001uh called to order our meeting tonight for the Coos Bay school board at 6 00 pm and Arnie is going to lead us in the Pledge of Allegiance sure sure thank you Arnie looks like we need to approve our agenda for this evening do I hear a motion on the floor I will remove the agenda with the two updates one that the students we get they make it it's moved out um right before the student and there's a pretty soon and that the allow both of our unions to speak either one is here and at least one hits oh perfect thank you Arnie do I hear a second thank you all those in favor say aye any discussion oh I should say all those of all those not in favor was there I can't see
002who's saying I so did everyone say I yes okay thank you eyes and ears it's a little more difficult being on this end we should do roll calls yes um let's do it that way then and I'm gonna have to find is everyone at the meeting I should probably ask that because I can't see everyone the answer is little what was the answer we are not all here tonight so let's let um okay so David gills is not present and uh Diane Johnson is not present everyone else is here perfect thank you that helps a lot so Arnie how do you vote hi Adrian hi Kevin hi Dustin and I bow I as well any discussion motion passes okay so now we need to approve our kids agenda do I hear a motion down thank
003you all right let's Arnie hi Adrian all right Kevin hi Dustin hi can I vote I as well all right motion carries and looks like we are going to move on to Lisa desalvio because I'm wondering at this point because we've talked about changing the order of the agenda if you would like the student to go before oh that's right okay as a student there now yes she just joined us okay thank you Harley my name is Kim sorry about that I can't compete very well on your guys's end so we're gonna go ahead and let you go first with our MHS update okay so I'm Carlin Campbell I'm a senior at Marshfield this year for England is a family um so I'll be giving you guys an update about what's going on at Marshfield
004so um last Tuesday we had our freshman orientation this freshman class is super big but it went really well um they had like a little assembly and then they went to their classes and whatnot um as she's been really hard at work getting stuff ready for the school year and the events coming up which I'll elaborate on a little bit more um we're having an open house October 21st at five o'clock um for as far as like clubs and such though um National Honor Society has their induction this Wednesday we have a new forensics club which is ran by science teacher Miss Lyon and clubs are just up and running and just getting started and which is really exciting um as far as Sports Go Girls Soccer is undefeated currently um they have a game
005tonight I believe at 7 30. um boys soccer is doing really well too they have a game right now um volleyball is currently number one in the state so big hopes to them and they have a game on Thursday um cross country Alex Garcia silver broke the Marshfield record for 5K last weekend at which is really exciting um and then cross country is also running the pre this weekend um and then football is as their game is Friday the Civil War um and the highlights of that will be going to answer on ESPN and so some other things we have we have homecoming um we're voting for homecoming Court this week and then the homecoming dance will be October 1st and then lastly we have the fun Festival fun Festival parade this Saturday and Marshall
006will have a float um the upbeats are for sure performing I've heard that cheer might not and that I don't think band is performing either yeah that's all I have for you guys thank you very much Carly all right so were we moving anything else up on this piece of agenda do we have we done the union representation before we do the end of the meetings I don't remember business yeah they usually go next okay so do we have both Union reps here tonight we do okay many many mo who wants to go first yeah thank you Kim um I'm Terry Harris Jones I am the chapter 33 secretary Bob Green will normally be here speaking to you um but she had a conflict excuse me I'm also the state vice president for osce and
007welcome to the 2022-2023 school year um it is a new school year a new contract and for some of us new digs um I first have to thank our Tech and custodial that's really not an uncommon thing to do for the first um meeting in September um but this year I got to see firsthand how much they are pulled from one emergency to another they have done outstanding personally I think that could be taken advantage of this a little but they're not they're just plugging along and meeting everybody's needs and uh prioritizing and so forth that's not an easy thing to do and they've been doing outstanding so big thanks to them I would like to invite everybody as schools are now kind of do we dare say back to normal um and things are
008open back up please come meet our classified employees get to know them get to know their jobs there are jobs out there that weren't around when you know Adrian and I first started but um anyway so so come and go to the schools meet them see what they're doing what they're proud of we have a lot of new classified employees we want to make them feel welcome and because communication is a two-way street I will also try to get some of them to come to some school board meetings so you know they can let you know what they do and so forth so that is all I have for right now I just wish everybody a great year normally this is also the time of year when I introduce Banned Book week and I haven't
009forgotten but I've been a little busy um Dan book week does start next week and um so please celebrate by reading whatever book you want thank you thank you all right foreign hello Kim are you waiting for Becky crane from cbea that's who I thought might be there but I couldn't hear but I figured it was you hello Becky nice to see you all um all right it's been a busy start to the new year but I have some some good stuff to share um I reach out to my reps earlier and um got a random sampling of uh what's been happening in the last couple weeks uh first I got news from Little Pirates preschool that they started with two and you probably really have heard this already but starting with two classes and
010um they filled up him to get two more so by the end of the month two more full classes so that's pretty exciting um last week would kickoff I met a lot of families that were sending their kids to the preschool as well and they were excited um so that was fun um speaking of kickoff uh it made for a really busy start um and what I'm hearing from reps uh is they love it and I was really glad to hear that because I also love it uh personally it's uh in my 23 years of teaching it's my favorite way to start the year being able to meet with all the families it's better than an open house it's better than conferences um I truly get to spend some time getting to discuss needs uh
