001sat behind you there just doing some ax droid in your spare time and let me look up the oath unless you do it line by line which case I will remember but if you ask me to remember the whole thing other than constitution of the United States preserve protect and defend yada yada yada I'm I'm out of luck I'll just do it I'll just do it little uh yeah I do it repeatable way. That's no problem. Thank you. Okay. For Briea, for Briea, I'll do the whole thing and let you read it. Is that okay? After words, is that will that work? Okay, Christie, we are streaming. Um, we're still in the practice session. So, you know, 45 seconds or whenever it says 20 noon, I can hit start and then we're good to go.
002Okay, sounds good. Okay. Uh Christy, I have the oath in front of me, so Okay, whichever way you want to run it. Okay, sounds good. I like just being in the practice session. I like when it says you're just in a practice session. The pressure is off up there. Okay, we are good to go. Okay, sounds good. All right, I'd like to call to order the July 1st, 2025 Forest Grove School District Board of Directors meeting at 12:00 p.m. We'll start uh with a roll call of board members present. Alma, present. Brieza was here. Pete here. And Kate is trying to get on but currently not here. And Christy Cocky is here. If we can rise for the flag salute. Yes. And imagine a flag. This is always a little bit awkward. I pledge allegiance
003to 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. Thank you. All right, we're going to start um first with our oath of office to swear in our three new school board directors. I am going to start with Briea Franco. She is joining us in position one. And I'm going to read the oath and then ask Briea to repeat that after me. I do solemnly swear that I will support the Constitution of the United States of America and the Constitution and laws of the state of Oregon and the policies of the Forest Grove School District. During my term, I will faithfully and impartially discharge the responsibilities of the oath of board oath of the office of board
004member to the best of my ability. Wow. I do solemnly swear that I will support the constitution of the United States of America and the constitution and laws of the state of Oregon and the policies of the Forest Grove School District. During my term, I will faithfully and impartially discharge the responsibilities of the office of board member to the best of ability. All right. And Peter Truax, position two. I do solemnly swear that I will support the Constitution of the United States of America and the Constitution and laws of the state of Oregon and the policies of the Forest Grove School District. During my term, I will faithfully and impartially discharge the responsibilities of the office of board member to the best of my ability. I, Peter Truax, do solemnly swear that I will support
005the Constitution of the United States of America, the Constitution and laws of the state of Oregon, and the policies of the Forest Grove School District. During my term, I will faithfully and impartially discharge the responsibilities of the office of board member to the best of my ability. All right. And finally, for position three, we have Alma Lozano. I do solemnly swear that I will support the Constitution of the United States of America and the Constitution and laws of the state of Oregon and the policies of the Forest Grove School District. During my term, I will faithfully and impartially discharge the responsibilities of the office of board member to the best of my ability. I, Alma Losano, do solemnly swear that I will support the Constitution of the United States of America and the Constitution and
006laws of the state of Oregon and the policies of the Forest Grove School District. During my term, I will faithfully and impartially discharge the responsibilities of the office of board member to the best of my abilities. All right, congratulations. I think that makes it official for everybody. really want to welcome the three of you again publicly and officially and just thank you for being willing to serve on this board which is essentially a volunteer position and it's wonderful to have new representation and people that are just really excited to serve and all three of you bring something different different strengths um and vision for our board. So very thankful for that. Is there anybody that would like to say any words? Just want to give that opportunity. All right. All right. So, we're going to
007move to approval of today's agenda. We are adding an amend. We do need an amendment for this particular agenda today. Um, we need to add an action item to approve the CBAP contract. And Dr. Shear will be telling us about that when that action item comes up. But I would look for a motion from someone now that we are all official board members to amend um today's agenda to add an action item. This is director TX. So moved and I'm looking for a second. I'll second. Okay. Moved and seconded by director Lozano to add an amendment for the CVAP contract to today's agenda. And then I believe we are going to I'm going to ask for a motion to approve amended agenda. Is that correct? I think so. Yes. So I'm looking for a motion
008now to approve today's amended agenda. Did we vote on the other motion? Oh, we did not. Gosh. Mayor. Okay. Former mayor. Well, oh my good. This is I'm starting off strong. Okay. Um moved and seconded. Is there any discussion about the amendment? Seeing none, I'll call for uh we'll do an roll call vote. Besa, sorry, you cut out. Oh, sorry. We'll we'll ask for a roll call vote on this one. So, so you can say yay, we're approving the agenda or nay. Brieza. Okay. Alma, yes. Pete, yes. And I am a yes. All right. Now, I'm looking for a motion to approve today's amended agenda. Um, I, Brieza Franco, am moving a motion to um I'm sorry for what you said. No, that's fine. A motion to Is there a second? I second. All right.
