Phoenix-Talent School Board meeting 12-09-2021

001for being nominated by their teachers and for consistently demonstrating commitment we have some fantastic students at phs tonight mike derost in the phs bancro program is hosting the winter concert for the first time in the newly renovated road street theater it's been a long time coming thanks to the students families and mr derose for sticking with band it can be discouraging to practice for two years and not get to perform yeah it's been two years since our last winter concert so we want to pack that venue tonight in closing i want to thank and highlight the work of joe zavala our district communications director joe has a plethora of knowledge and endless connections to ensure our district gets the positive press it deserves we've always known that our kids and staff are the best but

002joe has helped us take that to the next level so that everyone in the state knows this information thanks joe for your fantastic work and i hope all of you board members have thank you very much toby we got most of that um i will have um kent speak next please good evening uh chair watson and members of the board um kent valerie principal at talent middle school uh tonight i want to just highlight three great things that have happened and are happening at middle school uh this week 27 of our middle school students worked together to compete against aryan middle schools in the yearly southern oregon university scavenger hunt they get they began uh completing a few challenges such as making a recipe or stacking a tower of apples and then they had to

003scour the internet and find answers to 51 questions uh today they were given a chance to defend their answers and we are really anxiously awaiting the final results i want to thank sandra tringalo a great deal for helping our students compete in this and she tells me that uh our kids did very well and competed uh strongly against neighboring districts um i'd also like to brag about julie stinson and her leadership on her wellness team at tms also highlight lisa's work with that lisa roman's work as well uh we started a wellness loot a wellness newsletter called inside out it highlights local events for at various venues um some healthy eating tips and events uh social events for our staff and healthy reminders uh so we don't lose sight of our staff's well-being it's been

004a fun week i've been meeting with a little group of student leadership team of some eighth graders um we're planning our spirit week next week uh and they've also been helping uh wreck or decorate a little bit of the building for the holidays um and it's just been fun to uh visit with those students they act as a little bit of an advisory board for me and it's it's been a long time since i've been in middle school and that as a student and it helps to see some of the issues and uh things that they're dealing with through a student's eyes so i'm uh thankful for all that's happening and all the staff that we have at talent middle school and uh that's my report so thank you all uh heather can you go

005next please and then could you call someone next it's easier if you guys do that for me yes good evening madam chair watson and board heather lil rogers the principal over at talent elementary and things are going really good on the mustang prairie i've got lots of stuff to share with you um first i just want to give a huge shout out to greg rowe and um our partners over at um boys and girls club i don't know if brent's going to share this but sorry if i'm stealing your thunder greg or brent but they have donated an incredible gift to our district of thirty thousand dollars in gift cards that are gonna go to um 60 very deserving families so just thank you so much greg for your partnership and just always phoenix talent

006community we really appreciate that partnership and just just you're made amazing leaders yet so and i didn't just do that because you're on god you were on me definitely top of my list i'm also wanted to share that today uh kurt and shawna and i got to meet with family connection and we are planning some parenting classes coming up this winter in spring so we're excited about that partnership as well we'll be showing more um as that rolls out also i wanted to update you on the rogue world uh music partnership that we have doing uh travis puccinelli he's coming to our elementary schools because that talent this week was at phoenix last week and would be at oprah hill next week and he's going to be rotating through the elementary schools just providing some

007awesome elementary music education so grateful for that also um i'm sure you saw this but we were able to serve 38 families in our family photo shoot a couple weekends ago and that has just been such a fun project i've been editing and ordering prints for days and cannot wait to gift those to families next week um lastly just a quick update we had an incredible conference week right before uh thanksgiving and had about 89 improvement of our family show up either in person and virtually and it was just a real special event for us to welcome families back for a conference in the snow um that's it from talent i'll kick it up the road to shauna thanks heather good evening everyone good evening madam here watson i'm shawna schleif principal at phoenix elementary

008school and thank you heather for just summing up some of the great things that have been going on around the district i just wanted to highlight a few other things that are going on kind of in the classrooms and things um one of the practices that we have with our mentor teachers and our new teachers is the ability to go around and view each other or go to other schools and view each other's classrooms and so that is just an amazing way for people to learn new skills and strategies is by watching each other and even today one of our mentor teachers is like she's like this is even this is great for me too even as a teacher that's been teaching for 20 plus years so just thank you to our district for allowing

009um opening their doors and allowing teachers to come in and learn from each other wanted to also share we're in our second round of ebis right now and it's just really amazing to see the collaboration amongst our staff and with our coaches and looking really solidly at our data and our new strategies for intervention to help support students um learning in reading and math and so just the trend is going in the right direction and that feels really amazing and then finally i just want to give a shout out to our plc process i know we talked about it at our job meeting but um this week i want to give a shout out to pam our coach our instructional coach and then our kindergarten team christian kairos amy hartley and jennifer hawkins they're doing

010a quick action research project where they collected quick data they're each deciding on a very similar strategy or i mean the exact same strategy and then they're going to just do a quick three-week feedback loop just as a way to kind of measure our impact and so i just want to give them a quick shout out as well um we're going to be doing a winter assembly next week we're pretty excited about that so we're getting our singing voices um juiced up and then also uh a big i just want to also shout out to travis our new music teacher i got into i got to sit in on two of his classes and it was just a mixture of singing and storytelling and just the kids were so engaged the staff was engaged it's

011a really positive experience first of all so all good things happen in here uh kurt you're up next buddy thank you shauna good evening board um madam chair watson shang principal at orchard hill middle school and i'm getting a huge echo back i don't know if you guys who are not always horrible um yeah anyway all right orchard hill elementary school um i want to give us a couple shout outs to start off with first of all uh casey calhoun she is a parent here at orchard hill and uh must have been october or something um she reached out to us and said hey i think we need a safety patrol person down on the inter on the crosswalk of one apparel you got any equipment for me to use so we had equipment and

012she's been doing it the since then and just um what a blessing she's really caring and concerned and we've exchanged some emails here lately and she loves doing what she's doing now that she said just enjoys the kids and loves their attitude and their politeness so shout out to casey for that shout out to annie prest annie has retired after and i was going to get the actual number of years this afternoon and i didn't make that phone call unfortunately but it's upper 20s 28 29 years she's been serving students here at the district and she has put in her retirement you guys approved that but uh her final days are coming up she'll finish her last day will be the 17th of december just before winter break and so um just a big thank

013you for all the years of service and care and support for our students here in the district for annie also i want to give a shout out stephanie hayes transferred over here to be our new pe teacher and i just um you know it's a challenge when we had kept having to have substitutes in there and stuff and she's just doing a phenomenal job she's so organized and on top of things and just the structure and her organization has settled things down uh definitely in the pe class and gym but it's kind of impacted the whole school you really feel that the kids are calmer just because of her consistency and and the way she's running the program in there so shout out to stephanie thank her um and uh kent mentioned wellness and group

014there the middle school ashley sims put in for a oea wellness grant uh so kind of for the district had to be a district-wide and i believe she was granted that uh brent might have some additional information on that um to share i'm not sure but i know that uh it looked like we from what i heard from ashley that we she had received that so we're going to get to benefit from that effort that ashley put forth so thank you ashley for that and then a shout out to my um my awesome colleague heather just because uh she kind of initiated that parent uh class and it's kind of something we've talked about for many years and so uh without her initiative to step up and and have conversations and get the ball rolling

015this wouldn't be happening and all three of us elementary principals are just thrilled to have this opportunity to serve our families and our parents we know there's help that needs to be out there and this is going to be a great collaboration with the family connection center and and uh so we're really looking forward to that so thank you heather for for what you did there and then my final shout out um just to my entire staff um they just continued to just impress me amaze me at their collaboration and teamwork anytime anything comes up any little thing comes up there's just numerous people who jump in and say hey i can do this i can do that and um man when you got people that are willing to to you know step in and

016and you know the whole saying many hands make light work make light work um that's the case here at orchard hill and it's it's a blessing to be a part of it to be leading it so um thank you to all my staff classified custodians certified they're just a phenomenal team and i and i you know i just want to give a good note of appreciation for them and that's it from orchard hill board thank you very much for the opportunity to share and i'll hand it over to mr santi kurt uh aaron sanke principal at phoenix talent rising academy just a few notes for you guys tomorrow we're going to be having our second school-wide field trip we're going to be heading out to wildlife images i think we have more than 50 students

017that have committed to come and the parents are all transporting those students so there's no buses involved so that's quite a commitment for those families so appreciate that we're looking forward to a good time um our middle school teacher heather ayers flood has created a ptra survival guide for parents that's been a great document um as you guys know things are brand new for us and so having some assistance for parents to help guide them through all the processes have been very helpful for our parents and i will appreciate heather's time and effort she's put into that finally i want to thank danny goodwin and tracy koa they put a good deal of time into an attendance policy and guidance document for our ptra students as you guys know attendance in a virtual school is

