% of those kids meeting or exceeding SPAC uh standard by by next school year. Um this year currently here at Orchard Hills, 66% of our third graders are at or above grade level. Third grade. Um and I need to brag about one particular teacher uh Jen Dodson. Um 75% of her kids are at or above grade level. She uh lived with her current students. That means she had them in second grade and she is their third grade teacher as well right now. um she works hard and probably worries a bit too
005much but man her her results were incredible. So I just wanted to share that with you and uh thank you. >> Thank you. >> Good evening Bish principal at Phoenix Elementary School. I want to echo everything that Kent said. We're having some really dated times too. I don't have the specifics for you but I can't wait to share. I'll bring that to the next meeting. Um, speaking of love of learning, we have our love of learning event next week. Um, talents is on Wednesday evening and mine is on Thursday evenings. I think Kent is also on Thursday evening where we'll be um, welcoming families into our schools to um, share report cards, share the data that uh, that Kent just shared and then just also really enlisting our families as partners. And so we'll be
006teaching them some strategies of things that they can do to support learning at home. So we look forward to that. And there'll al also be like food and a dance and all that kind of stuff that actually brings the kids there. So that's next week. Want to give a big shout out to Lori Delgado. Um some of the data that we presented last time was just showing our our our gains in attendance. And so we are actually seven points is what I learned above where we were last year. And some of that is due to our kind of schoolwide efforts. But Lori Delgado is our front office secretary and she came up with the the new latest edition uh to help um highlight our attendance campaign and it's called links for learning and every kid
007that comes to school gets a link on their chain. So every classroom has a different color of a a chain and uh and so we're displaying them up in our school. So we have these beautiful like displays of color to just show and highlight that every time you're here you're linking yourself to learning. And so that's been a positive step. The flu has not been a positive step in our attendance, but we'll get around that. >> Finally, I just want to give a big shout out to our wellness team. They put together um an idea that that spurred from some some um inspiration, but basically it was a PES day of service. And so each classroom has decided to do some sort of a service project around the community last Friday. So, we had kindergarteners
008supporting service um by by going and visiting the um the fire department. We had cleanup crews both on campus and throughout the town. We had a fourth grade two fourth grade teachers are doing projects with the human humane society and adopting dogs and doing writeups and and drawings to help dogs get adopted. So, just lots of different um variations of projects, but it was a really positive day that we think is going to continue to spur and just like helping kids feel a sense of belonging by helping others. And that's about it from tees. Heather couldn't join us because she had class tonight, but she wanted to say kudos to our family engagement team. They have designed a great evening of learning um and love. The tees love of learning is on February 11th, 5:30
009to 7:00. All are welcome. She also shares that after attending yesterday's first grade PLC led by Miguel Gutierrez, I want to send my appreciation to our district first grade teachers. Their expertise and professionalism were on full display as they collaborated to work on a math unit. And then finally, with the current illness rampaging through the school, I wanted to say a big thank you to our staff as they support students and each other to make sure that we could carry on business. Thank you for being amazing. They really are amazing. That's from Ka. All right. Thank you, Amber. Good evening board res academy. Uh first of all we've begun our talent maker city elective. We typically do that in the second semester. Uh we do that once a week. We've got cap of six students
010uh for safety reasons as well as to give individualized attention to those students. The district covers the cost of those classes uh so that we can uh make sure that our students have equitable access. And uh the elective is starting out with woodworking which is always a super fun one. Uh we really appreciate the the partnership with Town City. We've been partnering with them for five years and as a district probably more like close to 10 years now. So they've been a great partner for us. Uh wanted to report that PT enrollment has increased by 23% over the past three weeks and it's final percentages are huge. We've got a small number but uh yeah we went from 31 to 38 students right now. And that does not include three students who we're um kind
011of co-eing with Phoenix Elementary, two for Phoenix and one hill. So, we're really happy to be able to provide opportunities and options for families who are looking for something different. And then finally, on the testing side of things, state testing is officially underway. Uh we have all of our students involved in ELA testing right now or all of our EL teachers are involved with that. I want to thank them for their efforts in this area. And uh also PHS has just begun the seed survey. That's the new survey started two years ago that OD has. They're required to offer opportunity for all students from third through 11th period to take and it uh surveys students around their experiences at school. So high school has started that and then everyone else begin that uh shortly after
012spring break. So testing season already. >> That's it for me. >> Who wants that? Is that just your school doing testing right now? >> No, all the schools are doing all the testing. Okay. Uh and then um and then the high school has started seats survey started survey and all the ESPbacks after spring break. >> Okay. Got it. >> And will some of the survey be published somewhere? >> It all it all is published. In fact, we just received the results about two weeks ago and then uh our ESV partner have been breaking it down district by district for us. So we just got some data from them on that. So >> the surveys about the kids and their experience in school is that going to get >> that's that's last year's survey results. >>
013Okay. >> Does that make sense? >> Yeah. >> Okay. >> Good evening board principal at Talent Middle School. I just have a couple national school counselor week. Um and so just uh Liz Fletcher and Brie Bates, I know that I shout them out often, but um just continue all the work that they do and the heaviness that they carry and carry so well for so many of our kids, not only like social emotionally, but the academic um goals that they're kids this year is been a new and welcome addition uh to our school. So grateful for them. Um, and then I just want to be Derek Robin and all of our coaches and Kelly Pace who's our new music teacher and that does a band and color guard and number of other things as well.