009Any discussion? And this one we'll just do an all in favor say I. I. Seeing none opposed. Motion passes. We are going to move to action item number one um which is to elect board chair for the 202526 school year. At this time, I'd like to invite nominations for board chair for the upcoming term July 1st, 2025 through June 30th, 2026. Madame Chair, uh this is Director Traxx. I nominate Christy Cotky for the position of board chair. I second that. All right. Any discussion? There's Kate. Hi Kate. Kate, we're just in the middle of We just had a motion and a second for a chair for school board for next year. Okay. And we're in the discussion phase. Do you have do you have any thoughts? No, I I highly recommend you. I will say
010I will say that in the history of this board, we've been um really good about sharing the roles and switching the roles. I think in this particular year, as you can see from this very meeting, I still have a lot of learning to do as chair, but I think we are um able to just continue have some continuity. Uh and I'm happy to stay in the role for one more year. So, I appreciate your nomination and your trust. And with that, I think we'll take a roll call vote on this one. And um we'll start with Briea. Brieesa, yay. Alma, yes. Pete, yes. And Kate, yes. And I'm a yes. And I accept. And thank you. So, we will move to elect board vice chair for the 202526 school year. At this time, I would
011like to invite nominations for vice chair for the upcoming term July 1st, 2025 through June 30th, 2026. I'd like to nominate Alma. I second. Okay, there's a nomination and a second. Do we have any discussion? Seeing none, I'll call I'll I will call for a roll call vote. Um, Brieza, yes. Pete, yes. Kate, yes. I am a yes. and Alma. Yes, I accept. Wonderful. Okay, very exciting. Thank you for being willing to step into that position as well. And thank you to the rest of the team. And now we are going to move to action item number three with Director Clute, Fernhill Elementary School prek play structure procurement. Welcome, Director Cloot. Good morning. Um, so as part of our board policies, it requires us to get board approval for any procurements over 50,000. Um, this
012first one we have today is the Fernhill Elementary School prek play structure. This one is using the KCDA cooperative purchasing agreement um with Northwest Playground and it's for $59,521.14. Any questions from the board? Okay, seeing none, do I have a motion to award the purchase agreement of $59,521.14 to KCDA and Northwest Playground for the Fernhill Elementary School prek playground. So move. Do I have a second? Director Turk second. Second. Any discussion? Seeing none, we'll do um all call vote. All in favor say I. I. I and opposed. Seeing none, motion passes. Thank you. And we're going to move to Director Pinon, our well technology manager. I say director, classroom video equipment purchase. Hi, good afternoon. Thank you. Um the action item before you today is um a continuation of our classroom update projects, classroom AV
013uh update projects. That's part of the bond. Uh the school board had already previously approved the purchase of all of the AV equipment for the different classrooms. Uh the contractor having surveyed what can be accomplished the rest of the summer uh and additional classrooms that we'll be adding, we're going to be amending that PO to purchase the remainder of the equipment that will be needed to complete the project u uh this summer. So um the vendor with the lowest cost from the previous uh approval was Data Center Warehouse. So we'll be purchasing the remainder of the Epson interactive short throw projectors and all the accessories. So, the recommendation uh to the board is to approve the purchase of the classroom video equipment upgrade from data center warehouse utilizing bond funds uh for a total cost
014of $169,500. All right. Any questions on that one? Do I have a motion to approve the purchase of the classroom video equipment upgrade from data center warehouse utilizing bond funds for a total cost of $169,500? Director Trux. So moved. Do I have a second? Second. Okay. Any discussion? Seeing none, all in favor say I. I. I. Opposed. All right. Motion motion passes. And now we're going to move to our amended action item number five. CBAP contract. Director Shear, student services. Hi. Thank you so much for amending the the agenda for me. Um, as a part of our extended school year services for students with disabilities, uh, we annually contract with the community-based um, activities program, which is a not for not for profofit in Forest Grove. Um, they provide some of our extended school year
