001Allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. I'll make a motion to approve tonight's agenda and the uh regular board minutes from the June 16th meeting. I'll second. Okay. Okay, I had a motion from Heather and a second from Marca to approve the agenda and the minutes for the board meeting, the June 16th board meeting. All in favor? Any opposed? All right, we will move on to the swearing in of new our new board of directors, which is Kayla and Sharon. So, you'll repeat after me, I guess. So, you guys have your paper in front of you? I'll read it. Okay. So I do you need to I and then state your name. Sharon
002Nelson. Kayla Pritchette. I Cayla Pritchette being duly sworn will support the Constitution and the laws of the United States and the State of Oregon. and and the laws of the United States and the State of Oregon and will discharge the duties of the school district. and will discharge the duties of the school district to the best of my ability. So help me God. Okay. And then I think you sign your paper, right? Yep. Yes. Sure. Julie gets And then Julie needs that paper. Welcome. Congratulations. You have to remember that. We're going to ask you to repeat it the next meeting without [Music] I don't know. Shouldn't they have raised their hand or something? I agree. I thought that I did that, but I think so. I don't think it's I don't think we're breaking the
003law. We don't think we're good. All right, let's move on to 2.1. Elect a board chair. I'd like to make a motion. Go ahead. Heather has a motion. I'd like to make a motion to elect Marshia Frost as our board chair for the upcoming school year 2526. Do I have a second? Are you going to say something? I don't think we need a second. We just need If there's any other Are there any other nominations? Yes. I would like to keep our board chair that we have. You think that's a good idea, Steve? I'm not sure that it is. I don't know if I'm supposed to say anything. Do you not want? I'm just saying I've done it for two years. Maybe it's good for the board to have change. I that's that's all I'm
004saying that I want you to think about. Okay. Do we need seconds on this? If nobody seconds it then our we don't need somebody that's a nominee. You just nominate. We don't need a second nominations and then do a vote west. But if you don't have I'm just texting Luke on my I have my iPad too. So if he needs to communicate, he just unmuted there. Okay. Yeah. Okay. Um, all in favor for just vote or what what should we do? Yeah. How do you want us to do it? Do you want us to write them down? Do you want us just to cuz if we all vote are like to split how do you we we need to do the vote. So we would call a vote for Marsha and see if we have
005four board members that confirm that and then we would vote for Yeah. Cuz if we just we can't have to do a vote. Not an all in favor, right? If we have to. So do we just go down the line and everyone vote? Yes. Okay. So, start with Steve. Steve. What's your Who's your vote? Okay. Her name is Sharon. Melinda. Kayla. Melinda. Heather. Marsha. Melinda. Luke. Do I have to vote? Yes. Okay. Well, I'll vote for myself, I guess. Okay. Because Okay. It's already decided. Okay. But I'm gonna say next year someone else has to do it. I think I think next year we should I like I just like to say one thing. I just appreciate all the time that you have put in in the last couple of months with negotiation, mediation. Uh
006it's time that we can't do people that that work. And I just appreciate you, your husband, and your kids for allowing you to put the time in here. I mean, eight hours a day here at the district office. Might as well be an employee. Thank you for all you've done for us. You're welcome. But again, one more year. That's someone else has to do. Feel like I've had a target on my back for two years. And it end the time. And I don't regrudge the time. I don't I I don't though I would I don't know Wayne might actually burn me out. So I don't I would like to be able to have time for something besides school board sometimes. Um all right we need to elect a vice chair. We have any nominations? Marsha.