014Um, just always and continue to see the impact of our kids being involved in something beyond school and the longing that it creates as a result. Uh, we have a sixth grader right now that is wrestling and he's like made the wrestling. Um but he uh and it has like transformed him as a student. Um just seeing it like firsthand. Um I think part of it he's so tired that he not a bad but I think I don't know just intend to be reminded of uh the importance of programs and having opportunities for our kids beyond the school day. Um, I was adding this because I know we talked about uh alpha testing that was brought up and so Lauren just want to give her a shout out to the amount of work she's doing
015right now pulling kids, testing kids um and uh so I know it's a lot of work that stand. You can stand up in that. >> Good evening everyone. Kaylin Frost, proud principal of the pirate ship. Um, a couple of quick updates from us. Uh, kind of following Casey, we do want to shout out to our school counselors for National Counseling um, week. We have a great crew, Jordan Rubies and Elica Mendoza and our academic advisor, Tammy Ingorson. um are just an irreplaceable crew truly. Um we couldn't do even a third of what we do without them and so their care for students and just attention to detail and and also the big picture at the same time is just phenomenal. So shout out to them. Um, another shout out to some staff in our student
016services department, our graduation coaches, Skyler Blinds and Alejandro Velasquez, who are also coaches and mentors for so many young people, have been crunching data and getting students to um, believe in their own potential as we finished quarter two. They also um ran a tier 2 intervention of Wednesday school for freshmen who were behind and that um, changed the trajectory for a lot of freshmen. And so I just want to shout out to Skyler and I'll talk through um our staff engaged in a core renew today and celebrated many successes. I don't know if you heard about our recent graduation rate or anything, but we also were able to celebrate um as you heard in my job presentation, we have been spending time on writing across the curriculum and our winter diagnostic scores from the EXL
017for our 9th, 10th, and 12th grade students show significant growth. And while our 11th grade isn't a bunch of growth, it um has been holding steady um and we're really proud of that. Last but not least, we also want to shout out about our state testing. Thanks for that, Aaron. Carrie Miller, Jackie Weber, and Lyanna Sandaval, as well as Maria Lee helped our ELBA students finish our EL students finish the ELBA in a record time with great participation. And Alyssa Barber, among a million other things, is now our testing coordinator and she's rocking it. and her support from Maggie Taylor who is our pillar guard coach but also our building sub um just make that a great experience for everyone. So that's it from the fire shares. >> Thank you. >> Good evening everybody. Uh
018my name is Ryan Swed. I'm the executive chef for our district. I'm going to keep this pretty short and sweet. Uh first I wanted to say thank you to Joseph. I'm sure you all are very familiar with our marketing team. Um he's been great for any LTO's or new vendors that we're having throughout the district. Um he's been really awesome. More specifically last week he created a really cool promotional video on the beat salary that we be doing at Yale Country Schools on February 19th. Um again that's a pairing with public school. Um next I want to talk about some things that we're currently doing. Um one of the big ones is we've transitioned to locally sourced ground beef from Morgan's gardens out of the valley. So every day now at the secondary school with
019Talent Middle School and Phoenix High School, we'll be having ground beef fresh from our nacho taco bar. Uh we're still working on sourcing bigger amounts for the elementaryaries. So that's a work in progress, but we're getting there. Um we've established new partnerships with Pacific Seafood out of North Ben and Intergalactic Acres out of uh Rogue River. Um and then I do want to take a chance and talk about our local farmfresh feature. It's going to be on multiple dates. So, we're sourced uh steel head from Pacific Seafood. We're going to be serving that at Talent Middle School on the fifth um all three elementary schools on the 13th and at the middle school on the 18th. Um lastly, I want to talk about Amy and I have been working to develop a program for uh
020staff meals to help schools. So, something that's still cost effective but a hardier option for everybody. Um we're still continuing to build relationships and strengthen, you know, farm to school efforts. Um, and then lastly, I want to take a chance to talk about uh our future chef for 2026 that is on March 19th. Huge event. It's my first one. I'm really looking forward to it. And we are looking for guest judges. So, if anybody is interested, please reach out to myself or Amy on picture that information. Thank you. >> Thank you. >> Hi everybody. Kelly, community care and early learning. I just want to give a quick shout out about preschool and a couple other things. Um, our u forgot my notes. Oh, I want to give a shout out for the day of learning
021at PES. And I know there were tons of people involved in that, but the early learning center also got benefit from that. Huge shout out for that. Super exciting for the little and I might miss somebody, but just thank you to Shauna and organizers. I believe it was Amy Bartley and um and then our teachers Rosario, Alexandra, and all. So that's super awesome. I would love to be more of that collaboration. Um and then I just want to you know, we know that regular attendance starts early. So, one of the awesome benefits of this connection with preschool is attendance. Um, preschool promises requirement is actually 80 is 80%. Um, we though want to set families on that track for that habit of regular attendance and oftentimes if their attendance is not so great in the
022early learning realm, they've established a habit and it starts to um be a battle. So, um 16, we have 21 kids, 16 of our 21 are attending 90% of the time or more. I'm gonna give three that are just barely there. That flu has been a bit of a a tricky bug and you know littles um also um sometimes carry a few more germs around. So that has been a little tricky. Um we recently though had sort of a a problem solving obstacle removing kind of chat with a conference with the family around like how can we help regular attendance? What are some of the barriers? How can we help? and it was really productive, but also happened to be a parent at Phoenix Elementary. And the mom made um a comment about how she
023knew what a priority that was because it's such a message at Phoenix Elementary and she mentioned the sign as you come through around like their daily attendance. So, it was just a really great way to connect, right? We share families, we share our goals and things like that. So, just a shout out to Phoenix Elementary for their PR in that and and hopefully we're helping to set families up for that expectation of regular event. And then the last is um I'm helping to support um social studies teachers this year as they look at curriculum materials in 6th through 12th grade. And I just wanted to give a shout out to those teachers in middle school and high school. We have three um publishers that we're still evaluating and they are digging in and and learning
024a little bit about what those curriculums offer. What are some of their benefits? What are some of the drawbacks? It takes extra time outside of their regular class schedule and their normal um workload. and they're really um they're really taking that on. They're piloting some materials, trying different things so that we can make a really informed decision about the best options for kids. And that will be for the next couple weeks with our goal to have a recommendation to the board in April around those social science. >> Thank you. Anybody else? Anything from the board? >> I have one thing. Um, my child that goes to Talent Middle School just started this yesterday, Tuesday. She started going to a talent maker city for their um I honestly don't even know what she's doing there. >>
025Uh, and really loving it. So, >> kudos to Talent Maker City and Allen Middle School. >> Very cool. >> All right. Uh, next is citizen comments. Did we have anybody wish to address the board in person or online? Maybe you can help me out. >> Oh, okay. Great. >> Did you say don't? Oh, don't >> Right. I know. I thought you were telling me she was watching. >> Maybe. >> Yeah. later. >> She's in a senator's office with the board meeting on her phone. Um, okay. Um, next is PTA update and I do believe we have someone here. Welcome. >> Hi everyone. My name is Jennifer Moat and I'm a second grade teacher at Phoenix Elementary School and the building rep this year. Um, our PTA recently was able to host a midyear social for