018a little different than physical and so it's taken a little bit of time to get that dialed in but i appreciate the work that danny and tracy have done they've done a great job so thanks to those guys and uh that'll do it from ptra and i don't think we have any other district administrators on right now so uh chair watson i will kick it back to you thank you very much anyone else have accentuate the positive uh i'd like to surreq we just had thanksgiving and uh i've been doing a little reflecting on my involvement with the school board and it was really great to have our superintendent of the year here but there's another person i'd like to take hats off to and that's you don i you took over during some trying

019times and uh you just you've risen to the occasion and you followed somebody that was a very strong uh person and active statewide as well as local and you've you've stepped into those same shoes and you're doing the same same thing and again during some really trying times looking at some of the you took over when we had new construction going on the fire affected us the pandemic we've had some anxious anxious constituents on on issues and that was evidenced by the how many people ran for office this last year and uh here you're also taking on the leadership of basically a new board and uh you're handling that with uh just terrifically and uh you're very pleasant to deal with and uh i i just can't say enough uh you're open and uh so

020along with our superintendent uh we've got a great uh chairman a chairperson of the board well thank you very much for those really really kind words i appreciate them and i have been trying to do my best as much as i can so i appreciate you recognizing that i'm doing my best i can anybody else okay thank you so next is sorry i got a little bit off track here next is public comment um we have oh i'm sorry it is not next public comment next is student representative report and joseph is joining us today the other two representatives had um activities that they are involved in tonight um so at phoenix high school we are in our second quarter and a few things that have been going on uh kind of to go with

021what mr walker said the blood drive has been happening and i've heard a lot of students like signing up and leadership will come into classes and there will be a lot of students signing up to help with that and also leadership has been one of the favorite things at the school during the holiday times is leadership sells chocolate bars and so that's been going on and so far i think it just started today and there's i've seen a lot of people buying chocolate bars so far so that's good and another thing is the staff and mr walker at the high school have done a really amazing job of creating and enforcing a safe and friendly environment for the students to feel welcome and comfortable and one final thing we've all been really happy that we

022no longer have to wear masks outside and so it's helped us to build a better community and get to know each other better and yeah that's what i got thank you very much we always enjoy listening to the student reports okay next up is citizens comment sorry for jumping ahead on that we did get one um email substance comment from charles wilson who is with the american legion post and he went from grant's pass and he wanted to let the school know that there is some scholarship opportunity through their um organization and if you have questions about that you can reach out to the district office and they will let you um in on that so but do it quickly because i think the deadline is on december 18th so it looks like a great

023opportunity for our students so next up is my speech about public comment as a reminder these meetings of the board of directors are meetings in public versus public meetings any comments from those joining us virtually will come from under public meeting law please know that comments will be heard during the citizen comment time on the agenda only and must be limited to three minutes with 30 minutes total for all comments please do not expect the board to respond to comments at this time the board cannot hear in public complaints directed towards an employee those complaints should be presented to the employee's immediate supervisor in person or in writing if you wish to provide public comment please raise your hand or write your name in the chat feature like some of you already have all oral

024comments and chat comments are electronically recorded when i call your name please emu yourself and have your camera turned on if possible and speak clearly for the record please state your name and an organization if you represent one if you've submitted written comments please summarize those instead of word for word please be respectful and limit your comments to three minutes as a reminder you may also submit written comments by completing a public comment form located on our website under the school board tab ring comments should be submitted no later than 5 pm the day before the meeting comments received will be shared with the board the district also has a faq section underneath the board tab with commonly asked questions i am now opening up public comment are there any members who wish to comment

025and i believe the first one is zac moody thank you uh tear and board i'm actually here to comment tonight on a couple of things one is uh hopefully the school board will have an opportunity tonight to discuss the opportunities for those of us that are standing outside tonight for the meeting to come in and actually be part of this meeting and be able to participate in person going forward as you can see there's other activities going on you have sports activities going on you have a concert tonight which was just announced so there's no reason that a group of eight or nine of us that are out here this evening can't come into this building and have public comment with this board second i'd like to discuss uh in regards to your comments about

026um when public comment is heard um i think the school board should take a really good look at what other city governments do and try to maybe model their public comments and their their meetings based upon what uh local jurisdictions do and what i mean by that is when a jurisdiction has council meeting or a planning commission meeting or you know some other type of public meeting there's an opportunity to comment at the beginning of the meeting on non-agenda items and then there's a con there's an opportunity to comment on agenda items there there are a couple of items on the uh agenda tonight that were not accompanied by a staff report so we have really no idea what the context of them are particularly two resolutions at the end of the meeting that um

027have a lot of deleted texts and policies but no no substantial documentation as to why that is so when it's the opportunity to uh for the superintendent to speak on that we no longer have an opportunity as a public to comment on uh what's being told so we would like to have the school board start thinking about the opportunity to allow comments on agenda items and non-agenda items in their respective order so that we can make uh effective comment so i appreciate that um again we would like to really uh have you guys consider letting us in the building next time so that we can come in and actually do this face to face where it's not so cold thank you thank you very much is there any other comments anyone else wanting to speak

028i'm seeing no is that correct okay public comment is close thank you all um we are now going to superintendent report thank you madam chair watson i have a number of things to share tonight first and foremost you may have seen the boxes over here they're charcuterie that the foods classes made for you to take home to enjoy so thank you to christy sanders who's been um filling in in that class as the teacher and the students that uh she said it was all them and uh putting those together so that's great we had many donated items as well so make sure you take one of those before we leave tonight next is you may have remember a couple weeks ago right before we left for thanksgiving break and it was during parent-teacher conferences there

029was a statewide announcement about test to stay and mask outdoors and and uh really true fashion it was right before a weekend and we were uh notified on on some of those options but uh as we as we always do with our staff and uh um really kind of just rallied troops and get the information out and we were able to implement both of those with really no disruption in the days right after thanksgiving so thank you for staff on that we have did get a chance uh whether fortunately or unfortunately to try the test to stay last week and it worked as intended so that was good to see there's a document in your blue folders about test to say as well to clarify some things also in your blue folders is the wellness

030policy uh each year we have to um essentially review uh and discuss uh the wellness policy we typically do that in this meeting last year we did it in a february meeting um but it's a chance to share a little bit about what we're doing uh for wellness for students and staff as you hear every time on accentuate the positive you hear examples of our wellness teams in our buildings and the intention about um you know really taking care of our staff and our students so um i think this year uh there is a lot more intention and i feel a lot i feel good about what we're doing and how our teams in our schools are are really highlighting wellness and providing activities and and time to make sure that that happens for our

031students and our staff and as you know uh mr shanks shared that uh ashley sims applied for that grant i actually haven't heard uh that we received it but i'm i'm anticipating that we will hear soon so we've received that grant before and it's been fun to utilize some funds for wellness activities also we have openers for ptea and osea our associations this year they are openers just for financials so they won't be openers for the whole contract i do encourage board members that may have not sat through and worked on a interest-based bargaining team to participate in those this might be a time to do that because i think they will be be fairly quick with just a couple articles to discuss and if you're interested in that please let me know we do

032have a quick refresher tomorrow at 3 30. i know it's late notice but dale brooklyn who is our ibb guru typically does some refreshers every once in a while and if you can make that we'd love to have you if not we'll have another refresher later in the spring we also have established a parent observation procedure we established a protocol in august we haven't implemented that yet due to some you know the case rates and really getting school started but it after the first of the year uh we'll be sharing it that's an option for parents to come in and observe their child's classroom um and we'll get that information out to parents the procedure and protocol is in your blue folders to take a look application for the seismic is now open as you

033know we're going to reapply for talent elementary and talent middle school those are the two remaining projects on the bond and we have decided to delay those a little bit we won't do any construction this coming summer in hopes of being selected for a seismic grant which will again continue to extend our bond dollars uh to really serve this community uh we're hopeful we were a little disappointed last session our last round that we but didn't receive um one of the grants but we're hopeful this with this time around also i just want to bring it to your attention in your blue folders od at the beginning of the year shared that they're suspending some evaluation requirements we've been discussing that with our evaluation committee and our association and our administrators and and jessica hamlin's

034been working with with staff on that we we are sharing a plan with you in the blue folders it's a hybrid i mean not to use the word hybrid but um there's still some um you know um things too um that will stay in place uh but that it'll also um have some leeway as well um on that when this is a very difficult year um you know with uh um coming back from a pandemic and almighty fire but that is a a that's uh something that is going on statewide if you have any questions i'd be happy to answer those as well also in your blue folder uh and this is um really great to talk about is next wednesday tiffany lambert and myself will be uh joining students to take the manzanita sculptures

