001Of course, welcome. And if you're here for the Northwest monthly meeting, you're in the right place. And if you're not, ask Michelle where you're supposed to be. Anyway, we have four new members. So, we're going to do u prior roll call. Uh, no. I'm following the list. Stop it. I'm good. I'm good. give me this. Okay. So, uh we shall do that. So, I guess we need all the people to stand the new members and we're going to do a I just put your name out there. Igan do solemnly swear that I will support the Constitution of the State of Oregon and the laws thereof and the policy influence. Don't they need to say it? Yeah, let them say it. Go ahead. Have them say it themselves. No. Yeah. Well, yeah, sure. Okay. Who else?
002Megan, you lead us. I, Megan Ko, do solely swear that I will support the Constitution of the State of Oregon and the laws thereof and policies of the North Fence School District. During my term, I will faithfully and impartially discharge the responsibilities of the office of school board member to the best of my ability and will bear in mind always the welfare of the children instructed to the school district. Welcome. Okay. So roll to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Amen. We almost lost. Okay, I had a roll call. So, let's just start with Megan. Yeah. Oh, sorry. Megan from Center Roberts, Julie G. All right. So, I think with that we have now
003uh we need to have approval of the agenda. Do I have anyone? I'm going to approve the agenda as submitted. I'll sign it. Okay. I have a question. You would have additions to the agenda. Um well um no agenda we have but yeah I have not done that. Well usually there's session additions to the agenda. So that's why I'm asking not sure where to that's what they're for tonight. Well I suppose that's going to be up to the board chair. uh and where it would fit. And that would be normally what we do on that is we have a premeating and and that's where the agenda is broke down. Uh it's not impossible. Nothing is impossible. So, uh I'm going to pass the buck on that to the new board chair. Okay? Because that's just
004how I am. Now I am going to we're going to have the election of officers for 2025 through 26. um for board chair. Um yes, did we actually have a vote on the approval? The approval did we not? Oh, we did not. Okay. Do we have approval vote for the agenda? We Well, we can't because we don't know. What I was wondering, Anna, I don't know what you want to add, but I was wondering is if it could be something that is just in the board um comments comments or communication between that. I don't know. That might be best for tonight. Yeah. Yeah, but that probably makes the most sense since we're already one of the things that just just for for information sake typically um the reason why we discourage adding things to the
005agenda at the last minute is because the public doesn't have the opportunity to see what's on the agenda in an open meeting. That's one of the reasons why we have the posted 24 hours in advance so that public can choose whether or not they want to come or not want to come based on the items that are agenda can have you certainly can legally from a board standpoint. However, it's we typically discourage unless there's some kind of a necessary action item or something specific like that would need to be active. Yeah, I understand. It's just you know dusty and other stuff. Yeah. Oh, yes. Believe me, we No. All right, then we're gonna go on since the board has. All in favor of uh approving the agenda. I I remind me who There was a
006motion by Nathan. Who was the second? Michelle. All right. So let's move on to the election of the board uh officers for 202526. Uh first one is of course board chair and uh this is where nominations are just shout out. I have one and that would be uh naked for board chair and uh anyone else have a nomination? Anyone? Yeah. else have a nomination? Do we do we have a second? Okay, we have a second. And so we have a vote on that which is uh you take a roll call vote on this. Yes, I can sir. Okay. Thank you. Roll call. All righty. So we are going to start all the names. You throw me new names. Um, we will start with Julie. Hi, Anna. Hi, Megan. Hi. Organ Megan. Sorry. [Laughter] Okay, we
007have Megan and we have Deian. Michelle. Carol. Yeah. anything you got anything to say about yourself that said you got your rules and then the next thing is this something that you are able and willing to do yes I can take on that responsibility okay so that would make Nathan are a new board chair next item on the agenda is to let the uh the vice chair um any nominations for vice chair I'd like to nominate. Can I do it? Yeah. Okay. Yeah, it uh I would like to nominate Michelle Roberts. Okay. Any other I think the way we would do that is just uh we'll do it by raised hand. Uh in favor of Anna, raise your hand. Three four. And in favor of Michelle three. Okay. Well, Ann is it. Ann is it.
