001their uh meeting tonight uh january 10th uh 2021 and uh let's go ahead and do the pledge of allegiance um maybe somebody in the room can start the pledge of allegiance otherwise it sounds pretty chaotic from this end i pledge to the allegiance for which it stands one nation under god indivisible with the liberty and the justice for all okay uh let's see the first uh order of business tonight is to approve uh tonight's agenda uh hopefully everybody should have a copy uh can i hear a motion regarding the agenda i will make a motion to approve tonight's agenda thank you do i hear a second okay that's me thank you dusty all right any uh discussion all those in favor say aye hi hi all right motion carries uh we'll go ahead now and
002dismiss to executive session to conduct deliberations negotiate uh real property transactions that's ors 192.660. section 2e uh so i guess um for those of us that are um online i guess we're going to have to pause here and sign in to the executive session link if i got that correctly so we'll go ahead and end this one and we'll sign in to the other one our meeting um from the executive session to resume our regular board meeting um i would entertain a motion regarding our our executive session regarding uh deliberations to negotiate real property transactions um all right i would like to make a motion that um we give um candace mcgowan authority to sell the property as described in our executive session real property transaction um yeah second all right thank you arnie thank
003you dustin any discussion uh any further discussion on the motion uh all those in favor say aye aye aye aye any opposed motion carries next item on the agenda is to approve the consent agenda um which i don't think if i have the current agenda i don't think the minutes from the december 13th meeting made it into the packet uh at least i don't see that i received that um zach correct sarah no they're not in the packet this is okay this one so that would include the accepting of a resignation of employee uh melissa jones uh who submitted a resignation from uh marshfield junior high school um and to accept the temporary new hire of employees so i'd entertain a motion on the consent agenda i make a motion to approve uh b and
004c on the consent agenda i will second that thank you dustin and thank you ernie uh any discussion all those in favor say aye aye aye aye aye any opposed all right the consent agenda passes we'll go ahead and move on to the building and staff uh presentations uh first up is the mhs student update uh with carly campbell arlie welcome hi everyone okay so marshfield has had some pretty exciting events going on so first i'll start out with sports this weekend cheer had a competition and they placed second which congratulations to them basketball has home games tomorrow um and away games on wednesday and friday their league um their league games start on friday swimming had a meet last weekend this friday and next friday all home well i guess they had one last
005friday but yeah um dance has been performing at games and we're preparing for competitions wrestling has a duel at or has duels at north bend on wednesday and they have a tournament in redmond this weekend um marshfield will be hosting a sports physical clinic february 9th just to give all students who would like to play spring sports an opportunity to get their physical band in choir con brand and choir have concerts in march which that's a little while away but i just thought i would include it there is now a new there will be a new class at marshfield and it's a law enforcement course that will be starting next semester and it's taught by school resource officer scoville and mr chad briscoe there will be a final schedule the last wednesday and thursday of
006the semester and the last day of the semester is january 28th which is an of school day um the winter formal has been pushed back to february 5th just because of covet cases and for safety we hope to host it at the coos bay's old city hall and along with that there's going to be a pep assembly of friday february 4th we're pushing for all seniors to finish our portfolio scholarships and admission applications to colleges um martial has been finalizing details about their skills about the skills competition which is a cte competition taking place in april and clubs don't really have much going on at the moment but they're definitely planning things and we hope to see those take place so that's all i have so thank you guys thank you carly thank you yes
007any questions for carly i'm i'm excited about the uh law enforcement class yeah i think that'll be really cool yeah that's a that's a new one for us and it'll be interesting to see how many students sign up for that and what they learn i've heard so far it's a big hit yes i could see that it would be a win-win both sides for sure thank you yeah of course okay thank you we'll go ahead and move to the next item which is the highlighted school which is it uh facilities and maintenance well i think i'm not sure if rick's here so i can go ahead and start for it i guess that's good kevin all right so i'm gonna see if i can present my screen [Laughter] all right so we got hopefully we
008got a screen up we do looks all right sweet all right so i'm just gonna go real briefly over um some of the stuff we're working on or work have uh worked on over the past few months christmas break was very good and productive for it we uh got 880 new chromebooks um under the ecf funds which is emergency connectivity funds so we should be able to get hopefully reimbursed up to 80 on that which is a very good deal um so that will as targeted under those special funds for marshfield that gives all ninth through 12th graders a new chromebook and so we're going to begin rolling those out um we're working with catherine hampton anita jackson at the high school they've been wonderful to work with and we're going to have a plan
009to to roll those out to the high school and we will utilize the older ones and shift them around and decommission ones that are known or supported and such um we have a what they call a web security gateway 1010 it's the biggest they make that we plan on getting installed here at the district office that will affect the entire internet district-wide it's uh going from copper to fiber and we're hoping that we'll make a substantial difference in speed for internet and also increase our security for the district part of the same kind of stuff as a core networking switches here at the district that affect the entire uh all the campuses network wide we're working on having e-rate uh help replace a bunch of those uh mission critical switches here we got gigabit fiber
010internet installed at the high school campus it's primarily going to be used for the radio and cte programs which will relieve internet strain and pressure off of our main internet connections and i think we've already started seeing some benefits from that um the guest wi-fi which has been uh open in public and every campus in the district has been turned off at the marshfield campus with a lot of communication and requests by marshall's administration working with them we've reconfigured it and so far has been very beneficial and i think we're noticing a big change in um the rest of the internet for student and teacher access and then another big thing that happened over break was sunset schools intercom bells paging lockdown emergency that whole system got replaced and installed with the same system all
011of our new schools have and when madison is remodeled they will have the same system bringing that all of our campuses in line with a district-wide uh unified communication system so that was a really big deal to get done and we're excited that's uh over just a little fine-tuning to be done on that it got three tech assistants starting in i think a little around october in november we have riley davis jeremy beasley and ryan munsey they are former marshfield graduates and it's awesome to have marshfield students come back and work in the district and so far they've been an absolute bright point in our department and much needed relief in the department and uh we look forward to work with them and getting them you know out and working on more projects for us
