4/14/21 Budget/Board Meeting

001how are you doing good i'm glad it's not the sun is shining i'm always happy so nice out it is so hey i'm on pretty limited bandwidth here so i might just leave my camera off if that's okay with everybody but you see i'm still just as ugly as i've ever been me this yep all right i have six o'clock on my clock so we'll uh start the soyuz school district 97 j school board work meeting work session um filling in for chair bob snedden bob is is on leave until personal leave until may 15th so i'll be filling in as chair for that time i welcome our patron staff and press to the work session i want to provide or extend a welcome to james tebow joel marks cindy spinner cameron jago aaron linton

002and jennifer ledbetter our budget members for this this meeting i understand we do have a quorum of budget members so we'll proceed with that we'll move on to election of budget officers and what i'll do is i'll open nominations i'll take all nominations then we'll close and we'll cast votes for each nominee each member gets one vote a majority of eight wins the election if no majority will begin again with open nominations and vote etc we utilize the same procedure to elect the budget vice chair once the chair and vice chair has been elected the meeting is turned over to the new chair i will now accept any nominations for chair so mr chair i nominate cindy spinner to chair the budget committee thank you director king we have a nomination for cindy spinner do

003we have any other nominations mr chair i'd like to nominate joel marks for chair okay director man heinz has nominated joel marks that's very nice of you suzanne i uh i am not uh that great but you are thank you so much joel does that mean you're declining the nomination no i think you'd be great we'll lead you through it i'll do it i don't have the if you'd like me to do it i'll do it all right we have two nominations are there any other nominations hearing done i'll close nominations and we'll take a vote um should we i guess probably a roll call bonnie could you do that sure please um one person at a time to vote yes we're going to vote one at a time and and let's we have two

004nominees so if you pick one or the others let's know which which one you choose so cindy spinner or joel marks of the joel marks okay okay and joel marks who would you vote for joel marks who would you vote for who am i going to vote for yes i really like cindy i'll vote for myself i'll vote for myself on this okay okay megan mesmer cindy spinner thanks a lot megan i'm going to vote for joel i think we need some fresh blood in here cameron who would you vote for cindy spinner and aaron linton i'd like to vote for joel marks i'd like to vote for cindy spinner okay and now we'll go to the board i'm going to go with dennis king well you know since cindy uh voted for joel kind

005of wanting that new blood sorry cindy i'll go with joel okay john barnett well i will honor cindy's wishes and joel will do a great job so joel it is and diane and penguin no we didn't capture that banner no your mac isn't working okay suzanne we'll come back to you diana i'm going to vote for cindy spinner well thanks for nominating me then paul burns joel marks and i think we are back to diana is your speaker working in and then we got guys oh guy guy yeah i'd go ahead and vote for joel marks all right that's eight jewel yeah so that's that's eight votes for joel so joel is our new budget committee chair now we'll accept congratulations joel and now we'll accept nominations for vice chair i vote for cindy spinner

006just in case i pass away during this call okay cindy spinner anybody else i nominate megan messer okay megan messner anybody else hearing daniel cohen's nominations again roll call bonnie okay james tebow who would you vote for cindy or megan sorry i'm muting cindy okay joel marks i uh vote for cindy megan i vote for cindy cindy i vote for cindy and cameron cindy i vote for megan messmer jennifer oh you're muted sandy cindy spinner thank you dennis cindy john cindy diana come back to diana suzanne megan paul cindy and guy i'm gonna vote for megan and diana oh vote for megan hey we got you now diana all right that uh looks like cindy um is our vice chair now um mr g i see you have your hand up do you have a

007question or a comment oh you're on you my hand should not be up oh okay all right so i will turn uh the meeting the budget meeting over to joel marks all right well we have um ann baker on i'm sure and we want to go over the budget does anybody before we go over the budget uh does anybody have any questions uh that they'd like to pose i i have something to say about it but i'd like to hear if anybody else has anything to say before we hand it over to anne um the only thing i would like to say then is that um it would be appropriate and nice to have the budget earlier because school board budgets are complicated they need um time to digest and i know mr superintendent it

008must be difficult to get the budget out and to work all the numbers i used to be on the school board and i know how difficult that is but it would be appropriate for the committee to have the budget a little bit earlier and sometimes in hard copy some people want the hard copy so it's just a thought that i have i know that other budget committees similarly similarly do that and it's it's not as effective when the budget committee doesn't have it like a week in advance or so well again um with this with this meeting here is just the introductory meeting and this would be the one where it's typically distributed um we can adjust the budget calendar to have a distribution of the budget prior to the meeting and again we're just

009adjusting the budget calendar i mean i'd have to talk to kerry about how we would do that because again we would have to convene the budget committee to distribute the budget oh right um that's that's really what we're doing here is to is to distribute the budget yes in its formal proclamation um if i can add to that if i can add to that andy with that you're exactly right this is the meeting where i present to you i um it would be really difficult for me to get it done too much earlier because there's still information coming out about the budget um but it's also as you said it's really complicated so i don't like to give people a big complicated document with no context or anything so this is the meeting where i'm

010able to explain all that and then we'll reconvene in two weeks which will give you the time to kind of take a look at that so very good if we need to look at a different format i'm happy to do so very good okay may i ask when is the budget due in by it has to be adopted by the board um by june 30th thank you okay anybody else have a any any comments and it's all yours or carrie i mean harry's the one that's going to not ann pardon me carrie yeah i told you i wasn't so good at the uh chairman actually andy andy you're up for the um budget message yes yes correct and again this is our introductory reading of the budget and presentation of budget materials uh this proposed

011budget for the 2021-22 school year uh for the soyuz school district 97j is respectively uh submitted to the school board board of directors and budget committee as our best spending plan for resources for all potential resources in this first year of the new biennium the proposed budget reflects district priorities and goals focusing on high level academic achievement and support for all students the allocation of resources through the budget process shows a demonstration of goals set by the board of directors all work done in preparing this budget is based upon current revenue forecasts in the state and not additional funding towards expansion of state level initiatives or other direct dedicated funds pending legislation that may bring in additional general or dedicated initiative revenue will require supplemental budget processes at future dates uh high school uh career

012fund high school success uh funds for career technical education do bring in additional resources outside the general fund those funds have been allocated to positions directly related to student services and graduation retention dropout prevention and career readiness hss funds 3.5 full-time equivalent certified staff positions at the high school in business and information technology metals manufacturing senior graduation and graduation coach and construction engineering also within this fund there are direct student services for the on campus s.a.t with fee assistance and recruitment efforts of students uh for all demographic groups in career technical education advanced placement and dual credit college courses the student investment account is anticipated to be fully allocated at the state level this year after only being roughly funded at one third the anticipated amount in this past year this funding account is much

013broader than the high school success program and aligns with overlapping state initiatives and district goals in the continuous improvement plan to the extent that funding allows the budget the proposed budget supports the district's work to improve student achievement using best practices and data driven decisions to ensure the students catch up to their appropriate developmental and grade level a focus to keep students on track with both state and federal curriculum initiatives and on pace with their peers in other schools while making sure students are ready to move to the next level in their education the 2021 2021-2022 budget for the soyuz school district 97j has been prepared in accordance with the laws of the state of oregon and the program budget manual designed by the oregon department of education the proposed budget is a financial plan

014for educational physical plant operations that includes estimates of expenditures and revenues for a single fiscal year beginning july 1 2021 and ending june 30th 2022. thank you mr superintendent does anybody have anything to say about that or any questions for the superintendent so at this time i would turn over uh to item 1.4 for the actual budget presentation to the business manager carrie blake okay i'm going to try to share my screen here you guys see the district website up yes yep okay so um please feel free to jump in or um in the chat bonnie if you wouldn't mind maybe monitoring the chat box a little bit um it's i tend to talk fast i will try really hard not to um but i also can't see all of your faces and so it's

015a little difficult to see if you have any questions so please don't hesitate to kind of jump in and cut me off there so i'm going to start here with the district website i know the link was sent to you where the budget is but should you ever lose that i wanted to show you where to go on our main site you go to the menu and then scroll down to financial services and then it's going to be here in the fiscal year budgets and right on top here will be our proposed budget i'm going to open up this um and i have the budget documented in its tire in its entirety here and then all of the components live below it here i'm going to open this up and kind of go through each

016piece so andy just went through the budget message let's make this smaller here um here's our budget calendar if you guys forget meeting dates um or kind of look at the the flow of how we put this together from starting back in january february like just a little bit please what's up can you increase the size a tiny bit yes i sure can is that helpful yes thank you here is your budget committee members for this year and the board member that they are under next page here is going to be your board of directors and their contact information and then here's going to kind of help guide you through the budget document there is we've got many many accounts and the structure in oregon is such that we have three digit funds that you'll

017see over here to the left our revenue accounts always and always show up with fund and then the source if the source is a one thousand figure it's going to be a local source that's going to be your property taxes 2000 would be immediate sources local grants and such 3000 is your state sources mainly the state school fund is the major dollars in there four thousand is federal sources and then five thousand as any other sources let's scroll down here a little bit um our expenditure accounts follow this um fund function center area subject and then finally an account number the function is what the state asks me to budget at so everything in the 1000 functions i can't go over budget as a as a total within each fund in that 1000 section 1000

018is going to be instruction your teachers 2 000 is your support service so your transportation district office 3000 is enterprising community services and that is our food service fund four thousand is facilities acquisition and construction five thousand is other uses uh you'll mostly see that in um inner inner um interfund transfers and debt service uh 6000 is a contingency which means that the monies are to be spent for a certain reason and seven thousands are your unappropriated ending fund balance when you're looking at center every time you see a zero zero zero that's going to indicate a district-wide expenditure 001 is a special education or special programs 304 is going to be cityslaw elementary school 574 is the middle school and 656 is the high school and the excuse the area and the subject i

019did not list here um those are district specific so we can drill down even further um to indicate a real specific expenditure within that function and then finally you're going to have your accounts and that's going to indicate if it's in a 100 it's a salary 200 are our benefits 300 our purchased services 400 supplies and materials 500 is capital outlay 600 is other objects 700 is transfers and then 800 is other uses of funds so you can always refer back to that as you're looking through these accounts next i'd like to show you this is our state school fund estimate that we receive from the state of oregon this is the cover page that we receive as you can see here we're getting funded as of right now at 9.1 billion all these here

020in the red are the carve outs so we can receive some of these monies if we fall into one of these areas for a grant like the free lunch program that would be us we do not see funds from most of these items though once they take that out they do their formula and we'll spit out an estimate you can see here the estimated admw which is a admw stands for average daily membership or basically your student enrollment the w stands for weighted so you get additional weights for certain situations like a free or reduced student or a pregnant parenting a special education student gets additional weighting so in the state of oregon they're looking at 703 000 admw and then here is our district specific state school fund grant so in december of every

021year i have to estimate for the following year our local revenues which is going to be mostly comprised of our property taxes i have to estimate our transportation expenditures and then i also have to estimate our admw and with the state of oregon they have what's called hold harmless with admw so if you have they look at two years worth of your admw current year in the prior year if the prior year is higher admw than the current year then you actually get the benefit of that that admw see as you can see here in 2020 21 currently we're at 1420.64 last year or i'm sorry for um next year i've budgeted an estimated at 15 27.87 so we're going to get funded at at that level there 1527 students it goes through and gives

022you the calculation of how they can determine the grant and the total formula revenue so total form formula revenue does not include your transportation let's see here and then so you get your total here what the state says is you should be funded at 13.6 million dollars from here they take away that local revenue that i estimate up top here and this is actually the dollars that we are set to receive it is fluid so in january of every year they start to look at what our actual admw is and our actual monies coming in and they'll adjust our state school fund during the year for that next you're going to have your total proposed budget summary by fund so as you can see here in fund 100 you can see what we actually spent

023in 1920 what we've budgeted for this year and then what we're proposing for next year and again that's each of those funds for a total of 29.7 million for the coming year next you're going to see the revenue detail to all of these so in fun 100 over here you can see again it's that um again that four digit number indicating whether it's um local or state revenue so this our 111 current year taxes you can kind of follow that through and this is going to be for all funds so there's fund 100 our special revenue grants i do want to point out in our special revenue grants as you'll see if you follow it through uh federal money we received 75 000 in in 1920 was 232 i budgeted for 120 000 and then