007I would I'd nominate Marsha. Okay. Any other nominations? All right. Do we call a vote then? Can we just say all in favor since there's one nomination? All in favor? I Lucas. Um Lucas I. Thank you. Well, doesn't seem like anyone's post. So, let's move on to establishing a set day for regular board meetings each month. I like the second Wednesday of the month, but I'm can it's been that way for 20ome years. I like it, too. Yeah. Okay, that works for Okay, thank you. But I'm subject to change, so whatever. Can I add something, Madam Chair? Shouldn't we have it as the third Wednesday? It was the third year because it got moved within the last couple years. Yeah, it used to be Mondays. Oh, it did used to be Monday. In the beginning,
008it was Monday. Has long and then it moved to Wednesday. Third Wednesday it probably easier than financial days are easier than longs. is not saying contact with city council. Are they on Monday? Monday is city council because we were conflicting with the city. I'm open to anything. If you guys want to change it, I'm okay with it. But I don't see any reason why we need to change it as long as it works. Does it work for you, Kayla? As long as it stays at a Wednesday, not a Tuesday. It works for me. Okay. Well, we won't. Then that makes it easier. So, second Wednesday. Second Wednesday of the month. I have a question for everyone. Is there anybody who would be interested in having just a Chromebook instead of paper and being able to
009go through instead of having it printed out or would prefer a Chromebook instead of paper? I can keep it going like it is. I just if anybody would like to do that. You don't look very excited. So I prefer paper to paper. All right. Paper it is. [Music] Yeah. Can you ask Luke to mute himself? Yeah. If we mute him, he can't hear. I push the mute button. Um, but I think he he needs to do it. We have to unmute it. I'll text him. All right. So, in the past few years, we have not had a board meeting in August or December. Do we want to continue doing that? Yes. Works. I like agree very much. All right, let's move on to appoint members of stating standing committees. Um, do we need to approve
010that? Do we need a motion on that under discussion action items since it's under that? We probably do need to approve all of at just do it at the end. Okay. Sure. You're just going to you're not touching on all these. You're just going to touch on a couple. Well, uh, we can go through all of them so we know what they are, but and then vote and then Okay. So, do we need three members on each committee? We can only have a Mac, we don't need to have three, but the maximum we can have on each committee would be three, unless the board cuz when we were doing the bond, the board made a decision that everybody wanted to be on facilities. So, then we just made those work sessions. So, if there's more
011than three, we can bring these up as work session meetings, but three is not a quorum. So we can have max of three to be able to be in committee. So who would like to be on the facilities committee? I'm on the facilities committee. I'll stay on the facilities committee. Anyone else? Cliff was on there as well. So we And Steve, I think Steve's like, "No, I don't want on any I don't mind." Okay. Move Steve over here. Yeah, we need to move him. He can't hear. Going to stay on the facilities. Yes. Okay, I didn't bring my herinade. Sorry. Speak up a little bit. So, who do we have? So, we have Heather, Sharon, and Steve on facilities. Policy committee currently is Melinda, Marsha, and Luke. Is there I'll stay on policy committee. Okay.
012I don't like policy. Stay on policy. Perfect. Last year it was brought up about wanting to revamp or redo the superintendent evaluation. I don't know if that's something that the board wants to take up or not, but that was something that was a conversation. So if there's three of you that want to do that or if nobody's interested, we do have a evaluation process currently in place. I think maybe we should just keep it the way it is for the first year so we all know what's happening and then maybe after these people have been on for a year we can change it. I think that'd be better for us personally. What kind of a new format were they going to something OSBA came up with? OSBA has some different um suggestions for that for
013superintendent evaluations. Um, and I'm sure there's some other outside independent um, agencies that we could look at as well, but um, that was something that was brought up um, last year and then it was not something that we implemented for this year. Only thing that I would ask is what if we're going to change it. I just want to know what we're going to change it to so that I have an idea of what the bar is, so to speak. Yeah, I just felt that the your evaluation currently the way we do it does not give you very clear guidance guidelines as to what hits the mark and what doesn't. So for you I think it would be nice if you had better clear guidelines. That was that was why I wanted to do some