011with each family and um all the families show up for the most part I have two personally um but most people I heard from have none you know that that they were not able to reach last week so and we got a lot of support in reaching out to those that you know we were struggling to get a hold of we had EAS helping um to reach out as well so that was great um it's probably worthy of mentioning the schedule's really challenging on us the first week back we have four days of work and and as you know two of those are work days and two of those are um are can be in-service days or directed by admin um and this year uh Chad had to do a tough job of scheduling our
012new amplify curriculum training and so it took all of our time our full two days we really appreciate you sticking with contract language and and uh you know uh giving us those two days but that you know that's the bare minimum that we need and it was tough to get all those calls made and um get our classrooms ready and all that but um I didn't hear a lot of complaining um I saw a lot of cars there after hours late every night and into the weekend and um still no complaints so I'm assuming that it's all it's because we think it's uh it was what was best for our kickoff so for thank you for all the hard work there um Madison especially deserves a big uh something I don't know what round of
013applause or pat on the back or something uh you know I speak to a bus being busy and it was you know we just had the bare minimum of time to get ready but they also had to move buildings and you know at the same time with the same jobs to do so I can't even imagine the stress but uh all right hopefully they're settled in in their new building and uh they're getting all the Kudos that they deserve and then last we've met multiple times uh with some larger than desired uh class sizes uh that went beyond our recommended cap sizes from our contract language and as our contract States if they go over we're supposed to discuss and problems all together but I say we as an admin as well as our cvea
014reps so we had to meet a couple times on that uh they worked out most of the Kinks I think we're back up in in at Sunset I'm hearing but um you know numbers fluctuate um probably every day still um and so it looks like we may be talking about that but I know that we uh hired you know we've been hiring uh up until Black Friday and so um also appreciate um your hard work on that because I realized we realize there's um they're hard to find and um I've even been told by one rep that principal said you know we might we might look at another staff member with these numbers if we thought we could find one so um it's getting tougher and tougher with the shortage of teachers um but I
015think we're close and we're gonna make it um so uh it's it's been rough but here we go um the sale is upload although the vote is a cloaked so here we go have a great year thanks thank you Becky I I like your idea of giving everyone an Applause so let's do that thank you for all everyone actually that's pulled together for this year and let's move on to Lisa desalvio first Ford reading his personal a long time holy moly anyway um I sent out an email to Randy and Mark and said send me positive things about ell what's going on um so they've sent me some information I wanted to share with you um we currently have um typically in the past we've had about perhaps 50 years students um I don't have
016final numbers but the predictions right now if they all appear we're up at about 71. between the two of them which is quite the increase uh we have um let these children speak Spanish Russian Russian Punjabi Hindi and Ukrainian we actually have two young girls that are Ukrainian refugees that are here um and we just found out that there are also two in Port Orford so we're going to try to see how we connect those families so that they can support each other and move forward with that um we are adopting a new curriculum the National Geographic curriculum which is really engaging thank you Chad for working with our team to get that done um Rel students absolutely love their classes and their curriculum and often will invite their friends to come to class with
017them so I think that's really cool um are we're really working on El abilities um when Ells graduate from alpha this indicates that they suppress surpass English only students in udl and enrich program rather than a remediation program so when our kids are proficient they are truly truly proficient um the Madison reading data meetings the reading date is organized by reading proficiency the Els are spread evenly for the proficiency levels this shows a good amount of present representation compared to their English social peers so that's that's kind of cool um so every year the state puts out a English language learner report that we're supposed to make you aware of um found him sent that to you there is a link on the Coos Bay website um if you go into special programs under English
018language Learners I know you can't see this because it's really deleting me um but there is a link there with the English language learner reports that you can take a look at bear in mind like almost everything that I tell you it's always like two or three year old data but if you look at the trends you can find it useful over time okay um the other thing I wanted to take a minute to tell you about why you're here because I'm really really excited about it and we found out about it today um currently between waterfall the school-based health center and cruise health and wellness we had um three full-time therapists from crew health and wellness and two therapists from waterfall clinic and today Lance send me an email and they were covering three
019six Lance emailed me and said that he found a part-time 20-hour a week therapist that is going to cover K2 so we will have a therapist in the recovery K-12 with a mental health therapist in our buildings um and we can expect that person they have to go through certification in Oregon and it usually takes about a month and by the time they do orientation we could probably expect that first start at Eastside and Madison in November so that's something that I wanted to share that's really exciting excited so I'll have numbers for you eventually right now like we don't know who's where every day the kids are going from here to there here to there so I'll have some special ed numbers and we're out with that and special purpose and future dates if
020anything a question yes attorney I just want to say there's a swimmer that spot who is apparently a world-class swimmer from Ukraine um who her brother is still in Poland parents were still back to Ukraine she's here and I think she might be interested to talk with some of those Ukrainian kids too so just just so you know yeah great if you can get that information yeah please okay um thank you I have um one of my newcomers at Sunset is from Russia it's a quite a struggle point because he's just coming he's he's in the third grade and just now starting to learn English but I have another and his mom and dad barely speak English I mean pain like it's really hard um but I have another family here in town that speaks