035up to uh mckinsey and stanium canyon school districts as a gift to recognize their their challenge in a fire impacted community as well so we look forward to sharing some photos and dedicating that to those districts and really kind of continuing that bond that we share and to continue with that the bond that we share is adm security and there's an example of the mckinsey school district school board letter to the legislative leadership about the importance of adm security and it is important for us all phoenix talent has the biggest impact on that adm comparatively not to make light of the other two district struggles they're smaller school districts but it is it it really is important for us as we've discussed many times pam marsh will be uh sharing a bill introducing a bill

036and we are confident that that will go through uh when they start the short session but we can never be too too confident i think we need to continue to share our story and talk with our legislators about the importance of that adm security for our community and i think that's it thank you madam chair thank you any questions for brent harry and then i'm moving on to the program report with culver property road brent do you want to start us off yeah this is also another fun topic um you know it's you may ask why why do we take these things on and this is a potentially really big project but it's super exciting we've been really looking at how to maximize this property for a long time and i think the time is

037right to really do that uh john mccaleb is going to share some information where we are now it's just a brief uh report you have some information in your packet but we also have some visitors today greg from boys and girls club uh aaron parents has represented the little league and i think amber and maybe mike from cross country uh are joining us too that will want to share so but i'll turn it over to john uh to kind of give you the uh the latest on where we are uh good evening madam chair and board john mccaleb director of facilities always uh happy to be here um in just for the board members that weren't here in 2017 the board passed uh or adopted a resolution 17-8 designating up to 12 acres on the

038easternmost portion of the culver property to be surplus that was due to our 30-year plan at the time we planned to move facilities at some point and the land could eventually be sold to benefit the district in november though we received letters of intent from boys and girls club and from little league to do a joint venture using the majority of the entire property um in the long-range facility plan it dictated that moving odp out of their current facility and moving them to culver property would be a good idea and having the boys and girls club and little league and odp and all of the other activities in a sports complex is very exciting to do this we will need to amend the ugb with the city of talent if we decide to move forward

039with this see csa will write the amendment and we would submit to the city there will be some negotiations with the city because we will write the amendment um contingent upon them building the road being responsible for building the wagner creek road extension when it is when it does happen it's an exciting opportunity to build a community center that will benefit everyone in the phoenix talent community and with that i will pass it off to greg can you hear me okay all right medicare board thank you for having us yes this is a very exciting um time uh we've been i don't know some of you may know we've been at the talon elementary school serving phoenix and talent kids for almost 30 years and we've been looking just because uh you know principal heather

040and principal curt before that have always been so good about trying to give us space but space has really been limited over the years we serve a 147 kids generally that's not 150 is normally our average we could easily serve a lot more children you know at 30 a month for after school programming i mean that's we have a high demand but limited space and we have been looking for quite a while and this opportunity kind kind of came up and what we've been doing at other communities we just opened a community center a brand new community center in the illinois valley and they are so excited um but you know what we envision is boys and girls club uh in conjunction with working with the outdoor discovery program there uh where we would build

041a boys and girls club that is slash a community center um we're where the exciting partnerships could happen is you know boys and girls clubs always have a large gym maybe double gym kitchen i.t you know an it lab for you know homework uh we have all kinds of other programming a science room we're an after school program that focuses on education but really this is kind of a great way to partner with outdoor discovery program and other people in the community community to you know offer you know services together you know for example if we have a gymnasium they don't need to build a gymnasium because they could use that if we have a usda kitchen like we have here in grants pass i don't know if any of you have ever seen the

042boys and girls club in grass pass but this kind of what we envisioned this is a you know it's a it's a community center for education and kids um that's really what we're envisioning and we're really open to all kinds of ideas but really what it comes down to is you know like i was telling the group you know the phoenix talent kids they've always deserved that this deserve their own place to be after school but if they don't deserve i mean what other time in in the in you know history of the school district has these kids deserve it as much as they do now when we were doing our distance learning program principal heather was so good about giving a space for those kids who had lost everything and you know we our

043staff was helping with the distance learning program it'd be nice to be able to have that space you know i mean again it could be used for emergency uses too just thinking of just off the top of my head if something like this ever happened again having these type of facilities where you were the schools could use this uh they do that here in bass pass now in illinois valley that's kind of what our dream we've always dreamed of having a club i'm a stand-alone club in um in the uh in talent phoenix and this has just been this is a great opportunity and when they put us possibly on the map i about had a heart attack with joy so i guess any questions i don't know the answer to this um so you're

044joining with odp um is are the classrooms for odp would they move to this facility or is this just something they would use oh um first of all it's very very preliminary but it could be a joint venture um but it's something that the odp teachers and board has always wanted to have their own space for years yeah for years and years yeah um it it that could open up the opportunity for the current odp place for a preschool or some other uses as well so okay great yeah yeah and we're not saying we'd be part of the school but we'll have facilities if we did build a school that would be available for them of course right thank you thanks craig uh aaron are you on from the little league yep i'm here great

045yeah thank you so much for allowing me the opportunity to speak on behalf of phoenix talent little league tonight little league is super excited about the opportunity to potentially move our league to the culver road facility we've been in our current location um for just over 40 years now um on real river parkway and talent but unfortunately our lease is set to expire in 2025. and so the thought of this move being a long-term solution is very exciting for the league um on average we serve about 150 families phoenix talent families each baseball and softball season and we believe this new facility would make a considerable difference in the ability to meet and exceed the growing needs of our community and um we also know that you know studies have shown the tremendous benefits that

046um students and children uh who part the the benefits that they get from participating in youth sports and um the relocation as part of this expansion not um only enhances the little league facility but because um it's a long-term um solution it gives the little league board competence in our stability as we continue to grow our program and we also understand um that this extensive program is in the beginning phases but we would just love the opportunity to be able to be a part of it and we of course support the urban growth boundary and we look forward to hopefully collaborating um with the school district to relocate our facility so thank you thanks aaron um is amber or mike on a call to talk about some uniqueness of cross country out there i i

047don't i don't see them but i'll try to um you do have letters of intent uh for in your blue folders um the reason we wanted amber or mike who were involved in cross country is and our former employee alan voss who used to be a cross-country coach as well and in our maintenance department really built themselves um you know one of the the best cross-country uh venues that that there is in southern oregon um the college uses it wants to hold events there continuously is already asked to hold their the sou's conference meet there for cross country next year and when you're moving dirt it sometimes that jeopardize that cross country but i think they just wanted to share how much that has benefited the um you know the cross-country community which is which

048is alive and well in our area and we have many standout athletes in cross-country and track at one time four years three or four years ago we hosted the biggest meet maybe in the state where we started off with middle school meet and we had the high school and then we had the college right after that so uh in the same day so it was is pretty cool to see um so so the next steps uh actually um our council uh csa uh jay harland and i have a meeting next week with the city uh to discuss this potential um new amendment uh to display really the demand necessary for the entire property coming into the ugb um and so we will find out more information of what that entails and we will be happy

049to share with the board you may be thinking this is not going to be cheap um so funding uh again it's a it's a long process but um there are already talks about um you know boys and girls do girls club doing a funding campaign uh and some other grants that we may be able to utilize as well so so we're looking forward to continuing the process i did put a draft of a map uh in your folder which i don't want you to get uh too stuck on that if you were involved in the build the planning of this building what we were discussing on in the first few weeks is much different than what uh we we ended up with and that process really works and we we ended up with an amazing

050facility here and and we'll we'll utilize that same process uh when the time comes for for that piece of property so i'll entertain any questions but as you can see by the people that have been sharing dave is actually at a conference in denver dave airhorn he is extremely excited about the potential another discussion is um putting a indoor facility out there because you know really an indoor facility could be all year round with the smoke that we've been experiencing the last several years so um that would really and dave's word be again another game changer for the pirates so any questions or comments sarah's been involved in every meeting so she may have something else to share this is real this opportunity to consolidate and really expand a lot of our programs together in

051a really centralized location for our families is a really huge opportunity so it's exciting again to be on the beginning stages of another really big project and i think that um we've shown that we know how to tackle those and really leverage funds um to maximum purpose so um you know i think we've got a really great track record to continue to move forward and i think a partnership with boys and girls club and and little league and and just really what this would mean for our community is fantastic so super excited sarah are you advocating for a poll in disney facility well gee nancy now that you mention it john already told me that he's like sarah i have ideas i could bring tim heathen he could but he's probably at his yes outdoor

052swim practice this evening and it's 30 degree weather so yeah let's talk about an indoor pool [Music] any other questions thank you guys all for working on this i know how hard it is and i am so excited to see all the good work and this is a great team um and i know that you guys will do your best and john if i know he's going to work his magic and find us more grants because that's what he does so i expect a lot of grants finding from you john um and so i'm really really excited with for the community um input and for building this for the community and the partnerships that seem very very excited to join us so thank you all for your very very hard work moving on to the