015services to students. We have about 55 students that attend every summer. Um, this is over $50,000. The contract is for $192,500. Um, the program runs from June 24th through uh uh August 1st, 2025. And you see that um the contract, I believe, should be attached to your materials. Um, and we're recommending to approve the contract as presented. Any questions on that one? Kim, could you just um just give a tiny history of the SEBA program like that? It's been I think probably people on the on this screen are familiar, but just in case um could you talk just a little bit about that partnership? Yeah, the partnership's been going for as long as I've been here, which is I'm going into my 18th year, so much longer than that. Um I probably wouldn't do it
016very good justice because I don't know a history beyond that. But um we've uh partnered uh annually with them to provide services for some of our ESY programs and they provide I don't know if you are familiar but they provide a lot of community um activities and do a lot of fun field trips and social activities and um yeah. Okay. Thank you. All right. Okay. Do I have a motion to approve the CBA contract as presented for $192,500? Motion to approve. Do I have a second? Second. All right. Any discussion? All in favor say I. I. I. Opposed. All right. Motion passes. Thank you everybody on those. We're going to move to consent agenda. The consent agenda is made up of routine non-controversial items to be voted on under one motion. Are there any items
017within the consent items a board member or the superintendent wishes to discuss separately? Seeing none, do I have a motion to approve the consent agenda as presented? So move. Is there a second? Second. Okay. Any discussion? All in favor say I. Oh, sorry. Sorry. Yeah. Um, I would just like for the record to indicate that I am a friend of one of the partners in Paulie Rogers. Uh, know him very well. Have worked with him for a number of years. So, um, just want to make sure that that's on the record that full disclosure. Okay. There is no conflict of interest there. Okay. That was consent um, item number 12. Thank you. But just by habit, I am calling you mayor. So I'll have to figure that out later. They laughingly call that an honorific
018once in a while, and it's perfectly appropriate. It's either way, just long you use mayor instead of other epithets. All right. All right. So we had um a question discussion there. We've had a second. All in favor say I. I. I. I. All right. Opposed. Okay. Motion passes. All right. We are going to move on to discussion. Um where and I have not been a part of this process before where we do assign members of standing committees. Um we have four committees and Kate I might have you talk just a tiny bit about again policy. We talked a little about about this in orientation but how long you've been on policy and if you've served on other committees but we have policy committee. Um we're looking for two people for each committee. bond oversight, financial
019oversight, which is essentially budget focus, and recreation committee. The recreation committee, Brad Buffaro, has been our liaison to that, and he is currently chair, and he I his chair reigns somewhere in this next calendar year. I don't have the exact date. So, he asked at our last school board if this board would have consensus to allow him to continue to serve in that role. Um, I I fully support that. But when his term is over as chair of that committee, then there will be a space as well for a person to represent on parks and wreck for the city. That interest we can talk about today as well. But um so I'm looking for a couple different things, but first I'm going to let Kate talk just a little bit about existing committees and and
020your um your your willingness to serve again, which ones you might be interested in. Nobody's locked in today. and then we'll go to Besa and Alma and Pete and just kind of gauge where everybody is and make sure we can ask questions about what those committees entail if we need to. So Kate, if you don't mind, I'll turn it over to you for a few minutes. Okay. Thank you. Um, so I have been on probably every committee, but the ones that I've been on the longest is uh the policy committee since 2011, and it's reviewing um the policies after um they're recommended by OSBA um the Oregon School Board Association. And then the staff, the directors in the district office review the policies and then um two board members review that with um our secretary