021Russia and so I'm connecting them so if you have that that contact information because that's one of the things that happens to our our language minority families is their Circle Social Circle so small there are opportunities are very small too foreign I was just absolutely so impressed with this teaching that everybody I could I said I graduate Marshfield High School amazing so he's a great teacher Thank you Lisa all right up next we have uh Candace McGowan for financial report and student enrollment okay so taking your packet uh the first report we have is our statement of Revenue changes and applied balances and there's a few things I want to point out on this report you'll notice in the upper half of the page there are some zeros and they're highlighted and that is typically
022where we put our units would go here um we are beginning our audit next next week so I don't have final numbers but you can see down below uh what was budgeted and for sake of competition we'll talk about the generals um I had budgeted just over 5 million as an ending fund balance June 30th as of right now uh because of a handful of reasons we are looking at closer to 6.5 million and a few of those really large reasons are um about 700 000 of that is oh spending um our our general fund money uh general fund money first or um our special needs students because you have to meet what is complete and Stafford and just a real quick definition of means of effort um the Federal guidelines in order to use
023your idea money is you have to show that you are spending equal to or greater than out of your state and local funds on your special programs than the year prior or 2122 uh we will likely not meet maintenance of effort for a whole other topic of reasons so I was not expensing any of our our special programs out of our idea money I was using general friendly uh Lisa and Jenny Nelson I had a meeting with ode and they strongly encouraged us to go ahead and draw down that idea money which is about seven hundred thousand dollars um and apply for some exceptions so that it lowers our previous year's maintenance of effort so we are in the process of doing that I have drawn down the money which I had journal entries and
024expenses out of the cloud of the general fund into the special programs uh fund which increased our ending fund balance I I don't have a real good warm fuzzy feeling that we will get to keep that money I'm I'm hesitant I feel like we may have to pay that back um but we did what ode recommended for us we will hold on to it we will apply for the exceptions if it's determined that we can keep it then that's wonderful if not we will pay it back if they require us to so that's that's part of the reason um another large portion of it is um if if you remember I had talked about a couple times last year we had made some e-rate purchases um I don't remember the number but a very large
025number of Chromebooks to the tune of about three hundred thousand dollars and um we we received them there were some problems with them but the paperwork was a mess with e-rate and they were not reimbursed to that um so we had no choice but to absorb that expense out of the general fund and at the ninth hour on June 30th we received a money well in the meantime the budget had already been adopted we looked forward thinking that we would not have that money until probably this year but it came in so that is another reason that our uh ending one balance will be elevated and then there's a handful of things that make up a few hundred thousand more which which is in the realm of being close to predicting what what that is
026however um 6.5 is considerably larger than the five I had by two so I just wanted to give you some background on what is making up those differences um again our again next week it's likely that uh probably the November financials will actually have a some concrete numbers for our beginning fund balances in the main capital continue to use these estimates any questions about that okay we will go on to the next report which is our general fund broken down by objects so you can see the areas that we have or anticipate spending the general fund um since there's only been a few months there's not been a lot of a lot of purchasing but you'll see that the encumbrance in salary and benefits is where most our general money will be spent um no
027role surprises in any of this at this point in our 300 objects we have predicted most of our utilities our transportation of course our salary and benefits is septembered but that's what makes up our general funds so uh as of August 30th Automotive 41.8 million dollar general fund budget there's about 14.6 that is not spent and not been covered as of this point any questions on that report because we have a balance we don't have to borrow money beginning every year but we used to have to always do you know um we have not done that since probably well I know we haven't done it in the last 10 years I don't know about about your previous but um we we have been very uh fiscally responsible and have been able to carry carry that
028money over until we start collecting taxes again so thank you our next report is our student enrollment this is based on September 8th enrollment and then it says reki has touched on earlier there are some some class sizes that we are keeping an eye on um we are from from June 7th numbers at that time we had the enrollment of 3011. and uh September 8th we were at 3147 so that's that's 130 530 students which is wonderful um in comparison to last September it's uh closer to about 70 students if you're if you're comparing temporary to time period uh we do anticipate that those Pre-K numbers will increase as soon as we get all four classrooms build but again we need to remember that those numbers are not a part of our ADM they have
029no ways to them um that's something that we are doing on our own but it will help we're getting those students into our district yet and they will increase our numbers as years now so any questions about enrollment I I don't know if Kim can see me to recognize me I don't know if I can just you guys look like little ants to me I cannot see anyone so well I just wanted to say the enrollment is up so since June um we're up about 136 students but comparing Apples to Apples I looked back to where we were last September for September to September comparison and we're up 79 students as of um last week now we're still waiting for the members to um even out and see actually who has shown up and who
030and more students were even enrolling today so we're gonna wait for the numbers to stabilize but overall I think it's very positive that we're seeing an increase in them and I was very pleased to see that great Candace was there more not from me okay all right well it looks like you're up anyways Karis so okay for your update all right well thank you board of directors I'm so excited to be here for my first official um General board meeting so um thank you and I would like to formally welcome back all of our Coos Bay students and families and staff members today we had everyone back um in the past week I have been on every campus just to see students because um that fills my bucket and makes me so happy to see