053consent agenda which um consists of approval of the revised agenda the approval of the minutes for 11 421 approval for the minutes of 11 18 21 jab work session and the personnel report that's in your blue folders thank you sarah thank you nancy do i have any discussion hearing none cassette agenda passes moving on to action items the first action item is board policy acb brent do you want to start us off on that yeah this is something from the legislature um that is required to be passed that goes into effect on january 1st and we discussed this at last board meeting and we'll entertain any questions do we have any questions or comments rick yes please i moved the board approved changes to policy acb as presented i second that thank you rick thank

054you paulie any discussion before i take this to a vote hearing that i'm taking it to a vote paulie yes sarah yes rick yes nancy yes rebecca yes and i vote yes the policy passes next is board policy acb the ar the ar that we can get to do um any questions or discussion on this see none do i have a motion or sarah oh i was just gonna say i wanted to thank tiffany for preparing and denise for sending out the follow-up information that was really helpful in seeing how this would be implemented so i'll move the board approve changes to policy a-c-b-a-r as presented i'll second then thank you sarah thank you rick do we have any discussion before i take it to a vote scene then we'll take it to a vote

055paulie yes sarah yes rick yes nancy yes rebecca yes and i vote yes uh board policy passes it is scheduled for recess do we want a quick recess or do we want to forge on maybe a quick one okay let's take a quick um like seven minute recess joseph if you would like to go home and do homework or whatever you need to do you thank you for that short break we will move on to facilities and bonds update john i believe thank you madam chair john michaela director of facilities um pretty short update today um we're very close to substantial completion on the remodel portion of phs uh probably uh substantial completion before the end of uh winter break and then just a bunch of punch list items for a month or so the

056theater was turned over yesterday and as you heard there's a concert going on today we do still have some training and programming on the lighting to do to have full use of the theater but i believe cheerleading is even planning on practicing in there so it's uh it's a great space uh the maintenance facility is also nearly complete i myself moved in there on monday and the maintenance crew will begin moving there next week and that is it for the facilities report any questions for john i have one this is sarah any update on the um fire alarms the devices came in we look to have fire alarms by next friday we should be no more firewatch which is very exciting that is great news well i have a question if you don't mind um

057does that mean that the that parking lot will be open up eventually or i would say yes actually a droid is working on mobilizing to get their trailers and connexes out and i believe the fencing is going to leave by the end of next week um so we are we are very close by the time we return from winter break uh that parking lot should be completely open no more fencing um and quite a few less contractors nice any other questions okay now the financial update yeah we'll save uh most of the financial update for the audit uh review and then next month we'll have a financial report for the board thank you thank you next up is legislation and osba which is me and i apologize i was doing my notes and i've had

058like two osba board meetings a pace board meeting two board chair meetings that were statewide and two poor chair meetings that were regional all between this meeting and the last meeting we had so i will try to make it very quick and some of the stuff i'm going to move down to the resolution section of the discussion but um in osba we have been working on our discussing our goals and our our equity statement and the last two have been in person which has been been much more productive and it's been nice to s um talk to different board members to see what they're doing and get suggestions from them um i've also been doing the board chair cafe which is virtually and it the last one was it was a quite a bit of

059attendance and it's so nice to see um we've kind of got the bumps some bumps out of the way and the format has changed and it's really nice to see different boards helping the other boards with questions and solutions and um and it was it was a very nice meeting and then pace pace we're still talking about lawsuits and the pool and uh cyber security is huge and um that's pretty much it the next osba board meeting will also be in conjunction with the lpc meeting and i believe hopefully sarah will be joining me fingers crossed and we should know um is it december 18th we should know sarah the 15th saturday oh yes i have this 17. okay well but maybe we'll see okay so that is any questions for me before i move

060on okay hearing then we'll go on to the i'll meet a fire update [Music] yeah you may have seen some stories that we've been moving families into the gateway in talent and that's been a positive for many families rogue retreat is continuing to work through applications to move families in tracy koa has been instrumental in communicating with families and in connecting families to applications and in that process i also will share access matt hebner is uh he's coordinating the funds that the state access received from the state to help families move in put down payments on you know deposits in and things of that nature and they're going to be instrumental in the permanent housing search for those families as well so it's moving along it is uh coming at a good time when it's

061getting colder and we will continue to see that community grow as uh as in the coming weeks so um and that's about it they're still many meetings weekly and monthly meetings on recovery efforts as you know there's a tremendous amount of funds coming through to support this area which is which is very much appreciative but it takes some time to really uh be implemented with those funds so that's it i wanted to add something um we were at that same meeting this last week for um i don't know it's like recovery i don't remember what the person is um but it's across the county there are still 207 hotel rooms uh occupied by fire victims and this is from odhs this these this data and that represents 372 survivors that are still in hotels and

062also 54 rv spaces at southern oregon rv and at immigrant lake um that are still there so i just it's funny how we go through life and we forget that there are still a lot of people that do are houseless and you know that really speaks to something also that this doesn't count all those people that moved in with family or aren't counted in this group um so during this christmas season i feel like i i think about them and what they're going through this is a hard time for them um also i heard that there was um seven parks that were uh taking people right seven parks that were housing people in that meeting um anyway it's hard to hear those numbers um and i'm i'm glad to see us having some recovery especially

063for our families that have been affected that's all i have i also might add you might have seen it on the news and it's very unique if it's ever happened before in our in our country that there's an opportunity to purchase the fema trailers there's a program there and so there was there was a lot of interest in that they do still do have to respond here fairly soon if they want to be enrolled in a purchase program for that so anything any other questions or discussion scene none i will move on to diversity equity and inclusion group report i can share i didn't attend the last meeting last week but i do know that there's um a focus uh starting to narrow down the focus on you know what to work on this year

064and after the first of the year i think we'll be implementing some plans to choose two of those to to really work on and the need we do have some um you know work that's going on other than that committee uh the middle school um has dealt richardson's coming in uh and are in service day in january also resolves coming into as well to do some training so that's all i have from dei if anybody else wants to share they can yeah from that meeting there was um a google form that was sent out to the committee that that is the top the top three are going to be picked as initiatives um and they gave special attention to not duplicate efforts that were already being done but actually knew things to start so there

065besides those three things there are many other things that are happening without throughout the district that they are focusing on as well so it's not just those three things um that are coming so yes please um so can you maybe say what the three things are there was a list of nine or ten nancy did you see that form yet i did i was actually just gonna pull up um i could say i could speak to a couple of them uh one is developing the talent and gifted program um and um also bias training at um staff meetings um and then you might have to help nancy because i can't remember hiring an occupational therapist for our district mentorship programs for students such as college to high school high schoolers to middle school and middle

066schoolers to elementary schools blueprint for inclusion and inclusive practices with a focus on students on ieps and then focus on talented and gifted programs which paulie just mentioned developing common vocabulary and responses for staff to use when addressing discrimination and bias with students developing a required training like a safe schools training on implicit bias and microaggressions affinity support groups for students and staff at schools such as lgbtq plus bipod which stands for black indigenous people of color latinoax and etc language accessibility and interpretation use training for staff for conferences or iep meetings and inclusive practices and trainings for staff around non-binary trans lgbtq plus students so there is a really nice comprehensive list of options for um for us to really focus on in the coming year and then you're gonna pick three is that

067what the plan is yeah three of those so there's a voting system and then the top three will arise and then i'm assuming that there will be like they're going to build committees build committees based on those things oh okay yeah based on the top three from yes i just wanted to i'm not sure if this is where to make a suggestion to the committee or um so if this isn't appropriate then i won't do it and just will send an email or just speak away i think so um last year when um the board approved the um equity policy um there was a little bit of talk about an ar so that an understanding of how the equity policy would be implemented and i just it sounded like maybe the blueprint um suggestion might

068be how it so i just wanted to maybe make a suggestion or a plug for how the district is implementing this overall as a tool for all of us to use and really understanding how to take action for this policy okay i can take that back to them thank you i'm not sure about if that's the blueprint one or not i can't remember blueprint just sounded well it did sound and i think that's what it is but i'm not positive but you're you're correct i agree with you that there needs to be something you know an overall arching mission i guess and i don't know necessarily about the structure but i i really appreciate that you brought that up because this can be like a way for us to have that bilateral communication between the

069board and the edi committee and how do we just stay informed on on about this so i thank you for sending up setting it up like that anything else before i move on okay the audit report rick would you like to start us off i would like to yeah everybody should have all board members should have the this book here which is the report the audit report and you should have a couple of letters that are as well one from kdp to us and one from us to kdp and then i handed out a kind of an outline that i typed up for those to follow tonight uh i just i want to say this up front is that the board is responsible uh for overseeing a lot of things and one major area is

070financial we are responsible to oversee the the use of our funds and so forth um this audit report does this for us and that's so it assists us in that responsibility um i think it's an outstanding report that kdp put together and i would encourage everybody to read it and now that you look at it the luminous is over 60 pages in here uh i wouldn't say do it in one setting but if you break it down you know a little bit each month and uh you you could read maybe five pages a month and uh there's a wealth of information in here so it wouldn't be a waste of time and we can come to you with our questions after we read the five things no you go to michael because he was on