012and then also uh mr hunt fred hunt uh is retiring at the end of the month he has been here for 23 years and nine months and he's counting hours down to retirement he has been a absolute uh amazing person to work with as a tech and a person and it's going to be weird seeing him go uh but uh that's awesome for him and uh definitely uh speaks well to the district and long-term employees here it's uh had a good long run so anywho i said i'd keep it brief i kept it brief anyone have any questions i have a question um so how many so we have 880 new chromebooks and how many do we have currently and how many of those are all the students getting the new ones replaced or how's
013that working out yeah so all the high school students 9 through 12 will be getting a new chromebook they are 14-inch chromebooks instead of the standard 11.6 inch chromebook they are touch screens they're more of a what you would consider a premium chromebook and so uh with the special funding that we were able to obtain for that it would seem fitting to get the larger ones in the high school the higher grade levels our plan moving forward is incoming freshmen would be issued a similar model and they would have it for the four years and so instead of checking them in checking them out checking them in you would you'd be issued one you know your freshman year and you keep it for the four years so moving forward we're not having to buy so
014many we would just be buying for a class level and so yeah we have enough for sure one to one for every student in our district with a handful of extras you know for each site and this is going to be good because it will be able to shift some of the ones that google has deemed known or supported they they end of life devices even though they continue to work they have an end of life and so they no longer will send updates to it and we do have a handful that are falling into that and so we're going to keep using them until google will no longer support them but yeah i think overall we have 400 plus chromebooks we have enough for the entire district great kevin how has it been ordering
015supplies in this day and age has that been a problem it's been an awful problem because these were ordered july i think um they were they were ordered quite some time ago and it's only getting worse i mean even down to the security badges you know the our id badges those are now four to six months out it's it's really bad um our switchgear that we were hoping to put in over christmas break that's uh not estimated to be here until this june and that was ordered in august so yeah it's it's uh it's not getting any better and all of our vendors are telling us to order now and so yep any other questions from the board for kevin thank you kevin hold on david i just wanted to say thank you to it
016i always have to do a shout out to you guys because you know me and i lost my password again passwords are a nightmare it's a pain i know i told you guys just keep mine file so thank you yeah keeping me hooked up i really appreciate you yeah thank you thanks kim uh do we have somebody uh from the facility side i can't tell if rick is there or not no facilities won't be presenting at this one thanks sarah okay i guess we'll move on to uh osba business i don't know if valerie's there or not he is not there he is here just me david um happy new year to everybody um i was really hoping we'd start the new year with great numbers um copic wise but i mean like great numbers
017being low but oh well i'm happy new year um i do have a few staffing we have for we have a new vice president chapter 33 replacing jenny nelson that is now confidential this is crystal davis she is our vice president and at the state level we have a new executive directive after a search as his base school district is also going through we have hired our director of field operations susan miller will be our new executive director she actually started january 1st but she's currently doing two jobs because now we have to get someone for the director of field operations so those are two uh new positions for us um also a shout out to mr roblin who um came to safety committee um safety committee is something that i personally um involved with
018even though right now it's just you know the custodians and i so um i want to thank him for coming to me safety committee is one of our most important committees it's certainly something that osca really um has lobbied for for um better safety in schools and so forth so i do challenge the um oba cdea to get a a teacher on there as well um safety committee not only looks at building safety but also our employees safety not just lifts and falls but any type of student-to-staff altercations and so forth and making sure that those numbers are getting reported to safety can be so that we have correct data and we can take care of issues that are in our schools rather than having to you know get reported to ocean we can take
019take care of things um in person and keep our school safe so um thank you for coming i appreciate that um that's you know it's not that room removal isn't important that safety committee is more than that so happy new year to everybody um we do have negotiations coming up we have our first pre-meeting um team gathering meeting on thursday and we'll be in touch thank you does anybody have any questions you congratulations thank you terry right uh move on to cbea business and i assume becky crane is with us for that welcome back i am here can you hear me i think we can yay um last time i tried this i don't think um i got a yes so i'm thankful um happy new year to you all um all i have to
020report tonight is um we um it no no surprise to anyone that we're dealing with a lot of illnesses um amongst you know not only our students but our staff as well um i think last week you know we were at risk every day probably of of not being able to have enough people to to run our schools because we had a lot of staff out on illnesses um so that's that's always a concern of ours um with the increased illnesses which um by the way i could say that um you know some are coveted and and being quarantined and some like myself i've been sick for two weeks but i haven't tested positive um i've tested negatives so um i think there's a little of everything going around um and uh we i also
021had uh 50 of my class was out on quarantine today so um just a just a glimpse of what it's looking like um we're really hoping to keep schools open with all of that um i think with the increase of threat of illness i'm hearing a lot more member concerns um being reported about um you know mask wearing and and the district's responsibility to help us because our safety and health are dependent on it and and staying open is dependent on us being able to follow the protocols that we've learned work for us like like wearing masks and um distancing and quarantining and so on so um we've been in talks with the district and um and i know that um district leaders are also concerned about the increased threat and hoping to work together
022to keep us all safe and healthy and move through the year without any closures so happy new year to you all and any questions would be welcome so becky arne roblin here um you might put your vice president on the safety committee and then they can help make an understanding of how important the maths and other things are make it a duty of the vice president there you go good suggestion is there a question there ernie i'm sorry i was having a hard time hearing you [Laughter] no question other than i was just saying you might want to make your vice president a member of the safety committee as part of their duties and that way they could bring this some of the suggestions about maps and other kinds of things to the safety committee