031those smiling exciting children um the staff have been so welcoming for me I just like to thank everybody and I'm really excited for a great school year um now a lot of what I was gonna say Becky you uh I think we have the same note providers or something I don't know but just a few updates uh we already discussed I was going to mention the student enrollment but Candace provided you the data so I think that's a really positive trend um I as I mentioned I've been out um I would also I've been out in the buildings and I asked the principals how that was going um everybody has reported back to me they feel like this school year has been pretty smooth and that people are really excited they're in person so um
032some principles share between I think their numbers are up because several families who have been learning at home are now coming back they're excited that they could be back in person so I really we talked about that both previously about looking at our defining enrollments but it looks like we are already recapturing students so I'm really excited to welcome um the families and the students back from in person um I also want to give a special thank you to the Madison staff and to the custodians and to technology around their Herculean efforts um to get the Madison ready today um there are still some delays um going on um a little bit of flooring we're working trying to get flooring done and some sidewalks and a repair that we're going to need some crossover guards
033until we get the sidewalks finished so are there any volunteers out there I know we'd love some volunteers from the community to help us with the crosswalks for children in the mornings and after school we're walking to and from school um another shout out from volunteers I was down at Blossom Gulch we have the preschool programs and destinations there and Terry you'll appreciate this they're they're setting up libraries a little library for the preschool room on one side of Boston Gulch and then destinations on the other Wing they're setting up a library the staff there have been so busy moving and getting their classrooms ready that they haven't had time to unpack the library so if there's any volunteers out there that want to help set up the libraries the preschool Library the destinations Library
034I'll speak to kale I know we'd be deeply grateful because that's one of the announcements we're welcoming back Volunteers in the building this year so we're really excited um to have our volunteers back and have classlines and our schools so those are two needs I'll just put a little plug in for for both of them um you know what they have to do to become volunteers because I know you have to go through this one um process first Michelle you want to say is it background checks or is it background checks and still coveted vaccines are still required or an exception yes do they have to do the Online safety training it depends on the job okay yes so um on our website we do have a link for our volunteers we would love people
035too um go through the process um and come back into our buildings in person so we're hoping they'll come back um next I wanted to give um an update quickly um facilities um again we've already talked about Madison um they are back fully operational today all the students and families apparently this morning I stopped by and um the principal of Carly Ainsworth Sheriff would be they had a larger than usual term out for families bringing students because everyone was so excited to see the new building so there was and the comments I got from office staff was how much positive feedback the families are giving about how beautiful this school was so um I'm really proud of the work they've done there now there's still some work to be done so there's been some as
036I mentioned particularly with flooring and um the sidewalks but we're still and obviously we still have the gym in the cafeteria to finish but I asked I said well how hard is it to eat the how did the meals with Services go breakfast this morning and then lunch because they're eating in their classrooms and the feedback I got from the classified staff was oh because of covid the students had been eating in the classrooms so they're used to the protocol so they felt it was pretty um seamless today for the for the foods being delivered so thank you to nutrition services also for making that for feeding and and I was at uh sunset this morning and they ran out of their breakfast sandwiches because so many students were there eating breakfast that was a
037popular item so I'm glad that our children are getting fed for free and they're eating and that's wonderful so um I'd love that uh let's see oh and again I've said it sunset this morning um they were running smoothly they are still under construction also that's um supposed to be done around November for their best to go at the front the front office and the vestibu but they have set up and Alternate office in the big community room and so it's a huge space there were tables for parents to fill out forms they had a little temporary nurses station all set up and all the offices and they had it running completely smoothly so I was really impressed um with how they have put forethought into setting up a temporary welcoming office space while they're
038still under construction um another little update I want to share is about Marshfield junior high school just to let you know the city has reached out to me this week we are still having a little bit of um a delay around the Radio Systems the emergency communication systems for emergency responders with the city our system in the building needs to be able to connect to the city's emergency responders radio system um so the city is encouraging us to quickly resolve that issue um Candice I don't know if you want to say more about some of the challenges we've had or it's um we put it out for anyway he could share a part for the issue with the building is concrete metal and it's just not allowing a good transcendental between the two parties um
039and it took quite a while for this city the city was also undergoing a change in in their service so it took quite a while for them to develop their system to be able to tell us what we needed to talk to them um so so fast forward they get that worked out um they sent in the vendor that they use um and the price was about three times what we had budgeted um we had ninety thousand dollars in our construction budget or what what is called a Das system um and uh the price from the communication vendor was um nearly 300 000. um so we are uh actively looking um having conversations with another vendor to try to design something that will talk to the city um we don't have a price on that
040yet but but that we're moving in the direction we're just trying to get some competitive pricing before we just go ahead and take the one that we were given to us um so we did end up uh just last week closing our contract with shippers construction did the junior high and withhold that 90 000 so that we could go out on our own and pay for whichever system uh we find most compatible and recently Christ thank you so I just wanted to let you know because the city manager reached out to me on Friday about this that we are absolutely working on it and as soon as we get the bit from the second vendor hopefully very soon we will move this forward as quickly as we can so I wanted you all to be