071the committee as well [Laughter] no i would be happy to try you know so anyway the if you look at the outline i gave you there you could see it was held december 7th that was two days ago and there's a list of the people that were present and now i'd like to direct you to see page 60 of the kdp report it's the last page and what i want to let's just go over what this is a summary of the auditor's findings and under financial statements uh if you read through this you'll see that they expressed an unmodified opinion and unmodified opinion is the best opinion you can get and this is not unusual for our district we get them every year but uh that i mean that's excellent so which gives me confidence

072in looking at the numbers uh number two there they talk about no significant deficiencies or material weaknesses in internal controls so the internal controls are set up to safeguard the funds that we have and again that's an excellent statement to to get according to to kdp and then the third one is no instances of non-compliance so again the it's excellent when you get into uh federal federal awards four through nine again highlight words no significant deficiencies in number four number five compliance for each major program internal control and number six there uh there were no audit findings uh to be reported it means nothing negative and if you number eight um they have to do what they call a single audit if you have government funds and if it's over seven hundred and fifty thousand

073dollars they have to audit that and uh if you look at number nine it says it's a low risk oddity and the benefit of that is when you're auditing that 750 000 or more amount uh with low risk they have to look at 20 of the of the documentation if it were high risk they'd have to look at 40 percent so a lot more work and then uh the last two items there the section two and three financial statement findings none uh federal award findings and questionable costs none so that summary says it's been all books and records are well maintained and what's uh reported is uh is very is accurate if you would now list i want to refer you to page a dash 1 through 8-3 and this is the audit report the

074actual report independent auditors report and uh refer you to the bottom of that page page 8-1 opinions and it ties in with the summary that we talked about on my unmodified opinion and there is words spelled out in our opinion the financial statements referred to above present fairly in all material respects the respective financial position of the governmental activities and each major fund of jackson county school district number four as of june 30th 2021. so that's whenever just if you ever read financial reports of any kind i always zero in on that opinion to find out what what their conclusion is uh let's see and if you want it i'll also now direct you to the page before that table of contents uh again i encourage you to read read this report and then take

075it little bites not a big one but you could uh here's an outline that you can follow and you can see what they've covered uh we're not going to go through all of it tonight for sure but i suggest you do read that now let's look at page one it's okay page one is uh it's after the abc thing uh the first on page one is the statement of net position and this is uh if you're familiar with uh accounting say in the business world this would be the balance sheet and uh and if you look down about halfway through as the total assets and deferred outflows of resources is 117 million that's that's a comfort change what's that it's a lot of money to keep track of yes it is and luckily we have

076the staff to keep track of it so uh it would be a it would be a nightmare if we had a staff that did not i've seen so many cases where people do not have adequate staff they do not have the internal controls and so forth and and you know you're it's trouble so that's a balance sheet on the next page over page two is the statement of activities and uh again in the business world they talk about the profit and loss statement and that's what that is and uh my last comment there is once again yasmine carabinis and her accounting staff received outstanding comments relative to her and their ability cooperation and knowledge so it's it's a real joy to do this annually and see this work continue and uh so my hat's off

077to yasmin and the crew for doing a great job and uh the recommendation would be to accept the audit report i notice and as brent pointed out this is a we should perhaps move this to an action item uh tonight so because we want to get it wrapped up before the end of the year so so with that i'll make the motion to move that we suspend the rules and move this to an action item and i could use a second i'll second thank you rick thank you rebecca reminder this is to suspend the rules um any discussion before i take it to a vote i'll take it to a vote rebecca would you like to go first how would you like to vote yes nancy yes rick yes sarah yes paulie yes and i

078vote yes we have suspended the rules we are now moving this to an action item before we go any further does anyone have any discussion or comments about the lovely audit report and thank you rick for this cheat sheet you made for us this year it was very very handy so great so um i who do i direct this at denise uh we have language suggested language uh to approve the audit report but it's been my understanding we are not to approve it that we are too accessible to that report can i make one comment before we move um i um i just want to echo uh rick's words with yasmine and her team as you know there are um a variety of funds over the last couple years that have been um available to

079us and and one was you know the devastating albedo fire a donation uh process that we took in-house that was um you know done extremely well and to the auditor's delight and then just a number of other federal funds that have come our way and so yasmine is she works tremendously hard to make sure these systems are in place she does a great job with her staff in teaching her staff and guiding her staff on on safeguards and it is if you haven't turned in a receipt you know about it so but uh we appreciate you guys me and your team and just thank you for all you do um i i do want to also share that it is nice to have a cpa on the board to sit in on a audit report

080because this uh as you know this is uh could be some complicated stuff um and uh you know rick in those meetings are he just asks great questions he really kind of digs into it um and so just appreciate your knowledge as you um are reviewing the audit report so thank you thank you rick if we accept your challenge to read this like five pages a month is our you know i can't sleep um bedtime reading um is there an exciting part that we should start at first [Laughter] thank you if you're looking for excitement i suggest you turn on the tv i just didn't know if there was nothing there was a good you know like a good meaty part to get you really amped up for it start on page one page one

081okay okay all you need is five pages five pages a month and you will have coverage a year i think that's a really good challenge well i'll move that we accept the audit report prepared by kdp cpas as presented i'll second that thank you rick thank you paulie any discussion before i take this to a vote very none paulie yes sarah yes rick yes nancy yes rebecca yes i vote yes the auto report is accepted yay thank you all for your hard work um next up is the revised out-of-state activity trips as you as we talked about before we don't have to approve them but they're letting us know that they're happening brent do you have anything to add nope that's a process that we'll follow um is that we'll just continue to revise these

082when out-of-state trips are happening so you know about them thank you good luck to the girls basketball team any questions or discussion about this hearing none we'll move on to osba board policy rewrite sections a and b i believe a lot of you have read this and asked great questions to staff or myself or osba so um i appreciate that so i'm going to open that up to um discussion can i start just with a comment um this is um again this board does not shy away from uh you know tremendous work that needs to be done um when we're looking at our policies and this is this is a really big undertaking it's uh really important and we have um needed to really dive into these policies for some time as we have some

083that are out of date as you can as you've been reading so i just want to thank the board for for taking this on i know it's a lot of work a lot of extra work a lot of i don't think you receive overtime pay or anything like that so um just thank you for um you know taking this on and and taking it seriously so thanks and i would like to say thank you denise for the uh yes thank you you are a lifesaver and i think everyone probably said thank you denise in their head like 50 times while we were reading this so this was so um so this is the time because this will be on the consent agenda next time so this is the time to discuss any concerns or changes

084or questions and then if we need to pull a policy or so out we can but um since this is part one of eight or ten denise i'm not sure um it's going to be a long process so let's keep versus normally five per month it's like hundreds a month it is the biggest section that we're taking on to so this one is yeah cool i want to say that i'm so grateful for such great staff and as a new person being able to ask the hard questions and get such a great response from like tiffany and brent and um i too am grateful for denise explaining all the stuff for the kindergarten level that i needed when i first looked at this stuff to understand really what the heck we were trying to do

085i think of this as like a konmari method we're cleaning this stuff out we're keeping the things that bring us joy and we're getting rid of the stuff that's a duplication and is old and doesn't serve us anymore so i'm excited about being part of this actually so i think it's really exciting too because this gives a really full picture when we see policies over the years just one here one there one here it really yes doesn't give a full and complete picture so as much of this as a beast that is it is i almost feel like as a new board member this would have been really helpful to do so great in the beginning so five years in you know yeah it's so it is a beast but it's also been very interesting

086so who wants to start with our first question do you want me to start um yes please sarah um so i have a question about on policy bcba which is the student representative to the board policy and um i emailed spencer lewis at osb i haven't heard back and it's just on the oath that's included in the optional language um for that one just if that was what other districts um were using um i did like that there was a little bit of ceremony or something kind of to installing um student representatives to the board because i feel like it's a really great program and i'm thankful that we have it i just wondered at this at this language because um it's talking about them um upholding the constitution laws and the state of oregon

087and the policies of the district and since they don't have a voting privilege on the board and they may or may not be old enough to you know first you prosecute if they didn't follow i just feel like there's potentially a better oath that we could come up with or i just wanted to i guess maybe see what other people thought about that go ahead yeah i can say we we typically haven't had our student representatives do oh but i i think it's a i think it would be a good practice and i think uh i think this is flexible this is a recommendation they they are obviously a non-voting member of a board so yeah we would we'd entertain anything that the board desires when i was doing research this i can't even remember

088i apologize before the study session and i had like 50 and i still have my notes somewhere i read through like 15 different boards things several of them had oaths and i can help look at that i can't remember off the top of my head what they were because that was months ago when i was reading them quickly but i thought it was a good idea i just don't know what their wording was and we could if the board wanted to approve this without this oath and then we can work on examples of those uh and bring this policy individually back for action uh after the first of the year sometime yeah or even i know you know i i would like some sort of little something i think it would be good any other