026our newest members. So that was a great opportunity to connect with our new teachers and we were able to hold it at Moxy Brew, so local business in Phoenix, who was um actually owned by a former um student. So that was really fun. Um we're also beginning planning for our May spring feature celebration of appreciation and we're looking at also hosting that at Brew. Um, and we're already gathering donations from local businesses to uh support the event and gift teachers to show our appreciation. Um, YOA is also um keeping up with developments of immigration enforcement and in support of our students and families. Um, there will be a know your rights um training coming up in April, that Saturday on April 11th. And just to keep us informed and keep supporting our kids. Thank you
027so much for coming. >> Okay, superintendent report. >> Thank you, Chair Campbell. I have a number of updates. First, I want to talk a little bit about uh the revenue forecast today uh from the state. That's really what we've been waiting for for this short session so the legislature understands how much money they're working with or not working with. Even though it was positive today, there's still about a $500 uh million dollar deficit that the legislature has to deal with. So, uh it was up about 290 million, which is positive, but still a pretty big deficit. So, um I don't envy those legislators with competing priorities in the state. Um, our message is for no mid bienium cuts, no unfunded mandates obviously, uh, but dipping into the reserves before there's any cuts to K12 education
028and our local reps seems to understand that. So, um, we're hopeful for that. I want to share state of the districts. Um, I go around to every uh, school and give kind of a state of the district at this time. We did our first one today at the high school. Uh it was great to follow the uh uh work session and um uh really digging into data uh and we will often share the the next times and dates and sites that uh we'll do those state of the district. But really enjoy doing those. It basically shares um information on how we're uh progressing on our strategic plan and also just transparency on some budget outlooks that we're that we're facing um in the future. Um I will just tell you uh part of that presentation
029we're looking at um as far as budget goes attrition and trimming rather than really layoffs and cuts. So um we're in a good position moving forward. Um but we're still being very cautious. Uh also want to remind you uh we last year we were flirting with the idea of uh sending out an RFP which is a request for proposal uh for a preschool here in Orchard Hill. We have Head Start here. Uh but there's there's a huge waiting list to head start and so um now is the time. We do have the space in this building and we have the need for uh preschool in our community. So we are going to send out a RFP uh later next week uh with hopes to get a partner on board which will really be no cost
030to uh the district. model very similar with the preschool that we have in talent where they utilize a space and they uh bring in I think I think they have 20 kids at that preschool and so we're looking to do something similar. So exciting to see how that process goes. If you want to be a part of that selection process, we'll send you uh the dates and um some of you who've been part of RFP process with bond and construction or food service or things of that nature um this will be pretty similar. Also, every year we apply at this time uh for uh Carpenter Foundation. This grant helps support sending students to SOOU youth programs uh academia Latina and it's it's a it's a a great summer program and so just thank you for
031the support and approval to continue to do that work for for our kids and that uh great opportunity. SOU. Um I mentioned this last year. Uh we're we started uh a partnership with clear gov and basically it's a transparency page for finances and staffing. Um um we had an opportunity and we went met with this vendor and we felt like it was very important as we face pretty challenging times financially that we have um a web page and some information out on our website that makes sense about transparency of our finances and staffing and where our public money is going in our district. Um, Yasmin has been working really all year to set that up and making sure it's connected to visions in our financial um programs as well. Uh, we hope to been a
032little bit of a hiccup, but we hope to um put that in place either later this spring or the summer for next year. Um, we also have discussed uh boundary changes a few times with the board. We were really uh um We were pretty far along before the fires and about ready to make a boundary change as far as the elementary um uh enrollments go. Um we've hedged that just because we have such a different community uh with the fires. We do have some um we do just for example, we have a 55 and older pre-fire um uh homes that was burned down. Now it's it's not 55 and older. It's just any any families. There's no restrictions on that. And so which is close to Phoenix Elementary, closer to Phoenix Elementary, but it's technically
033in the Orcharddale um attendance area. So, we may bring something to you to get some easy fixes on boundary changes, boundary changes, but to actually do full scale boundary changes, I think it's a couple years away when the developments begin to um twilight until we get some more developments in Phoenix and the surrounding areas to know uh really our challenges between Orchard Hill and uh Phoenix Elementary. So, we I just want to put that on your radar. Boundary changes are a big thing, but we'll set it up uh like we did last time where we had multiple public meetings uh and kind of share and get some feedback. >> I I have a question about that. So, >> um right now we're utilizing this space for different things, not just Morville Elementary School and Phoenix.
034Is it kind of maxed out on the classrooms? >> No, we it will have um actually the next board meeting. We just did uh did a technical assistant uh planning for facilities and they will share uh it basically every every school has room. >> We started the original boundary change to uh because this was busted at the seams at Orchard Hill and um you know Phoenix was our lowest uh uh enrollment school. That's kind of switched. So, um, we need to be very intentional and and really kind of get with the planning department on what's going where. I just met with the city council in Phoenix on Monday. Um, there there's some units going across the freeway on the east side. Uh, they'll have 130 units, 170 units. So, those will be very important to
035make sure that we uh we plan for that. Um, and we always have intra district transfers, but um, we we need some more clarity on some of those gray areas in there. So, >> when you say quick fixes, >> I don't I don't think I think that's an oxymoron when it comes to boundary changes. So, >> it is a quick Now, I will say that >> there is no quick. It's like uh, yeah, you're right. Boundary >> be community input. Yeah. In other words, >> and I think we'll get community input on the families that want to see that change rather filling out an intra district transfer when you're less than a half a mile from Phoenix, but going to your orchard hill, your insurance area. So, >> yeah. Okay. >> Um, I appreciate you
036calling that more on boundary changes are not easy and uh um but I think there's some there's some Well, I don't even want to say no-brainers. stuff isn't a red anymore either, >> right? >> Um >> I was listening but then you said boundary man. I was listening even better. So >> um in your packets also you have some information from the ESD that they've been sending out periodically just keeping date. We'll hear from Mark later. I just appreciate Mark's leadership. He's a new ESD superintendent. uh has already made some incredible improvements and he'll get a chance to share a little bit in ourformational discussion when we talk about the local service plan. Um just out of state travel, just a reminder, we we'd like to just inform the board. The board does not need
037to approve those, but our golf team is going to Chico, California uh in March. Uh tomorrow we're having a a a superintendent in this area. Uh we had one in Phoenix and Talent and now having one in Orchard, Oregon Mountain Coffee tomorrow at 8 a.m. Um hopefully if you can make it, we'll see you there. Um uh and then quarterly meetings. Denise sent out available dates for u coffee or lunch to get together on our superintendent one-on-one meetings. >> Yeah, I think that Okay, good. Any questions for last week? Thank you. Um, okay. Next is uh our target feedback survey selection and I think we have Kristen joining us. Hi Kristen. >> Hi everybody. >> Hi. >> How are you? >> Good to see you. Um, so we are, as you know, we're doing something
038new this year, um, where we are, um, having OSBA help us with a targeted feedback survey. So, Kristen, maybe before we dive into selecting things, you could just explain what that is, why people do it, why it's beneficial. >> Yes, absolutely. So the targeted feedback survey is an optional component of our superintendent evaluation and it's instead of a 360. So we used to do um we used to facilitate a 360 survey as part of a superintendent evaluation where we would sit and work with the board to come up with survey questions that they would just kind of put out to everybody who wanted to fill out a survey in in response to um the superintendent's performance. What we found over time is that the 360 survey as they were being generated didn't really work. they