041aware of that in case maybe they are a city manager May to come ask you about it um and Mila coma I'm gonna hold off for the update because our facilities chair judici will be at the last agenda item facilities committee met last week we discussed um melatoma and the decision to vacate the building during the grouping and HVAC construction next year so we have a lot more information coming later on on the agenda um Staffing update um we have hired all classroom teachers except the remaining opening at destinations and my other big news which uh Becky already mentioned we're excited that preschool promise grant for our preschools let us know last week that we received additional grant funding so instead of three increased classrooms they're giving us enough slots for four so we are
042currently hiring right now another preschool teacher and another EA for fourth classroom pretty exciting um trying to get that for the grant we need to get that up and going by the end of the month so you'll see those openings so send us your high quality Preschool teachers your EAS to work with the littles they are adorable it was fun to be and to see them um just quickly on our covid just a little update because we are obviously still um very concerned and wanting to keep our students and our staff safe Uma 19 is still prevalent um I met with the whose health and wellness last week with the head we had a monthly superintendence meeting what they're saying is it's covet is still transmissible but the severity of people who are positive of
043the symptoms and the levels of hospitalizations and other negative outcomes have just reduced drastically so we are still taking our precautions the Oregon Health Authority and the Oregon Department of Education um didn't make any major changes over the summer so we uh working with nurse Emily and all of the building principals I needed to say thank you this what they did ode instead of having one district-wide communicable disease plan they required each school to have an individual plan so we worked in August and Emily came in had extra contract on goodness of her heart and helped us of all the buildings we have revised and submitted to mistake all of this District's communication manager plan and every building has a plan and they are all posted on the website and David did an amazing job
044if you go on our coveted resources you could click on it and there all the links are in one page if you if anyone is interested in our protocols they're all there on our website ask for OD new medal requirements to get that in um also I would like to formally invite everybody to eastside's open house we're having an open house for the community to come see that beautiful new building um Tuesday August 20th from 5 30 to 6 30. um we will have someone get a short yesterday oh September sorry drama September 20th Tuesday September 20th so a week from tomorrow from 5 30 to 6 30 we are inviting anybody from the community who would like to come um and tour the new building so they can see the beautiful new building we
045will be doing the same later in the fall for Marshfield junior high school and for Madison um we haven't set the dates we're waiting for like the floor to the gym and the cafeteria to be completed and so we'll do it once it's complete but um we're hoping the community will come see so we can thank them for their generosity and they can see what their um you know precious tax resources have paid for and what incredible facilities we can offer our students because of that generosity so I'm hoping you all will be there we'll have a little Overview at the beginning for a few minutes and then give Tours group people can go groups of Tours to towards buildings so look forward to seeing everyone if you would like to come and finally I'm
046so excited to be see the students I got to go to um assembly of all the new 9th graders they have a big class largest class they've seen in a while that was really fun last week um I've gone to a volleyball game those girls are amazing they are so talented I they are number one ranked in the state they are amazing they're young I mean we're gonna they are incredible to dominate for years to come I've been to some soccer games I'm a recovering soccer mom so I got my fix and they keep winning I'm like good luck and then I saw the famous I'm calling it The Immaculate deflections football game we won our first one and I'm looking forward to the big game Friday night um I also hope to see everyone
047there we can beat North Bend that's my go pirates so and I'm really looking forward to all the activities I I can't wait to see the forensics team and the choir and dance and ever and I can't wait to see a place so I'm really excited for the students performances and I'm glad all the students are back so that is my update if you all have any questions or need anything else you're hearing you're going on want to talk about all right are there were there any questions for Karis all right I take that as a no no I can't I can't see you if you're shaking your head but um okay so we're up to public input uh I do not have do we have any public input Davin no there was no public
048input okay so this was a good time to do a reminder about our public input to those of you in the audience board members and of course the public that if you want to come to a board meeting you can submit um an email or call our board secretary David at 541-267-1310 or email him and it need deadline to sign up for public input is 12 p.m the day of the meeting and the time is limited to three minutes so you'll be given an access code and people are allowed now to come to the meetings is that correct yes that's my understanding yes okay um speakers may offer objective criticism of school operations and programs but the board will not hear personal complaints concerning School Personnel nor against any person connected with the school system
049the board chair will direct the visitor to the appropriate means for board consideration and disposition of legitimate complaints involving individuals and that's in our board policies and now there's no other questions regarding that will be onto board items so first up we have our osba annual Board conference which is November 11th to the 13th and we met earlier late last week actually board leadership and David has registered everyone on the board except for I think we've been told of who's not going to be attending but if you're not going to be attending please let him know was there anything else you wanted to cover on that one David um just more of an announcement than it's going on and if you guys could send me emails if your spouses will be going as well so
050I can organize reservations for dinner yes and you did the hotel Block open not yet but I'll check it first thing in the morning I know you will thank you um and now on to number two we have Senate Bill 732 relating to educational Equity advisory committees and prescribing an effective date uh Karis was this you yes so I was hoping to have a discussion with the board tonight um last year um the legislature passed Senate Bill 732 around forming uh districts forming Equity advisory committees it is a requirement now so in your board packet on page 55 There's a summary and on page um 56 through 59 I actually put the Senate Bill language so you can see because there are official requirements for the committee for the composition of the committee and the