089discussion on this policy is everyone okay about um taking that oath part out and working on it later at a later time so are you asking what the route where it came from initially i asked spencer lewis who as a osba and i think helped or his department helped with this policy rewrite and so um to see where it came from where where they pulled it from if it's similar to other districts and i haven't heard back from them yet but i only emailed them yesterday oh do you know me it's better if the individual board members don't contact ospa or make sure that you're contacting the right person because leslie fisher okay is our point of contact for this policy rewrite oh that's right so there's different people that handle different things i want

090to make sure that your questions are going to the right person oh that's good you can certainly direct them to her but if you want to direct them to copy her or whatever but you want to make sure they go through lessons okay one that is working oh that's good to know okay all right and always copying denise that's becoming a lesson to learn always copy individuals because denise is the noah and does all the work behind us so that so i don't know is the answer and i'm i'm fine with leaving the optional language and i just would like us to come up with something a little more personal for our district and we can leave it in and then i think we're going to have some work sessions or i know where we

091didn't do a complete discussion this last work session on student reps and we were going to kind of try some things out so i know that this is something we're going to talk about so we can leave it as is and change it before the next yeah i would say probably spring yeah okay maybe the board liaison to student reps can come up with that there you go volunteers write that down and remind him when he comes back yes so i need to take really good notes because i need to send what these decisions are to leslie so i just want to make sure that we're going to leave this the way it reads obviously we're going to insert our yes thank you denise for clarifying okay i think we've discussed this policy does anyone

092else have any other policies they'd like to discuss and just a reminder for those who have it on their you might be smarter than me that have it on your computer if you do the control f for fine it's easier than trying to scroll through hundreds of pages i learned that the hard way the other night i have something um and i are i kind of asked this already but you know what i'm gonna ask um ae district goals i was kind of wondering uh the background on this these statements and the goals what the origin was and if one oh i also when i'm reading all these policies there's a lot of repeating over and over and over again um i kind of would love for us to try to cancel some of that

093repetitive i don't know i i don't know if i can articulate this well i was at the district office yesterday and i kind of articulated that but trying to make sure that we're cleaning up so we don't have a lot of repetitive things happening i see i see that currently in these can you explain what you mean by repetitive things because i'm a little confused come for an example well i guess let me rephrase that question are you saying comp repetitive in the policy or policies are repetitive of each other so yes the second so it'll say it in this policy and it'll say the same thing in this other policy like i don't know i don't i'm not familiar with this process but why do we why can't we clean some of that up

094right do you want to answer this question do you want to you'll probably do a better job than me well we'll try to tag team it then i don't know if i'll do it some some uh policies are required and duplicate language um so it is important to to have that uh in the case uh in your board policy adoption staff recommendations there is policy a a a that is also repeated um basically in policy ia so this ae is a highly recommended but you don't need that this policy it's not required and it is duplicated in policy ia um with that uh i did uh share the staff recommendation that that it fits more in the instructional goals that's what how it reads better and the district goals we have in strategic planning and

095things of that nature not policy but but other other documents so if the board chose to delete this policy it will be covered uh more appropriately in ia instructional goals so he just said what i meant and that answered my that answered my question because sometimes they have to be there but when it's optional then it's yes we can do it but sometimes it's like no we can't i get that part yeah perfect okay so the question is this looks like this policy is optional staff is recommending that this could be deleted so there wouldn't be as much repetition in our policy since we're cleaning them up and that this is covered and policy ia so we would still be covered and so the question would be is everyone comfortable with that decision i'm seeing

096yes okay perfect did you get that denise okay we're on a roll anybody else have policy uh a policy they want to discuss oh um i had one more okay which is b d d h which is public comment at board meeting and denise was lovely and gave me suggested language yeah to update the sentence so that it would include the on the new online comment form so um [Music] adding verbiage at the end of item five if a person has more comments and time when allowers are unable to comment due to time constraints the person is encouraged to submit additional written comments to the board through the district and then we could potentially add through the district website under the school board tab in the public comments section so just giving that one other

097avenue of um for public comment i love this idea because i thought the same thing when i read it and then i heard you asked that question and i was like yeah i had the same one like or i had the comment i guess yeah we just have that new we have that new thing that we can use right so does everyone understand what uh sarah suggested and denise wrote nicely sounds great to me everybody else okay with that okay okay any any other policy denisha you got that okay i want to move too fast um any other policies or that we would like to discuss i have one okay bhd the board member compensation and expense reimbursement i thought why do we even have to say that we will be reimbursed when we use

098id to get into these events i don't know that just that whole thing just read kind of weird to me wait remind me to say the letters again b h d it's near the end it is page 128 for those that have the digital copy and can you point out what we receive in competition are we in this first paragraph or second one paulie hold on it's the second paragraph where it says um about being reimbursed where our board members don't pay admissions um as it is so it's it's kind of a point it's kind of a new point yeah yeah mr hurt might start charging you though i don't know there's no pay-to-play fees no it's been very good but that's um i think that standard policy for for districts when um volunteer on

099the board and and being reimbursed but that's not a practice that we use anyway about charging board members i love that front reads my mind what i'm trying to say just as is it's kind of a new point but i think we just go as is okay any other policies we would like to discuss are you gonna talk about the board operating procedure i can at the end yeah i will okay i will discuss that rebecca did you have some questions i just have a question about um why we're deleting the acronyms oh that's a good that was yeah that's wrong or policy are the new board member orientation um bha vr i think it is it's page and 125 and 126. okay and what's it can you point us to the particular page of

100the language you were talking about or is it the whole puzzle just the language it's about just all of that deleting that yeah deleting all of the acronyms i'm just curious as to why my it kind of said that in the other policy that we're keeping it said that that's in the new board member packet in the orientation that we would cover those if i remember right okay so question answered okay um and sarah you wanted me to talk about the i forgot the name of the word sound operating agreement so we were gonna i think i mentioned this briefly at a work session that there's a board operating agreement there's a board gnomes and there's a board superintendent agreement we haven't had any of those osba has been recommending them recently in the last

101year and a half and then they again recommended it um during this rewrite so they have a great um version and i think it's something that we will probably be putting on the agenda um shortly and i just wanted to know that i am aware and staff is aware and it's something that kind of i've been putting on the back burner for when we have time and i think now i can't delay anymore it's time to put it on there so i just wanted to kind of give you guys a heads up if case you can't have came across that brent did you want to add anything to that no i just think the examples are good and it would be a good board discussion okay any other policies you want to talk about okay

102are we done with this section holy smokes great job everybody wow that's because we're doing our homework denise has a question no don't be sorry we want to make sure you're not asking it later yeah perfect we're deleting our current version and um basically we will adopt the proposed one and leslie's note to us was because we had an internal form in an internal document in that original policy she said we could include that in the new one or not include our form and uh not included so i just want to confirm that you guys are okay with that why wouldn't we include it or why do you suggest that we don't include it oh okay denise described that really well in that the email that she sent with it that's talked about what she's

103what she's proposing i had to read it like three times but i did get them because my original note was yes i think we need a form but the form is where it's supposed to be it doesn't need to be duplicated yep this is the whole reason why we're doing this to make it cleaner and correct because it kind of slipped through the cracks anything else you want to add denise okay you're you're you're clear on you're talking about this in front of us tonight i have i haven't looked at this yeah look real extensively in the past i mean i want you guys to read it but in the past we i mean the board the staff is the one that's following the policies and they know best so usually 99.9 percent of the

104time um we we say yeah and some of this there's in policy already that we've decided and recommended that we just re-recommended so just to be clear this is off our word document thing when we read through that the stuff in brackets is what is in here right so you took out the bracketed stuff and put it on this document yes gotcha okay because yeah i'm getting the hang of this you're doing great paulie especially for your very first policy um all of you guys are doing great yeah that's awesome just for the other sections there will be a lot more of these because there's a lot more a lot uh optional language this was a big section but there was isn't as much optional language but the next set sections will be smaller but

105a lot more of this would it be possible to try to get them before yeah and we'll try to get these uh optional language to you um in advance um at least a week in advance uh depending and we'll review that in the next couple weeks what we're um gonna be reviewing so is that what all of our policies look like in one binder no no there's a whole table is that just a and b yeah this is half of them yeah okay yeah i didn't mean his um recommendations in the next week but i will be nailing those calls yeah no that's fine just prior to yes perfect okay so is everyone okay with staff recommendations yes okay yeah okay thank you so are we completely everybody on the same page before i move

106on to the next section of board policy rewrite okay it looks like we are thank you guys this was great um so now moving on to resolution discussion and i have this up and i am going to apologize because again like i had talked about i've gone to like six meetings in between these two meetings and lots of things have come up and questions have been asked to me as board chair and i felt like i couldn't answer them i needed to have some discussion with the board on something so i'm going to tell you the questions i have and then we'll break them down piece by piece if that's okay with everybody so that we kind of no so the first one is obviously adm and um i talked to up in salem last