024in this current year we received esser funds um next year we're receiving esther funds we're receiving um here up in the state revenue 32.99 we're receiving those high school success dollars that andy spoke about and the student investment act dollars again and funded fully for those what you'll see the result of that is you'll see some of our general fund expenditures if there were budget or had expenditures in this year and then there's nothing that likely means it's got moved over to this fund 203 for those of you that have been with me for a couple years if you remember we were set to receive um sia or student investment act money last year or this current year and they were only able to fund us at about a third of that so we kind

025of had a heads up about that so we kind of put some in general fund to cover those positions and some in our special revenue fund we did have some excess um fund balance that we were able to float those extra positions into our general fund so those now are being shifted out a general fund and into the special revenue fund so again it's just all of them terry i have a question on the taxes yep um the taxes on the 2021 the 2022 proposed or a little higher than the 2000 2021 budgeted are we counting new construction in there is that why it's a little higher no i will actually show you joel how i kind of calculate that out um i kind of go based on what the county collection rates have been

026for the last five years on average um and then i also account for um people that are not paying their taxes on time in the current year so um like i said i'll show you um the methodology that i use here in just a few minutes thank you okay i'm gonna make this one this this document is really hard to read i i do not like what comes out of my system i've tried to modify it to make it better and it's just it's a lot of numbers so this is going to be your expenditure detail in all funds so up here you're going to see fund 100 here's this function code 1111 which is going to indicate uh direct instruction so 100 or 1 0 0 1 1 1 304 0 000 is going

027to be your k5 and also a catch grant which is for pe and then you can see here in these individual accounts how all of that is budgeted and i'm just going to kind of slowly go through here so you can see you've got your math your pe um and again you'll you'll want to look at this number here this 574 that indicates um so you saw middle school and so if you again lose lose track of those accounts just refer to that one of those first pages that i showed you that kind of outlines those account numbers i'm just scrolling through trying to get to the bottom here so that was general fund now we're going into our special revenue fund and um 20429 the the rest of the funds will follow there and

028then let's see so um because there's a lot of mumbo jumbo there's a lot of numbers in those account in those documents so i wanted to make something that was a little bit more summaried version for you so um and i'll go through each of these funds and give you a brief explanation of them so in our general fund it accounts for the financial resources of the district except those required to be accounted for in another fund the general fund is the district's largest fund and accounts for the majority of the district's revenues and expenditures and it supports our daily operations to satisfy oregon state budget law the budgeted revenues must equal the budgeted expenditures the general fund has the most flexibility in spending for soyuz law's overall district budget and again here i just

029put down the revenue sources so you can kind of see those and here's kind of a summary version of our major accounts and totals there here's for the expenditures um so after the budgeted revenues are first established then the expenditures are developed from there their proposed the expenditures proposed are reflective of the goals and the priorities of the study law school district new expenditures for the 21 22 school year budget include accounts to expend the additional revenue from grants and other state initiatives so you can see again where we are spending our money in instruction support services other uses and then contingencies again contingencies is our ending fund balance or our reserve within this general fund we have a peak grant which is a physical education expansion and we are using that at our elementary

030school we have career pathways grants for our vocational education at the high school there's some technical assistance grants these are facilities grants for facilities assessments seismic assessments and long-range facility planning and then we often get miscellaneous local grants western lane community foundation and some others the debt that we have in our general fund is our q scab as we call it quality school construction bonds uh we pay a principal amount of 57 884 and that was a interest-free bond from the feds uh we have a purse bond so and back before my time they they went through the purge bonding process to buy down the future liability and so every year we pay roughly about a million dollars in expenses in our purse payroll accounts and um let's see i thought i had it i

031believe that is set to expire in 2027 but when we look at pers rates uh they are reduced because of this and then again the sia budgeted positions moved from this general fund into fund and then here joel is where we get to the property tax so when i look at property taxes and it's really difficult this has been a really difficult year to budget because there's a lot of unknowns a lot of uncertainties out in the future um we're hearing a lot of different things so trying to kind of keep a pulse on what's happening statewide what's happening with covid unemployment things like that right here you can see what i do is i estimate the average the average based on the data here so i do an average increase over the five years

032was two point eight nine percent so that's why you see that two point eight nine percent increase and i believe increases can only be up to three percent on property taxes and then we collect an average of about 93.39 of what we're supposed to receive each year so i reduce the amount that i believe we're supposed to collect to that 93 so that i'm not over budgeting and that's where you got the 7.4 million yep that's where i got it right here and then here is just our prior year property tax so these again are all the property taxes in arrears that are that are passed due and so we receive those in a future year uh we've been receiving you know around 150 000 a year but if i take a look back at

033what we're doing um we've only collected 79 000 this year and so that was reduced a little bit based on those averages i do the same thing with our local option levy and for those of you that don't know what a local option levy is it's a levy that we have out there it's 75 cents per thousand on property values and the dollars that we receive here stay local and only go to the cyst the siuslaw school district when while the other property tax the regular property taxes don't go to other districts what it does is it kind of goes into a collective pot and then that money gets split up through the state so if i go back to um kind of show you where you know the state says we were supposed to

034get 13 million but we were only getting six it's because they're reducing whatever our local property taxes are so for districts that have uh what we call property poor they're going to receive more out of that state school fund out of the state money versus property taxes we are what what's considered a more property rich district so we actually see less of that state funding overall that's percentage based sorry carrie is that percentage basin i'm not sure i understand your question okay i'll just keep watching and see if i can grab myself you mean percentage-based um the way that the state distributes or yeah yes well it's it's that big calculation that they let's see let me just roll back up here sorry no no no not a problem at all this here is where

035so you get this whole this whole calculation here kind of shows you how they come to their figures so school districts in general in oregon are set to get six million three hundred and five thousand that is including what they assume is property tax so when i look here again in this general purpose grant is what our state school fund is called the state says that we should be receiving 13 million in state revenue and then that's where they take out the local revenue the local property property taxes that we receive and then we actually get the remaining amount from the state now this this form that kerry is showing here is updated three or four times a year as local revenue comes in and so while she's figuring that we collect on average about

03693 percent of property taxes that are due in a year when old taxes tax bills are settled those are counted against those collections yeah and those are actually back years are recalculated she's actually working in three years simultaneously and so the revenue adjustments are made across multiple years and that sum of local revenue will change immediately um and so when someone settles back taxes it'll it'll be taken out of the one collection they can take from which is the current budget year that's correct and so if i mean i just got an update from the um 1819 school year so they take about two years to reconcile all the adm all the the revenues and everything and if the if i estimate my revenues too low then we'll get more state money than we're supposed

037to and then once we have property taxes come in they're going to ask us to pay that money back so i have to be pretty conservative about how i budget those dollars a lot of people think like oh just just don't budge and just don't budget for many taxes and you'll get more of the state revenue but they will reconcile it at some point and come back so usually year to year we'll either get a an increase in our state school fund because of a prior year reconciliation that's typically the case i tend to budget fairly conservatively because i don't like to have two years later come down the road and we get hit with hundreds of thousands of dollars to pay back so any other questions on this before i move on [Applause] okay

038i had a question quick question on purrs paid until 2027 correct so if pers becomes a bigger liability are you um contemplating another bond well it's really about timing um when there was a number of districts that went for the purse bond and based on the interest rates some people it worked out and our district was one of them uh the the prior business manager um hit it right and we are you know the interest rates were so low that now the rates we're paying is is much lower than we would if we didn't have that bond there were actually some districts that got a bond and the interest rates ended up being too high and they're actually paying more for pers now because of the bond and so we'll all we'll always keep our

039eye on it keep our eye on interest rates and the board is um always aware of purrs and we've been you know they've they've done a lot of adjusting they've you know pers rates have come down for different reasons they've changed the rules they've been you know gone they've been um they've gone to court they've had you know legal challenges and then they'll come back and say oh never mind those low rates those lower rates we gave you now we have to come back and collect higher rates because we shouldn't have adjusted pers like we did so the board has been really great about setting some money aside in our ending fund balance making sure that we're always covered on our pers rates so the last big batch bond sale was uh december 2019 and

040those districts did fairly well in the next quarter um the next public bond uh sale to offset pers um those districts basically will even out over 20 years but their first five years it it does nothing for them and so again it's really where it kind of hits in the market cycle and um so again while we're in good shape until about 2027 it's really where that market is going to look in 2025 to really start looking for the next bond sale to see if it's if it if it's going to bottom out and there's a good opportunity to go in on a collective sale amount with with another group of districts so let me just ask the the board keeps a certain amount in contingency right correct all right so is the is the

041boards i haven't gotten a chance to look at the exact contingency but is it five to ten percent the board policy says that we're to have an eight percent no less than eight years okay so you're taking it which is which is uh quite a nice contingency so you're taking the the purrs in case you need it as a carryover as a percentage of the contingency fund correct yeah the board says the minimum eight percent and then we're actually uh we're fortunate to have over that eight percent which gives us an extra cushion there as well the eight percent is really um it's it varies district to district but it's really there because of cash flow because in um june july august and june july and august we do not receive any state school fund

042monies and then our property taxes don't hit until november and so our cash flow kind of does this and it dips down pretty fairly low at the beginning of the school year and so that eight percent there is is to hold us over until the property taxes hit and stuff so and that's why you're playing it so conservative correct this is james steve i have a quick question for you okay when you say that you typically are very conservative with these estimates have you ever not been conservative enough and have you or have you seen a pattern over the years that you've been doing this do you consistently get roughly the same percentage um of difference i guess between what you've estimated and what we end up with yes i've only had this is my

043ninth year here and i've had one year where i underestimated property tax we had i believe it was comcast that had taxes in our rears by the hundreds of thousands of dollars and so we had no idea that money was coming so that year i did under budget for property taxes we were overpaid in our state school fund and they did recoup that money two years later um my methodology for you know the the budget that i estimate for is driven off of our property tax on our admw and so using kind of that methodology i showed you about the property tax has been working fairly well and then with our admw i take a look at through the year and i budget the lowest number of kids in each class because we track those

044month to month we do have a quite a few kids that come and go and so by budgeting at that very lowest number it's been pretty safe this year has been an unusual year with covid because our enrollment is down so i am watching that really carefully we did get a chance uh which is unusual in mid-year to kind of change our estimates and so kind of redistributed monies so that we don't get hit later with a bill so it's been working pretty well there's like i said it's been one year and then this year i'm not sure what the effects will of that lower enrollment will be quite yet okay thank you that lower enrollment it will be felt in the next year cycle not this year's it no it'll be felt in well

045it'll be felt a little bit this year because it's based off of last year's numbers and this year and last year's numbers uh you know towards the end of the year we did lose some students and so and they're kind of before the end of the year time period even counting coveted numbers being down because everyone did cobra down yep correct okay thank you uh-huh and then this last piece i kind of use just the same methodology our interest as you can see has kind of been all over the board but as our ending fund balance stays there our interest has increased so again just taking some averages to try to figure out what our interest income might look look like and that's just income on the monies that sit in our checking account and

046in the pool okay so next this is a look at the budget by location so again the zero zero zero is going to indicate district-wide expenditures 001 is your special programs 304 is your elementary school your middle school here at 574 and then 656 here is your high school so just another different look at that budget and then here again another look you get multiple looks at this budget so this one is going to show you by function and object or account here so in function one one one one which is k through five in um here's going to be all the salaries our 100s here's all your benefits your purchase services supplies and other objects and that follows through for each of our accounts so i'm just going to kind of quickly scroll through

047here and while i'm scrolling as you guys are reviewing this budget um as you said joel it's much easier to present in person it's much easier to have a budget document in front of you i am happy to get these um printed off and in books and delivered to whoever needs one so please email me or vani and let me know and i'll get you one right away right now we're using our iphones i think okay that's that's really i have a quick question on the interest um what is the interest that you're getting that this the district is getting right now i would have to look it up on our checking account i know in the state investment pool it's at point five seven percent right now it's very minimal but i'd have to