051purpose of the committee and how it relates to um it's a committee of the board of directors just like the budget committee is a committee but it has it doesn't have the same composition requirements if there's some differences um the reason I'm bringing it up this evening um is two-fold one to have a conversation that this legislation was passed um we are a district of less than 10 000 students so if it was more than 10 000 students um we have to have it done this year but for smaller districts the deadline is 2025. so we do if the board chooses have time that we wanted to delay it however um the second reason I brought it Forward is if you we are working on the Oregon Department of education's requirement for the integrated initiatives
052that's due in March that's that joint plan or how we're spending six major Grant funds and in it it requires input from an equity committee um and besides the fact as we go through the strategic planning process this year having an equity advisory committee to review data the needs assessment data to review and give input to the board on the Strategic plan I think it is um really invaluable for us to consider forming it this year so we'd be early in compliance but I think it would play a critical role in helping us particularly uh get input put from underrepresented groups in our community because part of the required composition of this committee be that it became comprised of members who are representative of different groups in the community so um that's why I'm bringing
053this forward I wanted to discuss if it would be okay with the board of directors if we moved ahead and then I wanted to discuss I have a proposal around the process for selection that would be in um accordance with the legislation if the board is interested in moving ahead this year so am I hearing this is an action item well I thought it would be a discussion to give guidance I don't think you have to vote on it it's something the legislature is requiring us to to do I was just thinking you would give staff Direction on on how you wanted to compose your the committee so we don't need a vote to whether we want to do this this year or since the requirement's not until 2025 I mean I think it's a
054great idea but is that just what we're deciding that we're going to do it this year I think what we're asking what I hear that we're asking is that we give guidance to the superintendent because I agree with you I think it's a good thing to do last year I think we took formal action on a equity Committee of Staff came together ahead of time we wanted to do this and so we've already got a group of people who are interested which I love to see how that fits in protocols but clearly there was an interest back to move forward so I I say we should say to the subdue before about doing it if the uptick action would be on approving your recommendations for um board members of song because I think what we
055would want and I hope would be to solicit people with volunteer and so on so that they can make it open up to the public so we can do that but I would certainly give some difference in fact on the staff who started the teacher before or something suggestions so just to respond about that so if you'll notice in the board packet on page 60 of the PDF I have included I have met several times they were actually the first group that worked that reached out to me when I was still at the interim Superintendent at the ESD the diversity equity and inclusion Council I've met with them several times they actually provided to us I included in your packet the plan and that their priorities and the work that they were doing and I
056discussed with them the Senate Bill uh 732 and how those two can interact and what we discussed so um Big Picture This Equity advisory committee the the they call it Dei Council diversity Equity inclusion council is primarily staff um the advisory committee required by Statute requires student family staff and representatives from Community organizations so it's a broader group so we talked about the Dei Council maybe once we go through the process like the budget committee will solicit to the community and to staff and the families send it out in newsletters website a link and the thought that I had I discussed with Candace How We Do It for the budget committee send this um soliciting people who are interested in serving maybe having David create a little Google form where people who are interested would
057give their name what roles relationships they have with the district so we would hope they were students or parents you know they might be multiple they could be every most people will be community members families or their parents do they work here I mean some people can have like four cats or something but just to make sure that we you know have a broad selection we need the requirements have them fill out a little Google form and you know telling us the name what their relationship is why they're interested and then what community groups they represent what or do they represent do they have connections to represent historically underserved groups so then we could collect all the applicants and maybe at have a work session with the board or bring it back to a board
058meeting the Africans and we can discuss um the composition and the board select and if the board wants to bring some people an interview you could have that but there could be a lot of volume so we're talking about maybe that's why having a link a little online form so we can sort through the applications to make sure that we have meet the requirements for the diverse representation that are required but in the legislation set it says it's a board and superintendent decision for the membership of the committee and that's where like what you were saying the board would take action to select the committee members um so I was hoping we could get this process going and then maybe at an October meeting uh we could bring back some applicants so we can get
059this group up and going so they can review some of the data later in the fall related to the strategic planning process so that was what I came and so how does the Dei Council they would still exist the staff Council they're doing work with the ren the regional educator Network which has funding from the state um and there you can see on there sheet that I included they're working on important things like curriculum and instruction um climate and Community engagement efforts and they are getting support from the ESD that has the red funding but I would see these as work groups or sub committees those three critical subcommittees to the equity Advisory Group they could feed in their recommendations and their work and that the Dei councils however many swaps the board with life