023it wasn't important and it's always early in the morning so and i know that teachers like to get up early yes yes sir thank you arnie any other questions for uh becky all right well thank you becky great to have you here tonight uh so we'll move on to the uh uh 2020 2021 koos bay school district uh audit review for the district and for resource link i believe we have laura fisher here with us to go over the audit thanks laura okay you should be able to see my screen here in a second is that working uh yes you can see the financial statements great excellent let me minimize this okay well i'm i'm laura fisher i'm the audit partner here at um hmw cpas and associates here in coos bay and i wanted
024to thank you for making time for me on your um on your agenda tonight it looks like you've got a fair number of things you need to get through i'm going to keep this uh fairly short i'm just going to go through maybe a half a dozen sections in the financial statements rather than walking you through page by page i'm assuming that you all have the digital copy that candice emailed those out to you is that correct yes we do you've seen some okay great um so when we do the audit for the district we we do more than an audit that you would have like say if you were a commercial entity so we we audit the numbers the financial numbers we're also required by the state of oregon to audit the district's compliance
025with things such as a public contracting law oregon budget law we need to we test to make sure that you've invested your funds in vehicles that are allowed under the oregon statutes and administrative rules we test the factors that go into the state school fund such as attendance the years of experience that your teachers have in teaching the transportation costs just a lot of of those types of things that the state requires then because you have a certain number of federal grants we also are required to pick some of those and there's a formula that we use and so this year we tested the child nutrition cluster and the education stabilization fund and then we also have to test or do an audit under government auditing standards so we test compliance with things such as
026payroll law contracts the grants laws regulations again standards and statutes so there's there's basically four audits going on all at once when we come and do the audit so the package that you received has four audit reports in it the the first one is on page two and it's it's this independent auditor's report and this one um that has the opinion of the audit in it down here at the very bottom of page two so the objective of a financial statement audit is not to find fraud but it's really to determine if the numbers are supported by underlying transactions so you know we're going to be going in and testing payroll checks and making sure that there's time sheets or that there are contracts and that they're signed we're tested the rates of pay that
027your teachers got that your custodians got that everyone received were the authorized rates of pay we'll test occasionally to make sure that the taxes that were withheld were submitted timely we'll review the 941 quarterly reports we'll take a sample of regular checks that are not payroll related and we'll make sure that they've got authorization or purchase orders or something attached to them that there's documentation to support that check so we're checking all those numbers and if we find any problems any minor infractions or errors we'll take those to management see candice and sometimes possibly if it's something candace did it's not huge but we might take it to the superintendent um anything really large that's reportable we bring that to the board so this year we know we had a few small things that we
028took to um candace then there's nothing that we found that was reportable uh the board so it's a clean opinion there were no significant misstatements and so that's that's the best you can hope for um so we've got our report here on page two and three and that's followed by something called a management's discussion and analysis which is about five or six pages that is management's representation in a narrative form of what took place during the year under audit so that's something that if you don't really love numbers you could just kind of skim through this maybe and pick up on some of the highlights some of the reasons behind what's been going on that's followed by two different sets of financial statements there's a full accrual statement which is this example here the statement
029of net position and it includes things such as your capital assets pension obligations accrued interest and your bonds there's another set of financial statements behind this that doesn't include those things it just has the things you would typically see when you're you know maybe talking about your budget cash bills that you owe money that people are going to send you and your fund balance and that's pretty much what's going to be in that second set of financials both of those are followed by the footnotes and this is on page 11. there's probably 30 to 35 pages of footnotes and these get into more detail they talk about your accounting policies they get into more detail behind the numbers in the financials for example your ending fund balance on the balance sheet might say special revenue
030funds x amount of money is restricted but when you get into the footnote if i can make it come up this is the footnote detail that expands and tells you not just is it restricted but it's got breakdown of five different categories of types of expenditures that this money is restricted for so that's just an example of the kind of detail that you'll find in the footnotes after the footnotes are the budgetary statements and those start on page 50 and this is the general fund and you'll see it's four columns you've got your original budget and then your final budget which would show any changes if there had been any uh approved by the board during the year the third column over is your actuals of what you did and then there's the variance so
031you can see here that of the 35 million that the budget committee thought that they were going to be bringing in in revenue during the year they brought in 36 so they were actually brought in about 764 000 more than was budgeted so that's a pretty good thing and under the expenses the budget committee anticipated that the district would be spending 39 million and they only spent 35 million so that's a good thing that's about a four million dollars less than expenses than anticipated so instead of ending up with a fund balance of zero at the end of the year you at 5.1 million so that's a nice cushion to carry you over into the next year um i think the only other thing i wanted to talk about here is the what we call
032the sifa it's the schedule of your federal awards and that's on page it's way down there page 54. this lists all of the federal grants that the district spent during the year it's not based on what was received because you might get a two million dollar grant but you only spend 750 000 of it so this is just the expenditures and you can see here you've got all your special education grants the title one grants and then down here towards the bottom this is the uh education stabilization fund cluster which we audited it's got these two little stars by it and then down here also the child nutrition grant we audited to this one actually those two that were part of that and then this is followed by there's three reports that follow this as