039weren't giving um the board the information that they wanted and in fact in the way that they were being developed through no intention but they were unintentionally really soliciting complaints um because uh they weren't really asking the information that the board really wanted or that the superintendent really wanted because they weren't asking about performance of the superintendent as it aligned to what the board was looking for um and what they were evaluating in fact. And so we said this is not useful data for anybody and boards were saying that and superintendents were saying that. So what we developed is what's called a targeted feedback survey which is really meant to get at the superintendent's performance from folks that are familiar with the superintendent's work that is aligned to the standards that you are using to
040evaluate the superintendent. So, you already use our workbook to evaluate the superintendent and it has eight standards in it. We developed a survey that um that has questions for staff and questions for community that are aligned to those specific standards. So, when you're using that workbook to evaluate the superintendent and you're using the targeted feedback survey, the survey then asks questions that align with those specific standards. We have written those. We do not um we don't publish that and we do not let boards edit it. So um we have written those really specifically targeted at those standards and they are very specific to what is you participant? What is your knowledge of the superintendent's performance in this area? And then there are a couple of open-ended questions at the end of course because we want
041folks to feel like they can provide some narrative feedback as well. And so, um, so when we, uh, when we have boards look at this, what we have them do is really look at what are the standards that you want to go out to staff in the community to survey. There are most of those standards are applicable to staff. Some of them go out to community because not every um, not every standard would the community have involvement with. like there's a financial standard that staff would be familiar with, but that the community wouldn't necessarily be familiar with the superintendent's financial management. I sent you some information about which of those um would apply to each group ahead of time. I've also got a slide on that so we can look at that again. What we
042have seen since we've been using that is a lot better data. Um we also will ask you in this meeting who you want to survey, not by name, but by group of folks. So the other thing about why we call it targeted is that we're meant to be gathering input from folks who are familiar with the superintendent's work. So not just blasting it out there to anybody who wants to fill it in because then we get a lot of I don't knows. So we ask the board in collaboration with the superintendent to come up with groups of folks who are familiar with the work and it should be still a broad swath a good cross-section of folks but when we look at staff like usually direct reports always are in there but then what other
043groups of folks are familiar with the superintendent's work like are there teacher groups are there advisory groups like what what groups are familiar with the work of the superintendent and we're usually asking for no more than 40 or 50 people because we also have to analyze that data. Same thing with community groups. Are there advisory groups of parents? Are there community groups? Are it Rotary, you know, the mayor, like whatever, like whatever community means to you, who would you want to survey? Who's familiar with the work of the superintendent? And again, we're looking for like no more than 50 people on that side as well. And so what we have found in the years that we've been doing this and the feedback that we've gotten from boards and superintendent is this is much more usable
044data because not only does it align to what we're doing, but we get um responses from folks who are really familiar with the work of the superintendent. That is the targeted feedback survey. >> Love it. Thank you. >> Any questions? >> Questions about that? you're going to walk us through a process to help us select the three standards. >> Yes, this is pretty informal. Um we will talk about this. I know you've got the workbook. Um those are the ones that we're going to um select from. I'm also going to walk you through the process and the timeline on all of this. We'll talk through that first. Great. Um I would love to be able to share my screen. I just sent a request on that. >> It is on. >> I think I got
045it. All right, hang on. All right, I think you can see that. So, let me go through that. Let's talk about um timeline and everything first. And and I sent this all to Denise. So, she's got this so we can we can we'll take this step by step. This looks really complex, but I want to walk you through this. So, tonight we're going to do standards selection for the targeted feedback survey. What I ask you all to do in in this and I know that I won't work with you as board members directly but what we need because we will administer the survey from our end is um once you select your participants or your your groups of folks what I need back from the district is just emails like I just need emails and
046um that would be due to me by February 9th. So once you've picked your groups um tonight, we would need that back by February 9th. We will release that survey. We build that. Basically, it's a plug-and-play thing, but we will release that on February 12th. We do have I will tell you we do have a Spanish translation for the survey. So, if anybody needs that on staff or in the community, we can also send that out. we can send it out to individuals um who need that. If you do need other languages other than Spanish um we would rely on you to translate it into any other languages. Um and then I will close that on February 20th and of course the participants will know all of this. Um so that's the targeted feedback survey
047part. for the rest of the evaluation piece. Um, you are going to eval and you're familiar with this. You you've done this before as a board, but you've got the the standards, the workbook with the standards then in it. Your data that you're going to fill out evaluating those standards comes from your personal knowledge from the superintendent self-evaluation. And now it's also going to come from what I will show you when we get to this part, the um the targeted feedback survey. The rating categories start on page 14 of that book, which you don't need to know right now. Um I will send you um the evaluation link. So, we're going to do this a little bit different than the past. I'm going to make this easier for you. Um, instead of trying to fill
048out the fillable PDF, um, like we've done in the past, I'm just going to build all this into a survey monkey, the exact same thing you see in the workbook, and send that to you. Um, I'm going to send that to you on February 12th. You'll fill that out. Please fill that out no later than February 24th. You will get reminders for this all the way. You do not have to take notes or memorize all of these dates, but you'll have about um almost two weeks to do that. Then what I do ahead of time um is instead of just starting from a blank slate, I will compile um a draft of the themes of all of your comments. So I come prepared to that meeting with I've looked at all of your comments. I've
049compiled a draft of your of a summary for you and we start there instead of a blank slate which is meant to save us time at that meeting. and you start there. We look at what we've got and then start talking from there and we we talk about that summary. I and that's where I show you the targeted feedback sur uh survey results as well. And so we start with that. We look at the targeted feedback survey results and and then discuss and finalize that draft. My question for you at the time then is and you may have made this decision already. So, are you planning and I forgot what we did last year. Um, are you planning to finalize the um the evaluation that night? Because as you know, like we have it in
050draft form, bring your superintendent in, have that discussion or at least, you know, show it to him, give it to him, and then there's one of two ways. You can either have that discussion then come out and adopt the final version that night or um send him out with it to think about it and and process it and then adopt it at a future meeting. Which way do you go with that? >> Did didn't we have a work session set up the last time? >> I think >> you do it at a future meeting. Yeah, I think um because we because we did we did we arrived at consensus on the um evaluation and then we drafted the letter and it recorded um and that doesn't all happen in the same night. So >> Okay.