048we thank you seven percent point so point five seven zero point five yeah that's in the government uh the local government investment pool and then i honestly joel i don't know what it is at opb right now i would have to check that's where our monies are held is it opb so this was that all did you have something else no that's it okay so this is again just the summary version of all of our other i showed you the general fund this is going to be all of the other funds so special revenue funds um account for the proceeds of specific revenue sources uh they're legally restricted to expenditures for specified purposes so this is again where we've got here down at the bottom we've got our youth transition program we get a grant

049for that outdoor school grant a rural and low-income schools grant student support and academic enrichment high school success student investment act elementary and secondary emergency relief fund or those esser funds we did receive 3.5 million dollars in the sr2 allocation those are intended to be over two years and so i did budget 49 of that into this year and then i'll budget 51 into that or if we have any remaining dollars left over that'll get budgeted into the following year so again you can just see the the revenues and the expenditures here in a nice little summary um our fund 204 i'm hoping um to close this fund by resolution it is comprised of our 21st century grant so we used to have what's called the twilight after school program and we as you can

050see we were um funded pretty pretty well for that and then once those funds went away we've not been able to sustain that so after year i was hoping that there would be another grant come in here but there has not been yet and so i would like to bring a resolution to the board to close this fund out fund 206 is our carl perkins fund um the let's see fund balance of this should be zero so any of our federally funded grants should be a zero balance because we pay for this the purchases in advance and then we collect that as a grant claim that money comes back to us so the idea is that at the end of the year your your ending balance should be zero um this carl perkins grant is

051funded by the carl perkins career and technical education improvement act of 2006. it's intended for secondary career and technical education programs and at siuslaw high school potential grantees include culinary arts automotive technology computer science and technology construction technology and health occupations as you can see it's not a lot of money over those programs so each year those programs get together and decide how it should be distributed last year they decided it would go to medals since it was a new program and again not a lot of funds there so there we also have fun 207 which is our title 2 grant um the fund balance at the end of this year or end of the fiscal year on this should also be zero it's um federally funded and supports the district's professional development plans as

052well as the avid program at the high school we have an idea grant it's individuals with disabilities education act grant and this again it goes into our special education department and this is for excess cost so i cannot if you can see here i've got a little note federal grant amount to claim i cannot claim monies back until we have spent a certain amount in special education every year so i have to do this long calculation to figure out what all our local revenues are and figure out what we're spending per student on special education and then they give me a figure that says once you get to this amount then you can turn around and claim from this grant so that usually doesn't happen till the end of the year our title one grant

053again should be zero balance at the end of the year it's federally funded and provides financial assistance to schools with high percentages of children from low-income families to help ensure that all children meet challenging state academic standards um so we have the title one grant funds um activities at both cesar elementary and so slum middle school it mostly is in staffing as you can see here um well it's hard to tell here it's um so it's it's mostly comprised of staff we've got aids at the middle and elementary school and then we also have some teachers charged to title one at the elementary and middle school this is another fun that i will be asking the board to close we have fun 212's a native education grant fund we used to have a grant we

054no longer do and again i've been hanging hanging on holding this open in case we do receive dollars but um at this point i think i will see about getting that one closed our fund 232 is our bus reserve fund so it's intended for bus replacement and major improvements only so this is outside of all the transportation expenditures uh school bus purchases and lease payments are expended from this fund and the majority of the revenues comes from allowable depreciation bus depreciation is allowable for 10 years after the acquisition and after a bus is 10 years old it no longer generates revenue for the bus fund and fund 240 we have our food service fund uh it's for the support of the uh district's food service program we operate the national school breakfast program national school

055lunch program and child and adult care food program which is our dinner after school dinner and then we also operate the summer food program this fund is comprised largely of federal revenues as well as state grants and local meal sales for adults and students who do not qualify for free or reduced price meals i should have updated this because the district did elect to go community eligibility provision in 2021 which means we hit a certain amount a certain percentage of our students are directly certified to receive free meals from the state and which means i was able to elect us in there and all of our students now are free and reduced k-12 it's been a weird year because we're still operating under the summer food program based on all of the the changes from

056covid um you'll see that the man i'm sorry no go ahead um does that program cost include the i'm sorry i'm not sure i'm transferring my ideas over i'll think about it first okay please jump in and jump in when you're ready um as you can see here the expenditures um and revenues are up higher the revenues i believe are going to probably have to come from general fund we've i've been talking to the board about this for a few years and i keep threatening that uh keep warning them that we may have to supplement our food service fund with general fund dollars which is pretty typical in a school district however we were still able to operate with a balance of sixteen thousand two hundred seventeen dollars left after last year the reason for

057the increase and the potential need for general fund dollars um food costs right now are are rising and we've got a lot of kids that are eating meals right now and so we're noticing that the our expenditures are are increasing and i'm not sure that that's going to end any time soon so i want to be sure and have that buffer there fun27 i have a question about the food service program okay um in the district that i was in but it was in the state of washington uh you had to take the food service funds that you got in order to have money for the reading program does that tie in here do they have that here nope it's not connected okay and i know what you're talking about i'm i started my career

058as a business manager in washington so correct surprisingly there's not a lot that translates well over here i thought it'd be an easy jump down the crossing the border and that's it's actually quite different changes yeah lots of changes i have a question on the on that fund okay are we accounting for how much waste because i feel like there's a lot of waste with the food service no there would be no way to really account for waste within revenues or expenditures okay but in a budget document if there's waste happening if you feel like that maybe um i would love to have a conversation with you later hey kerry uh-huh okay so uh paul burns here so um you know the waste question is definitely has come up numerous times for discussion about the

059the food service program and and uh you know i i think since we've changed to the in in uh inside food preparation that are wasted has dropped dramatically over what it used to be and i think dave bittner could attest to that so i think we've made a lot of gains in in that part since we've changed over i hope so and i don't always hear what you know not everything filters up to me so i absolutely want to hear if there's some concerns so yeah um if you are willing to have a conversation with me later i'd love to i'd love to do that gary i just had a quick a quick comment on the the question about the waste uh has the district ever thought about uh privatizing their food service privatizing like

060contracting with a company yes we did do that and um there was a couple of challenges the food quality was really really poor uh we had no local control at all um and so if there was issues with within the staffing we couldn't handle those um it was really really disconnected and it was a clunky process so the board actually decided to move away from that that was the model that was here when i started and the board made the decision to move away and and have our own food service program back yeah they shouldn't they use mcdonald's then it was definitely not mcdonald's but can i jump in there you know when we did go to having our own program or local program the quality of the food is way better you know our

061food services manager does a wonderful job finding uh really high quality meat products and high quality produce and he tries to get locally grown which would be like oregon washington for the most part and and he has managed to keep his budget in the black whereas almost all districts that go to their own program are in the red for at least the first year so we've done a really good job with that and i'm just i think that we we underestimate how valuable that is to our community because so many of our children depend upon their school breakfast and lunch for a bulk of their nutritional intake and i think it's been difficult this year too with having food it's at the high school we see our quality of food go down instantly there's no

062cafeteria there there's nothing you know produced on site and so in the transport you automatically lose quality um so it's been a frustrating year uh this year because all of our food is is going out so how do you transport it correctly and give good food is that what it comes down to excuse me excuse me this is this is a budget committee meeting and and though i i definitely want us to discuss those things that might be something better to take offline um is this guy by chance i'm sorry yes yeah you bet yeah it's definitely since the conversation we can take offline or take it to uh email yeah but i'm definitely happy to have the conversations and hear any feedback absolutely and the future budget meetings is where you have that public

063comment and discussions and that and that'll be the more appropriate place to discuss further questions you know so questions like that should be taken out in the public comm period uh next meeting yeah thank you okay so um moving on to the student body funds these funds are raised and collected in the associated student body accounts at each school so they are separate from our district accounts they're intended to use for school approved student groups funds come from a variety of sources including fundraising athletic gates student fees and etc each school uses quickbooks to con to track their revenues and expenditures for the year and then at the end of the fiscal year i transfer all of those into our financial system which is called penimation and you can just see again a summary of

064the revenues and expenditures fund 280 is our construction excise tax um it's comprised of revenues collected as a result of senate bill 1036 from the 2007 legislative session which allows for a collection of construction excise tax uh the district collects a dollar 35 per square foot on any residential improvements and 67 cents per square foot on commercial improvements that result in new construction or additional square footage and those uh these funds are used on capital improvements around the district and then fund 300 is our debt service fund um see it's it's accounts for the accumulation of resources for in the payment of general long-term debt so principal and interest local property taxes make up a majority of the revenues while expenditures are comprised of principal and interest payments uh the budget and payments below reflect

065the tax collection and bond payments for the siuslaw middle school bond issued in the bond was retired on 6 30 of 2019 and while taxes are no longer levied for this bond we are still seeing some of these prior year taxes coming in my auditors did suggest that we close this fund by resolution and transfer this remaining the 703 dollars now 703 000 into our general fund for capital projects over there so i will be coming to the board to do that if we were to ever go for a future bond we would reopen this fund by resolution 301 is our qsab debt service our quali qualified zone academy bonds um they're allocated to districts on application approved basis for rehabilitating or repairing public school facilities purchasing equipment or providing instructional materials and teacher professional

066development it was established to make repairs district-wide here while benefiting from the low interest funding final payment was made in 2017. it is going to remain open for future potential debt service project or qsab debt projects and then here is our q scab as we call debt service fund qualified school construction bonds federal funding source allocated to districts on approved basis it was established to take advantage of the no cost it's become a low interest now because there's federal sequestration which means they started charging um a minimal amount of interest to the districts when we started it as no interest um somebody we got it to make necessary district repairs in june 2011 the district borrowed 900 000 for an elementary roof replacement project and will be paid off in june 30 2027 we have

067another fund that i'm looking to close our capital projects fund so when we had our middle school bond or when we have any other major projects the money is actually expended out of our capital projects fund so the most common source of this revenue in this fund would be the sale of bonds and revenues from bond proceeds that are expended from this fund there are no current bond sales we typically leave this open for potential in the future but again as you can see it's had no activity for quite a while so i'll be looking to bring a resolution to the board to close this fund as well this four 130 thirty seven dollars would be transferred to general fund we've got a qscap construction fund um that is not being used right now again

068it's um a no or low interest loan from the feds for construction projects and that is all of our funds the last little bit i will try to go through here again um it's just another look at the budget so this is uh function summary by object so again here's your function and then here's each of your objects and this is we saw this in the general fund but this now is for all of the other funds as you follow it through i'm just going to quickly go through [Music] here and then last but not least is a total cost by object in object in all funds so you can see how much we spend on salaries benefits purchase service materials etc and that is a quick look at our budget okay those accounts that

069are going away how difficult is it to bring them back if it's needed it's not it's uh basically a resolution to the board um at a at a regular board meeting and then we can open it back up thank you so that would be for the board not for the budget committee correct but i haven't done that process yet so i don't you know legally i'm still having to show it all as budgeted until those are actually closed right because again today's just to read into the budget and the and again the budget committee's um really the second set of eyes to make sure that the the budget matches the total expenditures match the total revenue that you know we have the same amount of dollars you know coming in is going out and carrie

070hasn't spent twice as much money as we have coming in yeah she's a spendthrift and again i would just want to say i i know when you're new to this pro process it's a lot there are a lot of questions um and i'm happy to answer any by email i'm i'm available by phone i can set up an appointment to meet up with you um but please feel free to reach out after taking a look through this and again reach out if you need a paper copy i'll be happy to get you one so i've been monitoring the chat and right now i have requests for paper copies uh aaron linton jennifer ledbetter joel marks are there any other paper copy requests for okay suzanne okay because i'll just get these i'll reach out to

071you guys to see what the best way to get it to you whether you want to come grab it or i can also deliver okay thank you that was my question thank you okay so all right so this is going off an email carrie you'll have this for these four requests all right thank you thank you for your time carrie i really appreciate it yeah thank you i know it's a lot no you're you're working about well you're making it work the previous budget meeting helped a lot oh thank you good could you all have a question or a comment for you yes so um just a just a message for the budget committee um you know we get our uh our annual audit done and uh carrie is a shining example the school district

072you know it's a shining example of what the auditors like to see they like to do the soyuz laws it's come out with flying colors every year so um i think you can feel pretty confident in kerry's abilities and she'll be able to answer all your questions so she's a good one and and utilize her as best you can thank you paul excellent okay so um we're done tonight correct correct yes so chair marks at this point in time we'll be moving to item 1.5 and you could call for recess of this portion of the budget committee uh so we're going to call for a a dismissal then until next time then uh do we have a motion to dismiss this meeting i'll make the motion to dismiss second i'm so glad i voted for