033i mentioned we had four audits the first reports in the front um the next three pages talk about the uh auditing that we did for this state minimum standards government auditing standards and the federal government the office of management and budget all of those are clean they're very um border plate language no uh findings in any of those so we also audited uh as a component of this i i think there might be two funds i can't remember right off top my head that makeup resource link charter school so they're included in the audit of the coup space school district but we also because it's a charter school it's an independent separate entity we have its own we pull out those funds and we put those into its own set of audited financial statements and
034we didn't have any findings on this one either it's very similar i'm going to i don't want to make you dizzy but i'm going to page forward here just a little bit here's a report on this one and again in all material respects uh there were no changes to this and the financial statements are fairly presenting the activities of the district i think that's all i have you might have um francis or candace should have sent you a two page maybe three i think it's three pages now letter of the communications that we're required to make to the district and that's just a standard boilerplate one it talks about qualitative aspects of our um audit it talks about whether or not we had uh given a preliminary opinion and whether management decided they wanted to
035go uh shopping for a better opinion and you know or if we had any disagreements with management or if there are any significant delays or problems in the audit and we didn't have any of those it was a very good audit um actually all of our audits we've had this year except for one i think have been pushed back due to various reasons but the district was able to get their information to us and plenty of time and we got it done and delivered by the end of the year and that's that was the goal so does anybody have any questions you're always free to call or email me at any time if you have any questions once you get in you know a chance to sit down and read the uh audit this is
036ireland do we do an audit of our assets and the depreciation yes the capital assets are are audited we again most of those what we're doing now because it's very efficient is when i remember walking through this the auditorium with you arnie looking for nano years ago [Laughter] but we we will uh pull a sample of the additions and we actually go in and look at the invoices for about 80 to 90 percent of the dollar value of capital items that are added to the the fixed asset list every year and we actually we ourselves are now we host the software that performs the calculations for depreciation so the district had been doing that up until about probably three years ago and it was a very very time consuming the software that you guys were
037using was a little outdated and we have software that's just designed for it so it does a much much nicer job and it saves a lot of hours of the district staff thank you questions uh yeah i just wanted to thank candice and her team for you know just a good job up front and uh it's been uh you know always a nice process to have the audits and and find everything is sort of being done uh the way that it's supposed to so just a shout out to her and her team as well yeah they did a great job they're always a pleasure to work with so okay i'll give you back your presentation and you guys have a good evening bye okay um uh we'll move on to public uh comment uh sarah
038do we have anybody signed up for public comment tonight no we don't okay uh just for general public if you are interested in giving public comment please email or call the board secretary uh you can certainly give comments um in person or online whatever your preference is so feel free to let her know if you are interested in doing that in the future we'll go ahead and move on to the district staff presentation starting with the superintendent brian trundle well good evening uh interesting holiday break in the district as you saw some of the communications i just want to circle back on the uh the electrical fire at blossom that was a quite a phone call i got i ran down there it was impressive the amount of heat that was generated in that electrical
039box uh the initial the initial take when i first got down there when i was debriefed by the electricians and and rick roberts was you know we might be eight to 12 weeks away from having power in this building at that time we kind of shifted gears to okay now what uh and we started to started to plan uh alternative sites for uh madison elementary students uh even interrupted candace's vacation uh in hawaii she was chiming in from hawaii and trying to brainstorm possible you know warehouses uh places where there might be classrooms things that we could do to to basically house our our madison elementary students it it's not an easy task when your surplus building is the one that goes down and so it was interesting for a while and then the heroes
040of the day came in and uh you know as i said in my email jason malt from uh kyle electric and his team were instrumental in helping us find a power box that was compatible somewhat compatible i'm not going to say identical because the original was 1950s and that was the problem with getting the new one if we were to get a new one it had to be built at the factory uh but they found one that we can use his team along with rick roberts and his team worked together uh and and actually got the power up and running that week and so just really appreciative of that i think we dodged a major catastrophe there with the fire being contained to the power box that building could have gone up in flames in
041a hurry and with nobody in it during the break we wouldn't have had anybody notice it probably it would have been not a good thing terry's over here is thinking my god my library but hey it worked out well just a testament to our community and the folks in our community we had a lot of people stepping up and saying hey i got this space i got that space you're welcome to use it whatever you need uh and then the electricians and the folks that were working on it they were just you know they were awesome working hard uh you know they came in on on on a time where most of them probably were going to be on vacation and did a great job getting us up and running and and you wouldn't even
042know going into to blossom that we even have a problem so that was awesome uh shifting gears to uh sunday night before we came back uh and the weather i knew it was going to be a windy night but we have a lot of windy nights here in coos bay uh what i didn't know was the amount of damage that was going to be caused by the wind uh my my little self-disclosure here probably don't need to share but my my bedroom is on the south side of our house and uh i hear the wind when it blows uh and this is probably the worst i've heard since we've lived there in 25 years uh with the wind blowing happened to be garbage day our garbage can was all over the street that kept me
043up and then just waiting to hear from rick roberts at four in the morning that trees down all over the city uh gooseberry pd coos county sheriff department recommended that we not add buses and kids to the mix monday morning because it was a bit of chaos out there so we quickly shifted gears and communication went out i'm just appreciative of all of our district staff who had to dust off their emergency binders and figure out how to get a certain technology up and running that we haven't used for a while and it worked we communicated over multiple platforms including a good old-fashioned phone call so uh it was a success and not the kind of success you really want to have to go into but it worked out well uh we were going to