051So you do that at a future meeting. Okay. >> Yeah. I think >> Okay. I think it technically because it's the 18th, it puts us a little bit past our March 15th deadline, but I think it's better to do it that way. >> Yeah. Yeah. So, I think we would >> we would compile it on the 4th and share with him on formally um on the 18th. >> Perfect. Okay. Great. >> That is the process. Again, we'll walk through that as we go. You'll get dates from me as we go. Denise has all of this as well. Like we will we will keep going. But that is the overview of the process. Any questions about any of that? >> Okay. All right. So, you've seen the book. I sent you that thing in advance about
052the survey standards. And so just so you know, um this is what I wanted you to see is that here are the standards and here's what's here's where um they overlap with here are the standards that um staff have questions in and here's the standards that we would send out to the community. Your job is to choose three of these standards. Now we don't do three different ones for staff and three different ones for community. We do three standards. And the reason that we do three is because we don't want to oversaturate our participants with tons of questions or folks get survey fatigue. This this turns into about anywhere between like 13 to 17 questions total and any plus a couple of open-ended questions. Anything beyond that and we just, you know, folks get tired
053of answering questions. They don't want to take super long surveys. And so we asked the board to discuss the importance of um of these of these standards and decide which three pop out. Now sometimes what I hear from boards is look we want to choose three standards where the community is going to be represented in all three for sure. Sometimes I see boards talk about like hey these three are important and the community there's no community in questions in one like we've got to talk about financial management. We understand there are no community questions in that. That's okay. And so it's not, you know, it's neither good nor bad that there aren't community questions in some of these. It just depends on what is your priority for asking the the questions. You know, is it
054community? Is it the standard? That is the discussion. That's up to you. Um, so but that's what I wanted you to see is where are there where are there questions and where are there not. So what we will walk away with tonight are the three that you want to ask about and then who are the groups of folks that you want to survey. So that's the next conversation is did you get an opportunity as individuals to think about your priorities? >> Yeah. >> Yes. I'm worried about we need to ask Don. >> Yeah. So maybe she can mail hers tomorrow or something. >> But I feel like her input is important. Did we get rips anywhere? >> Nancy shared hers. >> And if we shared hers for Rick and Bon hers, >> we could give
055our things and if we align then I don't know. I don't know how you want to do it, but I just think I'm thinking about typically every probably >> Yeah. >> Well, hurting cats. Is >> there a way for us to give our options that we want tonight and then possibly give theirs tomorrow if we can get a hold of my group? >> Are you tracking with that, Christine? We're missing three people tonight. We have um Nancy sent in her priorities. Um so what would you recommend? Is there a way to um get that input or I know you're up against it because we have to she's got to start gathering contact info and stuff. So, >> so the only thing would be if you all came to some sort of consensus tonight and the
056other folks who weighed in >> said something wildly different, what would we do? Right? Like if they all aligned that would be fine. That would just be supportive. But if they said something different then it would be like we would need to have another meeting to come to consensus. >> So and I recogni and this so this is me saying this to any board not your board. Like I recognize that you know that that is that is key and it would be super ideal if everybody had sent in their thing or was able to to participate. and like I'm not sure how to rectify it, >> you know, if somebody's not here to have the conversation >> given that we are kind of up against a timeline. >> Yeah, we have too many good advocates
057for public ed on our board, I guess. >> I know. I know. And that DC trip is super great. I've been on that DC trip many times and it's really important. >> Yes. I I I'm comfortable that we will we're well represented with the four of us and Nancy and I think this majority more than majority will come up with standards that are that will be representative. So >> I think I'm comfortable with it. I think Don I think if Don were worried that that wouldn't happen, she probably would have submitted her recommendations, too. So um I think we're I think we're good. So, I think we just press forward. So, >> okay. >> Where does that You're going to kind of survey us or >> Yeah. Well, um I I So, I wonder if
058if you all gave this some thought >> if anybody came with Hey, I've got these three that I want to throw out. Did you all come with your ideas? Um if if one person came with their ideas, we could start there. Who came with ideas? >> It's Paulie. And I have 1 56. >> 1 56. Okay. Anybody else have ideas? >> I have one 58. >> One. >> That's Rebecca. Rebecca. >> Five eight. Okay. Rebecca. >> I'm Diana. I've got four eight and five. >> Four eight. >> I see a theme. Okay. Michael. Uh >> um I had Well, hang on. Let me give you NY's first. >> Okay. >> Nancy had five. >> I think it was one, two, three. >> Well, there she numbered them one, two, and three, but three, five. One,
059three, and five for Nancy. >> Okay. >> And I have Hang on. How many choices up here? >> I had three, four, and five. >> Okay, so five shows up every single time. >> Everybody had five. Can we say five as a go? >> Yeah. >> Okay. Um, let's see. One shows up three times. So here here's how it falls out the rest of it. One shows up three times and then four shows up twice, three shows up twice, and eight shows up twice. So I wonder about one. So one is visionary district leadership. And um do you all have the book in front of you by any chance? >> We have a number in front of us. Yeah, >> you've got it in front of you. So I wonder about reading through that standard
060about visionary district leadership. And if um if you want to discuss that one, that's three out of five of you who are here. Yeah. >> I'm I'm good with one also. >> Me, too. It's the same as >> So, I could change mine to one, which would the scale >> because you didn't have one. >> I did. I had three, four, and five, but I could have one. >> Okay. >> I like one. >> It's like the I see where one and four are really close. Yeah. >> So, I'd go full one. >> So, visionary district leadership, communication, and community relations. We've got those two. And then the other ones that we've got a couple of are four. Although I heard you just say that like you feel like one and four may be tightly
061related. So is that what I heard? >> Mhm. >> Kind of. Sort of. We can we can come back to that. Three shows up a couple of times. Four shows up a couple of times. And eight showed up a couple of times. I will say policy, governance and advocacy is the only one actually that is not survey. So I don't know if you saw this on on this when I sent this to you. It is not surveyed to staff and community at all. So that one mostly has to do with a relationship with the board and also advocacy, external advocacy that staff and community may not have anything to do with. So I think we need to like take eight out because it won't it won't be surveyed. So um so that one will come
062out. So let's look at uh three and four. >> I'm happy to change my to a three. >> Inclusive district culture, culturally responsive instructive leadership and improvement. Those are the two three >> I would agree also. >> Three and then Michael, you had three. Nancy had three. >> Five. What's that? >> You had three. You >> No, I'm changing to a three. >> Okay. >> And so we're Diana's changing her. Oh, yeah. >> Yeah. >> One, three, and five. So we have visionary district leadership which surveys both that's one inclusive district culture which surveys both and communication and community relations which also surveys both. Okay, perfect. That was easy. Okay, now let's talk about groups of folks that you want to and this is where I will invite your superintendent into the conversation as well
063because I think this is a this is a collaborative conversation about like who knows the work >> and and you know I mean like you all know but Superintendent Barry knows the you know like who knows his work and so um so I would love for this to be you know like who should be who should be included in this because it's a tight group of folks and so um like I said with staff we often start out with direct reports and then who goes out who comes out from there and I will also say that to the extent that we can um these surveys this is why we do it these surveys are anonymous and confidential now our attorneys would say like can we ever promise that fully no but like we don't ask
064for any identifiable information and so like folks generally feel comfortable like you know um providing us information because we don't track anybody's name or IP address or anything like that just so you know. So keep that in mind when you're thinking about who you'd want to survey. >> So let's start with staff. >> Yeah. I just I was writing down just some I mean direct reports obviously that would be some of the ad team and the supervisors. Uh I think each of our schools have uh leadership teams that are made up of both um licensed and classified uh staff. So I think that would be uh something that' be important. >> What are those call figures? >> Um they're they're different. We have a wellness team. You heard from Shauna today. Um, so different types
065of >> Yeah. So, uh, and we usually have like a maybe we have a facilitator or somebody that's taking the lead with each of those teams, your academic team, your wellness team. Uh, so I think we can we can tap those facilitators um, association leadership um, you know, for for staff um, in different departments, maintenance and facilities, technology Mhm. >> Great. >> I mean, is it 40 or 50 no matter what district size or does is there a >> No, not necessarily no matter what district size. I would say like at the outer edge. I mean, okay. >> 40 or 50, you know? I mean, if I'm working with Pinehurst, probably like we're never going to get 40 or 50, right? >> They're the anomaly. I like to use them though as the example anomaly.