073you for vice chair all right we have a a motion and a second do we have how many are for that or do we just have a general sometimes that weird is anyone against no so it's unanimous that we dismiss and our next meeting is the 28th at six o'clock okay thank you joel thank you budget members you're you're welcome to stay for the rest of the meeting if you choose otherwise we'll um see you at the next meeting see you then thank you all right so i'd like to open the general meeting on slice of school district 97 j board of directors meeting for april 14 2021. i call this meeting to order and remind our mission statement motivating preparing all students to reach their greatest potential welcome the public and the press and

074the patrons of the district and we'll move on to 2.2.1 slicer elementary school student recognition mr harker road thank you very much i have this this is a difficult meeting to try to plan for because the start time is kind of questionable so thinking ahead i actually have we have a video presentation bonnie's going to cue that up in just a second this is chris lewis's class she has second and third graders in a small group setting working on a lot of pro-social skills and as well as academics they do a lot of group projects and a lot of civil or sorry civic service projects they also have a new staff member working as an educational assistant in the classroom who is working to teach the class sign language so we have for you is

075kind of a throwback to when we had students actually leading us in the flag salute miss lewis's classes here too well here in video form to kick things off for the meeting today bonnie do you have the video she's working on it mike just seconds thank you allegiance 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 salvador's gotta do a little dance at the end these kids really did a great job working on that practicing that and they were tremendously proud to be able to to know that their video was being presented in this forum here tonight so thank you for the time for me to showcase one of our classes thank you mr harker and

076thank ms lewis for preparing that um i stand up pimlight you have your hand raised you have a comment oh you're not mute it's actually not it's a hand clapping okay got it thank you all right we'll move on to 2.2.2 slice of high school student lies on to the board elijah blankenship elijah what you have to share tonight howdy um so there's kind of a lot going on for stuff that's happening in the school the fourth quarter starts next week so uh we also have the 9th through 11th graders were forecasting for their next your schedules this week so forecasting is they just pick the classes that they want to take mostly just electives but some of them that are in higher level classes get to choose those um the leadership class is trying

077to possibly plan a drive-in movie that will either end up being a fundraiser or it might be open to or it might not be a fundraiser that's still all up in the works too for sports spring sports just started last week and softball and baseball both had their first games last night and then track has their first track meet on tuesday after they're supposed to have a track meet last night but it got moved to next tuesday uh the cross country team won districts and then they went on to win both boys and girls team went on to win state championships to cap their undefeated season which is really exciting for the cross country team everyone on both the boys and girls teams got either first or second team all league and eight of the

078boys and girls got all-state honors the football team had their last game last friday and we beat sutherland for the football team there's seven of us that got first team honors uh four of us i got second team honors and three people got honorable mention um the there are eight high schoolers and twelve middle schoolers involved in the trap shooting league and they're in their third week of practice and their first competition is next week they're coached by the 8th grade math teacher sean grunden and the interact club usually does an easter egg hunt for easter and that was not going to be able to happen because of covid so they did a drive-through easter basket type thing that was pretty successful and that's all i have all right thank you elijah any board members

079have any questions for elijah okay thank you elijah good good update yeah thank you all right uh we'll move to attendance bonnie can you do a roll call okay i'll start with paul burns here suzanne manhines here john hornett here diana business manager carrie blake and then bob smitten is absent okay thank you bonnie move on to approval the agenda superintendent griscovia could you read the background please all right uh item uh zero four one four two one dash uh 2.5 superintendent boards here and vice chair me to prepare the agenda one week prior to the board meeting items of business may be suggested by any board member staff member student or citizen of the district by notifying the superintendent at least five working days prior to the meeting any changes to the agenda must

080be approved by majority vote administration recommends approval of the agenda as presented okay we've heard the recommendation from administration do i have a motion mr chair up hey so be it resolved that the siuslaw school district board of directors approved the agenda's presented resolution 041 421-2.5 approve agenda now second okay motions made by director king seconded by director pimlott any discussion yes mr chair so uh mr harkler took care of the the the flag the pledge of allegiance i had wondered if we could even though you know we're doing this uh zoom meetings if we could return to some form of the pledge of allegiance and it was just great that that the mrs lewis's class did that so do i need to pull 2.3 off so we can discuss it later or can we

081that's my discussion is do we need to pull it off to decide if we can do something like have students do it every month like just occurred um i i can just fix it and board planning for next month that's simple okay so can we so can we move to having kids present yeah yeah i think that's it yeah okay that's been some discussion about that going on in the past so i appreciate the the thing i think it's important to have in the meetings and and if we can have students doing it that's that's even better beautiful thank you thank you mr king any other discussion okay um i'll entertain your vote all in favor say hi okay unanimous uh we'll move on to 3.0 public comment and we have no public comment okay

082we'll move on uh there's no special presentation or program highlights so we'll move right into consent agenda and okay um so consent agenda consent business item zero four one four two one dash five point zero uh this month's consent agenda contains the following items uh your march 10 2021 board minutes attachment your march financial statement attachment and your enrollment report administration recommends approval of the consent agenda as presented borders reminded any consent agenda item which might require additional discussion could be added to the agenda as a regular item for the recommendation of administration do i have a motion for chair be it resolved that the status of school district board of directors approved the consent agenda as presented resolution 041421-5.0 consent agenda a second okay we have the motion made by director pimlott seconded by

083director man heights do you have any discussion seeing none hearing them i'll uh all those in favor say hi hi hi opposed it's premise okay move on to 6.0 uh action discussion superintending for scoviac okay um we have a few first uh policy readings uh this month um again uh item uh zero four one zero two one six one one uh gci gdi assignments and transfers uh this is a legal update uh uh congress reauthorized the elementary and secondary education act uh now known as every student succeed as osba and oregon department of education have uh reviewed and updated policies administration recommends the board considering this as a first reading um and placing this upon the may 12 21 consent agenda you've heard the recommendation of the administration um should we put it on the

084consent agenda is everybody right with that uh mr chair because there's only one change and it's um very minimal and it's required i would propose that we could go ahead and pass that uh and put it on the yeah pass it past the resolution uh so would you read a resolution then sure um be it resolved that the soyuz school district board of directors approved the policy changes as presented resolution zero four one four two da one dash six point one one g c i can't read it it's too small sorry assignment second motion made by director mann heinz seconded by director king ain't discussion hearing no uh discussion um all in favor say hi it's unanimous okay motion has been passed uh six point one point two superintendent for scovia okay um yeah this

085is also another uh uh review um much like the previous policy uh it'll be a single edit item uh zero four one four two one point related to the reauthorization of essay administration recommends this considered as first reading um be placed upon the consent agenda for next month you've heard the recommendation of administration you could either put it on the consent agenda or we could approve if the board chooses board chair be it resolved as soon as the school district board of directors approved the policy changes as presented resolution 041421-612 jhc student health services and requirements we have a motion do we have a second second motion made by director pinlot seconded by director king any discussion hearing no discussion all in favor say aye aye aye opposed passage unanimous point one point three superintendent

086chris kobiak okay um once again uh we have a uh simple edit uh with uh uh again es essa reauthorization and uh child and adult food care program um so item041421-6.1.3 federal regulations for healthy hungry food kids act of 2010 was released july 31 2016 uh they've been drafting collaboration and approved by oregon department of education as meeting federal law the district met requirements for this in june 30 2017 and is updating policy with match requirements policy efal is no longer required in the manual as part of the agreement um uh with ode or eligibility determination is therefore recommended for deletion um administration recommends the board consider policy changes first reading uh and that will be placed upon the may 12 2021 consent agenda for the recommendation of administration does the board have a resolution

087or should we put it on the consent agenda school district board of directors approved the policy changes as presented resolution zero four one four two one six one three efaa district nutrition services and efal child nutrition second meals we have a motion do we have a second second okay we have a motion by director pinlot seconded by director rosenbaum in discussion hearing no discussion all those in favor say aye aye aye are you opposed passage unanimously uh moving on to six point one point four superintendent scovier okay um uh first reading here um uh iia ar2 procedure for reconsideration of instructional materials uh item041421-6.1.4 this is a review as it is an administrative rule a tax in administrative role was recommended by library services uh to address protocols for materials for uh reconsideration and book

088challenges uh again we have um again uh material we have uh complaint policies that follow a very standard procedure all the way through and this provides the same basic format for supplemental materials that are found in the library as well this follows a policy that was drafted by legal team for district 8j and again it just provides a simple documented format for library materials if there were to be a challenge and people wanted to address a book and so it doesn't become uh in essence a verbal sparring match it actually has to be documented and um not uh necessarily just an opinion piece we have to know what actually is being addressed in the book and making sure that we're dealing with uh the book itself and not what somebody's heard about the book and

089so um it follows the same format as all of our other basic complaint procedures thank you superintendent for scoviac this is the review only since it is uh ar and uh if you have concerns or questions so you can bring direct those to the superintendent directly yeah yeah if there's something else that needs to go in that that um you see it needs to match or follow one of the other complaint procedures uh we we can easily uh incorporate that and tune it up thank you okay and then we have no second policy items okay all right we will move on to 6.3 the hayek presentation superintendent for scholar okay as we state in our opening part of the meeting as that item's business may be suggested by any um member of the community and

090we do finally bring one of those community items to the table here in item uh zero four one four two one six point three um and so background as part of the rural digital digital opportunity fund project in western land county hayek is bringing a proposal for consideration to the school board this is similar to other private public partnership agreements that would help to bring fiber-based internet connectivity uh to most of the remote areas of the school district's catchment area uh the formal presentation of the project details uh will be given by um kayak partner rob wright administration will recommend that the board consider the proposal for this uh public partnership in delivering world fiber broadband all right andy thanks for the introduction um i'm robbie from hayak i also have a neil ecker here

091with us as well our my business partner i'm going to share my screen here real fast and kind of run everybody through a super fast little presentation here so you guys should have received this in your board packet and it's coming up online here in just a sec you guys able to see that okay there it is yeah perfect all right so um like andy just kind of introduced at a real quick high level um we're hayak if you guys haven't heard our name before we're one of the local internet service providers here in florence we do both fixed wireless and in 2017 started doing fiber so we've been burying fiber in many places all over town and as a lot of us have seen with covid the need for high-speed internet and quality high-speed

092internet that has dramatically increased in the last 12 months and um either luckily or with foresight the uh the fcc years ago started working on this particular program the rdof and the rural digital opportunity fund is specifically designed to help um really subsidize delivering internet to very expensive places and back in june is when we went through the first phase of this um and so this has kind of been a two-step program with the fcc um and over the summer they had what they refer to as a short form application where it basically is tryouts and you we filled out a significant amount of paperwork with the fcc they reviewed um you know business expertise have you delivered fiber before can you do it are you financially fit enough to do it a lot of

093those kind of high level details just in order to get authorized to bid in this particular auction and uh right around thanksgiving uh the they did a reverse auction where normally if you went to you know a booster club a rotary auction and you know i wanted to pay a hundred dollars for this the next guy pays 200 um the reverse auction works exactly the opposite or you might have uh an isp that says okay i'm gonna bid you know a hundred thousand dollars uh to build this area and the next person comes back and says i want to do it for 90. and the next entity does it for 80. and so this reverse auction process went on for nearly a month um of going through all these different phases and we wanted to

094get the ones in western lane county we're uh we're pretty confident that that we're the right fit for that and uh we were able to get uh pretty much all of the areas that we were bidding on we were able to make uh make work from a financial perspective we obviously couldn't bid them all the way to zero it wouldn't make financial sense for us to do that and really what we're bidding on is a level of federal support that's delivered over a 10-year time frame and so in this particular instance there's kind of five what they refer to as a census block group is really a collection of census blocks and census tracts kind of they've mapped out onto who has internet and who doesn't and it isn't quite that simple of course but