021Bethany and also our superintendent. Um and then it comes up before the board. Um, basically we're just looking and sometimes we have um our lawyers also look at some of the policies and then um it comes up in the packet for the board and the board can review it and then we have a first hearing. Um and then the second time is when we approve the policies. And most of the policies, not all of them, but the majority of the policies are just um small little pieces that have to be um corrected or updated depending on um what um the legislators say and and recommendations also from the lawyers from um OSBA. Um the bond committee. Well, and I would like to stay on the policy committee. I I've been doing that for a long
022time unless someone wants to arm wrestle me and not have me do it. the bond committee meets I believe it's four times a year and we're reviewing um the monies and the projects and team the input from the teams um I include and the architects and um firms that have been for example like at Cornelius we we've reviewed um what's happening there but also reviewing the time schedule um and what's happening on all the campuses uh I believe Eileen um a while ago went and did a review of all the needs at the schools. Um and so the needs have been prioritized um to be completed, you know, some now, some next year um depending on the schedule and contractors and availability of materials. We had a little bit of a problem with availability of
023materials during COVID. Um the um the recreation Brad has done that for quite a while and I've never done that one. The other one is what was the other one that you mentioned? Um the the budget, the financial oversight. Yeah, that's a good one for um new people to do because um you get to really understand the the the different categories and Eileen is very good at explaining and um I've been on that committee with Brad and with Mark both and um a number of years ago we updated uh how we were presenting the budget to new um budget committee committee members and Eileen did a great job on that. Um, but it's look reviewing the the numbers and um and the recommendations and considerations that Eileen's doing. So, that's a that's a good committee
024to really understand um especially for new people because that's one of our big I mean we hire the superintendent, we evaluate the superintendent, but we also approve the budget and that's that's a good one. um if if people have time to do that one. Dr. West, do you want to add anything um about those different committees? Yeah. Um just briefly, the different committees that were mentioned do have an endpoint where we bring that information into the boardroom. So, for example, we bring policies to the board for action after they run through the policy committee. We have the um financial oversight committee, but we have quarterly financial reports in the boardroom. And I'm I'm bringing that up because there are different ways for the school board to have oversight, which is one of your jobs um
025of the work of the superintendent and these committees are one way to get a little deeper look into the work of the district um and the efforts that we're moving forward. So, it's an important process for us to be able to have that oversight. Um, like I said, it does eventually come into the boardroom, but if you have areas of interest related to each of these areas where you feel like either you have some expertise or you just want to learn more, joining one of these committees is a good opportunity to lend your expertise or to grow your learning in those areas. I think that's all that I can contribute right now. Dire chair cocky, thank you. Um, are there questions for either Kate or Dr. West about those committees before we kind of talk
026about our interest? Okay. Um, so Briea, I'll start with Oh, go ahead. Sorry, I was just going to ask, are these like yearly commitments? Is there like a a end date for these? How do these work? Is it per term? It depends on Well, are you talking about how frequently we meet or the appointment? The just Yeah, the appointment. I think we need to defer to Chair Cotkey and director Granduski in terms of what past practice has been, whether these committees change out every year or they change out when we have new board members. Well, and I might defer then to maybe director Cloot for the financial oversight like what I don't know past practice. I don't I know there's I so I don't know the answer to that. I imagine we talk about it
027every year at this meeting, but like I said, I'm in heading into year three and I'm just now kind of learning that we had these sort of official committees that I didn't realize. So, yeah. Eileen, do you want to talk a little bit about your thoughts? Yeah, I can talk um specifically about the bond and the financial oversight one. Um the bond committee is a requirement um for the sale of our bond. And so we have to meet uh four times a year and that committee can change over um we have had since the start of the bond, it's been the same two board members that have served on that committee. Um but we can rotate that out each year or continue the the service. Um and then as far as the financial oversight committee