066>> I mean right there we're crossing about 30 or so. Okay. >> Yeah. >> And I think that's fine. If that feels right to you for like, you know, I mean, if that feels right to you as far as like this is a representative group of folks, then we can we can I usually say that just so that you know the outer edge of like what we would because I wouldn't want a h 100, you know, like whatever. >> A question I always have is even though they're not our staff and feels like kind of family, I mean looking at food service and um transportation partners, you know, that would that be more community or would that be more staff? Um, >> or that are they involved in any of this? >> Well, how would
067you cons? So, these are these are contracted folks that work for I mean this is like um >> true. Yeah. >> So, these are these are contractors that would work like these are this is like the sub association that you would or >> Yeah. Yeah. Um they're contracted employees. >> That's a good question. Um, I think I would consider that probably closer to staff, right? Because otherwise you would hire them for those jobs, but I don't I don't know if that would be the right because when I think of community partners, I think of like I mean and you can define community how you want to, but I would think of like, you know, like community based organizations or local government or, you know, something like that that is different kinds of support instead of
068working inside the district. I want to add that we we talked a little bit about um Laura Mallette um maybe tapping her on the communication and community relations piece and having that Spanish uh option. Yeah. >> Yes. Yeah. So if that works for staff um is that >> and I think our family liaison can help with different community groups to serve or folks with in community particularly around number three. >> Okay. All right. And do you think that they will be able to be like >> fairly responsive pretty quickly? >> That's a good question. >> Because we will need um contact info by the 9th in order to get all of this out. >> Tell someone. >> Yeah, I think we can accomplish it. Yeah. >> Okay. >> Some movers and sh. >> Okay. All
069right. Okay. So you'll rely on family liaison to pull from community. Is there anybody else like So that sounds like families as part of community certainly. Are there any other like local government organizations or other sort of membership organizations or community you know like like I said CBOS or anything like that that you would want to include in that >> Rotary? >> I mean I think we have Rotary. I think we have city leadership. Um I don't know where PTAs fit in this. I mean, they're more, you know, family um parent organization. >> Um I was going to say parent Yeah. parent our parent organization. Yeah. uh you if we look at other partners I mean Alam maker cities our CBOS's then we work with the clinic road mentoring project I mean we can go
070on and on >> yeah okay >> are there any organizations that are Hispanic like any Hispanic >> that would be kind of migrant that leadership so that would be on the this as well. >> Great. >> Would that also be with the like community partners and the police departments and the fire departments? We also reach out to them or >> I think they're par city. >> Yeah, I would like chiefs and things like that. Yeah, >> Kristen, we we have a safe schools inter agency team meeting every quarter which includes local law enforcement, you know, the fire departments, our juvenile justice, our, you know, that's right there and that's 25 30 people that in the wide our city leaders >> right there is a a a good group that has a um I mean so
071we could look at some of those people on that group or that whole group. Yeah, couple of those. I mean, like, yeah, whoever whoever you want to throw into that mix that you think would would like be able to to speak to these three um standards as you think through I know you don't know the questions, but as you think through like you know who might be able to speak to these components of of your work, that would be that would be great. >> Okay. Okay. Actually, it's not that many because half of it is staff, too. So, >> so it's probably Yeah. Yeah. >> Okay. Um I will and like I said, we have a Spanish translation and so I will work with Denise to talk about like the format and everything that um
072that we will look for. Um, I think I have what I need to move forward. Um, any questions that you have for me or anything you need from me right now? >> I appreciate all you do always. >> Yeah. >> For us, >> I appreciate working with you all. If you if you were like super close, I would I would be down there. I you know, like we always work together and I'm never there. Okay. >> All right. Well, thank you. Um, we will see each other soon. And then, of course, the next thing we're going to do together is a is a board self assessment. So, you'll be hearing about timelines on that, too. >> All right. >> Thanks. See you soon. >> Okay. >> Good job. >> We did it. Um, okay. Okay,
073next is a consent agenda. Speaking of consensus, um do I have a motion to approve the consent agenda? >> I move to approve the consent agenda consented. >> I'll second it. >> Thank you. Any objections? Hearing none. Consent agenda is approved. Uh information and discussion. Legislative Oba update. Our legislative OPA people are here. They're legislating. Okay. Um, committee reports. >> No committee reports. >> Which brings us to our SOED local service. Mark's here. Did you want to >> Yeah, just uh um Mark's here to answer any questions and uh to kind of tee this up and this is the time of year when we review it and then the next uh meeting we'll be asking for approval. Um it's presented in a little bit different format. They presented this to the superintendent not too long
074ago and >> I've been impressed how this has been presented. So Mark, it's all yours. >> Thank you. >> I'm not sure the microphone is working. >> Okay. >> Like mostly for the >> It is on. Yes. All right. Thank you so much. >> Well, Superintendent Barry, Chair Campbell, members of the board, thank you so much for inviting me to be here tonight. I'm super proud and excited to be the new superintendent of Southern Oregon ESD. And my aspirational vision as the new superintendent is to be a human- centered leader who helps SOESD become a people first organization so that the care that we extend to one another inside our agency allows us to better care for and serve people like you on the outside of our agency. So, it's my pleasure to be here
075because relationships and communication and visibility are all priorities for me and I I just appreciate you inviting me into the space. As far as the local service plan goes, there really aren't changes to the services that will be offered next year. We started a process in September internally and with the superintendent talking about the services that were in the the current LSP and the consensus was that um we were doing the right kinds of things and that we wanted to continue that work. What is different in the LSP is the formatting and the amount of visibility that I'm trying to provide you. Um, we restructured the agency, our administrative team at the beginning of the year and hired our first ever coordinator for communications and partnerships. And I said to Aaron Green, I want the
076LSP to be more like an engaging children's book instead of a report. And Aaron created this for me with lots of pictures and graphics uh in the hope that it would be more engaging and keep the reader attention. Um, so the formatting is different. The other thing, as I mentioned, is the level of transparency. So, if you want to kind of walk through the document, I'll point out some things that are new in terms of us trying to be more transparent. Um, on page two in the document, we've listed the population of each of the counties we serve and each of the school districts we serve, just to help our uh, readers of the document understand the diversity. Um, I got a kick out of of um hearing Chris mentioned Pinhardt a few minutes ago.