095it's really who has access to quality internet and for western lane county the fcc did a pretty good job of using some of their existing data to understand who had high quality internet and who didn't and so we we were moderately happy with how that mapping came out it's pretty accurate from our kind of boots on the ground assessment so for us how we're looking right now in this this phase of the project is we are now past what they call a long form application and so after we went through the reverse auction then we went into this significant amount more paperwork where we submitted detailed project plans to the fcc um went through a number of other kind of checks and balances with the feds uh to make sure that we're a legit bidder

096you know nothing's been done illegally and they basically went through this rather long betting process and so that's pretty well wrapped up we have two more deadlines in june that are paperwork related we're going through an independent third party uh financial audit as well as a specific filing with the state uh puc the public utilities commission so as a small business owner i never thought we would be doing this much paperwork um but it uh we've turned into paperwork uh professionals here the last couple months so that's a little bit of a background on the project um moving on to some specifics um this is a sample map of some of the areas that we are going to be able to hit uh in specifically with gigabit fiber and so for those of you guys

097that recognize this map what you're seeing here is kind of the north fork of the city stuff that goes up kind of the northeast you have highway 126 out to mapleton as well as some areas up between sutton and mercer and so all said and done this project is going to run somewhere right around 4 million dollars for us to complete this it's about 75 miles of fiber and the federal support that we'll receive over 10 years is about 1.6 million they pay that out on a monthly basis over that 10-year time frame and so just like how kind of the isp industry works we do the financial analysis and say hey this is the amount of capital that we're going to expend this is the amount of revenue that we can receive and we

098try to make you know make our budget balance is the case maybe um so this this map that we're looking at right now is not all-inclusive we're going a few more places other than this including up into the mapleton area you can see us going down sweet creek a little bit there but this is primarily the overlay with um the sa useless school district um we are estimating based on the last student censuses it has about 120 district households in this area when we had worked with andy and kerry a year ago plus now right when covid hit we were looking at a lot of different options on ways to try to help address some of these needs and so some of that census data is a little bit old now and it might be

099a little bit on the low side for instance that household count counts north fork and 126 but doesn't count that sutton lake and mercer lake area um and andy last i recall we there's about 900 households in the district all said and done does that sound about right yeah yeah it's pretty close yeah um so yeah all said and done we're at 15 or 20 percent um of the district households that we will probably be able to reach or will be able to reach with fiber here in the next couple years there's obviously a whole lot of complex uh requirements from the fed or the fcc that we have to meet in this regard one of them is a six year time horizon for build which is way too long from our perspective and the

100way that we are engineering this and planning it from a project perspective is we'll be done constructing in about two years we'll still have a few folks that we have to turn on as you guys know living here a lot of these areas are are significantly remote um and have lots of complexities that we'll have to deal with everywhere from uh you know landslides and downed trees to small water crossings to um you know gravel roads that haven't been kept up for a while and so we'll it's going to be a little bit of a hard construction project but uh not one that we're afraid to take on i can pause real quick for questions i tend to talk fast when i'm excited and talking about something i like anything uh anybody wanted to ask

101real quick robby i had a question so are our is all your route along like either uh county road or state road high um right of ways um yes and no uh the the short answer is yes that's the easy way to do it um and so we already have a franchise agreement with the city of florence for our existing fiber which allows us to take advantage of public right-of-way within city limits um in the county it works a little bit different we we file for a right-of-way permit um so it's a little bit different there some of these areas however um basically the telephone poles that we would attach our fiber to are in private property and so we'll up end up in situations where we're either a having to build around those and

102put it in the ground or put up our own poles or b have to go secure our own easements with the private land owners most of 126 is free of all of that north fork is not um north fork will be a little bit trickier but really as long as it is um lane county has an acronym for it a lar a lane county access road there's a couple specifications but as long as it's a county road we're pretty well good to go and regular right away thank you yep um one of the things about this particular project is i kind of mentioned a little bit about the mapping that the fcc had access to data for and in this particular shot what you guys are seeing is the shaded area in gray is one

103of the areas the fcc um basically says needs better internet and so this is the north side of mercer lake and kind of south southeast of sutton lake and so the road you're looking at is sutton lake way where it hits mercer lake and then turns into ben bunch road and so one of the situations we've been presented with is you know while we kind of have to get all the areas in gray there's a whole bunch of other houses that will basically be taking our fiber right by that would be a little foolish for us not to hook up and so from from the fcc's count they have about 554 locations in these particular areas that we're targeting however when we take into account like everybody on 126 everybody up north fork up sutton

104lake and ben bunch here we end up with nearly 1200 households that'll have access to this uh by the time that we're said and done so that the the opportunity for hayak and western lane counties is quite a bit larger than what just what these particular areas are to give you guys a little bit bigger sense here let me stop sharing my screen here just for a second and i'm going to share out another one and so what you guys are seeing here is actually google earth and these represent all of the areas that we're going in and extending our gigabit fiber network to um you guys see my google earth shot here okay yeah perfect and to give this a little bit more perspective this little box right here each of these green spots

105is a house according to lane county um so picking on north fork for example here this shaded blue area is one of the areas that we have to take fiber to but really for us to do that we have to go up the north fork and so as we're passing north fork all of these houses on the north side right here technically are out of this particular project area um but we're absolutely going to hook everybody up as we pass these um you know we're intimately familiar with the area everybody in north fork is pretty much limited to satellite same thing up the river and in most places outside kind of the rural limits of mapleton um and so while these shaded areas are kind of where we have to go uh really we'll be

106heading everywhere up uh north fork road up to sutton and at 126 to mapleton um so this gives you a little bit better idea of kind of some of the impact that we'll have um when we build out 126 we get to or have to go down sweet creek road depending on how you look at it so we'll be able to hit all these houses down sweet creek and when we build up to 36 we'll ultimately end up with indian creek will basically be about as far kind of northeast as we go here so we won't be going into deadwood but we'll stop at indian creek road and hang a left and kind of go up here into the hills a little more so this is a pretty a pretty far-reaching project for us we'll

107be able to impact quite a few households um and so we're uh we're pretty excited about it as you probably could imagine i'm going to grab my presentation back here and share my screen again perfect all right neil you're quiet i'm blabbering anything uh on your mind you wanted to share real quick uh no you're doing good so far i was gonna touch on some ebb stuff when we get to the benefit part perfect perfect so some of the requirements of this particular program one of the ones that some of the smaller isps like us we didn't participate in any lobbying efforts around this but the first time they did this was called the connect america fund in 2018 and it was very much geared for very large isps um in this go around they

108made a few changes um that enabled i think almost 400 or maybe a little more than 400 individual um winners in the auction this go around so it was about two and a half times more than they had in the last round um but even outside of audited financials um and outside of the paperwork requirements and outside of the state puc filings we have to do one of the ones and the specifically in regards to the school district here we have to do something called a letter of credit and a letter of credit is effectively a performance bond similar that a contractor might take out and what the fcc is attempting to do is to protect themselves from an isp that might take a whole bunch of federal money and you know run off to

109belize um or in other words blow it and not be able to deliver on the project and so this letter of credit acts as a functionally a performance bond and if an isp takes a few years or gets past six years and fails to deliver on the network or fails to meet different performance guidelines the fcc can basically call on that letter of credit and most large isps purchase letter of credit um similar to a perform to a piece of insurance they're able to go buy them small companies like us however are not able to go purchase those and unfortunately for small companies like us those letter of credits effectively the only way that we can get them is really a cash secured savings account um and these letter of credits have a couple complex

110requirements on them but really what it boils down to is those requirements they want to see a letter of credit that equals one year of annual support so if they give an isp in our case they'll give us about a hundred and sixty thousand dollars a year and so what they want to see is 160 000 a year in this letter of credit to basically back their payments so if neil and i were to run off to mexico and blow all of our funds um they would be able to call on that letter of credit the bank that issues it would have that cash on hand so the bank basically turns around and hands it to the feds and so that is where our specific ask is with the district is with this particular project

111i think i mentioned this is about four million dollars um neil and i are securing the other two and a half million construction on our own we have 1.6 coming from the feds um however the the loan requirements that we have uh for the construction don't we really don't want to use those for our letter of credit funding and so what we have to do is find a way to write 160 000 a year check and put it in a savings account in a bank and then that bank effectively uses it as collateral for our letter of credit um from our perspective the the feds want to see those letter of credits in effect for the up to the first four years and they have kind of an escalating um path up the first year

112is 160 for us the second year would be 160 the third year is 116. um however while 75 miles of aerial fiber sounds like a you know for our region sounds like quite a bit um we can build that pretty fast um we'll be building our own in-house line crew as well as having two subcontractors um working on the project so we actually expect to have all the con all the construction done in two years and as we meet more of the build-out requirements our letter of credit requirements go down so our best case scenario is we really only need 160 000 of a letter of credit because we're able to build past 30 percent in the first year which i actually expect we'll be able to do um kind of the worst case scenario

113is we need all three years which would take it up to 480. um so effectively what we're asking for is a four-year loan from the district that would not exceed 480 000 and the idea is to treat it like a letter of credit that we would have 160 000 draw our first year most maybe 160 000 draw our second year possibly 160 000 our third year but in all reality we kind of expect to be wrapping up um with this build in about two years and not have to take it past 320. so at a high level um i know i just threw a whole bunch of information out you guys and you know quite a few ideas here um so i'm happy to answer some questions or you know address any concerns anybody has

114so robbie when what's when's the timeline for having to to know about um whether the the board would support this well we're looking at two options having some discussion tonight and seeing how that discussion goes this evening and the the tentatively planning on putting it on the next agenda for a vote um at least that would be our our request of the body here and so if we talked about it and everybody felt comfortable tonight having a vote tonight would be acceptable um otherwise more discussion tonight um in the intermediate and then bringing it back to the next board meeting uh in may okay from uh from a timeline perspective um we'll have to do our first draw when we expect to receive funds um from the fcc and so the fcc is a little

115vague about that um but it's gonna be in that august september october time frame um so really into the next budget cycle for the district it's not something that has to be done like next week um so what we're really looking for is confirmation that this will work and kind of be ready to go for that august september october timeline okay um i've got another question unless other board members have i'll just let us go ahead um so you know this seems like a great opportunity for you know if um remote learning and and that which we've been into with uh the copic pandemic um it it seems like it'd be great for the the city and community of florence as well for other stuff has have you approached like the city or the county

116for additional um letters of credit so it's not just the district on the hook yep we can i can answer a few of those um some of them are simple some of them are more complicated um from the city perspective nearly all of this is going to happen outside of city limits um again this particular program is designed to be the rule digital opportunity fund um and so every location all of the locations in this program reside outside the city limits of florence so while i i know the city will appreciates this project and wants to see it happen because it's a you know a pretty large investment in westerland county um it isn't tied to anything directly within the city limits um and so that that particular one isn't a very good fit um

117from the county perspective uh there is some opportunity there we actually have a really good relationship with lane county economic development unfortunately right now today they don't have a ton of funding what's more likely to happen is the state potentially has some funding options in the future but this particular ask for the letter of credit is a little bit outside of other wheelhouses like that i guess you can say lots of those state programs are designed for one of two purposes they either want to grant you money and just give it to you and say come show me what you did a year or two from now or they want to do an interest-free or a low-interest loan and so this type of ask what we've learned over the past couple months can be a

118little bit of a challenge to work through with the county uh or the state that said we've already had conversations with the state there's just a survey that went out here a few weeks ago the state is expecting to get some broadband stimulus money here in their next budget cycle however how that gets you know sent out is anybody's guess how much they get budgeted as anybody's guess and i would expect that we would apply for some of that however one of the kind of a little bit different things inside of florence is within the city limits of florence for the most part we have a large number of isps to choose from uh when you get out into the rural areas that's where it gets a little bit different this rdof program is going

119to meet a lot of those requirements however there's still some places that this program doesn't cover that ultimately needs some better internet options and so i fully expect that we'll be going after more funds like that in the future so mr chair yes mr king yeah so thanks robbie for for that information hey so really i guess uh you know we're not just going to roll the dice here almost have to go hey carrie you know bring kerry into this how how does that i mean uh i know that there's there's at at all times there are monies sitting not not never going to be used they're going to be used so uh how does this how does this work yeah yeah i guess that's my question is from you know our pages what does