028one, that one is a requirement of our audit um to be able to bring the board more involved into our financial history and our background um and things that are going on um internally. So we go we dive deeper into the financial audit results. We dive deeper into the budget. Uh we do look at some of the financial policies. Um and so we have kind of a quarterly agenda that we talk through that. Um depending on the year, we've met between two and four times a year depending on the needs. Um but that one again can change every year on who serves on that committee. And I think because we are a board of five, typically each policy committee is two or less because of we can't have three. But if there were interest by
029more than two members for a certain committee, I think we could probably work out ways to share that responsibility so that everybody gets a chance. Um, and I think with the parks, I don't know the answer to what the parks commitment is. I believe Brad meets I I don't know if Brad goes to every parks meeting with the parks and reccks commission. I don't know. Pete, you might know that or Dr. West might know what that commitment looks like. He is acting as the chair right now. So, that's a level of commitment that's a little bit different than Well, that's true than just being a member of the committee. Yeah. I I believe they're meeting at least once a month right now. Yeah, I I believe that's true. I um what we have done in
030the past is people have just um volunteered for committees. There hasn't been a term and when people feel like their life is getting too busy or they want to rotate out, they just let the chair know and um we just put it up to the other board members to see if they would take a turn and um and that's how we've done it in the past. Okay. Okay. So, let's take a minute and hear from everybody what your thoughts are right now and then we'll see where we are. And we'll start with uh Briea. Yeah. Um I think I'm drawn towards the policy committee. Um it sounds interesting. Um I like reading the different changes and different policies that are going on. That's kind of where my mind originally went to. Um but I'm also
031open to the budget committee. Um, so those are kind of the two that I'm that I'm thinking about. Okay. Ma, yeah, I think I'm leaning more towards the Bond and the Rick. Okay. And Pete, you're you're on mute. Yeah, I know. I know. Now I'm not. You lucky people. Um, I policy was my first choice, but I see that that's pretty well crowded, so I'll I'll back out of that. I would like to do financial oversight. Uh, I know that's bad news for director Clootute, but uh such as life and um would move towards um bond oversight uh at least for the first first year or so. I would like to see this become an annual discussion. So I think it's important that um board that board members uh have an opportunity uh to move
032from from committee to committee especially when they're only four. I would think that we would be able to make those kinds of adjustments so we'd have a a better overall view of the of the school district and the the needs thereof. I appreciate that suggestion and I think when I think about it, the reason I maybe wasn't aware of this process was partially because I don't remember having an official conversation about who's serving where, but also because we had dedicated board members. I think Val was bond oversight now that Kate, you and Mark were on policy and Mark and Brad were always budget. So those they were kind of filled. So I do like the idea of coming back to each each year and seeing if we can share and build capacity for understanding. So
033um Okay. So, and then Kate, besides policy, did you did you say one other that you were interested in or Yeah, I would like to stay um on the budget and the bond um committee because I've been on there and and do it just one more year um and then yeah, not doing it again. Okay. Um Okay, so help me out. I think what I'm hearing is maybe for policy this year it could it we might have consensus on Kate and Briea. Am I hearing that correct? And then for the bond oversight, Alma and I can't I already can't remember what the mayor wanted financial. Did you say also bond mayor? I don't think so. Oh, Bethy's going to come in with organization thoughts. So, we had um Alma and Pete for the bond. Okay.