044maybe have another one at the end of last week but uh we uh we you know rick is rick is amazing he's out he's out driving the streets at like 3 30 in the morning on days like that communicating with law enforcement and by 4 4 4 15 i got the all clear that friday was going to be fine we're going to be able to to run the buses so interesting way to come back from the break uh but thanks to good people uh and a great community we were able to get back get back in school and be functioning uh becky touched a little bit on proven protocols uh and staffing there are some changes that have come down the line from cdc and from the cdc to oregon health authority from oregon health
045authority to accuse health of wellness and then to our own district some of those changes are the definition of fully vaccinated this doesn't have anything to do with the vaccine mandate and exceptions to the mandate all that this is simply around quarantines to be considered fully vaccinated and not have to quarantine if exposed you have to have your booster or be within the five month window of your second shot and so that's been defined as fully vaccinated right now with the pfizer and the moderna the johnson and johnson you got to be within two months of that vaccine for you to be considered fully vaccinated they've shifted from a 10-day quarantine to a five-day quarantine so any exposure now uh results in a five-day quarantine instead of a full 10 days uh the explanation for
046that was that as they have studied and had almost two years of of data to go off of with this virus that you are most contagious two days before you show symptoms and up to three days after you show symptoms that's when you are truly contagious and so the five-day quarantine is going to help us it's going to help keep kids and staff at least short-term quarantined if we do have to quarantine them and then lastly the test to stay program which i talked about last month we are in position we got a nice order of of uh rapid tests in over the break and we'll be able to uh begin that program here uh in the next week or so we're kind of slowly rolling it out here and there uh it's really uh
047with the five day quarantine test to stay really is for when we catch it right away and we catch a we catch a person who is is uh been exposed they are by definition not fully vaccinated therefore would normally have to quarantine but if they are symptom-free we can test them right away if they test negative they can stay uh so it eliminates that five-day quarantine uh to some extent so we're looking forward to that and being able to roll that out uh becky mentioned that you know even to start this uh last week we had a couple of days where we were pretty thin you know terry has testified and spoken up up front about some of the things that staff are doing outside of their normal job and a lot of that is
048you know we have classified people substituting in classrooms uh you know as far as just sheer manpower and people we we we're in pretty good shape to be able to at least supervise a classroom uh you know but but it does you know these these absences and and staff being out ill whether it's the flu or whether it's co it uh has a major impact on our program i i'm fairly confident we're not going to get to a point where we have to shut things down but as soon as i say that we'll end up trying to knock on something under here but uh i'm pretty confident that that we're going to be able to manage it it's not going to be easy we're going to have to probably sacrifice some of our intervention programs
049and things for the next next time period while cases are so high but the big thing is keeping our kids in the building and at school and you know i think we're going to be able to accomplish that we're just going to have to get really really creative as we go forward [Music] and it's going to be a challenge but uh covet protocols i've asked all the building principles to review those with staff and students uh either last week or this week whichever whichever they're able to get to uh so that we kind of kind of beef up what we've you know we got a little bit of relaxation there for a little while and and case numbers were way down and folks were kind of getting weary of all the all the protocols and
050things and it's time to remind folks it's of what we need to do particularly over the next two months with with the uh with the new variant coming through and and really being highly contagious i think i don't know i i used to be able to say i don't really know anybody who has covet but now i know a lot of people that have had coveted and including in my own family so uh it is out there and it is spreading uh fortunately it's not presenting as severe as as some of the other variants but you know it's still scary it's still uh something we need to be prepared to do our best to mitigate in our buildings so we're doing some things there there's a little bit of question around i think if you've
051been reading the news some districts are are doing some modified things with their uh extracurricular activities as far as limiting fans those types of things um we are going to start out with uh beefing up our our masking indoor masking you know we were kind of operating under the osa guidelines of post the information give a mask at the door remind them over and over again with the pa system but don't confront people with our staff confronting public we didn't you know a lot of our staff are classified and certified folks doing extra duties and we don't want them confronting the public and getting into those kind of battles so we kind of been playing it that way but we're going to beef that up we're going to really focus on our student body first
052and foremost and get them to make sure they're wearing their masks while they're standing shoulder to shoulder uh and coming up a more aggressive uh presence at games from our athletic director tomorrow night at the home games he's going to speak to the public talk about the importance of wearing a mask indoors number one so we can keep our kids active active in their activities those are really important for those kids really important for our community we'll see how that goes we'll monitor that for a week or so if it doesn't seem like people are taking it seriously we likely will do what eugene 4j and some other districts have done and limit the number of people that can come to games we don't want to do that we want people to come to games
053but we also want our kids to be able to participate and stay in school so so that's where we're at with uh district update questions about that i have a nice photo i can show you later of the power box and it generated a lot of heat i think rick said it was over a thousand degrees uh in that power box it melted steel so going to uh giving tours when we were trying to pass the bond measure and that room has every look of frankenstein's lair with the huge like shaped uh uh circuit breakers i i didn't think that stuff was uh still around but it turns out uh blossom bolt still has those classic uh huge breakers oh it's amazing i can't imagine how they survive the fuses are like that long and
054and that big around it's like it's oh my gosh the concerning thing is that marshfield high school has the exact same electrical system so we're going to keep our eye on that spare parts and the system at marshfield gets bathed in steam from the sanitizers frequently you know one thing we did we replaced the lacomas last year and and unfortunately we we got rid of the old parts and probably should have kept them because uh jason was kind of kicking himself from kyle electric saying you know we probably should have kept those just in case so other questions david so was there any indication of of why that panel burned out not really uh there may be we think maybe a little bit of water got in there uh from the roof area during the