120it look like in the budget well just as you said we've had a high reserve well over that eight percent um you know minimal fund balance um so i i would feel comfortable knowing the monies there um the benefit to us i think is um when i talked about the local investment pool the local government investment pool uh where we we receive 0.57 on our monies this would be an opportunity to do a little bit better on that but we do have the money there i don't anticipate you know after three years i anticipated being there for three years additional funds and the simple interest at three percent is better than what the local government right that was it mr chair mr chair yes mrs director rosenbaum uh if you don't mind i'm gonna i'm

121gonna ask robbie a couple direct questions make sure that i've i've got this this straight in my head um so so robbie what you're saying here is you want us to basically tie up over the course of three years 320 possibly 480 000 and a savings account that the school district will earn three percent interest on unless you fail to meet the the ultimate milestone of the project is that correct mostly correct yes you guys will just for clarity we will be paying you guys the three percent interest for borrowing the funds the depository institution will not um but yes you hit all the high points there perfectly okay all right and and this will bring internet to uh roughly how many of the uh students houses at the moment um well uh better than

122better than a wild guess but not quite a fully educated guess about but that number excluded mercer and the sutton lake area um so it's probably 15 to 18 percent of district households and it doesn't say in here but are they going to get some sort of a special deal on their internet connection from you guys um yes and no i'm full of complicated answers um and so the short the short answer is no uh we are not going to change the price of our internet the longer answer is a little bit different this is kind of one of the i guess soft benefits to the district here and one of the things that neil and i felt comfortable doing basically ahead of time throwing out more federal acronyms because that's what they like to

123do there was recently passed in the last covid measures in the end of 2020 a program called the ebbp or the emergency broadband benefit program and an isp like us has to apply to be able to participate in the program and what it is designed to do is to supply a 50 a month stipend or credit to homeowners for their internet connections and the federal government has a laundry list of ways to qualify mostly around income type things and so what happens kind of on the back end is a consumer goes to the feds to apply for this program they get granted access to that and the federal government says to the isp hey they qualify for this program and so the isp lowers the bill by the 50 a month to the end user

124and at some point in the future the isp us in this case submits a bunch of paperwork and we get reimbursed directly from the feds so a couple things though that are critical of that is number one we have applied for this in anticipation of this conversation with the district and we're already granted the ability to participate in this program what it means for us is that anybody that's on our network um will be able to get to qualify for this program they'll be able to get 50 a month off of their internet bill when they meet qualifications and that's all tied to the federal budget dollars which nobody seems to know when the program's gonna start but they think it's the next month or two and nobody seems to know when it's gonna run

125out of money they think it might be six months maybe nine but the more important thing for the district is any household that's on free or reduced lunch qualifies for the program and so that is exactly why i think i even heard kerry say it earlier tonight um the cyusa school district has a lot to gain from that the households inside school district have a lot to gain from that because effectively everybody in the entire district can apply for that program and receive 50 off uh their monthly internet bill until that program expires uh mr chair uh yeah when we get to the discussions on this i've got a little bit more but that's the only question for robbie okay i have a question if i may robbie what will the monthly internet bill be

126you know we don't know that number yet suzanne as much as i would love to it's kind of one of the challenges we've had um in town our gigabit fiber is 50 a month but it is going to be more than that um but we are not going to have it be more than satellite which ranges anywhere from 80 to 120 a month so we're trying to shoot that gap in there one of the challenges we have is really that two and a half million dollars of capital that we are expending to build the project effectively if we can lower that number um we're able to lower the cost of internet for everybody and so we have sought um we have employed the services of a grant writer we're seeking numerous different types of grant

127funding to help cover that other two and a half million dollars because ultimately the less money that we have to fund this with the cheaper that we can do it and the less that we have to sell internet for thank you very much hey robbie i had another question i guess just uh um is it possible that the the district could or the board could decide to uh like support the first year and then have you look for additional funds after that is that a potential yes that would be about that would be a possibility okay thank you any other board questions okay um so i i think i would like to um discuss this some more after after that presentation and bring it up at the next board meeting for a potential resolution if

128that um is all right with the board as he's head nodding guys that good with you um i'm i'm certainly happy to discuss it now i'm also happy to make a resolution on it now if you guys want to wait until may and talk about it that's fine but we're starting to squeeze the project a little bit if we want to see it go forward um i know robbie says he's got some time but i you know robbie doesn't want to uh robbie doesn't want to pressure us and and i appreciate that however at the same time i extremely important carrie how how busy is our meeting on the 28th for the budget well that's usually the public input meeting uh last year i believe we had none um based on tonight's discussion there may

129be some more questions for me some discussion but i'd say they're typically half hour 40 minutes and the owner because that would be a that might be an interstitial meeting for the board to have a just a simple work session discussion to bring this as a single discussion topic for the board between that and the may meeting um on this um and that might speed the process to the 15th um so yeah hey give that a thumbs up okay mr chair um i was just wondering it would it make sense to do a special meeting for the board to discuss the issue and do the resolution sometime between now and then because i i hear what guys saying about the deadlines for robbie and neil in terms of getting going i think that's right that's

130what superintendent saying that on the budget meeting and the end of the month we have a work session that does this and potentially allows us to vote on it at that time yeah you could yeah i think if you took this if you took this meeting at the end of the budget meeting on the 28th um you could you could have all your discussion then and then if you're satisfied you could move it for action um but then you could still address it two weeks later on the 15th um and still meet timelines by june to have this kicked off in a contract set um by july 1 to get funding ready to go for this side of the fiscal year um because again it sounds like you really the board needs kind of like

131one work session and you've got to i think you just have an opportunity at the end of the budget meeting because the budget meeting is probably going to be half hour 45 minutes and then after that you could have just a work session attacked onto that you're already there and together um you don't have to cobble anything together between now and then can i throw a small wrench into that works i i really want to vote on this um and i'm not going to be able to make that 28th meeting i don't know how how much the board's aware but i'm i'm presently in texas dealing with uh deaths in the family uh in the 28th is a travel day for me and there's just no way i'm going to make any kind of a

132board meeting that day i'm happy to postpone it to a work session at some point but the 28th is really bad for me again if you wanted to come back i don't know what people's personal calendars look like uh but the 21st is an open date um right now um on on my calendar um [Music] it's certainly better for me okay that works for me as well i'm out of town uh yeah you're what i'm out of town all next week and won't have connection so that's that's a problem i again i think you know this this is not a small decision that the board's making and i would like as many of us to be there as possible um we have a different day on on like the 26th or 27th i can i

133can do the 26th just the 28th is a horrible day and the third of may is a horrible day for me right now any other day is is fine and i'll i'll move around whatever i have to for that i just i can't change the 28th or the third 26 is fine suzanne 26 is fine yes 26 is that what you're talking about yeah i can do the okay andy are you going to that day uh i can make it work i'll make it work yeah thanks andy okay let's plan on the 26 at uh um you wanna go six o'clock that sounds good for me anytime you guys want to go i'll make it up okay six o'clock on the 26th mr chairman thank you um andy i guess i can take direction from

134you or from chair um would you guys like neil and i there to answer questions you want us to come at a pre-arranged time and i can follow up with kerry later and let you guys have again i would say just plan on we'll make arrangements for you guys to be here at six answer questions um again kind of just fine tune in the details so we can put down basically um again i think there's probably probably conceptual agreement and then it's just a matter of hammering down details that would go into a contract sure um for approval by legal group that'd be it so yeah sounds good okay all right well board thank you guys very much for your time and uh everybody have a good night and we'll see in a couple weeks

135before you leave wait mr chair uh can we make sure that all the board members have a way to contact both of those gentlemen for any questions they might have whatsoever uh yeah we can send out contact information thank you yep and carrie i'll i'll raise carrie's hand and just say carrie's got neil and i both and if anybody has any questions feel free to grab grab carrier andy and they can get you in touch with us okay thank you guys right thanks everybody have a great night okay thank you okay we'll move on to uh supplemental budget uh meeting [Music] uh you wanna take this one let me take this andy uh sure absolutely okay supplemental budget hearing is necessary when the adjustment exceeds 10 of the overall budget by a fund when the

136district receives additional dollars after the original budget's been adopted a supplemental budget must be approved by the board to expend those additional funds received so for fund 203 um well the administration recommends you approve this item by adopting and appropriating the amounts listed below for funds 203 those are those ester funds that came in that we'll need to get an adjustment to spend and then in the bus reserve fund um my lease purchases came in late and um so those did not get added into the last budget so i'll need to increase that for those okay thank you carrie you've heard the recommendation from administration do i have a motion mr chairman we resolve that the board of directors of the science law school district 97 j adjust the expenditure function is presented below resolution

137number zero four one four two one dash six point four that's one i'll second it but that's cheating all right we have a motion made by director king seconded by director rosenbaum any discussion i just had a question is that 850 000 is that does it have to go for technology and it does not i don't know what kind of parameters so the esser funds are a little bit open but what we've spent them on is the chromebooks that we've got for our one-to-one kids um laptops for teachers with working from home we spent these funds uh you know towards the beginning of the year already so i'm still within my parameters now but i'm not very knowing that you were going to be having i'm not catching what you said suzanna kind of cut

138out there sorry i have bad internet connection thank you carrie yeah thank you anybody else hearing done all in favor say hi unanimously thank you board mr chair if i may just follow up with suzanne this also um is within this fund and these monies is the um what we're paying for the internet stipend for our families as well okay thank you gary okay we'll move on to uh 6.5 20th street headway vacation superintendent for scovia okay um so uh item zero four one four two one six point five um uh the school district has received a request to approve the vacation of a test a pedestrian row on 20th street by the property owner adjacent to the old footpath as per ors271.080 when the petition is made by property owner to vacate an alleyway

139street or footpath two-thirds of the adjacent property owners must also submit their approval the property owner to the west of the footpath supports the petition for the vacation of the pedway and are claiming no interest in the property the district is the property owner to the north of the previously mapped footpath uh administration recommends approval of the 20th street headway vacation petition of simone calfi city of florence uh cc2101 vac 01 20th street headway mr chair be it resolver go ahead suzanne mr chair be resolved that's the situation school district board of directors approves of the petition by simone kalfi city of florence uh cc2101 bac01 20th street headway and releases any interest in the easement between properties addressed as 1499 and 1545 20th street resolution zero four one four two one dash six point

140five twentieth street pedway vacation and i'll second that we've got a motion by director mann heinz in a second by director any discussion all right i just have a quick question what um what's what's the property going to end up being used for by the city andy it's not going to be used by the city in essence the um uh uh the property is going to be turned into their backyard um there was going to be an old footpath um that it was going to be um at a time there was going to be a a roadway that came behind the district office that was going to be a walkway for kids coming to school that alleyway is no longer complete so the north south uh walkway has just kind of become overgrown um the

141property owner um thought that's where the property boundary was they put a fence in last year uh city code enforcement told them to take the fence down um [Music] and um so they petitioned to in essence basically uh buy the property from the city um but it's considered a right-of-way easement um for utility access um and so again typically in a access like this uh the the the property owner to the west they would split the property each would pay half of the uh half of the cost of the land and the filing fees to the city um uh the people that live to the west really don't have any interest in the in the property and so um the other group's just going to buy that 15 foot wide strip from the city and

142the district still maintains access along the north boundary route if there were ever a utility issue so it's just going to allow them to really kind of enclose their yard and make it 15 feet wider okay thank you that helped thank you any other discussion hearing done uh all in favor say hi hi hi hi hi be opposed okay unanimous we will move on to 6.6 interagency agreements bus driver testing superintendent microscopiac okay um well you've seen this before in uh prior iterations um again for many years um motor or dmv has executed a formal uh written uh interagency agreement authorized uh oregon uh department of education operate third party commercial driver cdl uh skills testing entity while od has a responsibility for state school bus driver certification odot dmv has accountability for the federal

143motor care uh carrier safety administration uh for cdl testing and licensing in 2018 there are two significant and high profile driver testing incidents project dmv to take a closer look at the interagency testing agreement between odot dmv and ode for compliance ode does not employ the skills test examiner to administer the test drivers but rather bus companies and school districts employ the examiners who actually administer the test no formal written subcontracts were ever established and no verification that insurance and uh surety bonds requirements were being met the agencies have completed a process for compliance uh please note the following individual school districts are required to enter into third party testing agreements directly with dmv the entities that enter into agreement with dmv must be the employers of the skills test examiners third party skills test