008And then we have your second vice chair. Okay. Any nominations for the second vice chair. I would nominate Michelle. Any others? All in favor say I. Raise your hand. I. Okay. Got that, Michelle? All right. the official handing over. Nice. [Music] Oh, yes. See, the next item is public participation. Do we have anybody here? It's about doing public participation and comments. Okay, doesn't appear that we have anybody. So we'll move on to item number six which is communications. First is the board reports and communications board report. If you go down the list it'll show that I'm I don't think there's anybody else but either the board there are no board reports other than superend the board report. Sorry. Yeah. Other than the superintendent report and he's here give us quick report. All right. Um, I
009do have my written report. Um, for the new members, I typically have a written report and then what I usually do, I may go over that just a little bit, but I don't I don't try to read it word for word. Um, and often times what I'll do is just add something that may have come to pass or maybe new information that I want to share with you that I that I didn't have. I report the report out of the meeting. And so uh we went to graduation about 140 kids go above graduation culmination of 13 years of hard work and the kids and a lot of investment by parents and staff members and the community just uh I got to go do the way off again out at North Bay. It was fun to
010see the the North Bay kids head out there doing there. Um that's that's a lot of fun. They got quite a little tradition where you go out to buffet and wave the kids off that either the parents or or they go off the buses with them. Uh the Peru trip um uh we had a big group of kids go to Peru with uh with Raphael the gang. Um and and so uh we had one mishap. Um, one of the boys started in PDX with a passport. By the time they got to Miami, good old passport. So, um, Eva Varga uh flew back to Oregon with that student. Um, and and she didn't uh she didn't get to do the rest of the trip. She just came back with the student. Uh, she volunteered to do
011that. We talked with her about it. whenever she came back had a chance to speak with her and she just said I just I just volunteered you know I do because um she's an international traveler has tons of international traveling experience so she went ahead and brought the kid brought the student there um uh six of our staff uh and well actually officially seven of our staff went to seaside the annual conference that we have in seaside each year um and had a chance to go do that was good conference I think all those that message. Did you like it? Uh Ed, did you like being there? I was It was fun. Well, I wouldn't say fun. It was interesting. The group was fun. The group was fun. Um and so, uh so we went
012to that conference the week after school was up. So, it's always good to refresh a little bit, kind of get our brain gear towards next year. Um what I do want to bring to the table, um a couple of things. Um, one, and I don't know, I think I mentioned it, Chris had told me that the high school had met the requirements to be accredited. Um, we've got an official notice. We're going to be getting ahead of things. So, just so you know, our high school's gone through accreditation process. They'll do that again in about five more, about every five years. Um on on kind of on the negative side, um you may be hearing some things from the federal government about money that is not being allocated starting July one. Um and so I
013received an email uh from the coalition of Oregon school administrators which is administrator organization in the state of Oregon. Okay. So all of us that are a licensed admin state along with that group uh and they do a lot of advocacy their national group the AASA uh shot out some information and for allocation I'm going to read you just a sense yesterday afternoon less than 24 hours before all federal education funds are expected to be available uh they are available starting July one every year for the uh for the the new year US department of education notified state was not going to allocate fiscal year 25 funds for title 1 C, title 2A, title 3A, title 4 A, and title 4B until further review. And so we're going to have more conversation about that with
014our coastal partners tomorrow. I'll be a part of the Zoom across the state. Um, and uh, title 1 C is funds for migrant students. Um uh title 2 A is teacher training retention and topics associated with that and title 3A is ELLL English learner students. Uh title 4 A is student support um and academic enrichment. Um and title 4B has child and family service. Um so Tim and I will um we have talked already don't think the lack the loss of funding in those titles is going to have a major impact on our district and we know that they'll have a significant impact on a lot of districts but we don't think we're going to see a huge impact but we're going to take a look and get a sense for what kind of impact
015it actually will have on us. Um and so for example uh in title three lack of title three that will impact us to one level or another but for example Marga her her funding uh is 100% Tim I might correct asking this question her funding is 100% general fund so so her position will not have to be cut or continue to serve students and so that's just an example that might be the best example I do not will be having a migrant student population. Um so the title 1C should not impact this very much and then but we'll see some impact 2A and I'm not sure specifically about about 4 A and 4B. So just a heads up on that. We'll also keep you updated as things change in the state of Oregon as we