060would have Liaisons are Representatives that would be the Liaisons between the Dei Council and the equity advisory committee that was what we discussed how that relationship could work and another requirement just FYI in the legislation is someone from the equity advisory committee uh needs to be under the district's budget committee there needs to be a layout on the budget committee according to the state legislation to do that so um that was my thinking about how that you asked how that committee so we met I met with the leadership and that's what we've brainstormed so um would you like a motion from the work of Kelly years ago enforcement this all kind of yes we'd like to formalize it it would be great but I know that I didn't this is the first time we've discussed
061it so if you want another month then we could even vote next month that fight it would just delay the whole process and I would like to get an application out for people to start considering I'm a huge fan of the private property planning um so I think moving forward the right way to go thank you sounds like I hear emotions starting the motion from Mr Clark the perfect you're getting processed one to get the process going to establish a Coos Bay Equity advisory committee to the board okay do I hear a second I expected it oh you did okay thank you any discussion um I I was just going to say getting started on this is going to be uh important particularly if we need to find somebody for our budget Community where we
062generally have people banging down the numbers so the probably the sooner we get started all right perfect Adrian any other discussion all right let's have our vote Arnie hi Adrian hi Kevin hi Dustin all right and I vote I as well motion passes and Kim can I make one other comment sure I'm hoping the board will have representation so if you all on the back of your head start thinking about who might be interested in serving on this committee I I really hope the board will consider someone one or two people stepping forward to help first um participate yes absolutely okay um one thing I did see missing from this agenda was our board member highlights do we want to go through those before we get to number three anybody have anything exciting they want
063to share so um I'll I'll get started with my uh General robotics plan I did meet with the group from melakoma they had a huge group on the retinal Library I think it was probably 70 plus people um and please tap those I think don't happen as students were interested in doing the first Lego League robotics over there and this afternoon I met with Rachel Lyon over at Marshfield to get their program started and we do still have at this point a coaching position that hasn't been filled over at the Marshfield junior high for somebody who would be interested in coaching the First Tech Challenge robotics there if anybody's interested I would be happy to talk to them about the program and what's involved with the program and then the the duties themselves are are
064posted on the job posting on the HR section of our website um but it's been great to get back into the buildings um I was also able to go speak with one of our teachers over at Marshfield during during class um this afternoon who said that she'd gone through I think she called CPS training for um interacting and with the students veterans and it actually made a big difference in her relationship with students and she's looking forward to Kevin getting better with that as future goes off I knew you'd have something Adrian Mary you got your hands and everything thank you I guess we'll start and say I enjoyed going to uh the superintendent's maze with all the staff and I made I was able to make a call welcome I think maybe maybe [Laughter]
065yeah but it was really great to have um those meetings and to be there with the staff I really enjoyed it and then my wife and I spent some time going through Madison or old school which doesn't look anything like the school she had so it was pretty impressive so we did take the tour the work that has been done in this District over the last number of years with facilities is like nowhere else I mean we have world class facilities right now like we didn't have it during my entire career here so I am really pleased we had some good buildings but the breadth of what we have done and the district has done is pretty remarkable so I'm happy we're having some open houses because I think the public needs to see how
066we have done and I want to commend more than a few people told me an old wardner said commend your staff in particular Candace for managing the money so well no one thought we could possibly do what we've done without the money we were getting so that's really remarkable um and I've got to a couple others including Southwestern who was wishing they had had the opportunity to invest and do the things that we did because every building cost more now than they ever cost before and you can't get it for the same price and yet for the bang for the buck I don't think any District can claim but they've done better than we've done here so a number of people personally to say tough canvas is pretty remarkable what she said so it just
067runs it thank you that's great thank you Arnie I gotta do a walk through of Madison as well and it just put a lump in my throat um I've had kids go through there um way back in the day and just seeing the renovations and what the kids are walking into even though it's not complete I mean the library just makes me so excited the little Cubbies all of it it's it's magnificent and makes me very happy for uh Empire and the surrounding communities over there that they're going to have such a beautiful School I was also privileged to attend the new staff lunch with some board members and that was a lot of fun and met I mean I think it was the biggest new staff Gathering that I've been to in quite a
068while so that was great and again I went to Sunset for they're welcome back Good Times anyone else I'll give a shout out to you or shout out to uh both the girls varsity and and JB uh volleyball teams uh JV took first in the Sheldon tournament this weekend and varsity took second in a tournament at Cascade um which dovetails into a little bit of facilities which is to say kind of following up I've already said we have spectacular facilities um the more you travel around the state and go to others facilities the more you see how spectacular um an opportunity our community has but the facilities um so and and um it's a real Community effort um that that it is constantly ongoing um so kudos to everyone involved in that continuing process foreign
069thank you Dustin all right if no one has anything else we'll move to number three our next meeting agenda items did I hear someone did they want to say something okay listen on page 61 of our packet this facilities planning committee the minutes anyways the facility planning committee met on September 7th 2022 Mr Miller Crest Communication Center um the main topic that we discussed was the melakoma construction and the possible interpretive movement of students and uh in that discussion we went over the pros and cons and so please see the list below the area discuss I'll just highlight them if you can give them in your Cloud time but it's prose safety minimize uh disruption and learning cause time the cons also inconveniences the transportation moving costs relocation and uh basically what happened was the