144examiners must be administering the skills test in their employment by the third party testing entity under contract in the agency agreement or iga with dmv school districts are required into enter agency third-party testing agreements with other school districts or school bus companies in order to provide testing services to those entities each third party testing entity must be covered by workers compensation general liability auto insurance that meets requirements or be self-insured and exempt from those requirements ode will continue to be the authority for school bus driver certification and training programs and continue to regulate those rules programs with individual school districts the attached agreement was reviewed by pace administration recommends approval of the iga agreements as presented these are our standards that we have used over the years uh with uh blashley uh trying and blasting

145triangle link which is our uh update for this year thank you superintendent you've heard the recommendation of administration do i have a motion sure mr chair it resolved that the cyst law school district board of directors approved the interagency agreement with bletchley school district as presented resolution zero four one four two one dash six point six interagency agreements bus driving driver testing bus driver have a testing a second thought okay the emotion was made by director king seconded by director pimlott any discussion hearing no discussion keyboard now we will move on to um superintendent contract 6.7 [Music] so superintendent chryskoviak's current three-year employment contract which commenced july 1st 2020 and ends june 30th 2023 stipulated under item number four that the selling amount for the 2021-2282 school year and 2022-23 school year will be negotiated

146by april 30th of each year myself and board member burnett barnett met with superintendent chris kobiak to review his contract for the upcoming year following a salary freeze for the 20 20 21 school year the proposed changes for the 2021-22 school year are as follows item one term increase from a three-year to a four-year term item number four salary a two percent increase to one hundred and twenty one thousand three hundred and thirty dollars items number six point three hsa contribution up to three hundred dollars per month um i'd like to take a a little bit of time to go through some of the important points of the contract just so all board members are aware of the things that are contained in the contract if i may um so again we're approving the the

147changes suggested change from a three year to a four-year contract um it discusses the superintendent and the board's responsibilities between each other item three talks about the duties of the superintendent those are outlined pretty well pretty standard duties for superintendents across the state now the salary we discussed and that salary will be negotiated each year and approved um by april 30th of each year item five talks about sick leave and other paid leaves that are included in the contract sick leave or even leave personal leave jury duty leave other benefits the district pays the superintendent's contribution to the purge system [Music] we 6.2 during the term of the agreement the district shall pay the premium for insurance benefits on behalf of the superintendent uh the superintendent chooses from plans that are offered to the district

148to all qualified employees um district shall contribute 300 per month to the health savings account and the district shall pay a travel stipend for the superintendent's travel to and from events like for instance this year a lot of that travel stipend went to the superintendent helping out with delivery of food items for lunches and dinners across the district other benefits 6.5 vacation superintendents considered a 260 day employee and their for is this position is entitled to 25 days of vacation professional growth um it's important for our superintendent to continue to learn while he's in this position um so that's a pretty common thing and then the superintendent is required to maintain his certificate as we just completed our evaluation of the superintendent you know that evaluation is completed prior to march 15th of each year

149and the board and superintendent meet annually to establish our goals for his performance the hiring of the superintendent and the approval of the contract is one of the most important things that the board does for the school district um it's um you know it is our one of our main duties and and needs to be looked at very importantly uh the termination of the employment mutual agreement of the parties can determine the employment could be terminated retirement termination without the superintendents if without the superintendent's concurrence can occur with cause that means something happens that the conduct is seriously prejudicial to and substantially affects the fundamental mission of the district so when that happens um we could terminate uh the superintendent superintendents entitled to a hearing and other conditions under that clause i won't read it

150all but it's an important thing for people to be aware of the board also may have this option for any reason deemed a good faith sufficient terminate the contract without a pre-termination or post-termination hearing if such action is taken the board shall provide the superintendent with 12 calendar months notice and the board can install discretion relieve the employee of the duties during that part or continue to have the employee continue to work one thing to to know about that you know that's that's a if the board decides to go to to go a different direction they have to remember that 12-month notice and really needs to happen prior to march 15th as in number 12 the renewal of the employment contract you have to make notification to the superintendent before march 15th so that's something

151for board members to be aware of um the agreement breach after the laws the rest of the clauses are pretty um pretty standard clauses so with that um we can entertain a resolution if it's at the boards [Music] to uh to offer the superintendent a new contract hard share i'd like to make a motion uh it resolved that the cytosol school district uh board of directors approved the salary of 121 330 and the contract changes as noted in the attached contract between the cyst school district and and andy g as presented resolution zero four one four two one dash six point excuse me dash six point seven approved superintendent contract salary got a second okay motion made by director barnett second by director kane any discussion i just had one question if i could ask

152about the hsa um do we does the district provide other staff at the at the district with hsa subsidy okay thank you mr chair that's director nice well i just want to make a comment for the record you know that this is a very modest increase and that this still keeps our superintendent very low in terms of same size district salaries and i want to express appreciation i'm really glad we didn't have to pay him an hourly rate during this time of covid because i'm getting emails at five in the morning and after midnight you know about all the things he's doing and the issues he's handling so um i just wanted to go on the record that this is a very modest increase and i personally wish it were more thank you director any

153other yeah i uh so last year was uh was a wild year and um i was born cherry during that with with andy um i watched that gentleman do things um that were beyond impressive uh take charge and lead the school district in a way i really think very few people would have been capable of doing um you know i would come to him and say maybe we ought to think about getting more food and he would say things like why don't you go look in the elementary gym with stuff full of food um i've watched him you know drive all over this county delivering groceries a couple of times during all of that there was some uh some families that were parked out over you know behind fred meyer's there and i'd call andy

154and say hey you know if nothing else we need to get these kids within minutes that andy would have food over to them and start you know working out the process of of getting the families the the help they needed during an extremely stressful time and granted those times aren't completely over but we are beyond lucky to have him working for us and i want to say thank you ever so much for making what probably was one of the worst years of my life a lot easier to deal with so uh yeah thank you very much andy so mr chair yes yeah so you know and i've heard some great things and to be clear mr griscoach does a lot of things very well for this the school district however i'm i'm still going to

155vote no this year i think it's time that we throw the net out there look around and and head in a different direction so but i agree he's done some things very very well okay thank you director kane um after hearing all the discussion um i'll put it up for a boat um if we could do a roll call bonnie okay okay um suzanne mann heights hi john vernon hi dianna pimlott aye dennis king hey all right so it passes uh five to one right yes okay thank you board members uh let's see we're on to 7.0 reports and information superintendent communications okay um so uh all right so um new employees new hires um a couple of updates since i sent this out um first off uh christine seitzinger special education uh research room

156oscilloscope middle school special ed uh um 20 years of previous service um sadie cervantes special education life skills aids elementary school and erin mcneill middle school girls basketball coach study slam middle school um some personnel changes uh coming up um uh mr moser counselor so usa high school uh mrs rogers alternative ed health sciences says high school a retirement uh mrs foster special education teacher slice elementary school uh mr zadoonich director of technology [Music] ms costa first grade slicer elementary uh mrs butler kindergarten citizen elementary uh miss dingler physical education slicer middle school mr johnson uh mathematics social high school and uh mrs decker uh sixth grade math social middle school um again uh we're seeing a bit of a uptick in uh health metrics recently um again we're still below the operational metrics for

157on-site operations even with uh this week's um up post to 138 this will have a bit of an impact on some sports and facilities reservations because we'll jump up into the high-risk category on april 23rd people have probably been following um that and i think this was a headline in the paper earlier or late last week the new federal administration did not approve state waivers for standardized testing and so we will be administering administering uh state tests in grades three through seven but there's some flexibility and uh grade levels the tests are scaled back and primarily a single level or single subject and in upper grades maybe two subject tests um and and realistically at most two hours of testing um at the up at the upper grade levels um and again um [Music] in

158any year if parents would choose um they could opt out as part of uh or in law um we've got um we did receive some updates with uh ready school safe learners um and we're well ahead of the curve on on-site instruction we have hybrid running um uh mr harco road i don't know if he's still here he has uh kind of a he has some family um uh in town tonight um again everybody right now is running in a and b cohorts right now um elementary will be pushing over to a four day a week um you know four and a half hour model uh may 3rd um the high school classes um and middle school classes are not self-contained and so the logistics um to do that are uh to cut to get

159to a four day a week model are a little more difficult i'm not saying it's not possible but we are much closer and we would we'll probably be on pace to do that for may 3rd again with a change of three feet our classrooms uh bump out to about 25 percent more um we're kind of nailing down the final details to make that work um it's just a little more complex um sense again uh kids are rotating classes uh throughout the day and uh and of course we're keeping kids on track towards graduation um and uh the database is a bit more complex to manage um so uh as we get uh to that we'll um you know the the next week or so we should have the last of the details and then we

160can kind of release a finalized plan a facilities advisories group took a a tour of uh elmira elementary school on monday i think they were pleasantly surprised at some of the things they saw across there oh next week our lane esd superintendents group is going to um return to in-person meetings um and then we've got a bunch of other um listed events coming up as we go along um director king had a request that came in later today and elijah kind of took um some of that we sent him some notes on the high school uh clay target team um again we've got uh 20 kids participating in the in the trap shooting club we've got again eight high schoolers um a senior two juniors two sophomores three freshmen we've got 12 middle schoolers uh

161seven eighth graders uh and uh five seventh graders um we've been practicing now for three weeks uh the team goes out uh mondays and thursday nights at siuslaw rotten gun club um we bring in uh you know [Music] you know five to ten kids every hour from uh 4 30 to 7 30 um for the practice rounds and um next week we actually start um shooting for scores this everything is virtual this year um in essence we kind of get marched and uh we'll kind of get matched up in the computer um we submit our scores and then a week down the road they tell us how we actually did against our virtual opponent so um and our head coach is mr shawn grunden uh from the middle school so and that would be everything

162i have to share right now so yeah so i saw the facilities tour at the elementary school coming up on the 19th so um yeah the facility advisors group again wants again they're kind of looking more towards um kind of kicking off um a primary project down the road and bringing into the board at looking at what can be done in terms of an a prim an elementary project first um again whether it is um again like a retrofit remodel of the elementary uh bringing the elementary bringing the kindergartners into the center um there not a lot of the i don't think everybody on that committee has a real good feel for um the elementary complex and that it is really two separate buildings um kind of joined by a causeway by a breezeway and

163so on on friday uh with the grading day uh that group's gonna go take a tour and really kind of see how that it is really it's two distinct facilities that have been built in four phases um and so that'll give them the chance to give it a kind of a feel and see what it would really take to to join it together uh and make it a better facility for kids and give it a flow as well as uh tackle um some seismic issues so it's friday i thought it said monday on there um it should be friday the 16th uh okay so they went to elmira on monday and they're going to they're going to take a tour of our elementary on friday the 16th okay that'll be nine a.m here on this

164friday are there any board members going on on that um i'll i'll be there yeah i think yeah i think mr kingston yes any other questions for superintendent so mr g just one question on the uh on the uh skeet shooting because i find that interesting i like the idea uh now have you been able to be out there with them uh yes i've been out there uh most nights yes and now they all have to bring their own uh weapons guns right all right and are they all what are they shooting uh uh we 12 gauge i mean most most of the most the kids shoot 12 gauge we have a couple of younger kids that we have set up with 20 gauge but again not every kid has their own gun we've had

165some donors um uh present um some stuff um part of what i kind of want to do in may is uh again kind of do a rundown of stuff that donors have given us and do an acknowledgement of that but yeah um again we've got some seventh graders uh that tend to be a little on the lighter side giving them a you know 12-gauge would uh be be a little much for them um but they're getting better each week um so yeah yeah the first you know we had a group that um again one young man gave me a a very detailed history of his um uh airsoft uh collection um and uh we took him down and uh did some uh flat shooting and i will say that that night the berm was very

166safe and so um yeah and they're getting there slowly but surely all right thanks good good update um we'll move on to business manager communications okay i bonnie did the letter go out with the admin packets it did okay there it is so um american tower is it's interesting the first paragraph here says thank you for you know as we discussed and i've had zero discussion with this person um over this letter however if you remember they came to us and a while ago and said that they were losing money on the site and wanted us to re-look at a rent reduction or a buyout and at the time the board declined to act on that so they are now back again um giving us a couple of options uh one would be a rent