055uh during the storms we had during the break uh some of those uh some of those uh snowfalls that we actually had in coos bay that we did typically don't get might have built up up there trickled down a little bit into the box and maybe shorted it out not sure uh we i don't think we'll ever really know exactly what what caused it another question i i just want i just want to thank kyle electric i drove by every day and i saw i saw the uh the people that are working and i was like so appreciative that and i i was really glad that we were able to get the school reopened um i i was afraid that uh um some people i know that have students there were going to string me
056up uh trying to figure out what now for their kids uh so i was i was glad that i could uh not um have to be pitchforked or anything but i i guess i was just uh concerned a little bit ryan i mean i i heard you saying you were hopeful that the district would not be a and do not have to close and would be able to continue operations but i also hope that we're also preparing uh for the eventuality if that if we have too many teachers that are out sick that we have a sort of continuity of operations without having to resort to that i i mean from what i understand of of the covid you know uh more often than that we're all likely to get it to some degree because
057of the transmission rate so i mean i know at my work we're more like planning for how to manage just having a lot of folks out at a given time knowing that that's likely to be the case and trying to prepare accordingly and i guess i just wonder you know how are we doing that with our classrooms you know trying to be mindful that it's going to be very disruptive to families and to canadian youth to have to move to remote and what what can we do instead if we have options yeah absolutely and you know our first our first line of attack is is staffing those classrooms with all hands on deck and making sure that we have you know at the very at the very minimum an adult in every classroom uh and
058we've been able to do that we've been able to continue functioning with with lessons and and and our educational system has has moved forward we've had some pretty significant staffing shortages uh already um so you know we've we've we've been creative all year long at times and uh this is no different and and we talked about it at our administrative meeting uh last wednesday you know first and foremost our our emphasis on the is on the classroom and protecting the classroom and making sure that our kids are in the classroom and if that means we have to maybe not have pe or or not have something else or not have intervention uh that day then so be it that's that's what we have to do to protect keeping our kids in the building and in
059school so that's our it's our first line of defense ultimately you know we we could go to a uh to a hybrid schedule like we did last year that would be probably better than going to complete distance learning that would be step two which i hope we never get to and then obviously step three is is that distance learning which that that's number one time consuming to get ready for and and plan for uh no matter how much time you have it's just it's a difficult task and not good for kids not good for families uh we hope we don't get there but we'll be prepared we're prepared to go that direction if we need to other questions okay next thing on my list is the local service plan for the asd just uh our
060annual presentation to the district uh the plan itself has not changed from last year uh really hasn't changed for the six years i've been superintendent uh the local service plan has kind of remained the same for for our esd we we primarily purchase a life skills program from the esd that's the bulk of of what we purchase we do purchase some some occupational therapy physical therapy that's generally with uh life skills um so you know that the plan itself hasn't changed exactly the same as as last year we are ordering the exact same things as as last year with the exception uh you know we we ordered some special ed services for lighthouse school from the usd and we'll continue to do that as well questions about the local service plan for asd and policy
061updates i've got a few of them in here um the uh the first few uh the first three on the list the first three ars really are are around the revision of the ors 339 the definition of sexual conduct and and the definition of licensed administrator that was changed in the ors basically to allow for us to pinpoint where and who would respond to reports of sexual misconduct uh really all three of these all all of these are a result of ors 339 being revised we went in and revised the language the definitions uh and are presenting those ars to the board tonight questions about those okay finally mr fred hunt uh freddie has been a longtime employee in this district you know he started out i believe as a classified employee then he became
062a licensed teacher in our cte program and then he's finished up here back in the classified ranks in our in our it program probably the biggest testament to fred hunt is that the three new hires in our i.t department are all those are all freddie's boys they were all in his classes at marshfield high school fred's fred's been an outstanding employee and not afraid to speak his mind uh and i appreciate that about fred uh fred fred will give you his fred's version of what what uh what he just heard or what you decision you just made or something like that and often times he's he's spot on uh but i appreciate that about fred uh just appreciate the time i've had to work with him uh my years in the district he is counting
063hours he formed me this afternoon and he was down to 119 and tried to encourage me to start counting hours i said no not there yet not quite there yet i might count months but i'm not counting hours at this point but uh fred hunt's outstanding employee going to be missed but i have no doubt that one of those three or all three of those young employees in that department are going to step up and be the next uh the next fred hunt in the group outstanding group uh that that they hired and that's a testament to fred and his his programs at the high school that's it i wanted to say something about fred as well um he was my son's teacher and back at marshfield and um he he fell in love with
064technology and computers and then he went on to get his degree and became a software engineer and um fred hunt's class was one that my husband sat in just to he would go to random marshmallow classes to sit through them to see you know how they went and he he said it was just a delight to sit through and he's interesting and a great guy so yeah good man i would say i i really enjoyed working with fred when i was high school principal he came and then he got a certificate became a teacher had those classes and had great kids his own kids and um some of his daughter went with me to youth in government so i've had this long-term relationship and i really appreciate what grant said about fred will tell you
065what he thinks regardless of whether you want to hear it or not i appreciate that he will be missed and i hope he stays around in the area if somebody will i think so and so he's he's a really great person and i appreciate having the opportunity to work with him before i retired thank you brian you guys have to prompt me i don't know if i have the most current agenda so if i'm missing something just somebody point it out to me because i can't access my uh my google drive to find the latest agenda but i have that the next item is uh the business services finance director update with candice the first thing that i want to point out because i know that you have or that you will read this audit