077On page three, we've included the pictures of all of our board members. Six of our board members, six of the nine are new this year. And we wanted to point out who your representative is for your district. Ariel Bloomer, by the way, you'll see her picture there. On page four, I mentioned that we restructured our administrative team and so we included a detailed org chart so that you can see what each of our administrators does at the agency. On page five, we're really trying to standardize our language and vocabulary inside the agency. Um, we often hear people say that they're not sure what we do. And one of the reasons that we think that is is because we haven't been good about talking about it the same way outside of the agency. So, we're really
078trying to standardize our language and make sure that everybody talks about us the same way um to help uh people better understand who we are and what we do. On page nine, we've included for the first time the actual budget numbers in addition to the percentages. So, in the past, you would likely have just seen the percentages and not the actual budget numbers. And on page 10, we've tried to include a graphic representation with that dollar bill graphic of exactly how the money is spent. On page 11, uh you'll see that we have included for the first time the amounts, the dollar amounts for each of our four statutoily required divisions and the amount of LSP funded FTE and the amount of nonLSP funded FTE at the agency in each of those four divisions. And
079then on pages 13 through 21 where you actually see the the items that are part of the LSP, for the first time ever, we've included which counties each of those services are in. Um some of our county uh some of our services are available only in Jackson and Josephine. Most are available Jackson, Josephine, and Clamoth. There are a couple that are available only in Clamoth. And then there are a few regional services that are provided through contract with OD that are not only our 13 component districts but also Lake County and Douglas County. So for each service, you'll see um where those are provided. So, that's kind of the overview of the document and the ways that we're trying to be more transparent with our component districts and anyone who picks up the fun children's
080book um to read through and I'll be happy to answer any questions. I'm just so pleased not to see every page full of initials or things that I have not a clue they're talking >> I love how you included the things that you're not charging for and I don't think I've ever seen those before since I've been on the board. >> Great. >> I don't remember that anyway. >> Um >> well it if they if they were in there maybe what's different is the way we color coded. So, if they're in if they have the green background, that means it's a selection that you can make from the LSP. If it's white, that means that it's provided either through a grant or contract and it's not something that the district has to pay for. >>
081This is, I think, the 10th that I've approved and it's the best I've seen so far. So, thank you. >> You're very welcome. and I will pass that along to Aaron, our communications and partnerships coordinator. Very nicely laid out and um yeah, thank you very much. >> Any questions for Mark? >> I wondered, you know, you said there there aren't any changes. Um, I I know, you know, I don't want to pin you down on specific things that you're thinking about for the future, but just with a broad sort of how do you think about the future of the ESD over the next 5 to 10 years? Um, each spring we have cabinetto cabinet meetings where we meet with each of our 13 component districts and talk about what's working, what's not working, what would
082you like to see us do differently. Um, one of the things that we've heard repeatedly for probably three years is support with student information systems. And just this week, uh, we approved in cabinet purchasing a synergy instance for the ESD. Which student information system you use? You use powers. >> Um, getting synergy will allow us to learn more about how student information systems work. um it may allow us to eventually be able to offer consortium pricing for districts if if districts who aren't using it or who are using it wanted to do that. >> Um I think in terms of expanding services though beyond that one concrete example um we're we're really listening to what our our goal is to really listen to what districts are telling us they want and need >> and then
083to be able to do our best to provide that. >> Yeah. I one of the things that I think about um I don't necessarily think about expanding services but sometimes I think about what are ways that services could be narrowed >> to meet you know and and I know it's challenging because you have so many districts of varying size. Yes. Um, when I think about, for example, special ed and just the the continued, you know, rising pressures on school districts, um, and students showing up with, you know, um, in the way that they're showing up, um, it's a big need. So, um, yeah, just just something that I've noticed, you know, sometimes less is more, right? And, uh, something something to think about. But, yeah, I appreciate that. One of the things I'll say to
084that point, um, whether we keep the services the same, expand or reduce, >> we have been working with student education this year on a strategic plan. >> And uh, at our March board meeting, I expect the ESD board to approve a new five-year strategic plan >> that will definitely help us focus. So whether whether there are more services in the document in the future, fewer services or the same, >> we will definitely have the opportunity to be more focused and targeted on the work that we're doing within the agency thanks to um the strategic plan. >> Yeah, glad to hear that. Great. >> Awesome. Anything else? >> So I I know you've been there a hot minute. I don't remember how long it's been now, but what do you think you're most proud of um
085since you've come into this role? What what do you feel like is your you've noticed about and what's what's happening? >> Well, the there are five things that I said that as superintendent I was really going to pay attention to this year. Um one is um onboarding and supporting our new board members with six of nine being new. So we had our first ever board member retreat in August. Our board members have been engaged and participating in other training opportunities through OSBA. Um we had not done an agency policy update in many years and we engaged with OSBA and after our February board meeting we will have done a complete policy rewrite. some of our policies had not been updated since the 1970s. >> We went through that years ago. >> So, um I'm proud
086of that. Another thing that I said I was going to pay attention to was strategic planning and to have an inclusive strategic planning process. In the past, we never really identified a strategic plan steering committee, but if there was one, it would have been the administrative team because that's where the work of strategic planning happened. We put together a steering committee of classified, licensed, confidential, administrative staff across all of the geography of our region, including Douglas County. So, um I'm really proud that we've had a really inclusive process. Um superintendent and uh curriculum directors, directors have had an opportunity to participate in giving voice into that strategic plan. Um, facilities is another thing that I needed to pay attention to this year. Um, during winter break, we moved our early childhood services building out of
087a a building that was not ideal in Grants Pass to a remodeled facility on Ramsay Avenue. And uh April 14th, mark your calendars, from 4 to 6:00 p.m. we'll be having our ribbon cutting ceremony for the grand opening of our new district office right here in your district uh within your district borders. So that's that's been a lot of my time and attention this year and I'm proud of that. And then the work with communications. um we were not only not great at communicating outside of the agency, we weren't super great about communicating inside the agency either. And so I'm really proud of the work that we're doing um to try to do a better job of um understanding who we are, what our mission, vision, and values are, what our strategic priorities are, and
088how we're going to move together collectively to best serve and support our districts. >> So great. >> Yeah, I'm excited for the new building. Yeah, >> that's like just a little bit way ways down from my childhood home and >> Oh, great. >> I'm just so glad to see that built up fires. It's really much fun to see that happening now. >> Thank you so much. >> You're very welcome. Thanks for coming tonight, too. >> And also sitting through another targeted feedback survey process. >> Thank you. Um, okay. We are going to take a recess. So, let's reconvene in 9 minutes. >> Okay. >> Are you all ready down there? >> Yep. >> All right. >> Yeah. Thank you. >> Welcome back. We have uh two action items. Number one is criteria for evaluating the