167reduction um reducing the monthly payments by 174.29 the other option would be to take out to take it on a lump sum so 23 91 54 per month for the next 10 years um a total payout of 296 985 option two would be a one-time payout of 247 thousand dollars when i asked the question last time what happens if we do nothing they said that they could terminate our contract there's a 30-day language 30-day contract termination language in there they can dismantle the cell tower and take it and go so i don't know if you guys want me to have any further conversations i feel like i understand what they're offering um but i don't know i i don't i don't know what you guys think hey jerry how long ago was it the last

168time they sent us this letter i feel like it was about a year and a half ago maybe my time yesterday feels like 10 years ago and 10 years ago feels like yesterday so i was i was bored chair yeah it wasn't that long ago it was about a year yeah and what are what are the differences on the terms of this one and the last one is it you know what john i would have to pull that out i i should have had that and i do not um i know it had similar terms and it's similar it they and they've done this um you know since i started here they've given they've contacted me a number of times i'm not out of desperation saying that they're losing money but just to hey we're

169going to offer to buy this out and um it's always very similar well my my knee-jerk reaction is going to be the same as it was last time pound sand so can i can i add some stuff to that all right so yeah i don't care if it was you know 30 million dollars buyout i'd still say tear it down move it away and i did send or i asked vonnie to send out a couple of links you can hopefully take one of them's an hour long it was at the university of melbourne in australia you need to kind of look at that stuff uh there's there's two one was a ted talk in berkeley and the other was melbourne uh i really urge you all just take a look at that and then you'll

170probably hope hopefully uh just let them come take it down haul it away and my position will be the same as it was last time i i don't think it belongs on school property mr chair if i may i did find the the last letter for what it's worth they were offering um offering they were asking for a reduction in rent to 805 per month uh three percent annual escalation continuing through april 26 21 and this letter was dated december of um it added two additional terms of five years so it added 10 additional years to the contract with the final expiration in or a one-time lump sum of 184 627 so they have upped that [Music] okay guy were you going to say something yeah i had a question on on the but could

171you put that back up please i'm sorry um yeah i'm sorry uh so carrie if if you took the buy out on the contract does the contract end in ten years or do they get perpetual rights to the tower for 200 and whatever thousand dollars there forever no they would stay on the tower as um through the term of the original contract so the buyout would give them 10 years on the tower for 296 000 right well 247 000 lump sum i got you yeah i got you and or what they want is they want to reduce it by 174 bucks and right i i'm i'm of the opinion they're going to have a hard time getting a new tower anywhere else um so yeah i'm kind of i'm kind of no but if somebody

172wanted to talk about the buyout option um you know that's that's an interesting thought i'd have to put the how does that work out carrie have you done the math 11 74 29 times 12 months times 10 years i guess the time's 120 months i have not done the math on this i um to be honest my mind was very budget budget oriented for this last week um so i feel a little unprepared but um i had a feeling maybe that your guys's opinions had not changed much since it came last time so but i can definitely get that info guy and email it to you that's okay it's not that big a deal i i mean i'm i'm i'm not interested in any more breaks um you know pay it or leave is kind

173of where i'm at okay if if i could jump in you know i want i want to um echo what dennis and diana said i think there are lots of other options other than right by school grounds where students are playing athletics and walking and doing what they're doing so i would i would want them to take it away okay well i think yeah i think there's some interesting things that the board could look at for um a proposal here in the in the coming months so if the board decides they want to move in a different direction we could entertain that discussion as well i'll just let the board know when at first when the tower first went on there was some additional discussion about the effects of of the tower and radio waves

174and and or the the wave uh what e elf waves uh coming on yeah yeah so um there was a part in the contract where there was some testing or some monitoring that was done of waves by the school district um and uh found that you know those there were lower levels and i think terry may have some of that data or when you first did it um but i'm not sure any any monitoring has been done recently on that yeah um so they have something to consider if the board chooses to go into a different way we could come up with a different proposal so um maybe you'd be thinking about that and we can discuss that maybe at a future meeting it'd be a good agenda topic for for another meeting and if

175you do have a copy of the letter um there is contact information too where the lady said that anybody can contact her for more questions or i'd be happy to contact too if you guys had some questions okay move on to administrative reports any questions for the administrators i know mike had in mike's report um leonard i don't know if you could have any uh answer but mike put a statement in under the um his report saying by the time of the meeting i may have a better idea on what our enrollment will be for both on-site and cdl formats and i don't know if you have any update there or or if we should just uh contact mike about that i i don't have an update um the teachers were working on calls calls

176this week to see where we're at on who's coming in and who's staying in cdl okay um yeah if you could send out that information to the or send it to andy and he could send it out to the board that would be awesome to see okay any other questions okay thank you administrators for the good reports uh we'll move on to 7.4 board chair communications so first off um uh it's a time for our board self-evaluation that we're supposed to do annually um bonnie has been um communicating with vince adams and she sent out a reply from events at osba to to folks osba does do does have some self-evaluation tools that they provide one is the basic service which is provides a cursory overview of how the board scores itself on five standards

177and is free vince also this says there's a regular service where he has more detailed data and uh he can put it together um for the district in about a month and the cost is 500 to do that so i'm looking for some feedback from board members as to what they prefer to do for our self-evaluation this year john barnett what do you think i'm contemplating come back to me i i'll jump in you know i'm always ready to talk right um you know i went over the the sample that was provided and the process and i think it would be really worthwhile for us to go through that process i felt like our our effort last year um was pretty weak in terms of board evaluation and i would like there to be more

178depth to it and i think it's definitely worth 500 we have not spent any money going to conferences because everything's been virtual you know so as far as board funds for the different functions that we have i think we can afford 500 and it's a good investment thank you suzanne diana you have any comment i agree with suzanne in favor of it yes yeah i think so too i mean 500 but that's the 500 bucks that you're referring to so yep yeah so i've i've we've done it both ways since i've been here and uh while it's you know interesting what some of these folks will come up with um this board is is way more than capable of evaluating itself um i i'm not i mean the 500 bucks in the grand scheme of

179art of what we do is is not really important one way or the other but i'm not real sure it's necessary we are we're looking at a board that's going to be pretty significantly different come june than it is right now because we got a couple of board members i think retiring would be the word i would use um i'm smiling sorry um and you know i'm just i i mean i i'm okay if we want to if we want to you know pay ospa to to walk us through the process of it again that's that's fine i've got no problem with that i'm just not sure at this point in the board's journey that it's uh that it's gonna be that valuable to us okay thank you guys john yeah quick question when would

180we be having the osba training um well um he said it would take about a month to put it together so it'd be sometime in may i would end the may maybe well and that's what i was contemplating earlier is you know guy kind of alluded to it as i mean not that i don't see the value in it i just would think there would be more value in it in july um yeah well okay okay i'll i'll give you my my thoughts okay yeah i think you know i think it's uh probably a worthwhile investment and i i think um maybe you know it can be more than a self-evaluation kind of talking about um you know with a different looking board coming on and and um some different experiences it would be good

181to i think have some discussions about things that we want to make sure um responsibilities the board has and that sort of thing and have a more dedicated work session to talking about that before the the the changeover that comes um and uh yeah so i'd be supportive of having every bins come in and do a more formal evaluation oh correct me if i'm wrong but just as we're as a board we're obligated to evaluate the superintendent in year every year aren't we also supposed to evaluate ourselves every year during the school year is that not true so yeah it's just what how extensive you do and then how you know how informative it can be and and like i said you know maybe maybe the evaluation isn't that critical but i think having an

182opportunity to discuss um how we work as a board and and our relationships and that sort of thing that we often don't get those opportunities to discuss in in our normal sessions um can be valuable as we're moving on i think i'd uh um i think the majority thought that spending the 500 was worth it so i think we'll proceed with that okay um future meeting dates uh budget meeting with public input on the 28th and along with that we'll have the discussion additional discussion on hayek so people should be thinking about questions or gathering information about that prior to that meeting so um so we'll be ready to to work through that and then our next board meeting is may 12th uh mr chair i want to clarify that special meeting we're having for

183hayek is the 26th not the 28th correct sorry weird yep you're right i was on the old discussion yeah so 26 is the high act and then 28 is the budget meeting public input thank you guys no problem thank you okay and the hayek meeting is at six o'clock on the 26th um then board member acknowledgements uh communications uh let's start with diana i don't have anything to add okay guys sorry uh no i i i sure don't have anything to add at the moment sorry that's right john yeah no i do um just want to say hats off to you know coaches administration by our athletic program squeezing it into the time frame that we've had has been pretty incredible and then see our cross country team go out there and just uh take

184care of business that was that's that's pretty impressive so it's been a been a lot of fun even the the the trap shooting program that's going right around right now and right now andy g is pretty being pretty modest on how many hours he's putting into that um but uh it's really enjoyable to watch and the level of safety protocol that the staff the range master is having out there is is pretty incredible and watching those young people's eyes light up from week after week i've been watching their scores just get better and better starting off shooting you know two out of 25 you know then you're getting up to you know my son's got up to two weeks in a row shooting 18 out of 25 and you know so he's just like i

185said it's fun to fun to watch as they get better and better and watching that instruction just really clicking in the light bulb you know um really set in so that's just it's nice to see that addition to the program and uh definitely would have to say sean grunden's doing a fantastic job as well so hats off to him and so i just really appreciate you know in the times we're in of being able to really truly educate our children on proper gun safety and that they're that that's their tools so i just i'll just stop there thanks for bringing that up john i um i agree with you and i've been very impressed and just observing the safety measures that they're taking and really the attention that they're giving to these kids to not

186just related to the safety protocols but but really learning how to shoot and um it's just been i've just been thoroughly impressed and andy has been out there a lot thank you john dennis yeah i was going to do very similar shout out to the athletics the coaching staff uh i and i was pleased to hear the update on the uh trap shooting skeet shooting uh but now i do have a question though from mr g about if er what kind of danger are we in with the metric numbers and the changing in that uh and moving up a level i mean we're starting track on tuesday oh well that's before the before the up comes up so we might get in one track what's gonna happen with that if if i may ask well

187again um realistically what this does is it limits our um spectators um again right now we're at 50 capacity it'll bring us to 25 capacity um and so again the first tr again it's technically the numbers are at the high level now um but they don't really go into effect until the 23rd uh that so we'll have a trackmate in the middle that we're operating on one set of guidelines even though the numbers don't go into effect until the final until that friday um and then um we're basically going to be limiting uh part um uh spectators so they should be able to continue with the right athletic events yeah nobody coming to watch yeah again we're you know we're kind of using the middle school meet that's coming up as kind of a a

188dry run and and basically um you know teams sit in groups we have kind of sitting kids regionally um you know you know bathrooms porta potties assigned by region um you know uh you'll have families sitting behind kids on the same side spectators limited you know in essence you know one uh one parent per kid that could come to the event for the team they sit behind the side um and that's kind of really really where we're at to capacity in the stands very good thanks suzanne [Music] well i'm going to go somewhere i'm afraid but i wanted to i express heartfelt um appreciation for all the members of the crisis team and the the other staff that jumped in and assisted helping students work through the sad loss of one of their co-co students

189um in a suicide and it's um it's something that was expressed a few few meetings before when we talked about um reopening the schools and how desperate high school students were to get back into school and the comment was made hopefully we will not have a suicide but there was a lot of concern expressed about that so i just i just want to bring it up and as i said express appreciation to the team and have us all reflect on the the costs of covid that are beyond medical so yeah okay thank you suzanne yeah i was gonna bring that up as well just to appreciate the district's efforts um and responding quickly and and making sure that it's an important thing to to you know discuss and and be there for the students and

190staff and and that sort of thing and that ties the end to you know this last year has been tough um on a lot of folks throughout the district and and you know it's really tough seeing the resignations and retirements you know it seems like at least been pretty long this year consistently and seeing a lot of good folks that i've worked with or known for for years leaving the district and a lot of professional loss there so um you know we really appreciate our staff and and uh i wish them wish them the best in their next next ventures wherever they're they're going to and we'll have some big shoes to fill so um that's uh i think that's everything unless there's anything else i'll entertain the motion to adjourn move to adjourn second

191move director king second director barnett we'll see you all in a couple weeks thank you