066from the front to back and there there is a section that references the fact that we were out of compliance with um some budget law language it did not rise to the threshold of material but i know when i read something like that i have questions so i i wanted to point out what that what that means in here um in our debt service fund the appropriation amount which is the amount that you authorized us to spend in in a line item did not get changed from the previous year in the budget i levied the appropriate taxes to pay the debt but i didn't update that number before i had you guys approve the budget so we received the right cash and we paid the right amount but that number in the budget document did
067not get updated so what it looks like is i spent too much money more money than you authorized me to do so that's only i'm gonna say only this is a large number but it was 158 000 which again is not material but it shows up in this document so i just wanted to point out what what that is so that when you read that you you know what it is um let's see so i think we have financial reports first and the last couple of months i had been telling you that not all um beginning fund balances were in yet um we do have those in so now our special revenue fund is uh in the positive which it always was it just did not show up on this document yet because i didn't
068have those numbers rolled over um all right do we put it on the screen i'm not sure it's been a long time since i've i've been here do you all need to see it or do you want me to just go through some of the numbers would that work i think we all have copies yes you do it's in your packet um as of december 31st our general fund uh ending fund balance was 11.4 million um which is is consistently about 500 000 less than um where it was last year almost every month has has held steady there so um what that's telling me is that uh once we get closer to the end of the school year it's likely that our ending fund balance may not be as great as it has been and
069i say great meaning as large as it has been um so it's it's nothing to worry about we have a healthy carryover and that's a large reason why we like to have that it's so that we can weather some of these expenditures um special revenue fund ending unbalance is 4.8 uh debt service is 2.4 and that is because we have not um made our final uh we we make our debt service payments twice a year we do one in december and we do the other in june and we just haven't made that june payment yet capital projects fund has an indian fund balance of 20.3 million um that is going down rapidly as uh we have wrapped up our expenses for the junior high and we're starting to incur our expenses for madison [Music] we
070do have the the report that is by uh object general fund by object and this is holding pretty steady with um an unencumbered balance in our uh wages objects of around 500 000. my prediction is that we're going to start eating through that pretty quickly with our substitute costs everything else is is pretty in line with where it should be any questions on the financials okay we have our student enrollment numbers um and we are down i believe 12 students from last month um december january is is where we typically start to see some of our numbers decline a little bit uh we're also seeing um some of our high school students maybe transition into maybe some of our alternative programs so that is a normal shift that we see this time of the year
071any any questions on our enrollment no well you're always free to ask me if you have questions though okay thank you candace i wanted to ask one question what did you think what was going through your head when you saw the phone call from brian when you were in hawaii did you already know ahead of time or were you like oh my goodness [Applause] i i knew before i talked to brian i'm i'm actually more concerned when i see something about maintenance so when rick calls me well that's going above and beyond so i'm sure brian's thankful for you for absolutely brainstorming with him what what we were going to do if if we did have to go that route well it was it was actually a pretty remarkable thing for the for the admin
072team as a whole because everybody i believe stepped up to try to find places where we we there were some creative suggestions um which which was really nice to see that should should something happen um we're ready to do what we need to do in order to keep kids in school that's great yeah i just want to comment on that because i think crew space schools in general has stepped up and all those different times and weird things happened when sunset burned you know over a weekend we moved out of harding building and moved the whole middle school into a new building and that was all the staff and our custodians in particular cleaning it all up but it everybody came to work and i i think we would have had a solution um even
073if we haven't gotten that done because the team is always going to do that and i just want to say that as a coordinator now i really appreciate the effort and the time that people are willing to commit to that it has to happen but not everybody steps up usually and it has been here so yeah that's great okay let's move on to the next part of our meeting uh it starts with the board uh member highlights uh it allows the board members to give any updates they'd like to things that they've been involved with or just other general comments uh so i guess why don't we just start with the folks in the room there uh dustin if we want to start on your end and we can just move move across if that's
074okay oh i've got nothing so that's easy all right sounds good yep i'm pretty quiet over here i was out of town for a while so i didn't get much action in so i don't know comment thank you though all right i'm pretty much the same except for i've been witnessing every night including on the weekends my daughter who does zumba there at mhs all of her dances every every night and so one of the things i did promise her is that i will go to a zumba class to try it out so that's on my agenda for either this month or next month or maybe the next month i keep telling her okay maybe next month but i'm gonna be doing that soon so i'll get to get a little physical activity in and
075uh the yay go pirates and learn some dancing too and hopefully have some fun that one's public record yes i know i know and she'll love that she's been asking me she'll love it so will we see a tick tock video or something and honestly over the whole break actually more than a little break i was in bethesda maryland and other places watching and i really appreciated the communication that came from your office brian it really did keep me i was kind of like when i first heard and i thought eight weeks that doesn't make any sense but uh watching it and keeping up on it kept me really well informed and i appreciated that and i think i community appreciated it as well so i just want to say thank you from that perspective
076the other one it was really exciting to watch the end of the football season and all the awards and follow that from our students and our coach and all of that was pretty impressive this last year and that starting out of basketball also been pretty impressive to watch went to site council meeting today at boston college and now it's my second one and i appreciate the fact that our teachers and we had a parent there tonight and all of those things are happening and i appreciate the opportunity to be there so again um there's a lot of things going on in our district we have a lot of really great employees classified certified administrative that are doing all the things they need to do and as i look around the country and watch close schools