016begin to implement some of the new laws that were will pass with the legislative session just so as those things have an impact on action item number seven which is consent calendar. We have a lot on the consent calendar but it is consent calendar. May maybe you could briefly touch upon for those all of us what essentially this is. So um every July the school district cross state do their annual business and in that annual business um they do they take a lot of action that um that basically outlines you know everything from who our insurance person is to who's going to handle our um who our our kind of representative from the district is and so on and so forth. Uh Tim, if you want to add anything, feel free. But but essentially, this
017is just the housekeeping business that the board does every July. This is the only month you will see that unless we don't have the July board meeting. Uh in fact, in 204, we didn't have a July board. Um we weren't required to in July last year because we weren't seeing any board members. Um, and so the board chose to to just take July off and so we did this housekeeping in in August. But the first board meeting of our fiscal year, we always do this housekeeping work. Um, other things that will appear on our consent agenda might also be staffing changes. Um, so you see some names here uh on on the list that include our new high school principal hires and so on and so forth. So um consentive agenda uh Tim you want
018to add anything uh beyond what I just said about not particularly I just it allows us to legally conduct business as a school district. So you see the names of designated people we work with, attorneys of record, auditors, things like that, the banks we do business with and who is authorized to sign checks and attorneys and then it would be the clerk in that and I will be the motion. I move to accept the decision. Any comments, questions, discussion? What's the significance of us knowing the confidential employees that they're identifies have a particular status? They're classified employees. um they're not certified, but um you are you are essentially agreeing to the notion that our group of confidential employees have the right to access confidential information as part of the well that in mind uh all
019in favor say I. I. Any nays? Okay. 70 audit item number eight interd district transfers. Um they have a brief discussion about information on what that is and how affect. So um intermission transfers give students and you can see from your packet you can see there there is a um when we have an action item especially we give you a cover sheet that will have an explanation. And you can see on your cover sheet that in transfers commonly refer to it by student transfer school districts. And so um our district limits the number of students that we have that we're taking in particular grade levels. And that's based on the number of students that we have that already live in our district and how many that we expect that we can accept because for example
020and what you don't see here you're not seeing in the elementary but if we take elementary for example um if we have about 100 first graders this coming up here we know that we can divide those into four classes and that's 25 students per class. If we accept 15 first graders, then it's not enough to hire a new teacher, but it really overloads our parent teachers. Right? You see what I'm getting at? So, basically, we put a cap on each grade level so that we don't put ourselves in that position to where we're overloading our current staff, but not enough to hire the next person. Um, and so what we've done is typically come to you in August with inter transfers. This year we decided to come July with our secondary level since those are
021typically easier. U really honestly in the high school even though we're saying 10 um if we get a whole bunch of sophomores that want to come in and we feel like we can handle it, we'll come back to you to raise the number. But this is what we've looked at right now. our our current eighth grade upcoming eighth grade class is one that's pretty tight and which is why you see that as being two or sixth grade um we feel like we can take up 12 everybody else kind of the standard for all the other grades being I guess I'm just curious I know the grade school that makes complete sense but I feel like with our low numbers I don't I don't know why we even have to have a number like why can't
022we just have it open and just go by what we make if we can bring them in, bring them in. Part of that at the high school level and middle school level, the the high school level, we're a little less concerned. The middle school level, like the eighth grade, the number of kids they have, we essentially have we have three teachers per uh subject matter. And so if you have, you know, three science teachers, you have a seventh and an eighth and a sixth grade science teacher that divide the kids out through the day. So you can get to a place where they get up, you know, if you have too many kids, you can put yourself in a spot where you're really loading up your class and make it really difficult for your teacher
023to teach that. So it at the middle school level that's a little bit more uh of an item for us to pay attention to because because of that effect that we have, you know, three secondary teachers per grade level. And if you take too many kids beyond what you have, then you're going to have to hire someone to do that or um and then you get into that that weird mix of game where you try to hire um that person that's going to have, you know, you only need one or two sections of extra let's say eighth grade science and here you are you have to hire an entire person. So I think that's really key. The high school last year was 20. But pretty much the high school will take just about anyone. Well,