070Administration leadership then it reports of the board came to this meeting gave us an idea of what's going on and what needs to happen and and uh through the superintendent's recommendation gave you the southern kind of committee the the recommendation that the millikoma school should be moved to the blossom cult for the school year 23 24 so that they could get the updates and improvements needed at millikoma which we were talking about with facilities and uh so if you have any questions everyone's here okay I don't answer is this the same action item for um melakoma to Madison or 20 22 century okay yeah I I talked to the secretaries over there and they were wondering why would we want to move nice as well there taking out all your ceilings I mean they're putting
071in HVAC through all that building is it oh yeah I could see why I wouldn't want to be here and then they're building two more classrooms and I I think it's the right decision I think you guys lived at the pros and cons and kind of came up with it I think there is that the moving thing is always hard for people it can also be a positive so to get rid of stuff you didn't need to carry around back and forth there's a whole gentle at Madison it's got that no one's claimed against so we need to get rid of a whole bunch of stuff so um I just think that it can be a really good experience and I do believe that having Done Construction um as part of my college Years whenever
072there's little people around and heavy equipment people working it's not a safe environment for kids so from my perspective I think it's the right decision and I think it will save time and money in time and some of the construction people I talked with they yeah when you have to find around people and Sonic it does cost more money so I think it's the right decision and just to be clear they're going to be doing positive form in section so teachers are moving one way or the other they're gonna have to move out of their classrooms when work overhead is going to be done anyway that's true so um there's there's no way escaping having people move um so that's kind of a one Fell Swoop um approach I guess was that in the form
073of emotion Dustin the facilities committee uh uh moving um to Boston Gulch in the year 2023-22 all right do we have a second I'll second time thank you any discussion it's obviously not easy for everyone getting for myself for my my kids gonna be moving and listening to the community you know it's going to be better for the community so I appreciate the opportunity to be able to please thank you my only other discussion would be if they can figure out a way to put an elevator in that would be really good we heard you Paris all right Arnie how do you vote hi Adrian hi Kevin hi Dustin hi Bo I as well motion carries oops and I wanted to go back one um I apologize it's really difficult to lead a meeting from
074bottom line when everyone else is there when everyone's online it's golden it's easy to do but I can't see what's happening so we we kind of jumped over number three on board items the next meeting agenda items section and we had discussed this last week with board leadership around how we develop our agenda our our agenda for this meeting and um what if we want you know as board members to add items to to this agenda so Karis you had come up with this idea I think this was something that you would utilized in a different district is that correct right so I know we're having um the board work session this weekend to talk about working agreements but um one past practice I've seen in a couple of districts is at the end of
075every board meeting um the board members can suggest items of a future agenda and then the board if they can get two other board members to agree that at least three board members agree that they do want staff to spend time putting together a presentation that we will then go ahead to add it to the next agenda so it's just our future attendant it might be like in six months we want to hear X Y and Z or next meeting um a way to reach agreement but then if someone has a special interest that maybe the rest of the board isn't you know wants to talk about it another time so there has to be you know some kind of a consensus from a group that that it's important enough issue that we want to
076add it so that's just a thought if you all want to do that um I know we'll we are now just to let you know I've asked that we have board leadership meetings agenda setting meetings the week before so that I can sit down David and I can sit down and finalize the agenda and go through um the agenda and that's you know my opportunity as a superintendent to ask permission from board leadership to add agenda items that I'm the superintendent is recommending that we add but this would be a formal way for you all to add items if you have interests that you want updates there any questions and we can always talk about it more on Saturday I was going to say yeah we have our foreign [Music] Gonna Take It historically the
077four chairs met with the superintendent and usually the divorce secretary to develop the agenda um typically one to two weeks before the regular board meeting um and it's been more of an informal process if somebody wanted to get an agenda item place and they would just contact the board chair and say hey do we have room time urgency to discuss whatever happens to be and I know in our policies there's um if x number of board members want an item added they can have it added regardless of what the superintendent the chair have to say fortunately we're not in that contentious type of District so I'm not going with it that's true but yeah it is it is good to have sort of a more uh formalized process for that thank you did rely very
078very very heavily on our board secretary um because there was a lot of items that come up that need to be done on a yearly basis like osba yeah the key dates do this this month do this that month so generally that a lot of that has what's Driven our agenda in the past I realized last week when we were we were meeting and I think it's great that we're doing this um more formalized process like you're talking about Adrian but we had Charis whose new David who's new me that's new to my role as chair and RNA that's new to the vice chair and we're meeting and so we missed a couple of things on the agenda we needed we needed you on speed dial Adrian um who were like man we got this
079good we got this down and then wait where's that where's that but that that was all on us so but I think like you said we're going to get better and better I was fortunate enough I could I could rely on Brian and Peggy and and they were always just right on it so I don't know how much help I would have had you've done it enough I know that you probably got it down so um yeah I think that this is going to be great moving forward and the other thing that I would I just don't see on here is the next meeting dates of our committees I know our policy committee for anybody wanting to join is coming up I believe on the 22nd from 4 to 5 p.m and I'm unsure when
080the other committee meetings are meeting does anyone have any other committee meetings coming up all right that's a no and tonight we will adjourn this meeting thank you everyone for coming up