014changing to it um myself. So if we have this committee, would it just be three board members or would we have because like all these other committees like policy committee, there's more people on that committee than just board members, you know. I think that would I think it would be good to have want to do. We would have maybe have I don't know who we would have on like some administrators or I don't know how to do it how we would set up. I think we if we were going to do this, we would need to be really clear about how we set this up. Yeah. Well, then if OSBA is suggesting that there are some new guidelines for superintendent evaluations, I would I would guess that they have multiple stakeholders involved in that selection
015or in that committee. So that you'd look at a community member, you'd look at someone from not just within the school district. So maybe we look at what their guideline is before we move forward. Take the lead from them. Yeah. I I don't I don't I have not had a chance to see what they're suggesting. I haven't read it either. I I board meeting. Can we have a copy of what they're proposing that we change to do we need to decide whether or not we're having an evaluation committee? Yeah, I think we need at this point like now we need to decide whether we want an evaluation and then the committee then like could bring something at the September board meeting. We could bring the OSAA OSBA guidelines. Yeah. So, is the committee being established
016to just to decide whether that needs a change or not, or is it to implement a change? Maybe that's maybe we need to do like we did on and do a work session instead so that we can all discuss it and look and see what's on there. We could definitely we could definitely not we could do that. That's I think those are really good options. And I do think it's going to be hard to have it all in place for like like Steve was saying like I don't know that we can have it already when he's starting today, right? Like this would be so this would be giving us a year. I don't think any work session would be bad because then we can look and talk about it and we can all be there
017to look and review whatever it is that OSBA has and whatever else is out there. Well, could Julia, could you maybe find it online and share that link with us? Let us take a look at it online. We can do a little homework before the September. I can do it in August and get it to you guys. Kind of give us an idea even sooner. So then it sounds like yes, we are voting for a work uh superintendent committee and we're all going to be on that committee. The evaluation process and we'll do that work session before the September board meeting. Well, that way we have time before to actually look at that information and discuss. Do the work session before the meeting like at 5:00. I get Yeah. I think the work session is
018very important for all of us to have an understanding instead of just have three of the seven kind of know what's going on. I think it would be very helpful for all of us to do this in a work session. Yeah. Okay. Work session at 5 September. Got it. Thank you. Okay. OSBA conference. So is this we're deciding if we're going that what this is and and who wants to attend each or not attend each so that we can start make sure we have all the arrangements. I can tell you right now that I cannot commit to the annual convention because uh we were at state last year for volleyball and it's Lily's senior year. I'm not I don't I'm not comfortable saying yeah I'm going to go and then that makes sense. I'm definitely
019not going if they're going. That makes sense. I thought we decided for this year we were going to the August one because it was cheaper and lots of reasons why I can't go to the August one. The August one is cheaper because it's in Salem versus being in downtown. And I have the agenda which I was going to bring it down for the August um one already. And I would I would really like to propose that we just not do the November meeting. We have budget cuts and this that's very very expensive. I'm sure it's well over 10 grand to send us up there. I mean I I just think we should need to bypass it for a year and just do the summer convention and see what they have the following year. I didn't
020mention that last year, but we ended up going anyway. So I think it would be I I I totally agree with that. I um and to me part of the importance of that convention was just for all the board members to be together and I'm wondering if we could do something different that is not a multiple day thing like an evening or something like a retreat or something or I I don't even care if it's a retreat but whether we have some train NSBA person come to train or something. Um I don't know. We have two new board members and though I know Sharon's been a board more board names than I've been to different capacity though but we have Yeah. And we have board members who haven't had training. It's just and I still