024that's what I'm saying. So, I'm just wondering if like this isn't a set in stone. Seems like it's kind of like a recommended but not we I think we by law are so we don't have to stay supposed to supposed to make the cap so that uh but then again if if we got we got 15 sophomores that wanted to come in we'd come back in August and say let's raise that. So it's a bad time. Yeah, it's it just seems like you wouldn't have to come back to us in August if it was a little bit more flexible. I guess that's my main thing. Well, and that's, you know, and if um if if you uh if you wanted to say push it to 20, which is what we had last year for the
025high school, you could offer that. Um I don't know. That's why I'm asking you if if it's if it's feasible, we should say a higher number so then you don't have to come back to us if they have. You know what I mean? Well, I will tell you last year we had we put it at 20 and we didn't get anywhere near close to what we even had said. I was going to look up, but I mean if we ever get close to that, we would like look we would like not just say no. We would like look at the numbers and say what? Yeah. But we don't even get close to 20 at any grade. It just seems like bookkeeping wise easier to just not have like a lower number and then have to
026go back. But yeah, that's that's very doable. I mean, if a person wants to make a motion change the numbers so they were higher for the high school to add that motion would be the motion. So recommendation. Can I just add to that there is contractual language with the certified group about recommended class size caps um and with some of the adjustments that have been made to staffing levels like going from six ELA teachers down to four um or five math teachers down to four. Um, we were trying to see if we could get all the kids all the scheduled classes too without going over those class size caps prior to accepting the IDTS. Um, because it would be disruptive for the students to think they were starting in a new school and then to
027have something interfere with that if the class size was too high. So, something to consider. um we may have to uh meet with our union group and um talk about how to support teachers or hire people if we could if we exceed the class size recommendations. We can keep it this way. I I was that's why I was just asking like what would be best. So simil similar to the middle school um information that Bits was giving. We were trying to see how the master schedule plays out when the kids get all the required classes versus the the electives to make sure we don't go over those limits. And who who sets the numbers? Who's in charge of setting those caps? Uh we set those as cab. Okay. Yeah. The are you talking about the
028class size gaps? Yeah. I was wondering who these caps um the class sizes or sorry the The restation on here is definitely a cap. The contract talks about class size caps. Uhhuh. So, and then you guys decide and then we work within all that information to bring this recommendation. Okay. We have a motion to approve the district's recommendations on district transfers. motions go through the recommendation for districts first grade 6 7 8 10 11 pitch have got a second I'll second that okay we have a motion to approve the district recommendations for interd district transfers for sixth grade through 12th grade any discussion further discussion all in favor say I oppose cars 70 board comments. You're on. I wanted to add talking about a potential July work session because I think it would be beneficial.
029We're we have four new people. Um that's new board members. I think that would benefit the district that we educated on some sort of process for the superintendent review because none of us have done that before. And I was doing some research on OSBA. They're willing to train us for free. it's an hour. She's available on um July 10th to July 17th. It's from 6:00 to 7:00 and she could do a training to show us what the potentials are on how to do it, how how we as a group would run this. Um and that's free if we decided to go with the way that they do it. They charge us an hourly fee, but we can decide that after the training. So, I know that usually work sessions are decided elsewhere, but since we
030don't have that opportunity and time wise, it takes a while to get all that done. if we wait to do it till after we have our August 4th training, we're way far behind. So, I just wanted to think proactively about looking at adding natural work session. So, what uh those are two specific dates, right? That's what OSBA is available for. And what what time 6 to 7 p.m. on July 10th and 17th. And this uh do they come down here or be virtual? She didn't specify that. I'm guessing virtual. She's the same person who's coming to train us in August. Vending board members to women's board stuff in August. Well, I I ask I guess it is in terms of availability. You're not going to be here in town. Uh and if we have it
031for a session, who would from from the district staff would be available to kind of guide us through this or at least set it up so that we can listen to it for the Well, the only time that the 10th also come. Yeah, I understand. And so I am available 10 the 10th the 10th 10's available on 10. I'm out at that time. Sure. the So it's not either or it's the it's one we need one day for those two. Okay. And what you know you give me a little better. So the OS they just researching because I don't know but they had different options on how you could review a superintendent. Um Ben sent me this thing from Kosa that he uses which is like a self review and then there are other ones
032where you can do that or like incorporate different things but I didn't really understand all that. trained, but there are bases that she can explain and they offer. Just for information for everybody, the the tool that the board has used in the time that I've been here is a tool that is co-created by OSBA. It's the tool that has the eight different standards as you guys will recall from last year. and then um and then two two goals that I had that were along with those eight and so that's the tool that that the board chose to use in uh in the first few years and so and it was again co-reed by uh OSBA center so um that's that's what we've done and of course the the north can choose any model that you