089superintendent. And this is for next school year. >> So, do I have a motion? >> I move to adopt the current criteria for evaluating the superintendent as presented. >> Second. >> Okay. Any discussion? You're supposed to say our names. >> Oh, I'm sorry. Oh, thank you, Pauling. Thank you, >> Denise. >> Uh, any discussion? >> All right. Uh, >> yes. >> Oh, yes, >> Rebecca. >> I Yes. First student renewal. >> I'm definitely going to have to I don't know. Kick this one off. >> Can we talk about it? >> Yeah. Absolutely. So I I sent uh we had one last time that was much different terms. Um >> was uh it started off at 10 and a quarter uh the first year then 5% 5% 5% 5%. Uh yes mean did numbers we came
090back with um pretty much what you see here in these terms five% the first year 4% the second year and then three three and three uh they put it they countered with the stipulation that if the CPI was higher on years three four and five that um a minimum of 3% um with no maximum And we countered that to say if the CPI is it could be whatever it's not going to be seven or 8% but um we wanted a maximum there of 5%. CPI the last three years been under 3% like 2.7 2.9. >> Um wasn't on the first one 13% on the year. >> That was if we did a two-year renewal. >> Okay. Yeah. >> I was trying to look at that to try I wish we had a chart when I
091was doing this. We just got this this afternoon. I was like trying to make sense of what it was and what it is. >> Yeah. So when they they when well they countered with some other things too and um yes me and I were on the phone and basically we could do this like this is what we can do. So um >> we you know that wasn't going to be able to do we were going to probably have to look at going out for RFP. Uh but they then they um the thing that was nice is that the uh we kept the same um fleet replacement. Um and so that's been the same from the get-go. Okay. >> Um so in the in the five years that we uh continue with this contract, we'll have
09216 new buses. Um which is nice. Uh definitely um loaded at the end. We also negotiated a little bit on the lease. You'll see at the very bottom um there's another um uh based on the rate sheet there's uh some adjustments we made on the lease. So um we reduced the lease the first year um um and and this was because we our bus manager is when we look at comparable positions is drastically underpaid. Uh, and so we wanted to make sure that we and Janelle's been working for the bus farm for 30 years. So, >> um, so we wanted to have some flexibility where she could get, you know, something that she can deserves. And so we did that with the with the, uh, adjustment in the lease the first year and the, uh,
093so it's $1,000 a month um, the first year, $2,000 a month the second year, and then years three, four, and five is $3,000 a month. And so we made we made some adjustments on that lease. >> You talked about um approaching other districts or other districts are going to be going through this or did you did you reach out to them also? >> Yeah. So reached out to them and so there's uh two other districts that you well three including three rivers but two other Jackson County um they will they'll be up for renewal. one next year and the one following year. And so when we sent this to FAD, we do have some agreements and some termination of agreements. We just need to give them uh a sufficient notice. So if we wanted to
094go out buying do an RFP, we would have to we would have to send official notice based on what this termination agreement is. Okay. Within I think it was 120 days or 180 days. I wonder if there's something there for that that comes to that place where we can collectively come together. >> Yeah, we do we do have an option to terminate and do it by group. We just would need to put the um make sure it is within that time frame. >> Okay. >> Six months, right? >> Is it 180 days? Yeah. >> Yeah. For convenience. >> Okay. Yeah. Yeah. >> That's what I read earlier. Um Talk to me about time frame. Um, this is a big decision and when we reviewed it last, I don't think we you were still negotiating. So,
095we just kind of came to this number that you're or this proposal that you're bringing to the board now, right? That was fairly recent like >> Yeah. Well, we've been negotiating the last two weeks since that. Yeah. I wonder when do we I know that contract expires June 30th, but I wonder if we if someone were to table this and put it up on the >> We would have to get approval. We had to get approval because by contract we needed to approve it in January. >> Oh. And >> if we don't approve this now, we'd have to seek we'd be out of contract and seek approval for >> Okay. >> Uh till the 18th. >> Okay. >> Are you saying that because of missing board members? >> Yeah. >> Well, and just the time
096to review it. Um well, okay. A couple things. If we don't do this, we'd have to do that. And then I don't know if we'll get better terms than this. And so we would if we didn't go with this, we would it would put us in a tight timeline with RFP >> process. >> Okay. >> Um, how are you feeling about it? >> I I feel good because Yasmin feels good about it. >> Um, I feel like they came to our terms. We we didn't stray from 54 333. That's what we when we started putting our numbers, that was a number we had even before we got their additional numbers. Um because we knew when we had our initial meeting, we wanted to make sure that you know we're we're meeting up with the compensation
097of bus drivers. We wanted to make sure that um you know our our leader and our bus partner is being compensated. Um and so really some of the negotiation they came down to where we wanted to be and then negotiation was really the lease that that freed up some flexibility for them to compensate their people. >> Okay. But it also doesn't start I mean you know with contracts the the lower you can get that first number >> then that's the one carries on right >> cumulative yeah and compared to 10 and a half or 13 and a half >> um okay do I have a motion? >> I move to approve the first student revised 5year renewal extension pass presented. I'll second it. Thank you Diana. Thank you Holly. Um okay. Yes. >> Do you
098want any more disc? I will we do have some staffs looked at all this. Yeah. The um >> so if we if we don't if the people think they're not meeting their obligation there's some things in the contract that um get some >> yeah trigger. yourself. >> The only thing I just in general and I think this is I mean good job by both you and to get this to a a much more reasonable um because it's always like the question of what are you getting for your money and I know we're not paying you know the manager or 13% on $2 million or whatever. Yes. So um so it's not all going to her. Yeah. So, um, and then I just in general, school districts aren't funded on the CPI and so, you know,
099whenever I see increases that are, but I appreciate the control of between three and 5%. So, um, >> but our, you know, as you know, well, it we've had, we've had, um, by the way, our food service contract is all CPI. >> I know. I know. I'm just sometimes say it again sometimes that benefits us sometimes it um is like oh shoot that's why anytime we have CPI we want to go maximum right >> I have a question yeah >> so Don had recently mentioned I mean she's mentioned it a couple times about the bus having handicap accessible things or the larger buses for students that have disabilities to be able to go on field trips Um, is that anywhere in there? >> So, they did we asked them to do that last time. So,
100we do have um 84 riding four passenger buses. Um, I don't know how many we have, but those have handicap accessible. >> Um, and so that they know that's priority as I don't know if we've reported it back to the whole board, but I did connect with um with Don about that. Yeah. >> Okay. Question. Yeah, those are type two buses. Those are so Yeah. So, um yeah, so the type eight buses are the the smaller shorter buses and stuff and most of them all have those. >> Okay. Um >> Ready to vote? >> Yeah. Okay. D. >> Yes. >> Rebecca, >> yes. >> I vote yes. >> We need more votes. passive too. Um, okay. Uh, next next meeting agenda. So, I think I'm looking at your notes in here, Denise. Um, yeah, I
101think if we could start the March 4th and the March 18th meeting. March 18th is a work session, right? What time do we have that scheduled for? It's at 5. >> Oh, okay. We might have to >> So, that'll be really early for 90 minutes. >> Yeah, we we'll probably have to start the work session at 6 and do the evaluation at 4:30. >> Are those Wednesdays? >> Yes, I think she said. >> Yeah, they're Wednesdays. And as action item with the S SOED, we'll have the numbers on the contract for that. >> Uh oh, there's not really numbers. What do you mean? >> I thought there was like a dollar amount that we >> No, >> it just shows the What's the service? >> Services that we don't end up using, we get back.
102>> Okay. >> We get refunded to us. How much of that? It's it's a it's anywhere from it's a little more lately. I don't know if that'll continue, but we usually get about $300,000 back. >> Okay. >> Thanks. >> Awesome. Okay. Anything else? All right. We are journ. They show up.