021feel like I'm a newbie at the board even though I've been on for four years. I It's just like every year I've learned a little bit more. So I don't know. I would rather do something like that that's much cheaper. And and they also have the one in uh in Kuspay, don't they? At ESD the right before the annual convention. Oh, that's the road show, right? Yeah. The legislative. Yep. They have the road show, but they they don't talk about school board. That's just more like this is the legislature. This is what's happening in the legislature right now kind of. So, I don't know. there is some required training that does need to happen. So, being able to, you know, for Kayla and Sharon, being able to go to that summer conference would check that
022box for the two of you as far as doing new board member training that is required. So, just I don't know if those dates work for you or not, but there is there is some training at that conference for new board members that I think would be beneficial for the two of you. And you said that's in Salem. That is just It is. It's in Salem at the convention center. And what we've researched so far, prices were substantially cheaper in Salem versus what they were in Portland. Yes. So, I don't know if you can commit to that tonight, but if you can, then obviously we'll make July 7th is my deadline. So, I I can I'll make it work. I can commit to that. Okay. Make sure. So, we're looking at just the two of
023them going in August and that's it. I thought Marsha was I think was I thought you were interested in going. No. Yeah. I'll tell you. Yep. Okay. If you want to go go I would like to drive up Thursday, be there Friday and leave Saturday after the conference. Even though I'll go home late, I don't want to stay tonight. I think we looked at the agenda. We did at one of our last policy for Yeah, it was it looked like we could easily Yep. I think 3:00 is the last and not have to stay till Sunday and be able to get home and so if I think I heard the board I'll text them. So Sharon, Kayla, and Marca would go to summer conference and then for we'll skip the annual conference and look for
024some kind of OSBA training that we could do an evening in maybe December, early December. December or sometime this year we'll do one. Okay. Sometime. So, we'll skip the annual convention and we'll do an OSBA training of and we'll set the date. We don't need to know. Okay. Don't need to know a date on that yet. Okay. I think those were the things to really discussion. The rest of those items are pretty much either reauthorization, reauthorization, appointing or something that changing and adding our new business manager. Does anyone have any questions about 2 between 2.7 and 2.21? But before we get any motions, Julie, do you need a motion for all these items? Do you need me to specify what we've You could just um Yeah, let's specify the board chair, vice chair. Okay. So,
025I'll make a motion for items 2.1 um Melinda Millet 2.2, Marshia Frost. Our set regular board meetings for the second Wednesday of each month. No scheduled August or December regular board meetings. Um, current facility members Heather, Sharon, and Steve. Policy, Melinda, Marca, and Luke. Sounds like we're all going to be on the superintendent evaluation um committee meeting, so we'll be holding work sessions for that. um the summer conference for Marsha, Kayla, and Sharon, and no attendance um at the annual convention and everything else as noted. Thank you. And Luke just answered, he will not be available for August. So, that's taken care of. Okay. I had a motion by Heather. I don't have to repeat all of that, do I? No. To approve 2.1 through 2.21. 21 with all of the details that she gave
026and a second by Marsha. All in favor? I. Any opposed? Okay. Fiscal director's report um I believe you have some things to share with us. Yes. Okay. Um so for um our um ending fund balance I am projecting um and this is has majority June says estimate on it but there is a majority of it that is up to date especially on the revenue piece. There may be a few changes but for the most part it is pretty um solid right now. We are going to end up with $2,29,423. We did have to move some projects that were slated to be done in 2425 school year. Um, we did have to move them into 2526. That's why we did go above what I said that we would have for our beginning fund balance. Um, so
027that's that's the reason for that. um is because of the projects. So, does anybody have questions on the financials? What were the projects we had? Um they are on your agenda um for under the discussion um action items. 5.0. Yep. 5.0. We were planning to purchase a new maintenance truck, not brand new, but new to us. And then we were also planning to install the ventilation system at Winterlakes High School for the dishwasher. Remember, our kitchen there has never been yet fully operational because the dishwasher um doesn't vent. And then we also wanted to do an electrical project when the the hospital donated a convection oven to our high school. But we need to get that oven connected in that electrical. We're estimating that to be not to exceed 10,000. The convection oven for what?