034And then I heard for financial oversight, Pete and Kate. No. No, no, it was it was the policy in the bond for Kate. I think financial oversight, Alma, was that another area of interest? I mean, it is something that I would Yeah. would be good with as well. Okay. And and also Alma potentially parks when that opens up is what I was hearing. Correct. Um, so we have bond, we have policy, someone potentially for wreck and financial oversight. I the one I I was going to fill in with whoever, you know, if we needed a space, I would be interested in financial oversight just because I have so much still to learn about the budget, but I think I'm I would rather have those spaces be filled with who's currently interested and then I can
035I can still ask my questions to Eileen separately. Does that sound reasonable? Or Elma, are you feeling like that? Would you like to serve on that on the financial oversight? I don't want you to feel like you're feeling like you Oh, yeah. I'm okay. I I would love to learn as well. So, yes. Okay. Okay. I think Bethany, can you say it one more time with for the people in the back? I want to make sure I'm I'm capturing. So, we have policy committee Kate and Ghesa, bond oversight committee Kate and Pete. Is that right? I think or is it Kate and Alma? I think it's Alma and Pete, right? No, Alma and Kate. Yeah. Okay. Okay. Um, we have financial oversight committee Pete and Alma. And then recreation committee, we have Brad and then
036Alma when that opens up. Okay, we feel like thumbs up if that sounds like consensusish to everybody. I'm seeing nodding. I'm Okay, there's a thumb. Okay. Okay. I think I think we've done it. Um, that's it. Is that it? Okay. So, before we adjourn, next steps just for this board, I'm Dr. West, can I throw it to you for what to expect for communication because now we're kind of heading into a little bit of downtime in the summer, but we are headed towards retreat next. Um, yeah. Yeah, thank you for that. Um, in terms of communication during the month of July, there will be things that crop up that the board needs to know about and you will either receive an email from me regarding those or I may call you directly um, depending on
037what the topic is. But July is pretty quiet other than emergent issues. We will reconvene in August for a board retreat as Chair Cotky mentioned. Um, that will be a lengthy meeting. It is a public meeting. Um, but the purpose of that meeting is for us to do a few things that are annual activities such as board and superintendent working agreements, board goals. It's also an opportunity for us as a new leadership team to get to know each other a little bit and figure out how we're going to work together. So, I look forward to that. Um, we do have a plan for that and we'll be well prepared for the conversation ahead. we will bring um some lunch in for us during that meeting. It will be a working lunch because we're going to
038start in the morning and run into the afternoon. Um and then we pick up our regular cadence of board meetings which are twice per month typically. There are a few exceptions to that. The exceptions include the month of December when we have a long break during the school month. Um there are exceptions for special sessions when something important comes up. We may call a special session of the school board. Um so look for those. We will give you plenty of notice when those special sessions happen. Um final thought about communication. We do have a couple of regular communication points that go out to the board. Um, every couple of weeks we send a message to the board around what's happening in the district to keep you up to date. We'll also send out with that
039opportunities for you to be at school events if you're interested in that. And then every week we're meeting with board leadership and during that meeting, um, notes will follow shortly thereafter. We take notes and then we send it out so that everyone on the board is apprised of what the conversation contained. What would you like to add, Chair Cocky? Um, I'll I I'll add that the retreat is going to be at the community auditorium, which is where we the city council holds meetings. So, that's a little bit different. And also, I believe that you are or will be each receiving individually some communication from Christy Perry prior to the retreat where she's going to send you working agreements and goals and have you. We talked a little bit about this in orientation. I don't know
040if that's come to you yet, but look for that email. and she's looking for individual feedback from each of you between now and the retreat so she can kind of synthesize information. Um, and we also have just a reminder the market sign up at least. I don't know if we were able to connect with Cornelius Market yet, but I do know I saw Bree's name was on one of the signups for the summer. If um another board member wants to help out at those and you're that's the one you can go to, but that's not the name on the list, I would encourage you to show up for part and say hello. I know there might be, oh, what if there's three board members at the booth? I I doubt that will happen, but if
041we're there just sharing information, that's perfectly fine as well. And also, if it comes to that day and you were on the sign up and you just can't swing it, just give me a text um and we can we can find someone else to fill in. So, no, you know, things change and summer gets a little crazy sometimes for people. So, that is going to be a great opportunity for us to reach out to the community. Um, I'm trying to think of anything else. Alma, because you're vice chair, we will probably have a couple conversations um prior to the retreat separately and I'll I'll reach out, but again, just text with any questions or email. Um, and there's I don't know. I think that is it. Questions from people about that? Bethany, do you want
042to add anything? No questions? I don't think so. Just if you have any questions, you can always feel free to reach out to me. Um, that'd be great. And you have my contact information. Okay. Welcome. I think that I think that's everything for today. If there is no further business, we are going to adjourn at 12:36 p.m. Thank you everybody. Thank you. Have a great day.