107weekend i talked to jim green and he was very confident and said 8 a.m is gonna pass i have no doubt about it dawn don't be nervous it's fine and i'm like jim you guys have told me this stuff before and i'm gonna be nervous and i don't believe is 100 fine but i trust you laurie statonsville pulled me to us to the side and said i know you're nervous um i will help with testif with testimony when it's time which will be coming up so that's something that's the first topic i want to talk about is do we want a resolution do we want a letter and how do we want to start getting ready for february for um ad for adm support our legislators pam marsh is amazing and totally understands that she's

108like an advocate what i'm hearing from um osba people and possibly cosa and brent can chime in is the other people that weren't in a fire affected areas or for far away don't a hundred percent understand um the challenges that this is coming from and and the data of like paulie shared earlier of how many families are still living in in temporary housing and so it would be really important to let everybody in the state know and then secondly we'll talk about other resolutions that people are passed but let's start with the adm but that's okay so my question to everybody is what do you think are what do you want to do about adm uh brent put in and denise put in a letter from mckenzie school district that was well worded um i

109think a letter would probably be a great first step and then i would i want to discuss um prepping for testimony so who did they send this letter to oh to the speaker oh to the speaker of the house okay him if it was the board's desire staff could draft a letter for review for her next meeting if if that was something that they wanted to send the legislator legislator leadership or all legislators i would suggest all legislators i mean i don't want to bury them but from what i'm hearing from osba the more legislators we can get on board the better our chances are and the less nervous i'll be we'll all be and we can all sleep a tad bit better so from what i'm hearing in salem is the more what legislators

110the better well we certainly can have something a draft ready for review for review next time we're doing something similar as you know with the osaa osa which our meeting is is tomorrow about 80 or monday about 8 am so we we have some information we actually put together a video that may be good to share as well with the legislator that talks about adm and the challenges so we we have some resources that's what i was going to say is we i i think we should do a letter that it similar to this list personal or things that really individually affects our district and what it would mean for us okay and rick is coming back so before we yeah is the osa thing have to do with this change of the school and

111how we compete that thing yeah the osa is a school uh activities and athletic association so and and just where we fit as far as number of students okay yeah we talked about that before so i just wanna make sure i feel like it's a good idea for someone to draft something up and i just i said this before but i feel like we need to say this again how can we rally our community besides us putting one letter to these people that's the next yes subject after we agree on this so that's a great rick just to recap so um we were discussing and we're gonna have staff uh put together a letter like mckenzie school district did and send it out to all legislators so they are aware of the challenges our district

112is having and why the adm is so important to us so okay um i was about ready to make sure everybody was in agreement and then we're going to move on to step two of adm yeah that's great okay okay so thank you paulie for that segway yes so that would be part of test the testifying the so basic so that would be part of testifying letters would go out to at a certain time would be testifying um and then we would rally that's what i wanted to talk about who would we want we wouldn't want to start forming those letters um probably i would probably wait till the first of the year we have till february but as soon as after right now i don't want to ask people during christmas and that kind

113of stuff um but think who i'm thinking organizations i'm thinking families and i would just like we can discuss that now but also start thinking about who would be great to write lovely letters um sometimes testifying you can write in letter and sometimes you can testify over video chat whatever their thing is called and we can help support those that need to do that but i don't know at this point if that's going to be an option yet do you know brent i do not know how they're gonna take testimony out yeah so lori kind of thought about it the the downside of testimony is that they usually tell you like a week sometimes before sometimes like it's like five days and so but i think if we talk about it and we start getting

114things in place and maybe letters in place and families in mind and organizations in mind that would put us better but i'm willing i'm really willing to hear what everybody else's suggestions are i just have a clarifying question is there like a limit of letters or testimonies that people can provide is there like a minimum maximum no no not when it comes to testimony there can be as many as their wants there is sometimes a time limit on testimony when they do it live um and each session it's a little different it seems like they changed the rules per session and since this is a short session i would imagine testimony oral testimony will probably be limited but written testimony usually isn't limited um so as far as i know the written won't be but

115that could change and i don't 100 even know if they're even going to open testimony rumor is they will but it's not 100 and i just i think we'll know right away where this stands i mean this is that what we're hearing you know first and foremost priority right when they get into session so uh we'll know in that really first few days where where it stands so is it appropriate to ask our associations to write letters of support for like booster club or something like the like the teacher association in classified explaining it right which wasn't very polite but um that it was the teacher in the classified union reps or boards for their support so my suggestion is to come up with some ideas because i don't know about you guys but i

116think better when i'm not like sitting in a chair in front of a microphone and we can discuss it at the next meeting as well and get things in place and by then we might have a better idea of how it's going to look and i just want to be prepared so that when it comes up we have things in mind and we have supports for those that need support on testifying because it can be scary for those who are doing it their very first time and and but i feel like those might be the most important voices to be heard um and i think it's a great step to support those so i know for me when i first testified it was like whew this is awesome let's do some more and it kind

117of moves you it puts you into a set but maybe not everyone's like me so um but it's good to to realize your the importance of your voice and so i want to be able to support those and not just like oh my gosh tomorrow this has to be done would you would go ahead who do you want us to send the suggestions of people to denise is somebody gonna be compiling on this well i don't know denise do you want them to send it to you or do you want them to send to me and we could discuss at the next which however you guys would like to send them to so yeah and i would be more than happy to help so would it be appropriate to ask rep marsh and um gold

118senator golden to like the right signature um for their input on who might be a good person to ask for this sure i think that that i think that um that would be good and i think the people that have been involved the whole time brent and tiffany and um nancy and different organizations i think they all have some great ideas of who would and i i have imagined that once the word gets out people are going to want to help right that's that's my hope and i think that that's the way i've seen the community respond to our district and to the fires they've all been like what can i do what can i do and so i suspect that hopefully lots of people will will come out okay so we're all under we're

119all moving forward on that so next as you guys have seen there's resolutions each districts are doing resolutions on local control and other challenges their districts are facing during covid i have been in two michael and i have been in two meetings um just locally regional um southern oregon school boards they've been virtual and there's been talk about each district passing the resolutions and then in the spring february or march all the districts that had passed a resolution then possibly writing a letter to the governor ode and osba that we have all past resolutions they're all different because each school district is different and we all are facing different challenges i've been asked how our board feels about this my response and michael's response is our first priority is adm and um so i just

120i know the adm is coming in february since um southern oregon group has said february or march um i just wanted to know kind of have a discussion we haven't discussed what we want to do what what we want to move forward to um right now um [Music] things change so quickly and from rumors up in salem there's going to be some other changes probably the end of the year i don't know if you're hearing the same thing brent but um the governor has some decisions to make due to i can't remember the legalese but jim green said it really fast and it made it sound like she had some decisions and things things could possibly change end of december beginning of january and hopefully um she will be talking to osba board of directors

121sometime in january to give us some updates so it might be wise if we choose to to wait until these um announcements might be made plus we don't have another board meeting until after that so i'm just opening that discussion what we think if we want to do a resolution and what's important to our district or we can think about it as well it i don't have to have an answer for anyone um [Music] yes i like the idea of the resolution but i wouldn't know what at the moment what to put in it yeah like what is all our main options um and osba has been helping several districts do them um they're all out there brent and i did a quick conversation when we were doing the agenda um i i don't wanna

122i can give you some suggestions but i wanna hear everybody else's first before i say mine just because i don't want to bias anybody does that make sense but i think you as our board chair with connections to what other school boards have been talking about hearing the suggestions would also be helpful in us coming you know because we're kind of talking about this in a nebulous kind of way so if you can kind of steer steer a ship a little bit here and so get on board and okay i just want to make sure that i'm like being the boss is i'm being very cautious about that so thank you sarah um so like you might have seen eagle points um theirs is just talking about local control i've seen other districts around i

123think brett and i have control around what issue they're just saying they're very very vague and saying the districts want back local control they will work with their health departments i personally feel that that's too vague and that we should have our concerns in there as well um brett and i have talked about uh that it's important for our families especially those that have gone through trauma to have like i feel like it's always like what's gonna happen next the governor's making an announcement everyone doesn't know what that means and i think it's important for the governor to realize the trauma and the stress that every time there's a change is going through to these families like oh my gosh am i going to have to get child care oh my gosh is they reducing

124the school out i mean all these things go through families heads is that's what i'm hearing i know they go through my head so i think the i would like to be more concrete and show what our families need and what our district needs and that each district is individual i've been talking to several like pinehurst has 17 students in their school five of them have left because of mass mandates well they all live in the same area they're all hanging out together so they're they're a total different district than us and we're a total different district than medford and i think that it needs to be said and sometimes we have we were open we got the exception we were open had students in longer we had i think our students were in the