077closing but going back to what i think is the worst possible situation where they stay at home and try to do something over the internet seeing that we are making it work and knock on wood people get to continue to do that i really appreciate the district and the efforts that are going on so thanks okay well i unfortunately have not been back to milacoma but we do have a uh building site meeting i believe on wednesday so i look forward to i'm attending that and i am hoping to connect with um and get in some of the life skills classrooms i'd really like to see some of the life skills classrooms and the resource room and i just want to say thank you to brian i love the balanced approach um with the athletics
078i know uh sometimes there's not a lot of place for the junior high kiddos and the middle school kiddos to go and they they like attending those events and so um it's a nice safe place for the kids to be and and to be able to attend something during covet so i definitely uh appreciate that approach you're taking there okay uh well we're kind of in the the busy season for the robotics groups um the high school teams have a league meet coming up this saturday and their tournament three weeks after that one of this actually the sunset team um made it through their regional tournament and they advanced to the state tournament which we were informed late last week is going to be held in a virtual format so that's a bit disappointing they
079don't get the opportunity to to travel up to the portland area and visit and see all the other all the other teams and the great work that they've done and share the work that has been going on over at sunset um unfortunately both schools have been uh had their staff hit with covet or quarantine so we're going to be doing a little scrambling to make sure that there's enough supervision and everybody's gonna get their their practice time and and have adults who are able and willing to travel with them um so fingers crossed those get worked out um it's gonna be a busy week for everybody who's who's remaining in those programs thanks i don't know if i have a lot of updates i mean i have been driving by the matter uh madison school
080see the progress and that looks like it's plugging along which is which is great uh i've just been really busy at my work that's uh you know it's coveted all the time uh and uh it does make me worried just uh how we're gonna operate here with uh a lot of people getting sick so i certainly appreciate your comments uh brian about that and uh i too um i'm i'm glad to see that we're still operating and having in-person instruction uh when i see some of the other district uh having to close uh and move back to virtual i just want to do remind everybody um we have some extra board meetings this uh this month so next tuesday we'll have our our training with the selection committee so we all should be getting a
081link to connect to that training and then on the 31st we have another meeting scheduled where we actually look over the candidates uh and begin to make the selection process of who we're going to take next steps with we identify some interview questions and other things so those are the two board meetings that that are that are on our plates uh we're hopefully not going to have our normal special board meeting which would normally be i guess on the 24th and if we have if we have business we'll try to push it to the agenda on the 31st so that's kind of the plan for this next few weeks um so just so we're all on the on the same page obviously with our superintendent search it's going to be it's going to be a
082busy uh next couple of months as as as these things really get going and again i think steve kelly gave us all the contact information if you have questions too you could certainly reach out to him but the next step will he'll be doing the uh the training for all of us uh and the select committee uh next uh tuesday i can't remember sarah probably knows if it's i would assume it's probably at 5 30 or 6 but i i don't well yes it's at 5 30 and it's all virtual right okay uh do you want to announce that we do have a openings on our budget committee position number six and seven are available if we have individuals that are interested uh we'd ask you to go ahead and submit a letter of interest
083uh to the district uh you do have to be a a registered voter in uh in coos bay but we'd love to have you uh interested parties on the on that select on that uh budget committee so um let's see it looks like the next item is uh policy committee uh kim are you doing that yes so brian already went over a few of these policies that are just in the first reading the g b n a b j h f e um i b i b i g b h a a lot of this was just some revision required revisions and then updated language and better aligning to um ode's rules as well as let's see and then there was g j h f e g b n a b and that goes along
084with their recent revisions osba's revisions and ors 339 of the definition of sexual conduct the ones that tonight we're moving forward for second reading and adoption are ac non-discrimination and that one um the was added an aspect to definition of discrimination in ors 659.850 for race that includes physical characteristics historically associated with race such as natural hair and hair texture ac ar and that one was added were characteristics around definitions and then gba equal opportunity it was a revised statute definition of some more definitions workplace harassment gbea um again that's better alignment with new definitions gb naa suspected sexual conduct with students reporting requirements those were two same thing definition um being revised and um better aligning with ors339 and then the last one for second reading and adoption is g c b d d
085and that's sick time and um bring up to date with our osba recommendations abcdefg [Laughter] thank you for the tongue twister there kim um so do we need a motion on those tonight kim yes does somebody want to entertain a motion on the on the i'll entertain emotion and uh on what kim said two seconds ago [Laughter] i think that's a fairer way to do it uh kevin as referred to in the agenda right i don't know if adrian's going to go for that though here a second i seconded it uh any discussion all in favor about i hi any opposed all right motion carries thank you guys uh and then it looks like the last item is a consideration i assume this is to uh formally charter a diversity equity and inclusion committee uh
086is somebody gonna speak with uh on that tonight i believe they presented at the last board meeting and presented you with the document that's in your in your packet uh and so they're really just looking for board approval for the committee thank you brian uh do i hear a motion on that item on your computer um i just noticed that it's uh it's for 2020 and 2021 we probably want to roll that uh date forward right just for a point of reference i like that it says it's a living breathing document i'll make a motion to approve the committee warning on the cb sd 20 20 21 diversity equity inclusion that's what we're voting on right just the wording or to that we're having a committee the formation of the committee okay then the formation
087of the committee uh thank you kim awesome thanks diane any discussion on it on the uh item the only thing that i i'm concerned about is the same thing that dusty talked about should we call it the 2122 or do we roll forward as opposed to the 2021. i don't well we're not approving this document we're just approving the formation of the committee okay so the daytime thing doesn't matter correct approving it tonight yeah the committee will decide they can decide to move now they'll update it jen marie just weighed in on the chat that they will update it okay yeah so the motion really i think is uh like people said it's really to form the uh the formation of the committee that will again i guess update and revise the plan as as
088appropriate second i think diane seconded okay [Music] just do the minutes uh all right no further discussion uh those uh an approval vote i i i uh any opposed and the motion carries all right oh it looks like that's the end of our agenda tonight you all have a good evening uh and stay safe out there you