033choose And that's a that's a self review. It includes a self evaluation. Uh but the board uh our data the board has met in January. In January meeting the boards got into executive session with the eight standards that the first year it was four standards because because it was my first six months. Um and so um in the January of 25 they went in with eight standards and two goals. uh had a chance essentially in executive session talk through to each of those standards. Uh there's a rubric that describes what it looks like from a one to a four rating. Then the board collectively decided what that rating would be and whether or not they wanted to make comments associated with each of those standards. Uh did the same thing for the two goals. Um
034the two goals that I had were centrally locked into what the board uh wanted me to focus on academic achievement behavior and so those were the basis on two goals and then at the end of that meeting uh they they determined what my evaluation was and move forward with that. So um so that's that was the basic format to find out how it worked. Uh and so again um the the board has the opportunity to choose kind of whatever system you choose to use. Um, as long as an evaluation contract says my evaluation be done by January, sorry, what January 15th is congratulated when the board is supposed to uh give me evaluation. Okay. Um, I guess for me it, you know, just very new to all this. I just want to absorb any any
035information available to me. And so, you know, I guess I don't know how to answer that question, which makes me feel like maybe I was wrong training just to have the information to make I mean, I don't know what is how does everyone else feel about that? Is anyone else available for those times that we wanted to have an hour to train? Like we need to be the 10th because that's when there's Yeah, that's Yeah. so that Tim would be available to help coordinate. Um, we're talking about basically not having discussion per se, just listening to it and yeah, just information. It's just information. Well, I don't know if we need a motion for that, but I think with consensus, we have consensus to do that or not. I see. Not not No problem. Tim.
036Tim, how is that for you? Because you kind of have a busy skin. I'm more than happy to be here. All right. Well, let's do it then. Thank you. Thank you. Any other board comments? Welcome. Oh, I did have one question. So the the elementary school grades um for um the non-resident student that's we're going to talk about those in August. Do you know if is that going to affect so if there's kids who uh live in like North Bay school district but have transferred to Hillrest for last year. Are those possible? Could that possibly come to where those students may not be able to remain at Hillrest or I had someone from the public write in about that and I was like I don't we have we have a situation which because we're trying
037to balance students in both schools we are we are pushing kids both directions depending on the depending on the grade depending on the grade not necessarily where they live if if it is um right so if there are students at Hillrest that we need to have go to North Bay and they're also in North Bay district. The the the number one student that we're going to push that direction is an inter transfer from out of the district. Okay. Okay. Um because what we tell people in the elementary level is if you're an inter transfer, we can't guarantee you're going to get the what you want, right? Sometimes you just you got to take what you get, right? Um and uh so in transfers if there's there are enough students who are in district transfer that
038it's over then we don't touch the intra district transfer which is it's again it's but it's the ones that are for example in your description that they live in North Bay zone but they want to come over. Okay. If we need to go into more students, okay, to balance out the bus schedules, bus sizes, then in TRA district transfers may be what we have pushing back in North Bay. Gotcha. Okay. But it's not every class. It's not every level. It just depends on what the numbers are. And it's all associated with balancing classroom sizes between two schools and taking in consideration what T's talking about the contract and what our class size looks like. We we don't mind like differences. For example, let's say if third grade and we had an average of 25 in
039one and 24 in the other. We're not squabble about that. But if we have an average of 28 in one and 22 in another, we're probably going to try to balance those out just because it's logical. The family you're talking about might feel like they are being picked on, but there is a method to the madness. So that building principal came to me and we looked at my spreadsheet updates of when people actually submitted their form. So you would have to go from the people that submitted at the the latest and then you would go up that list. So there was like a method of the madness. just like fit to and for her she said that she had just heard rumors. I was like I have no idea but um I knew that in
040the past you know that's it happens. Um so she she questioned she just that was something she didn't feel she was fine she just looked curious correct me if I'm wrong but we've also made the calls the families have been back I believe those calls have already been made. So once if a person is in a spot but they're hearing but they have been contacted then they're probably not impacted and I told her to call is it just call okay thank you any other comments well that leads us to the information outlet which is which leads us down to uh we're going to journal completed you.