028Our like foods program or something. What's that? Our convection oven for like our foods program. No, that'll be in the in the actual high school um cafeteria at CHS. Yeah, CHS with that production kitchen with them being providing the meals for both the junior high and the high school as well as Winterlakes Elementary, Winterlakes High School, Powers Elementary, and Powers High School. Those numbers have all went up and we're feeding a lot of kids. I don't know if you want any further clarification. And I would defer to Mark. The resolution 26-01. What is that? Is that one of the ones you just said? No, that is something different. Yeah. And it's in your packet. Wait. Oh, is this what Denise was going to talk about? No. No. No. This resolution is adding Denise as an
029authorized signer as our business manager and then deleting Rachel Amos. So you'll see that we're adding Denise as business. Oh, so that's not one of the projects that you're talking about. It was just part of that in that section. Okay. Right. And then um and also another thing um for the 2526 um budget, we do need to do a supplemental budget um as approved by the um board last month. We did switch for paid leave Oregon um paid family medical leave to a third party administrator uh to um make the process a little bit smoother for our employees and also for for us here. So that we the state is basically saying that we now have to do uh federal taxes and um all of that stuff for the employees that we do actually have
030to report that on our W2s for employees. So switching to a third party administrator, we can have all an employee whole for their W2. So they're not going to get a W2 from us and then a 1099 from the state and so on and so forth. So it will make it a smoother process for employees on an annual basis, but then also um make it a little bit smoother for them um because uh they will be handling the claims with the employees with input from the district. Um, so in that being said, we need to do a supplemental budget because we have to open up a new fund number and it's fund 600 um that we do need to open up so that that money can flow through that account because it is for a
031set purpose only. That is a that is a service for our employees. So it's not an increase or a decrease to the budget. It's just opening up a new it's just opening up a new fund. So the money going that would normally go into a fund 100 is now going to go into the 600 because we will be paying directly to the standard the third party administrator and that's where it will flow through. So we're we need to do that. Um and so our suggestion is because we do need to have this done before July's payroll um is if we could meet um sometime on July 21st 1st at 9 in the morning. We would need to have four board members here. Can you do it by phone or Zoom? What day of the week?
032No, we have to have a hearing because it is a supplemental budget to have an open because it Yes. So I do have to advertise in the newspaper for it. So, um, July 21st, um, and if we could just, we just need four board members. Yeah, Mondays are I have standing call every Monday morning. So, I can't do a Monday. Say evening. I could do it Monday morning the 21st. You can do it. Is there anyone else that could? I don't know if I could do morning. That's the week of the That's fair week. If that's fair week, we're loading animals at 7 in the morning. Okay. Yeah. Well, horses will already be there, but I can't do morning, but I can do afternoon or evening. I can make it on the 21st. Fair week.
033You could make it. Yeah, I keep I can make it work. I can't do morning. Lucas, would you be able to make it work on the 21st? Yeah. In the morning? Yes. [Music] I'm not working that day. So, I could do it on a Tuesday if you need a fourth, but I can't do it on a Monday. So, we had three board members that could make it. Lucas, Kayla, and Melinda. So, Heather, what time would My call is at 8:00 and it's usually not done till 9:00 9:30. And the day that I say that it's going to be done by 9 is the day that it'll be done later than that. That is true. Uhuh. We can do it. We can do it a little bit later. So, what time would work for you? We
034could do it at 10. Kayla, could you do I mean, this should take literally a few minutes. It's It's not going to take very long. Yeah, but it's just Mara. You couldn't do it. That was fair. I can't do morning. I Because showing Monday and Tuesday morning. I don't know what time. Could be 9. Could be 10. Could be 11. Could it be two? But I can do after I can do probably anything. Well, I could do anytime on Monday. Yeah, it's not it's just that's my standing. Follow me for me. Could you do 10 then Heather? Would that give you enough? So, if we just shift it a day, sounds like Lucas doesn't work that morning. Kayla, could you make 10 work or is that harder for you? Or is that harder? Cuz you
035have to be to work. Oh, I don't. That's also a fair day for us. So, it it's fine. I'll make it work. Are you sure? Yep. Does it have to be on Monday the 21st? It can't be on Thursday or Friday before. Unfortunately, I have a business conference that I have to be at and that's Wayne's first day back. That's the reason why and then the posting and the posting for the public. I have to post it in the paper. We're limited with the world now with only being out. Tuesday, one day a week and then we have to have it into them by Monday the previous week. So, it makes it hard. So, if Heather can make it, Kayla can make it, Melinda and Luke. That gives us the four board members. And then