125longest of the valley we had the lowest numbers in the valley so i think we can prove we have data behind it that we can make good decisions and we want to be able to make good decisions for our students that's just my my personal that's why i'm kind of so i would like something more focused instead of being vague like give us local control i would like to have so that people reading the resolutions understand that we really have been trying to listen to our families and we're really advocating for what they want um i would really like some more i don't know what you want to call the language solid specific i think clear accurate specific yeah yeah and maybe some um predictability in decisions i think that's what is frustrating in in

126a lot of ways is you know where where is the metrics where is uh what is the next marker so um you know that when trauma is present in the lives of kids and families you know predictability is a is super important thank you that was that was the roundabout way you did this is why you're their super end of the year because you can read your board my board member's mind and say it so nicely um that's exactly that's exactly i think it's important the predictability and the having goal posts and having um i feel like so many times where it's like oh my gosh how do we get out of this and to have some kind of light at the end of the tunnel would be nice agreed but we would probably be

127one of the very only boards that went very specific and not broad i think that's fine i think we have a unique place and a unique situation with the fires and govid and all the impacts here and i think that's okay if we're being specific okay it seems like sometimes we're a long way from salem so i think it's important for us to have that okay i think we're all kind of on the same page of that um what do we want the next steps to be do we want um staff to talk to osba and or do we want some board members and what would be best friend i'm asking you and dennis what would be the best next steps that would be easier for you guys well we can look at based on

128this discussion here we can look at some drafting uh some resolutions based on this discussion and some examples from osba and around the region and and try to come up with some options for the board to look at at the next board maybe you didn't have for information discussion and i know um michael's not here but he's been with me because it's been board chairs and vice chairs and he's been very um active in these discussions at well and has came up with some very good ideas as well so i know that he was like i want to be involved in this discussion too so i think um that would be great that he would like to we can draft him and reach out to board members and and have something that um at least

129can be discussed and can be modified at that time too great thank you thank you okay sorry this is when there's one board meeting but this is all great information that really needed to be discussed okay um in-person board meeting again this is something we haven't discussed um so only because we we really haven't had the opportunity to do so so while it's been on our radar and and we've had hybrid meetings with ad admin team here sorry um you know it's it's not that we haven't thought about it just that we haven't had the opportunity to really have the discussion exactly so can if i felt like that we're starting indoor and it's another um way to um include our families and and have it i'd love to go back to in in-person board

130meetings so i'm all for it i am too i'd like to see it i also really do appreciate having the online option as well because i think it's great if if someone was missing and able to come or wanted to participate but physically couldn't get here i think that having an in person with also and so i guess i'm not necessarily ready to get rid of the online presence as well thank you chris i know for doing that um but yeah so if we did do the in person would that get rid of the online um no i believe not and when it first this first started oh gosh i don't know when a year and a half ago we decided after like three or four meetings really liked it and i think it was

131rick that said you know sometimes i travel and i miss the board meetings and i want to go and i know a few few times people have done that and it's been very handy um and it's handy for public who see something on the agenda and want to um chime in some people prefer in person and some people kind of prefer to be behind the screen or whatever and just listen so i would i would think both for a while if the if that's okay with staff i like that idea yeah i think i don't i mean to tell you the truth i don't know if i see us ever taking that online version often that something you know happens that that's uh when you talk about accessibility and and participation from our community i

132think uh having that option is is great for our family so and then it's recorded so people can watch it later um at a later time because sometimes i know like it's like oh that was discussed at this board meeting a couple months ago and then i can go back and look at it because sometimes i'm not on top of things and i'm sure i'm not the only parent that does that no i like the online i like that the recordings are up there as well yeah but i do miss the interaction with the principals of the schools during coffee breaks and so on yeah yeah and and talking to the public before they before the meeting starts and saying hi and and putting a face to the email or or whatever is always nice

133and um yeah i mean i agree i my question though is what if we oh where can we what is if we keep it here in this library what are our capacity yeah that's a good question what i'd suggest uh if we do uh in person uh in our january meeting that we have the setup like we did in the commons area and make sure we review that and i know that's uh that's an educational after hours environment for our kids but i think to do it safely that be the safest venue um and you know we would we would still follow all the mitigation uh with the spacing and the mask requirements uh which will be important for in-person events i have another question i'm sorry um i'm wondering about the theater space too

134i haven't been in there so i have no clue um and i did hear john say that people are already you know signing up for spots so i'd hate to make the kids lose a night because of a board meeting but i'm wondering since that's a big space there's room um the problem with not the problem a challenge with the commons is that it's like an entryway and sometimes people come in and there's noisy or you can hear the game or um whatever so i don't i don't look at that i think between chris and we can look at the technology there to see if we can uh also um run the online format as well so that's that's a good suggestion would we would we be setting it up exactly like the last time

135we've been in colder weather to have the people sit outside of the or would we set it up to where they could sit in the common area yeah yeah yeah i think that's part of the in person is we're not that we were afraid we were going to hit capacity so we did that so that everyone that was planning to come we wouldn't have to turn people away because that's not very nice and we don't want to do that so yeah so no it's way too cold indoors um yeah so if you guys can look at the options and we'll get a sense of you know um you know how many people are showing up as you heard tonight on a public comment you know nine or ten um patrons coming in and so um

136that's you know we'll definitely be uh planning for more but we'll get a feel for how many uh public are showing up on a regular basis i think it's great the public are reading our agendas and coming when there's something that they feel like they need to have a voice for so i think that that's great so there might be a meeting where you know we're talking about stuff that is fine and there might be a meeting that if we have a lot of people come so i really like that opportunity to have both to really increase that accessibility and um are we going to have um interpretation services again for these meetings do you know what we're going to do moving forward yeah if that's requested we can we can have that but and

137actually i think it was a policy that we're looking at uh the request uh prior if they need those interpretation services and are we gonna provide um education around how to request that we can certainly do that yeah and kind of a this is a tangent and i apologize but um in my brain in the beginning of the year we're going to talk about outreaching to communities so that might be something when we go to um different underserved populations that we want to get build a relationship with is to is that's a good discussion about how to access our board meetings and and access availability to us and have their voice be heard so thank you love i love love love that um and the different populations require different um strategies to really be intentional

138and um and thoughtful when we're inviting communities in so i i really love that that's where we're gonna go we'll have that discussion later but i think that that's i want to keep that in mind so that we can think about it okay so um we're all in agreement that we would like in person back and that we like having um virtual and that we want to make sure we offer different ways of interpretation and that we are going to look at different spaces did i recap that correctly okay so i think go ahead brent and it would be nice i know um when we go back to in person you know we've we've really enjoyed this facility but i think one of the um you know special things about this board is that they

139travel to the different communities and of our uh district to to make it even more accessible there so we'll also be looking at the technology options at those venues uh to see if we can um continue to utilize uh other schools there's something like orchard hill has a lot of new development that are you know buildings and stuff that i haven't seen and i would love to go into the buildings and i know just walking down the hall i walked the long way because color guard was practicing and walking and seeing the the cork boards and all the flyers and stuff was just i was like wow this is so amazing so i'd love to do that every school i'm seeing everybody say yes so thank you so much okay so next is um review

140of next agenda that was in our blue folders and um again if you brett and i meet like a week and a half before to discuss the agenda so you can contact him or i if you have something that you think that we have missed or um need to be on there and i don't even see it at this moment i saw it earlier today in the blue folder there it is thank you i had the wrong tab okay and basically there's not a lot oh thank you rick there's not a lot um on there just the regular and then the we'll have more discussion items and we'll probably be discussing discussing um adm again um and resolutions which is not added on this yeah so we can add uh number six to strategy for

141legislative session for adm seven uh information and discussion for um resolution and then we could add i think we could have a action item for a letter to the legislature which would be good timing i think prior to the legislative session in february so we could add that action item number one to review and approve i think that's a great suggestion okay can we also talk about it if it's not the next meeting or um one meeting in january about um re scheduling a community listening session again or yes and do we only have one meeting in january okay so we could put that information and discussion about uh talking about what we want to do start planning that for i didn't hear that sorry for community listening session oh yeah or after the first

142of the year so getting kind of a date on the calendar and seeing for uh or what format we'd like to use just starting to have the conversation sure and i don't know about you guys but i've been looking at different formats and it's been discussed at osba uh the board chair the first half of the board chair cafe um janet came on that was here that helped us and was discussing ideas and then different board chairs talked about how they did their listening sessions and some ideas so i think um i've been kind of watching and and i think that's a great time to discuss so in between now if you're bored and want to look at other school board listening sessions you could maybe come up with a great idea and you've completed

143your five pages of reading in the auditor yes don't forget that it's very important okay anything else before i close this meeting thank you all online that stay with us and thank you everybody meeting is adjourned look at that before the scheduled agenda time that was a nine o'clock meeting and we rocked it