036I guess it would depend on Yeah, maybe you find out when when Kippy shows between there. Um I don't know. Steve doesn't know what his work day may may be. Maybe maybe it works. But if we have four that can do it, then that's enough for us to move forward. I can find out. Let me find out if we could call in too. I'll double check that and see if that might make it easier. So, do you want me to put it for 10 and hold that date for 10? Okay. So, 10:00 on the 21st of July, we'll have our supplemental budget hearing and then board vote to add that. If somebody fails to make it for some reason, give me a call because I'm going through here with a little truck. So, I can
037We don't know if we can do it by do the meeting. Okay. No, he said if somebody can't make it, he can. Thanks. Thank you, Steve. Thank you very much. Okay. All right. Anything else, Denise? Nope, that's it. Okay, then we'll turn 4.0 over to our superintendent report. Um, as far as emails or correspondence, since our last meeting, which I know was a short time ago, we have not received any. As far as legislative update, last board meeting, I talked about Senate Bill 141 that has been signed into law by the governor and we're now waiting for interpretation by um the Oregon Department of Education. We received notice today that federal funding for some major federal programs is currently put on hold. There has been an emergency um statewide superintendent meeting called for tomorrow. So
038I am going to attend that Zoom meeting and have some more information on that. Really concerned about what this might mean for our federal funding and that is for this school year. I know I explained before that the budget that's currently going on in Washington DC is the 26th budget and I know you've probably all saw in the news there's a lot of controversy regarding that budget but that is for this next school year that money is currently being put on hold um through the federal government and that is really concerning as far as how that could affect our districts. So, I am going to attend that statewide superintendent Zoom meeting tomorrow. Would that be all of our federal funding or just part of it? Because I I mean, I read the article, but I
039wasn't sure which Yeah. which where we get our money from. So, it was all of title two and title two is money that we get. Um, it did not include title 1A, but it did include title 1 C. Um, and it did include title four, which is a spot where we get money. So, okay. But until I hear I just want to make sure that the board is aware because as you're hearing things on the news, I am going to attend that meeting and I'll try to push a communication out after that to all the board members and an email as far as what the latest information is. just, you know, money is being put on hold because the mantra is they're trying to look for fraud, waste, and abuse. And so all money is
040being put on hold coming out of the federal government. Could just be that it's just a short time hold, but there is money on that list that would affect us if we do not get that money for this next school year. I was feeling like we were going to be okay for 2025, but 2026 was really when we made we were nervous. This latest funds being put on hold changes that you're going to try to send us out. Yes, I will send something out tomorrow. Are you going to send us anything in August since we're not having a meeting on any updates? Just I I update the board. Yep. I will update the board. You know how that monthly whatever. Yep. And then I also wanted to let the board know, I know you approved
041our summer projects list, but summer projects are happening around the district. Um, I had a chance to walk around and look at some of those today. Um, our daycare has been completely repainted and uh, that looks fabulous. Believe it or not, our 30-month-olds are pretty hard on walls and um, things like that in daycare. So having it a fresh coat of paint, it looks really, really nice. At CVE, we've got walls that have been framed up in our old home classroom where we're going to make the new um staff room for teachers and staff there at CBE. At CHS, some of you have probably noticed the big black tarps around the building. We have removed all of the glass block and the windows and that asbestous that was part of that. Um and then at
042Winterlakes Elementary um we're all moved into our new office, our security doors, our um buzzin, buzz out system, all of that is up and working. So, lots of things are happening around the district. And if any of you would like at some point, feel free to stop by and I'd be happy to give you a tour. We will have a tour um lined up in the fall as well so everybody can see all the updates and new projects that we did over the summer. That's all I have. All right, let's move on to 5.0. I'll make a motion to approve discussion action items 5.1 through 5.5. Second. A motion by Heather and a second by Marsha to approve 5.1 through 5.5. All in favor? I. Any opposed? Okay. Move on to our consent agenda 6.0.
043Motion to approve consent agenda items 6.1 through 6.9. Second. Okay. Okay. A motion by Heather and a second by Marcia to approve 6.1 through 6.9. All in favor? I I. Any opposed? Okay, we'll move to staff for public comment. Is there any staff for public comment? I would read the thing, but I didn't think there was going to be any. So, all right. I was ready with my